Space Allocation policy
| Name: Space Allocation Policy | Contact Officer: SOMS Executive Officer |
| Date: June 2004 | Approval: SoMS Executive |
| Review Date: June 2005 |  |
Overview
Historically space allocation within the School was managed in an ad-hoc fashion. Following the amalgamation of the three pre-clinical schools a Space Committee was established to regulate the renovation process within the School and to allocate space equitably. The key consideration to space allocation within the School is to use space flexibly to accommodate the expansion and contraction of research funding and the changes within the teaching needs of the School. The premise upon which all space is allocated is that all accommodation is ‘owned’ by the School and only ‘occupied’ by the Departments, research units and individuals.
Purpose
The purpose of this policy is to ensure that space is allocated equitably and openly based on the strategic plan for the School which includes a space allocation policy and refurbishment priorities for the next three to five years. The Space Allocation Policy supports the work of the School of Medical Sciences Space Committee.
Guiding Principles for space allocation
- All current teaching, research, and administrative activities are valuable and worthy of appropriate space allocation;
- Application of these guiding principles requires flexibility from all parties;
- Space allocation discussions will be made in a consultative and collegiate manner;
- With limited exceptions, all teaching, research, and administrative equipment should be shared generally within the School;
- Co-location of existing equipment and activities which have duplicated or complimentary roles should be undertaken, provided that the relocation is not detrimental to productivity or safety
- Office space should be allocated according to agreed principles of prioritisation, including consideration of:
- the academic, research or general staff status of the individual;
- needs in teaching, research or administration of the individual.
- Research laboratory space should be allocated according to agreed principles of prioritisation, including consideration of:
- the premise that where appropriate, shared utilisation is preferred above single use of any space;
- grant support, staff and student numbers, as well as equipment needs of the research group;
- the need for stability over time in laboratory space allocations for continuity of research programmes;
- the recognition of a minimum space requirement for viability of a research group;
- the need to meet Occupational Health & Safety standards in laboratory space
- Teaching space, should be allocated according to agreed principles of prioritisation, including consideration of:
- the premise that where appropriate, shared utilisation is preferred above single use of any space;
- the premise that efficient use of the space should be balanced against efficiency of staff time (e.g in setting up equipment) and safety of equipment.
Space and Conjoint Appointments
Academics with conjoint appointments to the School and ongoing research grant support, may be provided research space by negotiation with the Head of School provided that the research is coherent with the strategic research directions of the School. See the School policy “Infrastructure for Research Groups” for more information.
If staff retire and move to a conjoint appointment within the School their allocation of space will be reviewed. With regard to retirees with a conjoint appointment and with ongoing research grant support, space may be made available by negotiation with the Head of School. See the School policy “Roles and Responsibilities for Conjoint Academics in the School of Medical Sciences” for more information.
Procedure
Applications for additional space can be made to the School Space Committee. All quotes and floor plans must be attached to the Space Application Form attached to this policy.
Where possible applicants must identify a funding source and potential space within the School to accommodate their needs.
All applications for space must be received two weeks prior to the Space Committee meeting so that documents can be circulated to members.
Applications are assessed by the Space Committee considering the guiding principles for space allocation within this document. Following the meeting applicants will be advised of the outcome or a request for more informationmay be made.
Under no circumstances are renovations to commence without the approval of the Space Committee and the HOS.
Renovation items estimated below $10,000 will be circulated to the Committee via email for consideration. Where the renovation does not change the current use of the space the item will then be directed to the HOS for budget approval.
Where possible applicants must identify a funding source and/or space within the School to accommodate their needs.
Applications are assessed by the Space Committee considering the guiding principles for space allocation within this document. Following the meeting you will be advised on the outcome of your application for space or a request for more information may be made. Where work is to commence on your floor the Floor Coordinator will notify the relevant occupants and post a timeline for work on the noticeboard.
Under no circumstances are renovations to commence without the approval of the Space Committee and the HOS.
Renovation items estimated below $10,000 will be circulated to the Committee via email for consideration. Where the renovation does not change the current use of the space the item will then be directed to the HOS for budget approval.
Membership of the Space Committee
Membership | Current Appointment |
Chair (appointed by Head of School) | Andrew Lloyd |
Deputy Chair (appointed by Advisory Committee) | Darren Curnoe |
Head of School | Denis Wakefield |
Representatives from each floor of Wallace Wurth Building (nominated by HOD’s) and for each category e.g. academic, general, administrative/ technical, research, PhD | Margaret Morris
Steve Boutcher
Darren Curnoe
Carolyn Geczy
Dzung Vu
Michelle Price (OHS)
Peter McConaghie
Miles Davenport
Andrew Herries
Taline Hampartzoumian |
Governance
Members will be appointed by the Head of School in consultation with the Advisory Committee
The term of membership will be three years with reconstitution on a rolling triennium.
Members are only eligible for two consecutive terms.
Members who have two (consecutive) non-attendances will have their membership reviewed.
The Space Committee will have administrative support provided by Wendy Wartho.
Notification
Minutes of the Space Committee meetings will be distributed electronically to Committee members and to the School Advisory Committee. In addition, minutes will be posted at reception and noticeboards on each floor.
Space Committee Meeting Dates
All meetings are on a Thursday at 1pm in MG12.