Principles and Guidelines

UIS

Introduction

These space management principles are constructed to provide a fundamental framework for the assignment of net assignable square footage and the more effective management of space resources. The physical facilities of the university are an asset crucial to the operations of the campus. The number, type, and condition of university spaces helps shape all aspects of campus programs and activities. The campus must manage its space resources with the utmost care to fully realize our academic potential and the full value of our facilities. As a result, current space assignments may need to change, and when new buildings are completed, the disposition of space in the new buildings and the released space in existing buildings must be allocated consistent with our institutional goals and objectives and to remedy critical space shortages.

Space management principles are not rigid prescriptions for space utilization. The following are key guidelines for the development and use of these space management principles on our campus:

  • They should be conceptually simple, consolidating various formulaic elements into single standards whenever possible;
  • They should be administered flexibly, encouraging creativity at the campus, provost, vice chancellor, college and departmental levels;
  • They should be interpreted broadly and not become highly specific design standards where exact sizes of rooms are dictated without regard to need, function or facility constraints;
  • They should be accompanied by strong accountability and reporting requirements;
  • They should be reviewed on a regular basis.

Guiding Principles

A. All Space is Owned By the University

  • No one department, center or division “owns” space. University space should be deployed in the most efficient and effective manner to best serve strategic goals and the mission of the university.
  • The Chancellor has overall responsibility for the equitable and optimum use of space resources and has the final decision authority for the planning, allocation, assignment, and reassignment of UIS-assigned space.

B. Space is Re-Assignable

  • Unless prohibited by contract or funding source obligations, policy or statute, university space is re-assignable. For space that has an outstanding debt, a reassignment of space also involves a proportionate assumption of that outstanding debt.

C. Space is to be Used Effectively

  • Departments are expected to be proactive with space planning by anticipating future needs, seeking to create flexible, functional space and encouraging collaborative and multi-disciplinary use of space to increase efficiency and reduce costs. Everyone is expected to make efficient use of space within their departments.

D. Space is to be Allocated Equitably Among Users

  • Periodic reviews of space occupancy and utilization will occur and may result in the reallocation of space in order to maximize use and meet University priorities. Vacant or underutilized space is subject to reevaluation for reassignment.
  • Principle considerations for the use of any building space will be the original intent, current function and the sources of funds that built, renovated or currently maintain that space. These considerations are not the exclusive guidance in evaluating space assignments or reassignments but are fundamental elements in any space use discussion.