Space Allocation Guidelines
Space is a resource essential to the operations of Florida Gulf Coast University. Campus space allocation considers both new and existing spaces. Effective space allocation includes the assignment, inventory, utilization, modification, and evaluation of academic, student, and administrative facilities on campus. This document outlines the fair and transparent (re)allocation of campus space. Space management, including master planning, maintenance, renovation and construction are managed by Facilities Planning.
Guiding principles for FGCU space allocation
- All space allocations to units are subject to change as conditions (enrollment, need, function) change. Final authority for space allocation resides at the University Cabinet.
- Space that is vacated by faculty and staff departures returns to a central space pool so that it can be inventoried and reallocated for use. The Office of Facilities Planning will maintain space inventory using an appropriate software program.
- Records & Registration oversees the utilization and scheduling of all available classroom space through an appropriate software program to ensure maximum utilization and efficiency. Departments, working through Records & Registration, retain control of highly specialized campus spaces (e.g. recital hall, clinical laboratories).
- All classroom space not scheduled by Records & Registration, shall be released to the Office of Campus Reservations for event scheduling after each Fall, Spring, and Summer terms add/drop registration deadline.
- Classroom space shall not be scheduled for events or meetings during the week of final exams for each academic term.
- As the interaction between students and faculty is the heart of the academic mission, office space for faculty and student-facing staff will receive top priority within the campus core, particularly along the campus spine. Office space beyond this priority shall be considered based on functional requirements of the position and best interest of the university. Sufficient staff office space will be made available to chairs, deans, directors and others that supervise staff.
- Full-time faculty who teach on campus will have private offices to the extent possible, while adjunct faculty will have access to common work spaces that allow them to fulfill their instructional obligations. Common work spaces will allow for interaction with students and colleagues, and dedicated space for private interactions will be provided.
- Prioritization of faculty offices will normally proceed according to faculty rank, with the professor-track faculty having highest priority, followed by instructor-track faculty, then Visiting Faculty. Courtesy faculty will not normally be allocated office space on campus.
- Long-term storage will have lowest priority for space within the campus core. Storage needs will be met by utilizing outlying buildings and outsourcing, and will be managed by Administrative Services.
- Where possible, offices, departments or units will be co-located based on their function to promote collaboration and synergies.
- Full-time employees whose positions can be performed remotely, while still optimally serving the needs of FGCU, will liberate campus space that may be best utilized in other offices or departments. Remote work assignments must be approved by the divisional vice president.
- Facilities Planning will conduct a bi-annual audit to maintain an accurate, up-to-date list of available office spaces and make this available to the campus community.
- Expanding hybrid and online course offerings will enhance physical classroom space utilization and allow for flexible scheduling for students. Choice of course delivery mode is based primarily on effective pedagogy and not solely the need for classroom space.
- The Office of Facilities Planning oversees the design, planning and construction of
all campus building and infrastructure projects.
- Facilities Planning is the custodian of the campus space inventory and is responsible for the maintenance of data regarding campus buildings, rooms, and building floor plans, and meeting the Florida Board of Governors’ official reporting requirements.
- This office also provides reports and support for analyses of current space, and projections of future space needs.
- All reservable space on campus shall be scheduled in the University’s Room Calendar maintained by Campus Reservations via the various Facility Use Custodians on campus.
- Campus Reservations oversees University scheduling for meetings and events utilizing scheduling software in spaces including Cohen Student Union, Academic Classrooms (after their release by Records & Registration after each semester’s add/drop deadline), conference rooms, and outdoor areas within the main campus loop like the Library Lawn and Student Plaza.
- Intercollegiate Athletics will schedule all activities using the University’s scheduling software in athletic spaces including: Alico Arena, Swanson Stadium, Soccer Fields, Softball Complex, Tennis Courts, and the Recreation Outdoor Complex.
- University Recreation & Wellness will schedule all activities in the University’s scheduling software in recreation spaces that include: Aquatics Center, Recreation Fields 1 and 2, the Waterfront, SoVi Pool, the Recreation Outdoor Complex, and the University Recreation & Wellness Center.
- Housing & Residence Life will schedule all activities in the University’s scheduling software in housing spaces that include: the SoVi green, Eagles Landing, and all housing multipurpose spaces in South Village, North Lake Village, and West Lake Village
FGCU Space Committee (formerly Campus Space Coordination Committee)
The purpose of the FGCU Space Committee is to consider space needs and recommend best uses of space that serves the academic mission. The Committee shall utilize established procedures to systematically evaluate current and future campus space for appropriate and efficient use in accordance with, among other things, University Regulations and Policies and provide recommendations to Vice President of Administrative Services & Finance. The Committee is advisory in nature, not a decision-making entity.
The Committee will apply FGCU’s Space Guiding Principles when reviewing a Space (re)allocation request. Committee members will include representation from across each of the University’s Divisions as assigned by the President.
The responsibility of the Committee is to consider space (re)allocation requests originating from campus units.
Space (re)allocation process
Unit requests are submitted using the Space Form Request complete with approvals to Facility Planning. Upon receiving a Space Reallocation form, Facilities Planning will forward to the Space Committee for review. Facilities Planning will post an inventory of campus space indicating the current assignment and make this available to the University community.
- The FGCU Space Committee will convene regularly to consider requests in a timely manner.
- The FGCU Space Committee will then make a recommendation to the Vice President of Administrative Services, who will take the committee’s recommendation to Cabinet for their review.
- The President (or designee) will make the final decision on the space reallocation request.
- The Vice President for Administrative Services and Finance will inform the Committee of the decision.
- The Committee will inform the requester of the decision. Appeals can be made to the Vice President for Administrative Services and Finance in cases where factual errors occurred in a request, or new information becomes available.
Space (re)allocation Request Form
The Office of Administrative Services and Finance will update the space (re)allocation request form to include:
- Requesting unit, Unit Supervisor and Vice President approvals
- Description of space requested, including room/building numbers or identifiers
- Type of space to be vacated (if applicable)
- Need for renovation
- Confirmation of funding source and estimates of renovation costs, if any
FGCU Space Committee Membership
Membership will be reflective of the university community, as well as representative of the various divisions. Members will serve three-year terms and may be reappointed one additional term. The Office of Administrative Services and Finance shall appoint a chair. The following units shall be represented by member(s) designated by the divisional Vice President and appointed by the President:
- Campus Reservations
- Environmental Health and Safety
- Information & Technology Services
- Student Success and Enrollment Management – two members
- Records & Registration
- Student Engagement
- Academic Affairs – three members
- Faculty Senate (designated by Faculty Senate)
- Department Chair (designated by Academic Affairs Leadership Team)
- Staff from Academic Affairs division (designated by Academic Affairs Leadership Team)
- Administrative Services
- Staff Council (nominated by President of Staff Council) – 2 members; 1 Year
- Advancement - Events
- Student Government
Administrative Support for Committee Materials
- Facilities Planning Coordinator representative
- Human Resources Employee Relations representative