Space Management

The UCD Space Management Group (SMG), chaired by the Registrar and Deputy President, is established as a subcommittee of the UMT Capital Projects Group (CPG) to oversee University space allocation, timetabling of shared teaching resources and advising the CPG on matters relating to Space Management. Membership of the Group includes: Registrar (Chair), VP for Research, Innovation & Impact, Director of Estates (Campus Development), and the Director of Estates (Campus Operations).

The Group is supported by UCD Estate Services.

The key principle of identifying the solution at a level closest to the unit involved underpins the management of allocation of space in UCD. In some University buildings, space committees/building user-groups/building committees/building executive groups have been formed with the purpose of managing space and space requirements at a local level (within College/VP areas). Where such a group does not exist in a building, all space related issues should be reviewed at a College Principal/VP level, as appropriate. These building level groups or College/VP where relevant are referred to as “local space groups” within this document. Terms of Reference requirements for Local Space Groups are included as Appendix 2.

Proposals that involve the types of change set out below must be submitted to SMG at space.management@ucd.ie for consideration and decision using a Space Proposal Form (see Appendix 3). A College Principal/VP must approve proposals for changes relating to space within their College/School/Unit allocation prior to submission to SMG. As space on campus is a finite resource, proposals from a number of Schools/Units for alternative uses of spaces may be considered.

• Reconfiguration of Existing Space: Units/individuals preparing proposals for reconfiguration of/alterations to a College/School/Unit’s existing space allocation to improve space use/functionality must consult with space.management@ucd.ie before any proposal is submitted to SMG for consideration. Please note that in line with the UCD Space Policy, subdivision of space should be minimised to ensure greatest flexibility in use.

• Change in Use of an Existing Space: Prior to submission of any proposals for change of use of existing space (e.g. co-work office space to individual office space) the proposal should first be considered and agreed at a local level by a local space group/College Principal/VP.

• Space requests that have not been resolved at a local level: Where it has not been possible to resolve the issue via the local college space management process, College Principals/VPs can submit a proposal to the SMG.

• Change of use of teaching space, whether shared or non-shared: Any proposals to change the use of teaching spaces, whether shared or non-shared, must be submitted to SMG for decision.

• Allocation of Space to a Third-Party: In line with the University Space Policy, all proposals for allocation of space to third parties must receive approval from the University Management Team (UMT) following consideration and recommendation by the Capital Projects Group (CPG). Proposals for allocation of space to third parties should be submitted to space.management@ucd.ie for consideration by the SMG in the first instance. The proposal’s alignment with University Strategy and University Space Policy will be considered and a recommendation forwarded to CPG for review.

Significant changes or those impacting on the Estates Strategy may be forwarded by the SMG to the Capital Projects Group (CPG) for review and decision.

Reporting

The nominated administrator of the group must submit the following to the space management group, as required, via space.management@ucd.ie :

• Minutes/reports from all local space group meetings should be submitted to the Space Management Group for information.

• Recommendations by local space groups pertaining to any changes in space use/utilisation/allocation, configuration or access. A proposal relating to the recommendation should be included as necessary.

• In line with the University Space Policy, dormant/excess space (not in use for periods of 3 months+) should be made available for reassignment to other schools and units which have immediate need. Local space groups should notify the Space Management Group as soon as possible.

• Space Proposals (see next section).

3.1 Identification of Additional Space Need

When a space need is identified at School/Unit level, efforts should be made to resolve at this level where possible and all resolutions should be communicated to the relevant College Principal or local space group. Where the space need cannot be resolved at the School/Unit level it should be escalated to the local space group and/or College Principal/VP level. Resolutions within the local space group level should be communicated to the SMG as set out in section 2.

3.2.1 Online Space Query Form

To commence the process, the authorised member of the Local Space Group (contact) should complete an Online Space Query Form (see Appendix 3). The form should briefly summarise the space challenge and the steps taken to resolve the issue locally.

The Contact should complete Section 1 which identifies the unit requesting the change in configuration/use or additional space and Section 2 which provides a brief description of the space need (e.g. 2 faculty offices, expanded laboratory, meeting room etc.). The completed Space Query Form (Sections 1 and 2) must be supported by the Local Space Group.

A member of the Estate Services Space Management Team will engage with the contact to assess the space request in more detail and support the Local Group in developing a Space Proposal Submission for SMG. A review of the College’s/Unit’s existing space utilisation will in most cases be required to assist the local resolution of the issue.

3.2.2 Formal Space Proposal Submission

Any proposal for new or major reconfiguration of space must demonstrate how existing space is used effectively before additional space can be considered for allocation. Estate Services will support units by providing a series of space benchmarks to assist in this process, as required.

Where a recommendation involves a potential request for additional space or conversion of space outside the allocation of College/VP area, a proposal must be submitted in conjunction with the Local Space Committee recommendation which includes but is not limited to the following: :

• Steps taken to resolve the need locally or with other local space groups.

• Confirmation from the College Principal/VP is signifying that to their knowledge no space is available within their College/Unit to meet the relevant need.

• The VP/College Space Proposal will be required to include a space needs analysis appropriate to the scale and nature of the request. Typically, a space needs analysis would include a full description of the space need, as well as the size (square metres) and type (laboratory/office etc.) of space in question. Details of academic/business rationale and alignment with University Strategy may also be required to be provided by the requesting party as appropriate. Sources of funding and budget details should be included as appropriate to the level and scale of the proposal.

• Space and population (student and staff FTE) of the College/VP area.

• Academic rationale for proposal.

• Benefits to student experience.

• Benefits to research output.

• Other benefits accruing to a School/College/Unit or the University

• Estate Services may include options for addressing the identified space need to include new, temporary, or permanently reassigned/reallocated space.

Estate Services can assist in providing space data where required.

The SMG will consider proposals and decisions will be communicated to the relevant College Principal/Director/Vice President. In the case of proposals that are of a significant scale or that may impact on the implementation of the Strategic Campus Development Plan, the SMG will forward the proposal with recommendations to the Capital Projects Group (CPG) for decision. CPG decisions will be communicated to the relevant College Principal/Director/Vice President. In circumstances where funding is required from central University funds, proposals will be issued to the University Management Team/FRAMC, as required, for review and approval.

UCD Estate Services is responsible for holding and maintaining UCD records relating to space allocation and utilisation. Estate Services will report on key metrics to the SMG on an annual basis and/or on an ad hoc basis, as needed. Estate Services will verify spatial records as required to ensure accuracy. Estate Services will provide technical support to Colleges, Schools and Units with respect to space reorganisation, refurbishment, adaptation, or other technical advice in order to support more efficient space utilisation and to improve the functionality and quality of University space.

In 2020 UCD procured a new Space Management System called “Insite” to record the allocation, use and other details pertaining to University internal building space. As set out in the UCD Space Policy, Colleges/Schools and Units are required to engage with Estate Services to update and ensure accurate recording of spatial data.

Estate Services records the following information of all internal space on campus:

RECORD DESCRIPTION
Building: Name of the University Building
Floor: Floor (LG0 for basement, 000 for ground, 001 for first etc.)
Room Number: Room number displayed on doors and given name, if relevant. Must be unique per floor.
Room Area (m2): Internal Area (measured from inside wall)
UCD Room Use: Room use (function). UCD definitions.
Sub-Use: More detailed use information relating to some use types, including offices and laboratories
Organisation: School, College, Unit etc.
HEA Use: Higher Education Authority Use Definition (See HEA Space Survey 2020 Guidelines for Completion)
Station Count: Capacity of office space or teaching/laboratory (number of stations/seats)
Primary Discipline: As per the HEA definitions (See HEA Space Survey 2020 Guidelines for Completion of Space Survey Template)
Sub-Use: More detailed use information relating to some use types, including offices and laboratories

Other information such as occupant, local name, equipment, or other data is recorded as required.

UCD Estate Services will conduct a space audit of all University space on an annual basis. Typically, this will be done during Trimester 1. Audits are required to ensure an accurate record of University building space is held by the University under the headings outlined in Section 5. This spatial data is also used to calculate electricity charges for cost recovery purposes.

During the audit process, Colleges/Schools/Units will be required to review their current allocation on record and inform Estate Services of any inaccuracies or omissions in terms of allocation, use or layout. Holders of space must nominate a contact to act as a liaison between Estate Services and the College/School/Unit.

As set out in the UCD Space Policy (2020), a series of principles have been developed to guide the management, allocation and design of space in the University:

• The University owns all space within University buildings and allocates according to University Strategy and other priorities, as established by UMT.
• The University will continue to enhance its inclusivity through design and ensure accessibility and universal design principles are incorporated in new and refurbished spaces.
• Space should be fit for purpose and meet all statutory requirements.
• Allocation of space prioritises core University business i.e. teaching and research of the University.
• Space is allocated to Colleges, Schools, Units, Institutes and major funded research programmes on a task needs basis.
• The University may re-allocate, reassign or reconfigure space to further its objectives. The University understands and values co-location in delivering inter-disciplinary objectives and in maintaining congruence in disciplines. It will allocate space taking these into account.
• Space should always be used productively and therefore temporarily dormant/excess space should be made available for reassignment to other schools and units which have immediate needs. Where space is not used on a full-time basis (e.g., part time employment pattern, mix of desk and non-desk-based tasks etc) workspace should be available to others when not in use.
• The University advocates greater sharing of space and facilities in order to improve utilisation of space. Examples of this includes shared teaching spaces, meeting spaces, workspaces, communal and break-out spaces and other ancillary spaces. To facilitate this, teaching spaces will be centrally managed. Meeting spaces, whether centrally or locally booked should be made available to all UCD faculty and staff where possible.
• Specific, specialised secondary laboratory space that can be shared and managed centrally will be encouraged where appropriate to avoid duplication. Examples of these include stores, clean rooms, equipment rooms, instrument rooms and preparation rooms.
• Space should be designed and used/in a way that enhances the University experience, providing stimulating, engaging and inspiring spaces for work, teaching, learning, socialising and recreation.
• New and refurbished space is designed on a task needs basis, with access to views and natural (or borrowed) light for the comfort and wellbeing of staff and students. These spaces are designed to be as transparent and open as practical to let light through to all parts of the building.

This document has been prepared to detail how local space groups formed by College/VPs should develop appropriate terms of reference.

Purpose

University space is a shared resource and for the benefit of the entire University community, whether allocated to an individual or shared at any given time. The University Space Policy 2020 prioritises the provision of more shared resources and sets out principles for the management of University space.

The space needs of academic and support units are constantly evolving. In order to effectively respond to these needs, the principle of identifying the solution at a level closest to the unit involved underpins the management of allocation of space in UCD.

The purpose of local space groups (space committee/building user-group/building committee/building executive group) is to manage space and space requirements at a local level (within College/VP areas).

Minimum Terms of Reference

• To support implementation of the University Space Policy (2020) and the core principles contained within (see Appendix 1 below).

• To comply with the principle relating to local resolution wherever possible.

• To enable strategic oversight of space management within the College/VP area.

• To align College/VP space usage and planning to the relevant College/VP strategy and University vision, strategy and objectives and the UCD Space Policy (2020).

• To prepare updates/recommendations on behalf of the College Principal/Vice-President to the University Space Management Group (SMG).

• To oversee and ensure a coordinated and integrated approach to local space usage on a task needs basis.

• To ensure effective local utilisation of space i.e. purpose, occupancy and frequency of use across all space types.

• To make recommendations about the local allocation/reallocation/reconfiguration of space to the Space Management Group, in line with University space processes and procedures.

• To report any dormant/excess space to the Space Management Group.

• As set out in University space processes and procedures, local committees must propose recommendations to the Space Management Group for approval for any of the following:

• Reconfiguration of existing space
• Change in use of an existing space
• Space requests that have not been resolved at a local level
• Requirements for new/additional space
• Change of use of teaching space, whether shared or non-shared
• Allocation of space to a third party

• To make proposals relating to requests for additional space/conversion of space outside the allocation of a College/VP area to the Space Management Group.

• To promote the EDI and sustainable use of space values of the University.

Membership

The Local Space Management Group should be Chaired by the relevant College Principal/VP or nominee and include a representative from Estate Services. Membership need not be representative or include all Schools/Units currently occupying space within the remit of the group. Members should be appointed by the College Principal/Vice-President.

The Group should be the minimum effective size to ensure appropriate knowledge is available for effective decision making.

Term

The Group should meet a minimum of each quarter to discuss School Growth/Strategy and potential impacts on space usage in order to allow for effective early planning and to discuss any other matter arising.

Support

The Group should agree mechanisms to support effective organisation of group activities as well as recording, reporting and communication of meeting outcomes. Each group must nominate at least one coordinator/administrator who will be the point of contact for the Space Management Group/Estate Services.
 

Reporting

The nominated administrator of the group must submit the following to the space management group as required via space.management@ucd.ie :

• Minutes/reports from all local space group meetings should be submitted to the Space Management Group for information.
• Recommendations by local space groups pertaining to any changes in space use/utilisation/allocation, configuration or access. A proposal relating to the recommendation should be included as necessary (see Proposals above.

• In line with the University Space Policy, dormant/excess space should be made available for reassignment to other schools and units which have immediate need. Local space groups should notify the Space Management Group as soon as possible.

• Space Proposals (see below).

Space Proposals

Where a recommendation involves a potential request for additional space or conversion of space outside the allocation of College/VP area, a proposal must be submitted in conjunction with the Local Space Committee recommendation which details the following as necessary:

• Steps taken to resolve the need locally or with other local space groups
• Space and population (student and staff FTE) of the College/VP area
• Academic rationale for proposal
• Benefits to student experience
• Benefits to research output
• Other benefits accruing to a School/College/Unit or the University

Estate Services can assist in providing space data where required.

Meeting Schedule

XXX Local Space Group Meeting Schedule 20XX-20XX

MEETING DATES SUBMISSION DEADLINES (IF REQUIRED)
Day, Date, Time Day, Date
Day, Date, Time Day, Date
Day, Date, Time Day, Date
Day, Date, Time Day, Date

Processes, Procedures and Forms

• Links to relevant forms etc to include e.g. UCD Space Submission form etc

1. The School/Unit should review their existing space allocation to see if the need can be resolved at local level.

2. If the need could not be resolved at local level, it should be escalated to the devolved space group and/or College Principal/Vice-President.

3. The devolved space group/College Principal/Vice-President should review their existing space allocation to see if the need can be resolved at this level. (or if not identified)

4. If the space need could not be met at any of the above levels, a Space Proposal Form should be prepared for submission to space.management@ucd.ie:
• identifying the Unit, the proposer Point of Contact and relevant contact details.
• articulating the space need, including the proposed size of new space (or details of reconfiguration or existing space), potential locations, number of occupants or other space information.
• setting out the academic rationale and/or business case linked to University Strategy.
• ensuring that the form is signed by the relevant sponsor (VP/College Principal). By signing the form, the College Principal/VP is signifying that to their knowledge no space is available within their College/Unit to meet the relevant need.

5. The Estate Services Space Management Team (ESSMT) will liaise with the Point of Contact to assess the request in more detail.

6. The Point of Contact will be required to work with the ESSMT to establish further details and may be required to assist in a review of existing space within the relevant College/School/Unit.

7. If, following the review with the ESSMT, a resolution cannot be found, a more detailed VP/College Space Requests Submission will be required and should be developed by the requesting College/VP, in conjunction with Estate Services.

8. A space needs analysis will be required, appropriate to the scale and nature of the request. Typically, it will include:
• a full description of the space need.
• the size (square metres) of the space and type (laboratory/office etc.) of space in question.
• a more detailed academic/business rationale and alignment with University Strategy may also be required.
• sources of funding and budget details should be included as appropriate to the level and scale of the proposal.

9. The relevant College Principal/Director/or Vice President should submit the VP/College Space Proposal to the SMG for consideration via the ESSMT.

10. Estate Services may include options for addressing the identified space need for example new, temporary, or permanently reassigned/reallocated space.

11. The SMG will consider proposals and decisions will be communicated to the relevant College Principal/Director/Vice President.

12. In the case of proposals that are of a significant scale or that may impact on the implementation of the Strategic Campus Development Plan, the SMG will forward the proposal with recommendations to the Capital Projects Group (CPG) for decision. CPG decisions will be communicated to the relevant College Principal/Director/Vice President.

13. In circumstances where funding is required from central University funds, proposals will be issued to the University Management Team/FRAMC, as required, for review and approval.