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Space Management and Allocation

Section:600
Section Title:Administrative
Policy Number:642
Policy Name:Space Management and Allocation
Approval Authority:President's Cabinet
College Policy Executive:Chief Planning Officer
Responsible Executive:Chief of Staff
Responsible Unit:Office of the President
Date Adopted:July 2016
Date Revised:July 2017

Policy

Policy

The goal of space management and allocation is to steward the optimization of space in furtherance of the mission and goals of the college.

Reason for Policy

The purpose of this policy is to enable effective and efficient utilization of College space resources.

To Whom Does the Policy Apply

All faculty, staff, and students.

Related Documents

Procedure 642: Space Management and Allocation

Campus Master Plan

Contacts

Office of the President

201-684-7609

Procedure

Procedure

Goal

Effective management and allocation of space requires periodic reviews of space, such reviews aim to prevent inequities in space distributions, identify opportunities, and recognize best practices. It should be expected that such reviews may prompt the emergence of new space management and allocation strategies.

Principles

Space management and allocation is guided by the following principles:

  1. Facilitating a high quality service-oriented and/or learning environment for students is essential to the College’s ability to recruit and retain students.
  2. Administrative and student service functions should foster student engagement and/or complement the learning environment.
  3. Traditionally “back of the house” functions should be located in areas less trafficked by students.
  4. Efficiency, while desirable, should not take precedent over effectiveness.

Space Management and Allocation Advisory Committee (SMAAC)

The Space Management and Allocation Advisory Committee provides proactive input and feedback on space management and allocation strategies including space requests. It reports to the President’s Senior Cabinet care of the Chief of Staff.

SMAAC membership may include representation from:

  • Strategic Resource Advisory Board/Institutional Effectiveness
  • Office of the President
  • Capital Planning
  • ITS
  • Facilities Management
  • Office of the Registrar
  • Faculty
  • Events and Conferences
  • Student Affairs

Process:

As space management and allocation strategies emerge and/or as space requests are brought forward, members of the SMAAC are engaged by the Chief of Staff and/or the Director of Facilities Management.

Space requestors should direct an email to the Committee Chair. The email should denote in brief:

  • Purpose of the space being requested
  • Suggested locations for desired space
  • Desirable timeline for the space
  • Distinctive physical attributes of the desired space
  • Support of the unit head
  • Available funding

The Committee Chair will review the request, solicit additional information/site visits as needed, and seek input from the Committee.

The recommendation for the space will be presented to the President’s Senior Cabinet for a final disposition.

The final decision will be made by the Cabinet.

Note: Applicants for grants and other funding initiatives are required to specify space needs and any required renovations prior to grant submission.

Parameters of Space Management and Allocation

Management

  1. All space (unless specifically prohibited by contract or funding source obligations, policy, or statute) is reassignable.
  2. Scheduling of spaces for temporary use by internal and external constituents is done via a centralized process through the Office of Events and Conferences.
  3. All instructional space is scheduled by the Office of the Registrar.
  4. Unless approved by the Provost, classroom space cannot be repurposed.
  5. Unless approved by the President or the President’s Cabinet, space is not assigned to unaffiliated organizations for other than fee-based temporary or occasional use.
  6. Inappropriate and/or inefficient uses of space, such as offices used solely for storage, runs counter to space optimization and will require redress.
  7. Periodic purging and archiving of materials in work spaces and storage areas is required to confirm that important space is not being used with unimportant items. Paper records should be disposed of according to the Records Retention Policy. Furniture, equipment and supplies should be disposed of according to State of NJ Excess/Surplus Property procedures
  8. Proposals for program creation, growth, or contraction, must include a space plan.
  9. If a change of use/function is needed in a space to make it functional, reclassifying the space will be evaluated according to the applicable building codes and Division of Community Affairs (DCA) guidelines.
  10. The College cannot guarantee that space, or funds to renovate/repurpose space, will be available within a requested time frame.

Allocation

  1. Collocation of functions in order to share support spaces, resources, and equipment, and to advance collegiality and collaboration will be emphasized;
  2. A modular planning approach to enhance space flexibility where possible (consistent sizes for like functions whereby an open suite of workstations could serve in a subsequent iteration as a medium- size conference room; standardize office furniture/finishes so that only people move and not furniture) will be emphasized;
  3. Allocation of multiple offices for an employee is not permitted.