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Space Management and Allocation Advisory Committee


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. The 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.

2018-2019 SMAAC Year in Brief

2017-2018 SMAAC Year in Brief

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

  • Chief of Staff: Brittany A. Goldstein, Chair
  • Strategic Resource Advisory Board Member Representative: Dorothy Echols Tobe
  • Dean Representative*: Eddie Saiff
  • Director of Capital Planning: Daniel Roche
  • Environmental Health and Safety: Gina Mayer Costa
  • ITS Representative: Tim Babasade
  • Facilities Management Representative: Charlie Rigoloso
  • Director of Facilities Management: Mike Cunningham
  • Registrar Representative: Beth Foster
  • Faculty Representative*: Ashwani Vasishth
  • Student Affairs Representative: Rick Brown
  • Resource Members are called upon when needed. They include: Draftsman: Bruce Werman; Events & Conferences: Debbie Spina; Office of Specialized Services: David Nast; Fire Code Official: Evan Kutzin; Grants and Sponsored Programs: Claudia Esker; Art Registrar: Robert Modaffieri; Student Government Association: E-Board Member

(*): Position is revolving

Overview

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.

Key Resources

  • Policy 642: Space Management and Allocation
  • Campus Facilities Master Plan
  • Strategic Plan
    • In alignment with its core principles noted below, the Committee advances recommendations aimed at fostering the following outcomes of the College’s Strategic Plan: Fulfilling Our Promise:
      • Outcome 2d: Ramapo College is an inclusive, diverse, and supportive work environment.
      • Outcome 4b: Decisions are made in consideration of their long-term financial impact and resources are focused on mission-critical endeavors that support the fiscal health of the College.
      • Outcome 4d: College resources are allocated to ensure the long-term security and safety of its assets and the effective use of space.
        • Dashboard 2021 Indicator # 55: Increase existing assignable square feet of campus space repurposed or reallocated for student/instructional use.
  • Campus Map

Core Principles for Space Management and Allocation

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 “back of the house” 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?

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?

Cogently. The requestor should direct an email to the Committee Chair only after he/she reads, re-reads, and then dreams about Policy 642. The email should denote in brief:

  • Purpose of the space being requested
  • Suggested locations for desired space
  • 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 President’s Senior Cabinet 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?

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