Space Management and Allocation Policy

All space associated with the buildings and land on the Arcadia University Glenside campus and off campus, including global properties, belongs to the University as a whole. This Space Assignment Policy (“Policy”) applies to all indoor and outdoor spaces, including leased off-campus space. See Section IV for the definition of capitalized terms within this Policy.

The purpose of this Policy is to ensure all indoor and outdoor spaces, including global properties and off-campus leased spaces, are used efficiently and effectively to support the University’s mission, vision, and adaptive strategy in an equitable and productive manner. 

All allocations of space are to be made through the recommendations of a presidentially-appointed space planning advisory committee. To that end, the President has established the University’s Space Planning Advisory Committee (“SPACe”), which shall serve in an advisory capacity to the President in assessing, guiding, and ensuring that all indoor and outdoor spaces, including global properties and off-campus leased spaces, are used efficiently and effectively to support the University’s mission, vision, and adaptive strategy in an equitable and productive manner. 

All University-owned space associated with the buildings and land belongs to the University as a whole and is considered a finite and valuable resource. Therefore, the current occupants of a space neither own the space nor have sole control over its use. Proper utilization of this space is critical to achieving the University’s adaptive strategy and in responding to future needs. As a result, the assignment and reassignment of space is continually under review in relationship to both short-term and long-term University goals. This Policy outlines the process to be followed in requesting and assigning space. 

Each year, the Faculty Senate and the Staff Council will each recommend one designee for appointment to serve on the SPACe.

Additionally, the SPACe may, as appropriate, call upon students, alumni, faculty, staff, University Trustees or external professionals to provide topical support on an ad-hoc basis.

The Office of Facilities Management and Capital Planning (“Facilities Department”) shall maintain a database of space information pertaining to University physical assets,  work with faculty, staff, and students to implement improvements to meet programmatic needs, and support the SPACe in reviewing space requests. The Facilities Department will assist all Applicants in defining programmatic needs and related space requirements, provide information to support space requests, and identify alternative plans to address space needs.

The following activities require review of a space request:

The process of assigning a newly hired employee to the same space as their immediate predecessor is not an activity requiring the review of a space request. Requests to convert office space to alternative uses must be submitted to the SPACe.

Space requests are reviewed in accordance with the following criteria:

Applicants shall contact the Facilities Department to discuss a space assignment project at least one month prior to submission of a space request. Department staff will meet with the Applicant to discuss the Unit’s space needs and suggest possible options based upon available space. This discussion will include a review of the Facilities Department’s database of information on the Unit’s current space utilization and programming goals.

Space requests shall be submitted to the Facilities Department and the Information Technology Department using the contact information provided on the Space Assignment Request Form for distribution to the SPACe members. Personnel within these departments will work with the requesting Unit to validate scope and pricing. Incomplete submissions will be returned to the Applicant noting the missing information to be provided.

The Applicant will be notified of the date and time of the meeting at which the request will be reviewed (typically the next regularly scheduled meeting). The SPACe reserves the right to ask for additional information from the Applicant and/or Facilities Department in order to evaluate a request and shall not act on a request until the additional information has been provided. Because the SPACe is a recommending body, all final decisions are to be made by the President.  The SPACe will inform the Applicant of the anticipated timeline for a decision and will communicate any questions, concerns, or comments and the approved recommendation. 

The schedule for implementing approved space requests depends upon the nature, complexity and cost of the request. Once a space request has been approved, if renovation work is required, the Applicant will need to fill out a Project Request Form found on the Facilities Department website requesting the desired work. The Project Request Form may be submitted simultaneously with the Space Assignment Request Form if necessary to expedite the process and initiate cost review.

Applicant: The individual submitting a space assignment request.

Long-term Space Assignment Request: A request for the reallocation of space as a result of academic program or staffing changes. See Section IV of this Policy for additional information.

Temporary Space Assignment Request: A request for altering the built environment (interior or exterior) at the University for a duration of one year or less. These projects include built structures, pavilions, tents, plantings, public art not included in a designated gallery space, and grant funded student projects. 

Unit: Any entity operating with a designated level of authority within the governing structure of the University – i.e., a college, department, program, etc.

University: Arcadia University, its colleges, schools, affiliates, divisions, and subsidiaries.

This Policy is effective on the date that it is signed by the President.

Signed:  /s/ Ajay Nair
Ajay Nair, President
Date:  October 25, 2023