Space Assignment Policies and Procedures

University of California, Riverside - Space Assignment Procedures and Guidelines August 2019

UCR's physical facilities, like its personnel, funds, and equipment, are resources that must be managed, maintained, and controlled in accordance with certain rules and regulations and in a manner which contributes most toward fulfilling the University's mission. Space is assigned on the basis of programmatic need and academic priorities, and may be reassigned if those needs or priorities change.

  • Ownership of Space

    The Regents own all UCR facilities, regardless of the original source of construction or acquisition of funds. Responsibility for the assignment of the space rests ultimately with the Chancellor. The Chancellor has delegated this authority on a day-to-day basis to the Executive Vice Chancellor and Provost (EVC&P).

    Space Procedures & Guidelines

    The following space procedures and guidelines were recommended to the Provost by the University Space Committee and approved in 2019.

    Core Campus Space Procedures and Guidelines - General

    Core Campus Space Procedures and Guidelines - Faculty

  • Assignment of Space

    Once space has been assigned to a School/College or administrative unit, the Deans and Vice Chancellors may generally assign or reassign space within space already assigned to that School, College or administrative unit to areas reporting to them. Changes within a unit generally do not require EVC&P approval, but must be reported in the Facilities Management System (FMS). Exceptions include the following:

    • Reassignments between different Schools/Colleges or administrative units must be approved by the Executive Vice Chancellor and Provost.
    • If the Executive Vice Chancellor and Provost has specifically assigned space to a department or individual, any reassignment or change in room use must be approved.
    • If a space assignment has an identified end date, the space reverts back to the Executive Vice Chancellor and Provost at the end of the assignment period.
    • If a unit moves to a new space, the released space reverts back to the Executive Vice Chancellor and Provost for reassignment.

    Any change in the use of a room which requires renovations must have EVC&P approval.

  • Reporting Space Changes - Facilities Management System (FMS)

    To meet the Office of the President's requirements for maintaining accurate space inventory records, all reassignments of space, changes in room function, or physical alterations which cause a change in the square footage of a room must be reported in the Facilities Management System. All space, including any space leased by UCR, should be included in the inventory. Units are responsible for assigning an individual to update their space inventory (transactor) and an individual to review the changes for accuracy (reviewer). 

    FMS updates are required twice per year during the fall and spring survey periods, however units are encouraged to make changes as they occur. Space data from FMS is used in many ways on campus including: providing data to campus systems requiring space information and campus planning and reporting such as emergency planning, planning for new buildings and major renovations. Changes are reviewed by Space Management for compliance with Office of the President policies.

    Space Management will perform site visits to review space on a regular basis to help ensure building floorplans are up to date as well as ensuring that coding is consistent across campus. Site visits will be coordinated with the Organization space management contacts.

    For questions on the Facilities Management System or reporting changes, contact Space Management

  • Requesting Additional Space or Space Reassignments

    Requests for interior space should follow your Organization’s procedures. If the Organization cannot accommodate the space need, the Organization leader (or approved designee) may request space using the on-line form.

    Requests for core campus space are reviewed by the University Space Committee who makes recommendations on use of space to the provost. More information can be found at the committee website including the USC space request process.

    Request for exterior space should be entered via Campus Building Permit Application Form

  • Planning for Space Needs

    Approval of additional space does not guarantee that the associated funds will be provided, so space planning must be integrated with other resource planning. In addition, space planning decisions may involve complicated move sequences or space alterations thus it is essential that space needs be planned for as far in advance as possible. The campus charges for state funded space on an annual basis. Further information regarding the budget model and space charges may be found on the FP&A website.

    In the planning and management of campus facilities, all building space is considered to be an allocatable resource subject to continual evaluation in order to achieve the optimal campuswide level of utilization. To this end, Capital and Physical Planning periodically conducts facilities evaluations to assist deans and unit heads in fulfilling their responsibilities for assignment and effective utilization of allocated space and to provide a basis for determining projects to be included in the capital improvement program (new buildings and/or major renovations).