Space Assignment Policy

Type

Policy

Category

Facilities

Governance Council

Facilities Council

Contact Email

Responsible Executive Authority

Vice President, Finance & Administration

Purpose

The purpose of this policy is to ensure that space resources are assigned equitably, appropriately and used efficiently to accomplish the work of the college, and delineates the principles by which assignments are made. It applies to all interior and exterior college-managed spaces.

Narrative

Background

Space is a limited resource. The space needs of departments are constantly changing. New initiatives, changing curricula or instructional methods, staff changes, remodeling or construction projects, or shifting enrollment patterns can all affect the need for space.

Scope

This policy applies to all interior and exterior college-managed spaces. The policy is intended to guide space assignment, not space scheduling. Space scheduling is the responsibility of the Scheduling Office.

This policy is not meant to preclude alternative prudent or necessary space allocation solutions. However, exceptions to this policy may be made only in extraordinary circumstances, and the need for doing so must be clearly demonstrated.

All changes in space use shall go through the Space Assignment Committee including leases by outside organizations. Committee membership will consist of three managers (the Facilities Director, a liaison to the Cabinet, and one manager from an academic area), three classified staff (two scheduling staff and one classified appointee), three faculty representatives, and one student. The liaison to the Cabinet will be appointed by the President. The manager representative will be appointed by the Management Steering Committee. The faculty representatives are to be appointed by the Faculty Council and the LCCEA; one faculty appointee will be from a career technical area. The classified representative is appointed by the LCCEF and the student representative is appointed by the student government.

Final space assignment decisions are made by the President’s Cabinet.

Principles

Space will be assigned and used according to these principles, subject to the availability of assignable space. Assignments will closely follow the Space Assignment Procedure

  • Space assignments, like all college actions, are grounded in the college mission, core values and strategic directions.
  • All space is owned by the college and assigned for a particular work-related need.
  • Space no longer used for its original or intended purpose reverts to the college for reassignment when the original need changes.
  • The college will endeavor to provide each work group and instructional program with sufficient space to carry out its mission.
  • Assigned space is adequate and appropriate for the intended function or proposed use. Space is suitable in terms of size, quality, and location.
  • Space is used efficiently. Duplication is avoided; sharing of support space is encouraged.
  • Space assignments will be based on functional space needs and relationships.
  • Space assignments will be made as closely as possible to current college-wide space standards.
  • Space assignments will be made with full attention to health, safety and accessibility issues.
  • Space will be assigned to functions in the following priority order: 1) instruction; 2) student services; 3) operations; 4) administration; and 5) community uses, unless a necessary exception can be clearly identified and thoroughly evaluated.

Related Procedures

Definitions

Exterior space: Space not enclosed or space used in support of maintenance of a building.

Interior space: Enclosed space that can be occupied.

Space: A contiguous area that accommodates a single use. The word 'space' can refer to interior or to exterior space. 

Space allocation, space assignment: The apportioning or allotting of a campus space for a particular function, for a finite duration of time. The words 'allocation' and 'assignment' are considered to be synonymous, and are used interchangeably in this policy.

Space planning standards: Quantitative guidelines used for strategic and capital budget planning. Space planning standards are often measured in assignable square feet per station. Space planning is outside the scope of this policy.

Space scheduling: Temporary assignment of space which is acknowledged to be needed for accomplishing a limited task or set of tasks.

Space utilization: A quantitative measure of the productivity of room use. Space utilization is often measured with two elements: Room Use, in number of hours per week in use or percentage of hours available; and Station Occupancy Rate, in average percentage of seats occupied during scheduled classes.

Stakeholder: A person directly associated with the space affected by the space assignment and/or an adjacent space.

Date Adopted

Tuesday, June 1, 2010

Date Last Reviewed

Wednesday, April 27, 2022