Space Policy and Guidelines

100.00 Introduction and Purpose

Montana State University’s (MSU) Bozeman campus is comprised of more than 200 various academic, research and auxiliary services buildings.  As of 2017, 51 state-funded and maintained academic buildings encompass nearly two million gross square feet excluding leased facilities.

Physical space can be a limiting resource in the development, advancement and improvement of MSU’s academic and research programs; therefore, effective utilization of this valuable resource is essential to the success of the University, its faculty and its students. Space is a critical university-owned resource and is subject to allocation, evaluation and reallocation to meet the overall needs and priorities of the institution. Stewardship of space resources is a joint effort between all University staff, faculty and students and relies upon everyone to ensure that space is used to support student success, foster collaborative research and promote positive work environments.

The Space Management Policy establishes a framework for the efficient use, equitable allocation and periodic review of MSU’s physical resources to support the University’s mission¹. Space allocation and reallocation cannot be handled in an ad-hoc manner on a long-term basis without subsequent space issues arising. As such, this policy is intended to provide a basis for transparent space decisions that maintain a proper balance between teaching, research, student success, engagement and outreach, and administrative functions on campus.

101.00 Space Management Committee

The Space Management Committee (SMC)² is comprised of members from various campus constituents that embody a holistic view of University space resources and advise the University President regarding space planning and management decisions.

101.10 Space Management Committee Charge

SMC serves as an advisory to the President and is responsible for developing policies and plans that promote stewardship of all University space resources including academic, athletic, auxiliary and research spaces; ensuring that such policies and plans align with the University Strategic Plan³; and prioritizing institutional needs for equitable and efficient allocations of space resources. Additionally, SMC reports on various space studies and provides recommendations to the President regarding University spaces.

102.00 Research Space Committee

The Vice President for Research and Economic Development (VPRED)⁴ will convene and chair a Research Space Committee (RSC) consisting of the Provost or his/her designee and other constituent representatives deemed appropriate by VPRED (e.g., deans, department heads, faculty, unit heads/directors) with at least two members from the Space Management Committee apart from the designated representative for the VPRED’s office as well as the managing director of the Office of Space Planning and Management (SPM).

102.10 Research Space Sub-Committee Charge

RSC serves as a sub-committee to SMC and specifically reviews research space requests. In conjunction with VPRED, RSC will prioritize the assignment of research space in the best interests of MSU research and creative activities consistent with the University’s Space Management Policy and research space priorities listed inGuidelines for Allocation & Management of Research Space^5. The Sub-Committee is responsible for recommending – subject to the President’s approval – the allocation of research space within buildings. RSC will make recommendations to SMC for research spaces regardless of whether the uses result in a Facilities Inventory and Classification Manual (FICM)⁶code change. SMC will then forward or modify the request to the President for approval.

103.00 Office of Space Planning and Management

The Office of Space Planning and Management (SPM)⁷ serves as a professional resource regarding space assets on and off campus; provides effective stewardship of the space inventory database; manages space requests; facilitates an annual space survey and conducts space audits; supports campus moves; and provides accurate and timely space inventory and utilization reports to inform decision-makers about short- and long-term space needs.

103.10 Office of Space Planning and Management Mission

SPM is charged with the stewardship of all campus spaces; reviews, maintains and analyzes spaces to assist University leadership on how best to utilize space resources in an efficient yet flexible manner to support the University Mission; provides data and analyses as requested; and assists SMC in making transparent recommendations on space that align with the University Strategic Plan³.

200.00 Policy

201.00 General

1. The University, and not any academic unit (college, department, office, center, group or individual) within the University, is the owner of its physical space resources.
2. All buildings on campus including leased facilities within or apart from campus are subject to this policy. Instructional or research space within auxiliary, athletic facilities, and student-fee funded buildings are subject to this policy. Remaining spaces within auxiliary, athletic facilities, and student-fee funded buildings are exempt from this policy.
3. Allocation of space will be the President’s decision, with the University’s Space Management Committee (SMC)² providing recommendations for all space to the President.
4. The President may delegate minor space decisions to SMC or SPM depending upon the nature of the request. Such requests are outlined in SMC’s Principles and Procedures⁸.
5. All space is subject to allocation and reallocation to align with the University Strategic Plan³ institutional priorities, and best interests of the University and its programs. Space requests that directly support education and research, including activities that support the student experience, will be prioritized. Short and long-term priorities will be considered to promote fiscal responsibility and equitable space allocations for the University’s need and not for a single department or college.
6. Overflow or flexible space shall be preserved to ensure departments and the University can adequately address moves and changing staffing requirements.
7. Efficiency is balanced with flexibility to ensure proper stewardship of space resources and to achieve utilization rates outlined in the Space Standards and Target Utilization Rates⁹
8. Colleges and departments that create or develop interdisciplinary or interdepartmental projects should be prioritized when making space requests to promote collaboration and foster new pedagogies.    
9. Space requests will not be considered on historical grounds such as prior practices, informal discussions or past use. All existing Space Management Lease Agreements and Use Agreements will be maintained until the date specified within the document. If no date is specified, such Agreements will be granted a one-year grace period to prepare a space request and presentation to the SMC.
10. All units shall adhere to Space Standards and Target Utilization Rates^9. Changes in room or building configurations shall follow the processes identified in the Space Management Principles and Procedures^8. Deans, department chairs, associate or assistant vice presidents, and directors/managers are responsible for ensuring that their allocated space is used efficiently and in accordance with the documents herein referenced.
11. When space becomes vacant and is available for reallocation (e.g. resulting from program elimination, substantial reduction in program size, relocation of a program, etc.) the space reverts to the University space pool per Space Management Principles and Procedures⁸.
12. All instructional space including classrooms, conference rooms, instructional and computer labs - whether scheduled by the registrar or a department - will be scheduled through the university scheduling software.
13. All space occupancy changes will be reported to SPM per the Space Management Principles and Procedures³ to maintain data reliability.
14. A space request must be submitted and approved in accordance the Space Management Principles and Procedures³ before any change can be made to existing space allocations including research spaces. Conversion of existing space to other functional uses/occupancies (FICM⁶ code changes) is prohibited except when the Space Management Committee² provides a recommendation and the President approves the request.
15. All campus moves shall be coordinated with the SPM regardless if the move is within the same building, department or college to maintain data reliability and ensure proper stewardship of University space resources. Key requests involving a move shall be coordinated through SPM.
16. When required by the Office of Disability Services and the MSU ADA Coordinator, spaces shall meet the minimum requirements for the Americans with Disability Acts (ADA) specifically Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act of 1990 and its amendments of 2008. An alternative plan shall be made available to students and staff when requesting an ADA space including the use of the following spaces for instructional purposes: classroom, office, lab, conference room or other space resource. 

202.00 Priotitizing Space

1. Space allocations that maintain an inventory of swing space to meet emerging needs will be prioritized.
2. Space requests that include shared spaces including interdisciplinary teams with other colleges, departments, offices, and groups will be given priority to maximize the efficiency of space utilization and to expand opportunities for collaboration.
3. Occupancy of MSU-owned space will be given preference over rental space. When appropriate, space allocation that alleviates third party rents will receive a greater consideration.
4. Reuse of existing space shall be prioritized above new spaces to promote fiscal responsibility and sustainability. Units that provide evidence of space utilization through continuous improvements and efficient layouts, and demonstrate programmatic need will receive greater consideration for additional space.
5. Space accommodating people will be prioritized and privileged more than other uses such as storage and supply/copier rooms.
6. Units adhering to Space Standards and Target Utilization Rates⁹ will receive preference when submitting space requests.

203.00 Office Space

1. Office space is prioritized for MSU employees including faculty or staff on a classified, temporary fixed-term appointment and temporary employees as defined in the Personnel Policy and Procedures Manual, 300.00 Employment Categories and Conditions¹⁰. Employees will be allocated space for conducting work per the Space Occupant Classification and recommended office type in the Space Standards and Target Utilization Rates ⁹ guidelines.
2. All non-employee appointments as defined by the Non-Employee Appointment policy¹¹. Including contract workers may be granted office space only through a space management agreement and when space is adequately available. Specific dates for occupancy, square footage allotted and value provided to the University shall be included in the agreement along with other conditions of approval that may be deemed appropriate by SMC.
3. Allocation of multiple offices shall only be approved by SMC. Faculty or staff with multiple appointments and persons with staff in multiple buildings may be allocated a secondary office space, provided it is not located within the same building as the primary office. A secondary space must be a shared office or workstation in a building other than the primary office and must follow utilization rates for such space.  For individuals in multiple roles, the office space is related to the primary role and function for the total FTE. No employee will be assigned more than one office and may be assigned an additional workstation if space permits such a use and a need is approved by SMC.  If employees currently have two private offices, they should work with their supervisor to notify SPM and decide which office they will keep as their primary office. All secondary offices regardless of function shall be vacated within 90 days once identified by SPM. Non-employee personnel will not be allocated a second office.  
4. Requests for additional office space requires written justification that includes an audit of the department/group/center’s current space. Exceptional cases may be presented to SMC for consideration when a primary office is located off the main campus as defined by SMC.   
5. Units occupying office space exceeding standards (i.e. through staff and/or program reduction or redirection) should notify SPM for an audit to determine a possible reallocation of space.
6. Units and individuals are subject to the Misuse of Space Resources¹² found in Principles and Procedures⁸ regarding office spaces. 
7. Emeritus professors may be allocated a private office for one year after retirement. Thereafter, emeritus professors will be allocated a shared office on campus when they are actively engaged in substantial ongoing work that serves the University. Eligible work may include teaching, research, publication and service when serving on a university committee. Emeritus professors not engaged in eligible work will not be allocated space. Emeritus professors that are directly employed apart from or in conjunction with eligible activities may be allocated an office per the Space Standards and Target Utilization Rates⁹ and with a recommendation from SMC and approval from the President. 
8. ADA office spaces shall be provided at reasonable locations for faculty and staff that require such accommodations. At a minimum, three offices dispersed across campus and near ADA parking spaces shall be provided for use on a temporary basis: up to six continuous months. If a long-term solution is required, the managing director of SPM will collaborate with the MSU ADA Coordinator to find alternative solutions.
9. Auxiliary and athletic facilities shall follow the space standards referenced in this policy for office use and allocation.

204.00 Conference Room Space

1. Conference rooms are a university-wide resource and do not belong to individual colleges, departments, programs, centers, groups or individuals. Conference rooms may be used as instructional space and follow similar scheduling and use guidelines as classrooms and instructional laboratories.
2. Conference spaces shall be scheduled through the University scheduling software and can be used by multiple departments to optimize utilization across campus.
3. Priority and distributive scheduling practices may be utilized to facilitate efficiencies and minimize disruptions.  Departments within buildings that contain conference rooms will be given priority scheduling at the beginning of each semester.
4. SMC may delegate certain conference rooms as receiving priority scheduling for the President or other pertinent offices as identified by SMC. In such instances, existing reservations may be cancelled prior to or during a meeting.  
5. Conference spaces are subject to periodic audits to ensure they are being used as scheduled and maintained appropriately.
6. Units and individuals including student groups are subject to the Misuse of Space Resources ¹² found in Principles and Procedures⁸  regarding conference rooms.
7. Conference rooms will continue to  be scheduled to accommodate emergencies, ADA requests or similar instances when other instructional spaces such as classrooms are not available.
8. Auditorium spaces shall be scheduled through the University scheduling software and can be used for instructional purposes when not in use. However, departments will have priority scheduling for these spaces to ensure adequate meeting space is available.   
9. Student groups, which are registered with the Office of Student Engagement¹³, may reserve conference spaces during normal building operating hours.
10. Non-MSU persons or groups may only reserve conference spaces that are managed by Conference and Event Services¹⁴.

205.00 Research Space

1. Research space encompasses all space that is primarily intended and used for conducting research and creative activities; graduate training of individuals in research or creative activities; functions that support research or creative activities; and spaces that directly serve one or more research or creative activities labs as an extension of the activities in those labs.
2. Faculty serving in a research role may be allocated a research office and/or a research laboratory to conduct research activities. If allocated a research office, faculty must either choose to retain their teaching office or research office. Faculty and staff shall abide by section 203-3, which pertains to the allocation of second offices.
3. Research space is allocated based on programmatic needs and priorities as determined by the Vice President of Research and Economic Development (VPRED)⁴ and shall be subject to theGuidelines of Allocation and Management of Research Space⁵. Space changes that result in aFICM⁶ code change shall first be presented to RSC with a formal recommendation coming from SMC.
4. Research space allocations should be based on existing facilities, where possible, to ensure that current facilities are fully utilized before pursuing major construction or renovations. Space renovations must follow University processes to ensure that utilization meets the strategic needs of the University.
5. Research space allocations will be consistent with University policy and the policies and principles set forth by the SMC, internal guidelines, principles and processes developed by VPRED including Guidelines for Allocation & Management of Research Space⁵, and in conjunction with the RSC recommendations.
6. Lab spaces - including both research and instructional - shall be shared and do not belong to a specific principal investigator, faculty member or college/department. Equipment shall be accounted for when determining allocations to preserve existing space features, foster continuity without undue hardship and prevent contamination of research from incompatible uses within the same space.
7. Conversion of existing space to any other functional use or occupancy (including a change in personnel with the same function or a change in the function of the person occupying the space) is prohibited except when accomplished through a recommendation of SMC and the approval of the President. All space occupancy changes will be reported through the prescribed process in Principles and Procedures⁸ to maintain data reliability.
8. Facility Use Agreements for non-MSU persons shall only be approved when research space is available and not currently used by MSU Faculty or for MSU-related research activities.
9. The Office of Research Compliance¹⁵ shall conduct a safety assessment when a lab space is allocated to ensure proper safety measures and compliance practices are implemented prior to recommendations being made and faculty/staff/students occupying the space.

300.00 Procedures

SMC will promulgate principles, procedures and guidelines as necessary to meet this policy and SMC’s charge. SMC reviews all space requests and shall provide recommendations to the President for approval. The President may delegate space decisions to SMC or SPM for minor space requests.  The President may also delegate space decisions as necessary to the RSC for all spaces that are funded through research dollars. SPM and SMC may abdicate the decision for non-FICM code changes or office allocations as needed.

301.00 Decision Process

1. Office of Space Planning and Management⁷ meets with the requester and associated deans that may be affected by the space request.
2. SPM makes a recommendation to SMC regarding space requests.
3. Requester(s) or affected stakeholder(s) may appeal SPM’s recommendation to SMC at the space management committee meeting.
4. SMC considers the request and any appeals from either party, and may modify the request before making a formal recommendation to the President.
5. The President approves, denies or modifies SMC’s space recommendation.
6. The President’s decision regarding space is final.
7. The President may delegate space decisions to SMC or SPM for minor space requests as outlined in the Space Management Principles and Procedures⁸.

302.00 Space Standards and Target Utilization Rates; Space Management Principles and Procedures; Guidelines for Allocation & Management of Research Space

These documents will be used to inform and guide SMC, RSC, and SPM. The documents may be periodically updated to reflect changing standards and best practices for space planning and management across the University campus. Specific principles, procedures and standards identified in the documents referenced in Space Standards and Target Utilization Rates⁹; Space Management Principles and Procedures⁸; and Guidelines for Allocation and Management of Research Space⁵ are herein incorporated. 

303.00 Subcommittees

Subcommittees may be established to analyze or explore specific space issues and policies. Subcommittees shall bring forth recommendations to SMC or RSC for discussion and recommendation. The SMC Chair appoints members to various subcommittees as needed.

304.00 Research Space Recommendations and Inventory

It is incumbent upon the Research Space Committee, in conjunction with VPRED, to prioritize the assignment of research space in the best interests of MSU research and creative activities consistent with the university Space Management Policy and research space priorities listed in Guidelines for Allocation & Management of Research Space⁵.

VPRED will report the results of the research space inventory and space allocations to the SMC annually along with recommendations as outlined in the process section of Guidelines for Allocation & Management of Research Space⁵.

305.00 Auxiliary, Athletic and Student-Fee Funded Building Space Allocations

Only space allocations pertaining to academic, instructional and research uses within auxiliary, athletic and student-fee funded buildings are subject to this policy. Spaces within student-fee funded buildings require input from ASMSU¹⁶ and shall follow internal building policies for space decisions including priority scheduling within those facilities. Spaces leased to third parties within these buildings are exempt from this policy but are subject to other MSU policies pertaining to use agreements including MOUs. Building oversight committees within these facilities shall help determine how spaces are allocated within the respective buildings that they advise.

400.00 Internal Controls

University executives, deans and department heads, and directors, are responsible for space stewardship and for accounting and reporting the space allocated to their units in accordance with this policy as well as abiding by the standards, principles, and procedures established by the Space Management Committee². SPM is responsible for managing a central database and handling all space requests.  

500.00 Definitions

Classroom: A room or space used primarily for instruction of classes and that is not tied to a specific subject or discipline by equipment in the room or the configuration of the space.

Conference Room: A space serving an office complex, building or group of buildings and used primarily for staff meetings and departmental activities including instruction.

FICM⁶: Facilities Inventory and Classification Manual; Space use codes employed to classify assignable space by use within campus facilities.

Fixed-Term Employee: A classified, temporary fixed-term appointments are positions used to accommodate the need for temporary personnel that will not exceed one calendar year (or less depending upon applicable collective bargaining agreement), or where the position is not intended to become permanent. In no event shall the appointment exceed a period of one year.

FTE: Full-Time Equivalent for the hours worked by one employee on a full-time basis or the fraction of hours based on a full-time basis for an employee working part time.

Instructional Laboratory:  A space used primarily for formally or regularly scheduled instruction that requires special purpose equipment or a specific space configuration for student participation, experimentation, observation, or practice in an academic discipline. A space is considered scheduled if the activities generate weekly student contact hours. A space used for instructing or teaching including conference rooms, instructional laboratories, clinical areas, assemblies, or meeting rooms.

Meeting Room: A room that is used for a variety of non-class meetings and available to all students, staff and the public; examples include spaces for study groups, boards, community groups, student groups. Meeting rooms can be for-fee spaces on campus.

Minor Occupancy Changes: Changes to a space resulting in impacts to occupancy that either reduce or increase occupancy for two or fewer people.

Montana State University (MSU) Employee: Employees classified as faculty, staff, and collective bargaining trades within the University.

Net Assignable Square Footage (NASF): The sum of all areas on all floors of a building allocated to, or available for allocation to, an occupant or specific use.

Net Non-Usable Square Footage: (NNUSF): The sum of all areas on all floors of a building not available for allocation to an occupant or specific use but necessary for the general operation of a building.

Net Usable Square Footage (NUSF): The sum of all areas on all floors of a building allocated to, or available for allocation to, an occupant or specific use, or necessary for the general operation of a building.

Non-Employee Personnel: Personnel defined in the University’s Non-Employee Appointments policy¹¹.  

Office: A space housing faculty, staff, or students working at one or more desks, tables, or workstations.

Open Laboratory: A laboratory used primarily for individual or group instruction that is informally scheduled, unscheduled, or open.

Research Laboratory: A space used for laboratory experimentation, research, or training in research methods; professional research and observation; or structured creative activity within a specific program or for sponsored research (sponsored with federal, state, private, or institutional funds).

Shared Space: A space that is shared between two or more departments or groups within the same room(s)/suite on the same floor within the same building. Shared spaces can be split between different floors or buildings but must contain staff from each department or group sharing the space on each floor and building.

Significant Alteration: An alteration to a space resulting in more than ten percent of the gross floor area being altered, renovated, changed, improved or reconfigured.

Space Management Lease Agreement: A lease agreement specifically between the University and a third party, overseen by the Office of Space Planning and Management outlining the terms of agreement for space on campus; lease may include dates of occupancy, square footage allotment, improvements required, value provided to the university and other conditions as deemed appropriate by the SMC.

Temporary Employee: Classified short-term appointments are positions used to fill short-term needs that do not exceed 90 days in a 12-month period.

Underutilized Space: Space that does not meet the requirements for space utilization as outlined in Space Standards and Target Utilization Rates.

Unit(s): A college, department, center, office, institution, group or individual either employed or associated with the university.

University Space Pool: A repository of vacant spaces to be allocated or reallocated.

Unoccupied Space: Space that at the time of an inventory, annual space survey or audit is not assigned to any faculty or staff members but is allocated to a department or under renovation.

Vacant Space: Space that has been unoccupied for 90 consecutive days and is then allocated to the University space pool for reallocation.

References

¹Montana State University Planning Council, 2012. Montana State University's Strategic Plan. Mission and Vision. [online] Bozeman. Available from: http://www.montana.edu/strategicplan/vision.html [Accessed December 2017]

²Space Management Committee, 2017, March 1. Available from: http://www.montana.edu/spm/smc.html [Accessed December, 2017] 

³Montana State University Planning Council, 2012. Montana State University’s Strategic Plan. [online]. Bozeman. Available from: http://www.montana.edu/strategicplan/ [Accessed December 2017]

⁴Office of Research and Economic Development. (n.d.). Bozeman. Available from: http://www.montana.edu/research/ [Accessed December, 2017]

⁵Vice President for Research and Economic Development, 2015. Guidelines for Allocation and Management of Research Space. [online]. Bozeman. Available from: http://www.montana.edu/smc/documents/approved-research-space-guidelines.pdf [Accessed January 2017]

⁶U.S. Department of Education, National Center for Education Statistics. (2006). Postsecondary Education Facilities Inventory and Classification Manual (FICM): 2006 Edition (NCES 2006-160). U.S. Department of Education. Washington, DC: National Center for Education Statistics. Available from: https://nces.ed.gov/pubs2006/ficm/content.asp?ContentType=Section&chapter=4&section=3 [Accessed January 2017]

⁷Office of Space Planning and Management. (n.d.). Available from: http://www.montana.edu/spm/ [Accessed December, 2017]

⁸Space Management Principles and Procedures, 2017. [online] Bozeman. Available from: Priniciples and Procedures [Accessed December, 2017]

⁹Space Management Space Standards and Target Utilization Rates, 2017. [online] Bozeman. Available from: Space Standards and Target Utilization Guidelines [Accessed December, 2017]

¹⁰MSU Human Resources, 2010. Personnel Policy, 300.00 Employment Categories and Conditions. [online] Bozeman. Available from: http://www.montana.edu/policy/personnel/per300.html [Accessed December, 2017]

¹¹MSU Human Resources, 2016. Non-Employee Appointments Policy. [online]. Bozeman. Available from: http://www.montana.edu/policy/ [Accessed January 2017]

¹²Space Management Principles and Procedures, 2017. 300.00 Procedures, 311.00 Misuse of Space. [online]. Bozeman. Available from: Misuse of Space [Accessed December 2017]

¹³Office of Student Engagement. (n.d). Bozeman. Available from: http://www.montana.edu/engagement/  [Accessed December, 2017]

¹⁴Conference and Event Services. (n.d). Bozeman. Available from: http://www.montana.edu/wwwcf/ [Accessed December, 2017]

¹⁵Office of Research Compliance. (n.d). Bozeman. Available from: http://www.montana.edu/orc/ [Accessed December, 2017]

¹⁶Associated Students of Montana State University. (n.d). Bozeman. Available from: http://www.montana.edu/asmsu/ [Accessed December, 2017]

100.00              Introduction and Purpose

Space is a critical university-owned resource and is subject to allocation, evaluation and reallocation to meet the overall needs and priorities of Montana State University (MSU). The Space Management Committee (SMC)¹ through the Space Management Policy² establishes a framework for the efficient use and equitable allocation of MSU’s physical resources to support the University’s mission³. As such, SMC has developed principles and procedures that outline how space is to be allocated in a fair and transparent manner.

The Principles and Procedures are incorporated into the Space Management Policy² and outline how space resources shall be used as well as the processes for allocating and clarifying how space is assigned across campus.

200.00  Principles

201.00 Space is a University Resource

Although space is allocated to specific users, space is a key university asset owned by MSU. Space is neither owned by, nor permanently allocated to, occupants,  users, programs or units. It is incumbent upon the university to allocate space in accordance with the university’s strategic priorities. All space including academic, research, office, auxiliary, athletics and others is subject to assignment or reassignment to meet the overall needs and best interests of the university.

202.00 Space Decisions Should Be Transparent and Fair

Space decisions across campus should be transparent and applied equitably  across all colleges and departments. Space decisions should also align with the University’s Strategic Plan and may be prioritized based on MSU’s imminent needs.

203.00 Space Assigned Should Facilitate the Intended Use

Campus units and programs should be allocated space that is designed and constructed to be consistent with the intended use. An objective of the Space Management Policy² is match appropriate users to existing space attributes (e.g. researchers to research labs instead of instructional labs; or offices to be used as offices instead of storage). Conference rooms may be used for instructional use when required by ADA requests or in severe instances such as a shortage of instructional classroom spaces. The goal is to optimize campus resources and reduce the need to continually renovate spaces into other uses. Research labs may need to be re-examined for utilization and should be preserved for their intended use even if that results in some research spaces remaining vacant.

204.00 Changes in Space Needs will be Considered at the Institutional Level

 Space is always at a premium. Therefore, conversion of existing space to other uses/occupancies requires review by the Space Management Committee (SMC)¹ and approval of the President. SMC will review changes in unit level space needs from a campus‐wide perspective for the most appropriate solutions, which may be outside the traditional space use of the unit. SMC will entertain proposals to repurpose existing space to address a new need.

205.00 Periodic review is essential

A complete and accurate space inventory is foremost to effective space planning and management. Space inventory includes a periodic review of space allocations, actual space use, and occupancies reconciled with institutional priorities. Building audits may be performed as necessary to ensure space is being used as it was intended and in the most efficient manner.

206.00 Space Allocation Guidelines and Classification

SMC adopted a set of target space guidelines and utilization rates that reflect the practical target distribution and utilization of MSU’s space resources. The guidelines provide space ranges associated with position categories to help inform new construction and major renovation projects as well as moves into different spaces. Similarly, space functional use categories and space inventory codification shall conform to nationally accepted conventions. MSU uses the Postsecondary Education Facilities Inventory and Classification Manual (FICM)⁴ codification system.

207.00 Construction & Renovation Standards

Construction of new space and renovation of existing space should conform to the Space Management Policy², these Principles and Procedures and Space Standards and Target Utilization Rates⁵ as well as university or industry standards for the specific type of space, university construction standards and ADA accessibility requirements.

300.00  Procedures

SMC will promulgate principles, procedures and guidelines as necessary to meet the Space Management Policy² and SMC’s charge. SMC reviews all space requests and shall provide recommendations to the President for approval. The President may delegate space decisions to SMC or the Office of Space Planning and Management (SPM)⁶ for minor space requests including office allocations and those requests that do not change the FICM⁴ code.  The Research Space Sub-Committee (RSC) shall make a formal recommendation to SMC for all research-related labs and spaces. SMC and SPM may abdicate the decision for non-FICM code changes or office allocations as needed.

301.00 Changes in Space Use, Occupancy, FCIM Code or Shared Space

Consideration of space requests that result in a significant alteration, change of occupancy, FICM⁴ code change (change of use), or change in shared spaces shall be the responsibility of the SMC. Units shall submit requested space changes to the SPM per the Space Management Principles and Procedures for review and analysis.

301.10 Space Allocation Process

1. SPM receives a space request or notice with appropriate signatures via website, email or in-person meeting.
2. SPM posts the request/notice on SPM’s website for transparency.
3. SPM conducts an initial assessment with requester to determine space needs and possible solutions for allocating space.
4. Once potential spaces have been identified, SPM contacts affected individual(s) and department(s) about possible reallocation of space. When a space is vacated, SPM will contact all parties that have expressed interest in the space to determine if their space needs still warrant consideration.
5. If multiple requests have been made for the same space, each person/department shall submit a proposal to SPM for consideration to allocate such space.
6. SPM provides a formal recommendation to SMC and notifies all parties involved regarding the proposed recommendation. When an allocation involves research-related space, RSC will provide a formal recommendation to SMC.
7. SMC then considers the recommendation. If multiple requests for the same space have been submitted through proper procedures, SPM will present all requests/proposals to SMC for consideration.
8. SMC may accept SPM’s recommendation, modify the recommendation or deny the recommendation.
9. Requesters and affected individual(s) may appeal SPM’s recommendation at the SMC meeting and present their case to the committee for why a space should/shouldn’t be allocated.
10. SMC makes a formal recommendation to the President, who then makes the final decision regarding the space allocation.
11. Once the President approves the request, SPM posts the decision on its website.
12. Minor requests may be approved through SPM to help expedite space decisions involving the same department/college, when requests only involve office allocations, when requests do not change the FICM⁴ code or when requests satisfy the criteria in 302.00 Exemption and Expedited Reviews.

301.20 Building Supervisor Role  

Building supervisors⁷ will be contacted as part of the space request process to inquire about possible open spaces or underutilized spaces within a building. SPM will seek their input on potential space solutions to present to SMC. Building supervisors, while playing a critical role for the University, do not have the authority to allocate space within buildings. SMC is the responsible committee for recommending space decisions to the President for his/her approval. In addition, building supervisors are responsible for key requests and shall approve all such requests associated with an approved space allocation or reallocation within his/her respective building.

302.00 Exemption and Expedited Reviews

Minor alterations such as installing partitions, setting up cubicles or construction modifications to create similar spaces to the original use and do not result in a FICM⁴ code change may be exempt from SMC review. Similarly, minor occupancy changes including office allocations may be exempt from SMC review. Such changes shall first be reported to SPM and the managing director shall determine whether such a request meets the Space Management Principles and Procedures for an exemption and expedited review.

302.10 Minor Alternations and Occupancy Change Exemptions

SPM – when delegated by the President – may approve minor alternations and minor occupancy changes. Such exemptions include office allocations and lab assignments when all parties including deans representing the affected departments have agreed to the space allocation. SPM will report the exemptions and expedited reviews to SMC at the next regularly scheduled meeting for the record. The intent is not to delay staffing assignments or hiring requests by having to receive formal approval from SMC. However, when multiple requests are made for the same space, SPM may choose to bring the recommendation to SMC for their review and the President’s approval.

303.00 Vacant, Unoccupied and Underutilized Office Space

Unoccupied or underutilized areas are spaces that have been allocated to a department, but which are not occupied, not utilized or do not meet utilization goals. These spaces may be held for a period of 90 days when a hiring request has been submitted. Conference rooms, instructional labs and classrooms shall be deemed vacant if they do not meet target utilization rates in two consecutive semesters or a total of two semesters within a four-semester period. Research labs shall be deemed underutilized if they do not meet target utilization rates in one semester. In such instances, space may be reallocated to improve utilization or reclassified to help improve utilization across campus.

303.10 Unoccupied Office Space Extension

A space that is unoccupied shall be deemed vacant upon 90 consecutive days of inactivity. A department head, director or dean may request an additional 90-day grace period for office spaces when a hiring request has been granted. Departments that shuffle or move temporary staff into and out of office spaces to make spaces appear as if they are occupied may be subject to 311. Misuse of Space Resources⁸. 

303.20 Vacant Space Pool

When a space request results in vacant space(s), those spaces shall be entered into the University space pool. A 30-day waiting period shall take effect before a vacant space can be reallocated. SPM provides a recommendation Following the procedures outlined in section 301.10Space Allocation Process. SMC shall make the final recommendation on the vacant space to the President. 

303.30 Notification of Vacancy

Colleges, departments, offices, centers or groups that request to vacate space shall be granted an exemption from SMC review. Such a request should be reported to SPM for data integrity and then SPM can approve the vacated space request to ensure it is entered in the vacant space pool.  

303.40 Underutilized Space

Spaces that are deemed underutilized by SPM data and analysis may be reallocated or redesigned to increase utilization and promote stewardship of the space. Units will be notified when a space is deemed underutilized to develop a plan to improve utilization. If utilization rates do not improve within one year after the plan has been implemented, the space may revert to the University space pool and can be classified as vacant upon SMC review

304.00 Shared Space

Shared space is defined as sharing a room(s)/suite on the same floor within the same building with different departments/groups. Shared space may be split between floors or buildings but must contain staff from each different department within those spaces. When allocating or reallocating shared space by two or more departments or groups, all units sharing the space will be consulted prior to a final recommendation by the SMC. Space requests involving shared spaces will be given priority.

Lab spaces - including both research and instructional - shall be shared and do not belong to a specific principal investigator, faculty member or college/department. The goal is to help account for the ebb and flow of grant awards and funding cycles to improve collaboration as well as respond to shifting needs as funding changes.

305.00 Secondary Office or Additional Office Space

A college or department must demonstrate a critical need for additional office space more than the Space Standards and Target Utilization Rates⁵ or when requesting a secondary office. The request shall include the Dean’s or Vice President’s signature. A secondary space must meet the requirements in section 203-3.  For individuals in multiple roles, the office space is related to the primary role and function for the total FTE. Special circumstances may warrant a secondary office if space is available and unused. The requester shall submit the total FTE and provide a statement of need. The secondary office will follow the requirements in Space Standards and Target Utilization Rates⁵. SPM will conduct an audit of each space and report to the SMC for their review.

306.00 ADA Space Request

When an ADA space request is made, SPM shall coordinate with the Office of Disability Services⁹ and the MSU ADA Coordinator to find spaces that meet ADA requirements within 30 days of the official request. SPM shall identify buildings that are ADA compliant and designate alternative space to be used for accommodations. Temporary ADA office locations will be dispersed across campus near ADA parking stalls and shall be preserved only for ADA requests; these offices are not subject to vacancy requirements and shall not be included in the vacant space pool. If an ADA office request will exceed six months, a long-term solution shall be identified to preserve the temporary office space locations. 

307.00 Conference Space Reservations

When a conference room reservation is cancelled because of priority scheduling for the President's office or other office as identified SMC, the requesting office shall find an alternative conference room for the affected (existing party) reservation. It is incumbent upon each person reserving such conference spaces to be aware that an existing reservation may be cancelled at any time. Each person reserving these spaces is subject to finding an alternate space in conjunction with the sequestering office. SPM shall identify each conference room and the appropriate office that has the ability to schedule such spaces at a moment's notice within the University's scheduling software.

308.00 Emergency Space Decisions

In the event of an emergency or; when the health, safety or welfare of students and staff are jeopardized; or when an ADA request is made that requires immediate attention, the managing director of SPM in conjunction with the SMC Chair may allocate space on a temporary basis to alleviate the emergency and relocate students and staff to remedy the hazardous issues caused to the respective space. SMC may then consider a long-term solution at the next regularly scheduled SMC meeting if warranted or if the hazard or emergency has not been resolved. 

309.00 Priority Space Scheduling

All instructional space and the designated usage of that space in areas classified as classrooms and instructional labs will be under the control and scheduling of the University Registrar. All instructional space including instructional laboratories and conference rooms shall be scheduled through the University’s scheduling software.

310.00 Space Disputes

Disputes concerning use of space shall be resolved by SPM with assistance from building supervisor, deans or vice presidents of the respective units with input from affected individuals. However, a person(s) affected by the space allocation - requestor or impacted entity - may also appeal the recommendation of SPM to SMC at the meeting whereby the space issue is set to be discussed. The appellant must be present to voice his/her concerns about the recommendation made by SPM. SMC will make a formal recommendation to approve the request as is, modify the request based on the appellant’s information, table the request to the next meeting or deny the space request. When the space does not meet the target guidelines or utilization rates SPM may proceed with a formal recommendation to reallocate the space.  

311.00 Misuse of Space

The goal is to optimize University space to improve the student experience and those spaces which do not comply with the approved usage may be subject to reallocation. Colleges and departments that do not follow the approved uses may be subject to reallocation upon further review. For example, if a space is approved for offices but is then used for conference space or storage,the result may be reallocation to a different department that needs office space. SPM will use the Space Standards and Target Utilization Rates⁵ to ensure spaces meet the intended and approved uses.

311.10 Office Space Misuse

Shuffling or moving temporary staff into and out of office spaces to make spaces appear as if they are occupied may result in future space decisions being delayed or suspended. Additionally, unauthorized construction such as building floor-to-ceiling cubicles, constructing or removing a wall, or other similar construction practices may result in delayed or suspended space decisions. In severe instances, reallocation of space may be deemed appropriate. Please refer to 302.00 Exemption and Expedited Reviews¹⁰ on how to request an exemption for minor alterations to space.

311.20 Conference Space Misuse

Units and individuals including student groups that do not properly clean up and restore conference spaces may lose conference room privileges. Similarly, if patterns of non-compliance (failure to utilize the central scheduling software or overbooking when not in use) emerge, units or individuals may lose reservation privileges.

311.30 Research Space Misuse

Research spaces that do not comply with safety standards or are in violation of compliance issues with the Office of Research Compliance¹¹ and/or the Office Safety and Risk Management¹² will have 60 days to correct all safety and compliance violations from date of notice. Research spaces may be reallocated if items have not been corrected within 60 days.

312.00 Campus Moves

All campus moves shall be coordinated with SPM to ensure database reliability including tracking where units are located for reporting purposes. SPM has outlined processes for moving as well as FAQs to assist with a campus move¹³. Key requests associated as part of a move shall be coordinated through SPM including new office allocations. An equitable allocation of expenses will be determined with moves resulting in an approved space request.

313.00 Space Survey

SPM will distribute a periodic space survey to validate building spaces, utilization rates as well as to assess department needs and requests for future space. Deans, department heads and directors are responsible for ensuring the survey is returned and completed to the best of their knowledge. Failure to return the survey may result in delayed or suspended future space requests.

314.00 Space Audits

Audits are considered on a 24-7-hour basis and may occur on weekends or evenings with appropriate safeguards for research lab space to ensure SPM staff are not interfering with ongoing experiments. However, access to any space cannot be denied indefinitely because of ongoing experiments or other factors. In instances where the health, safety or welfare of students, faculty or staff may be at risk, SPM along with Safety Risk and Management¹² and/or the Office of Research Compliance¹¹ may enter spaces as needed or in the case of emergencies without notification. SPM will also notify building supervisors when an entire building audit is to be completed; however, audits may occur at any time for all remaining spaces.

400.00              Definitions

Classroom: A room or space used primarily for instruction of classes and that is not tied to a specific subject or discipline by equipment in the room or the configuration of the space.

Conference Room: A space serving an office complex, building or group of buildings and used primarily for staff meetings and departmental activities including instruction.

FICM: Facilities Inventory and Classification Manual; Space use codes employed to classify assignable space by use within campus facilities.

FTE: Full-Time Equivalent for the hours worked by one employee on a full-time basis or the fraction of hours based on a full-time basis for an employee working part time.

Instructional Laboratory:  A space used primarily for formally or regularly scheduled instruction that requires special purpose equipment or a specific space configuration for student participation, experimentation, observation, or practice in an academic discipline. A space is considered scheduled if the activities generate weekly student contact hours. A space used for instructing or teaching including conference rooms, instructional laboratories, clinical areas, assemblies, or meeting rooms.

Meeting Room: A room that is used for a variety of non-class meetings and available to all students, staff and the public; examples include spaces for study groups, boards, community groups, student groups. Meeting rooms can be for-fee spaces on campus.

Minor Occupancy Changes: Changes to a space resulting in impacts to occupancy that either reduce or increase occupancy for two or fewer people.

Montana State University (MSU) Employee: Employees classified as faculty, staff, and collective bargaining trades within the University.

Net Assignable Square Footage (NASF): The sum of all areas on all floors of a building allocated to, or available for allocation to, an occupant or specific use.

Net Non-Usable Square Footage: (NNUSF):The sum of all areas on all floors of a building not available for allocation to an occupant or specific use but necessary for the general operation of a building.

Net Usable Square Footage (NUSF): The sum of all areas on all floors of a building allocated to, or available for allocation to, an occupant or specific use, or necessary for the general operation of a building.

Non-Employee Personnel: Personnel defined in the University’s Non-Employee Appointments policy.  

Office: A space housing faculty, staff, or students working at one or more desks, tables, or workstations.

Open Laboratory: A laboratory used primarily for individual or group instruction that is informally scheduled, unscheduled, or open.

Research Laboratory: A space used for laboratory experimentation, research, or training in research methods; professional research and observation; or structured creative activity within a specific program or for sponsored research (sponsored with federal, state, private, or institutional funds).

Shared Space: A space that is shared between two or more departments or groups within the same room(s)/suite on the same floor within the same building. Shared spaces can be split between different floors or buildings but must contain staff from each department or group sharing the space on each floor and building.

Significant Alteration: An alteration to a space resulting in more than ten percent of the gross floor area being altered, renovated, changed, improved or reconfigured.

Space Management Lease Agreement: A lease agreement specifically between the University and a third party, overseen by the Office of Space Planning and Management outlining the terms of agreement for space on campus; lease may include dates of occupancy, square footage allotment, improvements required, value provided to the university and other conditions as deemed appropriate by the SMC.

Underutilized Space: Space that does not meet the requirements for space utilization as outlined in Space Standards and Target Utilization Rates.

Unit(s): A college, department, center, office, institution, group or individual either employed or associated with the university.

University Space Pool: A repository of vacant spaces to be allocated or reallocated.

Unoccupied Space: Space that at the time of an inventory, annual space survey or audit is not assigned to any faculty or staff members but is allocated to a department or under renovation.

Vacant Space: Space that has been unoccupied for 90 consecutive days and is then allocated to the University space pool for reallocation.

References

¹Space Management Committee, 2017, March 1. Available from: http://www.montana.edu/spm/smc.html [Accessed December, 2017] 

²Space Management Policy, 2017. [online] Bozeman. Available from: Space Mangement Policy [Accessed December, 2017]

³Montana State University Planning Council, 2012. Montana State University's Strategic Plan. Mission and Vision. [online] Bozeman. Available from: http://www.montana.edu/strategicplan/vision.html [Accessed December 2017]

⁴U.S. Department of Education, National Center for Education Statistics. (2006). Postsecondary Education Facilities Inventory and Classification Manual (FICM): 2006 Edition (NCES 2006-160). U.S. Department of Education. Washington, DC: National Center for Education Statistics. Available from: https://nces.ed.gov/pubs2006/ficm/content.asp?ContentType=Section&chapter=4&section=3 [Accessed January 2017]

⁵Space Management Space Standards and Target Utilization Rates, 2017. [online] Bozeman. Available from: Space Standards and Target Utilization Guidelines [Accessed December, 2017]

⁶Office of Space Planning and Management. (n.d.). Available from: http://www.montana.edu/spm/ [Accessed December, 2017]

⁷Facilities Services. [online] Bozeman. Building Supervisor Handbook Available from http://www.montana.edu/us/fs/admin/files/buildingsupervisorhandbook.pdf [Accessed December, 2017]

⁸Space Management Principles and Procedures, 2017. 300.00 Procedures, 311.00 Misuse of Space. [online]. Bozeman. Available from: Misuse of Space [Accessed December 2017]

⁹Office of Disability Services. (n.d.). Available from: http://www.montana.edu/aycss/disability/ [Accessed December, 2017]

¹⁰Space Management Principles and Procedures, 2017. 300.00 Procedures, 302.00 Exemption and Expedited Reviews. [online]. Bozeman. Available from: Exemption and Expedited Reviews [Accessed December 2017]

¹¹Office of Research Compliance. (n.d.). Available from: http://www.montana.edu/orc/ [Accessed December, 2017]

¹²Safety and Risk Management. (n.d.). Available from: http://www.montana.edu/wwwsrm/ [Accessed December, 2017]

¹³Office of Space Planning and Management. (n.d). Moving. Available from: http://www.montana.edu/spm/moving.html [Accessed December, 2017]

100.00  Introduction and Purpose

The space standards and target utilization rates are a guideline for allocating space to employees to support the University Strategic Plan¹ as well as to advance the academic enterprise through stewardship of spaces while balancing efficiency with flexibility. Space allocations shall follow the space - per - person standards. The guidelines are not a guarantee that an individual will receive a specific office type or amount of square feet, but rather defines the parameters and maximum net assignable square feet (NASF) a person in a specific role will be allocated.

Target utilization rates will assess how well a space is being used including efficiency as well as whether certain improvements can be made to the existing space to make it more functional. Similar to space standards, the rates are intended to be a guideline for improving the academic experience for students through improved stewardship of MSU’s space resources.

200.00   Space Standards

This document is herein referenced in the Space Management Policy² and shall be used by the Office of  Space Planning and Management (SPM)³ in determine appropriate office space layouts as well as by the Space Management Committee when making recommendations to the President for approval. When a Space Occupant Classification does not match a personnel type or employment SPM will recommend the closest existing classification be used when determining office type and square footage.

1.      Space occupants may not reflect official MSU job titles or classifications. The purpose is to show the relationship between role, space type and attributes, and NASF to assist office space decisions when allocating space.

2.      Flexibility is balanced with efficiency to ensure stewardship of spaces; as such, shared offices and labs will be prioritized to achieve collaborative environments while providing “introvert” spaces for conducting work.  

3.      FTE consistent with MSU Human Resources translation of faculty work load units. Includes TT, NTT, post docs and graduate assistants. 

4.      Non-Employee Appointments correspond to the policy adopted by MSU and outline the specific personnel associated with this classification (Non-Employee Appointment policy)⁴.

5.      Building layout and existing constraints will be factored into decisions regarding office space to optimize use without causing an undue hardship on units.

201.00 Office Space Standards

202.00 Furniture Packages

SPM in coordination with Campus Planning, Design and Construction (CPDC)⁵ is responsible for creating a “kit of parts” for furniture packages to accompany office layouts. The kit provides up to three different layouts for faculty and staff to select. This ensures all divisions, colleges, departments, units, etc receive similar furniture and can be interchanged as moves occur. The kit also improves efficiency with design and delivery, meets warranty and ADA standards for the University, and reduces complications when ordering replacement parts. CPDC staff including the University Architect are responsible for approving furniture layout and design packages.

300.00              Target Utilization Rates

Target utilization rates shall be used as a guideline for all space resources on campus including instructional spaces such as classroom and laboratory facilities; office and study facilities; and special and general use facilities. Specific room types are included in each facility description according to the space use codes listed in the Facilities Inventory and Classification Manual (FICM)⁶.

*Classroom, lab and special use rates: 40-hour week, Monday through Friday, 8:00 AM- 4:00 PM.

*Conference room and general use rates: 45-hour week, Monday through Friday, 8:00 AM – 5:00 PM.

*Office rates: Number of workstations in use per room.

Space Type: Classroom

 References

¹Montana State University Planning Council, 2012. Montana State University’s Strategic Plan. [online]. Bozeman. Available from: http://www.montana.edu/strategicplan/ [Accessed December 2017]

²Space Management Policy, 2017. [online] Bozeman. Available from: Space Mangement Policy [Accessed December, 2017]

³Office of Space Planning and Management. (n.d.). Available from: http://www.montana.edu/spm/ [Accessed December, 2017]

⁴MSU Human Resources, 2016. Non-Employee Appointments Policy. [online]. Bozeman. Available from: http://www.montana.edu/policy/ [Accessed January 2017]

⁵Campus Planning Design and Construction. (n.d.). Available from: http://www.montana.edu/pdc/ [Accessed December, 2017]

⁶U.S. Department of Education, National Center for Education Statistics. (2006). Postsecondary Education Facilities Inventory and Classification Manual (FICM): 2006 Edition (NCES 2006-160). U.S. Department of Education. Washington, DC: National Center for Education Statistics. Available from: https://nces.ed.gov/pubs2006/ficm/content.asp?ContentType=Section&chapter=4&section=3[Accessed January 2017]