Assigning University Spaces Procedure

This procedure explains the following:
• How University of North Carolina at Chapel Hill (“UNC-Chapel Hill” or “University”) units can request space assignments;
• How the University’s Space Management Committee, Provost, and Vice Chancellor for Finance and Operations evaluate space assignment requests; and
• How the Provost and Vice Chancellor for Finance and Operations communicate their space assignment decisions to the University units affected by those decisions.

University Procedure

Title

University of North Carolina at Chapel Hill Procedure for Assigning University Spaces

Introduction

Purpose

This procedure explains the following:

• How University of North Carolina at Chapel Hill (“UNC-Chapel Hill” or “University”) units can request space assignments;
• How the University’s Space Management Committee, Provost, and Vice Chancellor for Finance and Operations evaluate space assignment requests; and
• How the Provost and Vice Chancellor for Finance and Operations communicate their space assignment decisions to the University units affected by those decisions.

Scope

This procedure applies to all University spaces, including leased space.

Procedure

UNC-Chapel Hill tracks space allocations through the Space Planning and Occupancy Tracking System (SPOTS) application.

How University Units Request Space Assignments

Update data in SPOTS

A Unit’s request for space will only be considered by the Space Management Committee if the Unit has reported at least 90 percent of their assignment data in SPOTS. The percent reported is calculated by adding the workstations assigned to specific occupants and those assigned to “vacant”, then dividing by the total spaces allocated. The Facilities Planning and Design (FPD) department, whose Executive Director chairs the Space Management Committee, uses occupancy and percent on-site data to understand campus space utilization and inform allocation decisions. Up-to-date information in SPOTS is key to ensuring all space allocation decisions are accurately informed.

Submit Formal Request

After their data is updated in SPOTS, the Unit must submit a Space Needs Request Form on the Facilities Space Governance website with a description of its needs and how the Unit’s request supports a broader University goal. The Space Needs Request Form opens for all space requests on January 1. Requests are due by January 31 each year. Only research space requests will have an additional opportunity to apply for space each year. Schools or Units with research space requests may submit a Space Needs Request Form starting on June 1 with requests due by June 30 each year.

How Decisions About Assigning Spaces are made

Initial Consultation and Evaluation

Following submission of the Space Needs Request Form, Facilities Planning and Design will schedule a consultation with the Unit to learn more about the need and help determine possible solutions.

FPD will reach out to space stewards across campus to determine if any campus space could potentially be available to meet the request. If space is potentially available, FPD will set up a meeting with the current steward to see if the space would be a good fit. 

FPD will notify the requesters of next steps for both major and minor requests.

• Minor requests can be addressed in the initial consultation with the requester by the end of March.
• Major requests will be passed on to the Space Management Committee. A list of committee members is available on the Facilities Services Space Governance website.

Space Management Committee Reviews Requests

The Space Management Committee will evaluate and prioritize requests based on principles set out in the Assigning University Spaces Policy.

If the Space Management Committee identifies possible campus space to fulfill the request, it will submit its recommendation to executive leadership for approval.

If the Space Management Committee cannot identify campus space to fulfill the request:

• If the unit has funding available and so desires, the Unit’s request will be passed to the Property Office in order to find suitable space to lease; or
• If the unit does not have funding available, the Unit’s request will be deferred to the following year.

Leadership Reviews Committee Recommendations

Using the same principles of optimal use and four allocation criteria outlined in the Assigning University Spaces Policy, the Provost and Vice Chancellor for Finance and Operations approve or deny requests and communicate decisions to the chair of the Space Management Committee.

The Space Management Committee chair will notify the requesters of next steps and communicate final decisions about major requests by the end of August of each year.

Related Requirements

University Policies, Standards, and Procedures

• Assigning University Spaces Policy
• Facilities Use Policy
• Facilities Use Standard
• Leased Space Policy

Contact Information

Primary Contact

Name: Wendy Halsey

Email: wendy.halsey@unc.edu

Other Contacts

Name: Evan Yassky

Email: evan.yassky@facilities.unc.edu