Space Guidelines
Space Services
Whether you're looking to release underutilized space for budget credits or improve the utilization of a room, the Space team can help identify and implement a solution that works for you.
Guidelines are used for space planning and space allocations. Space is allocated to Deans, Vice Chancellors and Vice Provosts by the Provost and Executive Vice Chancellor per campus Space Policy, PPM 360-21. Space may be further assigned to department chairs and others to manage appropriately to support the University’s mission and strategic goals. The following guidelines should be followed to ensure that space is used most efficiently and equitably throughout campus.
Actual space assignments may vary due to available building space, existing floor plan configurations, and the discretion of Deans, Vice Chancellors or Vice Provosts (see PPM 360‐21). Consult with Space Management when developing space programs and allocating spaces. Approval may be required for variations from these standards.
Explore Space Guidelines
By Job Title
Space guidelines vary by job title combined with factors like time spent working on-campus, operational requirements, funding and more.
Full-time Faculty, Lecturers, Advisors
The following space guidelines apply to the specified job titles:
- Full-time faculty/academic, assistant professor and above, or equivalent title
- Full time lecturer, instructor, academic coordinator, Continuing and Professional education specialist
- Academic Advisors
Guidelines
- Full-time faculty, academics, assistant professor and above, and equivalent titles should be provided with private office space whenever possible.
- Faculty should be assigned only one individual office space regardless of multiple appointments. Hoteling or other shared space may be provided if available and functionally appropriate.
- Faculty includes tenured and non‐tenured; Senate and Federation
- Full‐time lecturers should be assigned private space or priority access to meeting space.
- Academic Advisors should be provided private office space or priority access to private meeting space
Space Assignment
Space assignment based on on-campus work time
On-campus work time | Space type | Square footage |
|---|---|---|
At least 3 days a week | One Private Office | Up to 120 square feet |
Less than 3 days a week | Shared office, hoteling, open workstation | Varies |
Professional Staff
The following space guidelines apply to the specified job titles:
- Professional Staff
- Administrative and Clerical Staff
- Paid students
Guidelines
- Space assignments are based on operational requirements of administrative units.
- When possible, administrative and student service units should be housed in locations that meet the needs of their clientele.
- Staff should be assigned only one individual office or workstation space. If they have work in multiple locations, they should be assigned workspace in their primary location and be provided access to shared or hoteling space at the additional locations.
- Administrative and Clerical Staff should be provided shared or open space
Space assignment
Space assignment based on on-campus work time
On-campus work time | Space type | Square footage |
|---|---|---|
At least 3 days a week | Space should be private, shared or open based upon job function, access to private meeting space and/or building configuration. Staff must not be assigned more than one workstation. | Varies |
Less than 3 days a week | Shared office, hoteling, open workstation | 30 to 56 square feet |
Dean, Vice Chancellor, Vice Provost
The following space guidelines apply to the specified job titles:
- Dean
- Vice Chancellor
- Vice Provost
Guidelines
- Should have priority access to meeting space for approximately 6 people
Space assignment
Space assignment based on on-campus work time
Space type | Square footage (per person) |
|---|---|
One Private Office | Up to 150 square feet |
Assistant/Associate Dean, Vice Chancellor, Vice Provost
The following space guidelines apply to the specified job titles:
- Assistant/Associate Dean
- Assistant/Associate Vice Chancellor
- Assistant/Associate Vice Provost
Guidelines
- Should have priority access to meeting space for approximately 6 people
Space assignment
Space type | Square footage (per person) |
|---|---|
One Private Office | Up to 120 square feet |
Part-time Faculty, Lecturers, TA, Grad Students
The following space guidelines apply to the specified job titles:
- Part-time lecturer, instructor or academic coordinator, continuing and professional education specialist
- Post Docs/Fellows/Visiting Scholars (paid)
- Teaching Assistants
- Paid Graduate Students
Space assignment
Space assignment based on on-campus work time
On-campus work time | Space type | Square footage (per person) |
|---|---|---|
At least 3 days a week | Shared office, hoteling, open workstation | 56 square feet |
Emeriti Faculty
The following space guidelines apply to the specified job title:
- Emeriti faculty
Guidelines
- It is recommended that every college or school develop a policy on how long emeriti can be accommodated in research lab space. Since space is limited and is required for active faculty, it is suggested that emeriti be limited to a maximum of four years or less post-retirement for lab space assignment and should be limited to emeriti faculty who are currently funded.
- Emeriti may be able to provide valuable mentorship to newer faculty. In order to facilitate this relationship, sharing of research lab space between new faculty and emeriti is recommended to the extent possible.
- Emeriti who are actively providing service to their department including teaching or research may be provided an office space. This should be a shared or drop-in space rather than an individual assignment.
Space assignment
Space assignment based on grant status
Grant status | Space type | Square footage (per person) |
|---|---|---|
Has active grant(s) | If paid personnel have been accommodated first: shared office, hoteling, open workstation | Varies |
Does not have active grant(s) | Emeriti may be provided lab and personal office space when they continue to have funded research | N/A |
Non-paid visiting scholars and students
The following space guidelines apply to the specified job titles:
- Non-paid visiting scholars
- Non-paid students
Space assignment
Space type | Square footage (per person) |
|---|---|
If paid personnel have been accommodated first: shared office, hoteling, open workstation | 30 to 56 square feet |
Student Staff (paid, part‐time)
Student staff shall be allotted shared space with other paid students.
Multiple appointments (any level)
Employees with multiple appointments may only be assigned one permanent space. Permanent space shall not be assigned at the location where the employee spends fewer hours per week. Hoteling or other shared space may be provided if available and functionally appropriate.
By Space Type
Space guidelines vary by space type combined with factors like operational requirements, funding levels and more.
Remote and Part-Time workspace
- All academic and professional staff who spend less than three (3) full days per week (or the equivalent) should not be assigned private offices or individual workstations. They may be accommodated in shared workstations, shared offices, hoteling spaces or other similar spaces when on site.
- It is acceptable for units to require additional space sharing when space is constrained.
Academic Office Space
Guidelines
- Full-time faculty, academics, assistant professor and above, and equivalent titles should be provided with private office space whenever possible.
- Faculty should be assigned only one individual office space regardless of multiple appointments. Hoteling or other shared space may be provided if available and functionally appropriate.
Staff Office Space
Guidelines
- Space assignments are based on operational requirements of administrative units.
- When possible, administrative and student service units should be housed in locations that meet the needs of their clientele.
- Staff should be assigned only one individual office or workstation space. If they have work in multiple locations, they should be assigned workspace in their primary location and be provided access to shared or hoteling space at the additional locations.
Emeriti Space
The University recognizes the valuable ongoing importance of emeriti faculty and recommends the following considerations for space.
Guidelines
- It is recommended that every college or school develop a policy on how long emeriti can be accommodated in research lab space. Since space is limited and is required for active faculty, it is suggested that emeriti be limited to a maximum of four years or less post-retirement for lab space assignment and should be limited to emeriti faculty who are currently funded.
- Emeriti may be able to provide valuable mentorship to newer faculty. In order to facilitate this relationship, sharing of research lab space between new faculty and emeriti is recommended to the extent possible.
- Emeriti who are actively providing service to their department including teaching or research may be provided an office space. This should be a shared or drop-in space rather than an individual assignment.
Support Space
Guidelines
- Support space includes meeting spaces and office service spaces
- Meeting space includes meeting rooms, huddle rooms and other collaborative spaces
- Office service space includes copier and office supply spaces, and kitchen/break areas
- The assignment of meeting space should vary depending on whether an office space has more private or more open office space
- In locations where private offices make up more than 50% of the total office space, assigned meeting space should be 8%
- In locations where open offices make up more than 50%, assigned meeting space should be closer to 12%
Space assignment
Space type | Percentage of total assigned office space |
|---|---|
Meeting space | 8 to 12% |
Office Service space | 4% |
Research Lab Space
Faculty conducting research should be assigned the appropriate lab and service space necessary based on staff levels (full-time, part- time and student) and the needs of research equipment. To allow for the efficient re-assignment of research space as research programs ebb and flow, whenever possible:
Guidelines
- Assignment of research space should be assigned by workstation and not by room and should support staff actively engaged in research activities who do not have space elsewhere.
- Assignment of research lab space may be by bench or equipment area and not by room for generally compatible laboratory types or functions and where the building configuration permits. Consideration should be given for Personal Protective Equipment (PPE) needs, chemical use, equipment, potential cross-contamination and other factors.
- Assignment of space may be informed by research funding levels and productivity.
- Regardless of level, a person with multiple appointments must not be assigned permanent space at the location where they spend fewer hours per week. Hoteling or shared space may be provided if available and functionally appropriate.
Storage Space
Storage space is limited and may be allocated based on demonstrated need and availability.
Guidelines:
- Storage space should be utilized only for documents, equipment and other material that is used regularly or that must be retained by law or policy.
- Storage space is designed for that purpose, and items must not be stored in space that is designated as office, research, laboratory, classroom or other non-storage uses.
- Building corridors are not assignable space and must not be used for storage.
- Departments with items that are no longer needed should remove those items rather than storing them. Space Management can help with coordination through the SMASH program.
Break Areas
Guidelines
- Each building should have a space for food storage and consumption outside of lab areas. These areas may be shared between departments.
- Union contracts may require additional break areas to be provided.
- Building break areas may be required to accommodate other staff members such as custodial team members or others who work in buildings outside of their home department.