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Policies and Procedures

Internal Space Management Procedures

Purpose:

The intent of the Space Planning Procedures is to establish roles and responsibilities and a framework for the use, allocation, and review of USC Aiken’s physical space assets.

This document details the procedure, guidelines and responsibilities for the management of physical space (including offices, conference room, classrooms, etc.) at USC Aiken.

Applicability:

This document applies to all facilities and physical spaces and exterior spaces located or controlled by USC Aiken including: the Campus, Convocation Center, athletic facilities, and residence halls.

General Guidelines

At USC Aiken, effective space (buildings and grounds) management is logical, transparent, and data-informed. University space is a finite resource that has financial, personnel, educational, and strategic implications. Thus, it is important that the resources associated with the management of the university’s physical assets are managed efficiently and effectively, to its highest and best use for the University as a whole, and as a strategic tool to fulfill the Mission.   The following general guidelines have been approved by the Aiken County Commission for Higher Education (date):

  • All property at the University of South Carolina Aiken is under the guidance of the Aiken County Commission for Higher Education and the USC Board of Trustees.
  • All space belongs to the University and is assigned to units, schools, departments or programs based on University’s priorities and the functional requirements of each user group.
  • Decisions regarding the allocation of occupied and unoccupied space are based on campus and program priorities, USC Aiken’s current Strategic Plans, the Master Plan for the campus, Academic Plans, and overall need.
  • The University will maximize the efficiency of administrative space.
  • Primary occupants of University space will be university units as opposed to outside entities, unless under special agreement to achieve strategic goals in support of the Mission, or in the exception of public/private partnerships that achieve strategic goals.
  • Reuse and adaptation of existing space is an effective sustainable practice.
  • The University’s impact on and ability to share resources with the community will be considered.
  • When feasible, instructional facilities and other academic support will be given highest priority at the center of campus and be reflected in the Master Plan.
  • Space associated with service and non-academic administrative activities shall be located, when feasible, on the perimeter of campus.
  • The Chancellor of the University has the ultimate authority over space assignments. The Chancellor delegates to the Provost, Vice Chancellors, and Division of Athletics Director the responsibility of allocating and managing space occupied by activities in their realm of responsibility and assuring that space utilization is effective and efficient.

The intent of the Space Planning Procedures is to establish roles and responsibilities and a framework for the use, allocation and review of USC Aiken’s physical space assets.

Roles and Responsibilities

Department Dean/Director or Chair:

Day-to-day responsibility for assigning and managing specific spaces and uses within a department/unit is delegated to the Deans, Directors, or Chairs of a department/unit with the understanding that all need to be approved by the Lead Administrator for the Unit in which the department/unit is located and the Vice Chancellor with responsibility over the area. This authority, which is contingent on compliance with applicable Space Planning Guidelines provides flexibility to the Deans and Lead Administrators to address the space needs of their respective units. They are responsible for:

  • Identifying the needs of teaching faculty, research faculty, instructors, staff and students within these Space Planning Procedures and the State’s Space Planning Guidelines (which stipulates square footage minimums for certain types of space).
  • Designating a Space Coordinator for the School/College/Unit who will be tasked with gathering and reporting data on the assignment and utilization of spaces within the School/College/Unit.
  • Managing space assigned to their various departments and units and will notify the USC Aiken   Senior Facilities Executive in the Department of Operations  prior to any of the following needs or changes are identified as necessary:
    • Change is needed to the internal allocation of space from one department to another department/unit.
    • The nature of the use of any space needs to change (for example a classroom converted into an office).
    • The delineation or configuration of a space needs to be changed by the installation or removal of partitions or walls and/or the relocation of doorways.
    • The configuration of a space needs to be changed by the installation or removal of furniture, resulting in a change of number of occupants.
    • Assigned space is greater than the functional needs of a department or unit.
    • New faculty and/or staff need to be accommodated.
    • Spaces need to be updated or altered (paint color, flooring, locks).
  • Note that "named" spaces may not be modified without review and approval of the Office of Advancement

The rearranging of furniture or other such minor changes in space configuration does not require approval.

University Facilities Executive:

The facilities executive is responsible for developing recommendations regarding the use and allocation of existing space, planning for future space needs, seeking appropriate permissions and permits as needed, and responding to unit requests for new assignments or release of space. The Department of Operations is the central receiving unit for all space requests.  They are also responsible for maintaining all space use databases with Columbia space management.

Renovations and Construction:

As major renovation, construction, or new space is being planned, input by the campus is sought through participation of faculty/staff/students/administration on User and/or the Project and Facilities Review Groups which are formed around specific projects.

  • Note that "named" spaces may not be modified without review and approval of the Office of Advancement

User Group:

The User’s Group includes the Dean or Director (s) of the unit that will occupy new or highly renovated space, a faculty member from the Faculty Assembly’s University Planning Committee appointed by the Provost, 4-6 faculty or staff (depending on scope of the work) from the area or areas that will occupy the new or renovated space, the Senior Facilities Executive, and 2-4 students elected by SGA when the focus is on student life spaces. Other expertise may be added as approved by the Senior Facilities Executive. The User’s Group is formed for specific projects and reformed as new projects emerge.

The User’s Group is an advisory body who will make recommendations regarding the following:

  • Issues pertaining to spaces related to teaching and working suitability
  • Allocation of specific space within the project
  • Quality, and configuration of spaces included in the request
  • Conducting periodic Space Utilization and needs across the campus, and
  • Preference of flooring, colors, cabinets, graphics and other non-structural architectural elements.
  • Suitability of spaces to address customer-service needs

The Project and Facilities Review Group:

This group receives and takes under advisement for deliberation the recommendations and preferences of the User Group. The Project and Facilities Review Group works closely with the architectural team to satisfy requests of the User Group while also balancing the Guiding Principles and budgetary factors. Recommendations made by this group are sent to the Cabinet and Chancellor for final approval. The Chancellor will present recommendations to the Commission and/or Board as required.

The Project and Facilities Review Group is responsible for recommending the scope, schedule, and budget for all capital projects and renovations. Membership includes one faculty or staff serving on the User’s Group, the Senior Facilities Executive, one Dean or Director from the User’s Group, the appropriate Vice Chancellor, the CIO and the Provost. Other special expertise, as needed, may be added to ensure the project is meeting campus needs and as efficient as possible. The group is formed for specific projects and reformed as projects change.