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Space Allocation

Definition:The physical facilities of California State University San Marcos are resources that must be managed, maintained, and controlled in a manner that contributes most toward fulfilling the University's mission. Space is assigned on the basis of programmatic need and academic priorities, and may be reassigned if those needs or priorities change.
Authority:The Trustees are responsible for all CSUSM facilities, regardless of the original source of construction or acquisition of funds, and have delegated authority to manage the facilities on a day-to-day basis to the President of the University.
Scope:Applies to all physical facilities and to all division departments on campus
Responsible Division:Finance & Administrative Services
Approval Date:03/06/2012
Implementation Date:11/09/2007
Originally Implemented:11/09/2007
Signature Page/PDF:View Signatures for Space Allocation Policy


Procedure

I. Introduction
 
This procedure provides guidance for allocation of space to campus units.
 
II. Space Allocation

1. Space Allocation Categories
 
Space allocation needs are evaluated based on the following campus-wide space category guidelines:

2. Criteria for Space Allocations

Space requests are reviewed based upon the relevant Academic Plans, operational/business plans, and the following criteria:

III. Space Requests
 
1. Requests for additional space
 
Requests for additional space to meet unanticipated space needs may be submitted via the Space Request form, available on the Planning, Design and Constructions (PDC) Web site.
 
2. Re-Assignment of Existing Space
 
Deans and Vice Presidents may reassign space within space already designated for that school, college or administrative unit reporting to them, with the following exceptions that must be reviewed by Executive Council:

3. Reporting Space Changes

The Chancellor's Office requires the campus to maintain accurate records of space inventory, space reassignments, changes in room functions, and physical alterations, which cause a change in the square footage of a room. All space reassignments will be reported to Planning, Design & Construction via the Employee Status Pages request submitted to Instructional and Information Technology Services.

4. Funding

A. When possible, funding should be identified in advance for costs associated with space moves or renovations and included in the space requests. Space requests that are dependent upon unconfirmed funding sources, should clearly indicate that contingency.
 
B. PDC will provide cost estimates to departments within thirty days.
 
C. Renovation costs will generally be paid for by the department or division requesting the space.
 
D.If an employee or department is asked to move, the campus is asked to move, the campus will identify funding to accommodate the move(s).

E. Requests for minor capital outlay funds for space renovations may be made in accordance with the minor capital outlay policy and procedure.
 
F. Executive Council will approve the funding request for minor capital outlay funds submitted to the Chancellor's Office on an annual basis.

5. Approval of Space Requests

A. Prior to being forwarded to PDC, space requests must be submitted to the appropriate Vice President for review and approval.
 
B. The Planning, Design and Construction office analyzes the proposals and prepares a recommendation for Executive Council within 60 days of receiving the request.
 
C. Recommendations include the pros and cons of various options, consensus opinion if reached, and the majority and minority opinions regarding the allocation of space.

D. Executive Councils decisions are communicated in writing to the Planning, Design and Construction office, which will inform the originators of the space requests.

6. Periodic Space Inventory
 
Periodically, Planning, Design and Construction evaluates and reports to Executive Council on space assignment and use.