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Space Management and Allocation

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Space Management and Allocation Advisory Committee (SMAAC)

I. Role and Function

The goal of space management and allocation is to steward the optimization of space in furtherance of the mission and goals of the college as well as the Campus Master Plan. The Committee provides proactive input and feedback on space management and allocation strategies including space requests. It reports to the senior leadership team by way of the Vice President overseeing Facilities Management and Capital Planning.

SMAAC Membership

Members of the Space Management and Allocation Advisory Committee (SMAAC) may include:

  • Strategic Resource Advisory Board
  • Executive Core
    • Office of the President (Brittany Williams-Goldstein)
    • Environmental Health & Safety (Gina Mayer Costa, Evan Kutzin)
  • Fiscal Health Core
  • Outreach & Engagement Core
  • Student Well-Being Core (Rick Brown)
  • Administrative and Operational Integration Core
    • Capital Planning (Dan Roche, Chair)
    •  ITS (Tim Babasade)
    • Facilities Management (Charlie Rigoloso)
    • Infrastructure (Mike Cunningham)
  • Teaching and Learning Core
    • The Academic Deans* (Ken Goldstein)
    • Office of the Registrar (Beth Foster)
    • Faculty* (Scott Frees, Alt.: Kelly Dolak)

*Rotating members shall serve for terms up to two years. Deans’ Council shall nominate its representative. Faculty Assembly shall nominate its representative.

II. Overview of Space Management and Allocation

The College’s physical plant is among its most significant assets. In addition to its broad pedagogical, social, operational, and community purposes, the physical plant and the people and programs that populate it are the key ingredients to Ramapo’s capacity to deliver on its mission as New Jersey’s designated public liberal arts college.

The College’s use of space has matured in recent years through effective planning and resource allocation. In the Summer of 2017, this maturation presented the opportunity for the College to engage in a timely transition from its space planning and request model to a space management and allocation model. Space management and allocation is the effective and strategic stewardship of space to (1) reduce the cost of wasted space and to (2) optimize the use of space (Archibus, 1987). This transition led to the establishment of principles for space management and allocation and a refresh of the Committee’s processes.

Core Principles

i. Facilitating a high quality service-oriented learning environment for students is essential to the College’s ability to recruit and retain students.

ii. Administrative and student service spaces should foster student engagement and/or complement the learning environment.

iii. Traditionally non-student facing functions should be located in areas less trafficked by students.

iv. Efficiency, while desirable, should not take precedent over effectiveness.

Frequently Pondered Questions

Is it possible for the space I currently occupy to be taken away?

Yes, it is certainly possible. In light of the principles noted above and the College’s desire to optimize its space, units/functions/offices may be managed differently and reallocated. Proactive input on space management allocation is a critical element in the Committee’s refreshed charge. The impetus for a reallocation of space will be strategic and is not likely to be the product of a space request.

When is a space request required?

A space request is required when it’s of critical import to more than just a few people and when the requestor has exceeded his/her capacity for creative problem solving.

Put more simply, a space request is required when a unit wants to change its current space assignment, is seeking additional or reduced space, and has exhausted his/her opportunities to free up space through document destruction, file management, and general organization.

How do I submit a space request?

The email should denote in brief:

  • Purpose of the space being requested
  • Suggested locations for desired space; If desired space is currently inhabited, the requestor should also suggest a relocation for the current inhabitant
  • Desirable (read: reasonable) 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 as needed, and seek input from the Committee. The recommendation for the space will be presented to the Senior Leadership team for a final disposition.

How long does the space request process take?

Patience is a virtue. Depending upon the nature of the request and the availability of resources, the processing time can vary. Space requests that change the use or purpose of a space may require State approvals.

Is a space request needed for a new building or addition?

No, if you are requesting a net new facility, you’ve got bigger fish to fry.  New buildings/additions are the responsibility of Capital Planning.

Are there any charges associated with additional space?

Nothing is free. There may be expenses for renovations, moving, telecommunications, etc. which should be factored into the request for space with a funding plan in place.

Is it possible that my Space Request will not be honored?

Anything is possible. Requests may not be honored for a variety of reasons including prioritization of requests, availability of resources, functional redundancy, regulatory limitations, failure to dream, etc. You will be notified that your request is not being honored.

Is space truly the final frontier?