SPACE MANAGEMENT POLICY

Policy Type:

Management

Initially

Approved:

December 17,

2018

Policy Sponsor:

President

Last

Revised:

Primary Contact: AVP, Facilities

Management

Review

Scheduled:

December 17,

2025

Approver:

Board of Governors

OVERVIEW

Space is a valuable and finite resource that must be managed and allocated in a manner that best

meets the strategic priorities of the University as a whole. Allocation, use, and modification of Space

occurs in a systematic, clear and accountable way, ensuring that University Space is used

effectively.

The University has an obligation to provide students, academic personnel, and administrative

personnel with suitable Space to carry out University approved activities. This responsibility is

fulfilled through the actions of the Space Planning Committee chaired by the Vice-President,

Finance and Administration.

The University allocates Space as appropriate, however, at its discretion, can reclaim and

reallocate Space as deemed necessary to meet changing needs and priorities.

PURPOSE

This Policy establishes the authority and responsibilities for the allocation, assignment and

coordination of all University Space in accordance with the mission, strategic priorities a

nd the

academic mandate and program delivery of the University

SCOPE

All Space owned or leased by the University.

POLICY STATEMENT

GENERAL PRINCIPLES

1.1

Space is a critical resource and ownership of all allocated and unallocated University

Space remains under authority of the University.

1.2

The President, through the Vice Presidents, has overall authority for the allocation and

reallocation of Space in a manner designed to optimize its use and to advance the

mission, strategic priorities and the academic mandate and program delivery of the

University.

Space Management Policy – December 17, 2018

Page 1 of 4

1.3

The Space Planning Committee, established under the Executive Leadership Team, is

the delegated decision-making authority of all Space usage and will maintain the

University’s Space Standards.

1.4

Any request for Space, relocation of a Unit, or a change in Space usage requiring

alterations, renovations or refurbishment requires approval prior to the

commencement of work in accordance with the Procedure to Request a Space

Change.

1.5

Facilities Management is the steward of all physical Space under the authority of the

Space Planning Committee. However, this does not diminish the responsibility

assigned to other Units relating to their oversight in the use of Space.

1.6

The University encourages and supports the use of Shared Space for the purposes

of maximizing utilization wherever practical. The University will also provide Common

Areas for the general use of the University community.

ACQUISITION OF SPACE

2.1

Acquisition of all land, buildings, or portions of buildings must be approved by the

Board of Governors, whether acquired through inheritance, donation, purchase,

erection from capital development, or other method.

ANNUAL SPACE AUDITS

3.1

Facilities Management will maintain a Space Inventory of all Space and is the official

record of all physical Space at the University.

3.2

Facilities Management will conduct Space Audits annually or as necessary in

accordance with the Procedure for Space Audits.

ACADEMIC SCHEDULING

4.1

All Space designated for credit instruction will be assigned by the Office of the

Registrar for the purposes of academic scheduling as set out in the Academic

Timetabling Policy.

CHARGES FOR THE USE OF SPACE

5.1

Space that is permanently allocated to support Ancillary Activities will be subject to

budgetary requirements in accordance with the University’s approved budget model.

5.2

University costs associated with the use of Space will be managed in accordance

with the University’s approved budget model.

INSTITUTES AND AFFILIATED INSTITUTES

6.1

Space requirements for establishing Institutes must be requested as a component

of the proposal for establishing an Institute in accordance with the Institutes at Mount

Royal University Policy.

Space Management Policy – December 17, 2018

Page 2 of 4

6.2

All Space requested by and allocated to Institutes on an ongoing basis is subject to

the provisions of this Policy.

DEFINITIONS

(1)

Affiliated Institute:

means an Institute at the University that is established by an

Affiliation Agreement with a financially self-sufficient third

party through which research and scholarly activities are

developed and coordinated (refer to Institutes Policy)

(2)

Ancillary Activities:

means self-supporting activity centres recognized by the

University’s budget model as generating a net contribution to

the University and not fundamental to the instructional

process

(3)

Board of

Governors:

means the Board of Governors of Mount Royal University

(4)

Common Area:

means space that is generally accessible to the University

community including hallways, study areas, stairwells,

washrooms, etc.

(5)

Institutes:

means an Institute at the University that is a financially self-

sufficient entity through which research and scholarly

activities are developed and coordinated and that has been

established in accordance with the Mount Royal University

Institutes Procedures (refer to Institutes Policy)

(5)

Policy:

means the Space Management Policy

(6)

Shared Space:

means space allocated to one Unit for control, however, may

be usable by another Unit. (boardrooms, meeting rooms,

classrooms, etc.)

(7)

Space:

means all indoor and outdoor space under the control, care,

or custody of the University

(8)

Space Audit:

means an assessment of Space to ensure the University’s

Space Inventory is appropriately maintained

(9)

Space Inventory:

means the central repository of all University space that has

been recorded and categorized by Facilities Management

(10)

Unit:

means any centre, department, division, faculty, program or

school; as well as any administrative group of the University

(11)

University:

means Mount Royal University

Space Management Policy – December 17, 2018

Page 3 of 4

RELATED POLICIES

•

Temporary Use of University Space Policy

•

Institutes at Mount Royal University Policy

•

Academic Timetabling Policy

RELATED LEGISLATION

RELATED DOCUMENTS

•

Procedure to Request a Space Change

•

Procedure for Space Audits

•

Space Planning Committee Terms of Reference

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)

01/21/2020

Editorial

Template Update

Policy Specialist

University Secretary