Policy for University Facilities Allocation and Use

Executive Memorandum 13-078

October 29, 2014

From: Paul J. Zingg, President
Subject: Policy for University Facilities Long-Term Allocation and Short-Term Utilization

This policy regarding University facilities allocation and use is a consolidation and update of previous policies on this subject and shall supplant those documents. Specifically, this document replaces EM 97-020, and any other policies affecting facilities.

I. SCOPE
Since space is a vital and critical university resource, its long term allocation and short term use must necessarily impact everyone in the University community and the general public that might seek access to it. This policy thus informs administrators, faculty, staff, students, University auxiliary representatives.

II. POLICY
The allocation and utilization of space will be conducted in a consistent manner designed to optimize the long and short term use of this resource to advance the academic mission and strategic priorities of the University. Long term allocation and utilization refers to the process of defining the purpose(s) of a building or space(s). Decisions about changes in the purpose of spaces or facilities are guided by this policy. In addition, change in need and demand among divisions is addressed here. Short term utilization refers to the temporary use of campus facilities.

Space management and allocation at CSU, Chico will be governed by the following principles:

1. Space will be allocated in a manner that supports the mission and priorities of the University and be deployed in the most effective and efficient manner to best serve programmatic needs and strategic goals. The academic purposes of the institution will be supported by practices that promote the sustainable utilization of all its facilities.

2. Space is a central university resource. All physical facilities of the university, including General Fund and non-General Fund will be governed by this policy with the exception of the Bell Memorial Student Union and Wildcat Recreation Center, (managed by the Associated Students), and the Residence Halls (managed by University Housing).

3. Space is allocated and can be reassigned. Although no college, division, department or program “owns” space that has been allocated to it in perpetuity, this policy acknowledges both current use and recognizes that changing curricula, pedagogy, programs and technologies will require a flexible and rational approach to space allocation and reallocation. Accordingly, space assignments will be made to achieve optimal utilization and will be responsive to current and emerging needs. Authority for reallocation and/or reassignment of space will generally follow the organizational hierarchy of the University Divisions.

4. The development and implementation of long term space allocation policies is the responsibility of the Space Allocation Committee (SAC). The development and implementation of guidelines for short-term use is the joint responsibility of SAC and the Campus Facilities Use Committee (CFU). Short-term scheduling of campus facilities is coordinated by the Facilities Reservations Office.

III. COMMITTEES

Space Allocation Committee (SAC)

Committee Structure
The President appoints the members of SAC, who are:

Chief of Staff to the President – Committee Chair
Provost and Vice President for Academic Affairs
Vice President for Business and Finance/CFO
Vice President for Student Affairs
Vice President for University Advancement
College Dean (to be recommended by the Provost and appointed by the President)
Facilities specialist (to be recommended by the Vice President for Business and Finance depending upon the scope of the year’s projects, priorities, and needs – non-voting member)

Type
Permanent

Reporting Structure
The Committee will provide recommendations and/or submit a report at least annually to the President.

SAC Responsibilities
SAC is established by the President to advise and recommend policy and/or guidelines on matters regarding the long-term allocation of space and facilities. SAC has a broad range of responsibilities relating to the development, management and allocation of both existing and new university space.

Committee responsibilities include:

1. Development of university long-term space allocation policies and guidelines.
2. Analysis, review and prioritization of requests for additional long-term space allocations submitted by campus units/divisions.
3. Analysis, review and prioritization of allocation of new or renovated space due to opening of new buildings.
4. Analysis, review and approval of requests for reassignment of space between divisions.
5. Review of ad hoc studies to improve space efficiencies and maximize space utilization.
6. SAC, in collaboration with CFU, will undertake an annual review of the campus facility use charges and report findings and recommendations to the President

Campus Facilities Use Committee (CFU)
SAC will be assisted in the management of short term facilities use questions by the Campus Facilities Use Committee (CFU). CFU is established by the President in consultation with SAC to serve as an intermediate body to promote communication and consultation between SAC and the community.

CFU Responsibilities
The Campus Facilities Use Committee (CFU) is established by the President to review and recommend policy governing the short-term scheduling and use of university facilities. It establishes procedures for implementing policies and guidelines for facilities scheduling. It will serve as the referral and review body for adjudicating disputes arising from facilities use, policies, and procedures and may make temporary exceptions or adjustments to established policy to meet specific scheduling problems or issues. Such exceptions from established policies and procedures will be reported to the appropriate vice presidents at the earliest opportunity. Academic course scheduling is always of prime importance and prioritized over all other scheduling.

Committee responsibilities include:

1. Promote Sustainable use of space across campus.

  • CFU will encourage the dissemination of wise use practices from inside and outside the University. The committee will also receive and advance suggestions about efficient and sustainable use of space.
  • CFU will monitor space utilization for efficiency no less then annually (i.e. energy use, building space utilization, etc.) and prepare reports and recommendations to SAC.
  • Promote and monitor any space use or energy incentive program(s).

2. Promote and enhance understanding of space utilization policies, procedures, and processes.

  • CFU will conduct public outreach efforts to explain policy and procedures and receive input.

3. In cooperation with Facilities Reservations, CFU will review processes and timelines to govern applications for the use of University space and make recommendations to the appropriate area manager(s) and if necessary to SAC. Serve as the referral and review body for resolving disputes and determining public benefit questions (i.e. cost benefit analysis) arising from facilities use, policies, and procedures.

  • CFU will determine whether claims for categories of facilities use (i.e. academic purpose) are warranted according to State and Chancellor’s Office directives (See appendices).
  • CFU will resolve challenges, questions, or disputes to the fee schedule and use categorization.

4. Review and respond to requests to meet existing and emerging needs for short term use of campus facilities.
5. May make temporary exceptions or adjustments to established policy to meet specific scheduling problems or issues. Such exceptions from established policies and procedures will be communicated in writing to the members of SAC at the earliest opportunity and will constitute agenda items for the next regularly held meeting.
6. The CFU Chair and Secretary shall be authorized to make urgent temporary decisions on behalf of CFU. Any such decisions will be reported to the members of SAC at the earliest opportunity, and will constitute agenda items for the next regularly held CFU meeting.
7. Review and recommend to SAC, policy governing the short-term use of university facilities.
8. In order to carry out the responsibilities herein, CFU meetings will be scheduled no less than monthly, with additional meetings scheduled as necessary.

CFU Committee Structure
Permanent:

  • Director of University Public Events
  • Director of Facilities Management
  • Director of the Institute of Sustainable Development
  • Academic Facilities Administrator
  • Vice President Designee from Facilities Reservations
  • Director of Student Life and Leadership or designee
  • Budget Director

Two-year term:

  • Staff Council Representative
  • Faculty Representative (appointed by the Executive Committee of the Academic Senate)

One-year term:

  • AS Student Representative

Officers: The Chair and Secretary will be selected from the permanent members by the Committee at the first meeting of the academic year. The duties of the Chair and Secretary include, but are not limited to, conferring and deciding immediate issues and report to the committee. The first meeting will be called by the Director of University Public Events.

VI. USEFUL DOCUMENTS
A. University Facilities Use and Scheduling Procedures
B. Facilities Use Charges
C. Facilities Use Category Definitions
D. EO 1000
E. Priority uses of facilities articulated in EM 14-013: Policy on Time, Place and Manner of Expression
F. Chancellor’s Office Space Utilization Guidelines
G. The Chico Climate Action Plan (2011)