Current through all regulations passed and filed through December 16, 2024
(A)
Purpose. All physical facilities of the university,
including space for activities, are the property of the state of Ohio and are
subject to all regulations governing the operation and use of
such.
(B)
Scope. This policy applies to all university owned,
operated, or leased property (collectively "university
property").
(C)
Definitions. For the purposes of this policy, "space"
means the physical facilities on university property assigned in accordance
with this policy to a university division, college, school, or other academic
or administrative unit.
Allocations for student organizational use is exempted from this rule, as such
space is provided at the discretion of the vice president, or dean of a college
or regional campus responsible for the physical facility in which the student
organization is or would be located.
(D)
Authority and
responsibility.
Ultimate authority for space planning and the assignment of space rests with
the president, who retains the right to review any actual or proposed
allocation. The president delegates the oversight and administration of this
rule to the senior vice president for finance and administration. Space
assignments and allocations of university property may be expanded, relocated,
compressed or eliminated at the sole discretion of the senior vice president
for finance and administration, or designee as provided herein, subject to
appeal as provided for in this rule.
(E)
Space planning
advisory committee (SPAC).
(1)
The SPAC shall be responsible for reviewing space
planning, allocation, and/or assignment issues affecting existing space on
university property.
(2)
The committee shall be jointly chaired by the associate
vice president facilities, planning and operations and the senior associate
provost. Members of the SPAC shall be appointed by mutual agreement of the
chairs.
(3)
The committee shall be comprised of twelve additional
members appointed as follows: one member each from student affairs, information
services, human resources, and institutional advancement, two campus deans, two
academic departmental chairs or directors, the vice president for the regional
campus system, two faculty representatives (one member to be selected from
nominations submitted by the faculty senate and one at-large member), and one
student representative to be selected from nominations submitted by both the
undergraduate and graduate student governmental bodies.
(4)
The university
registrar will serve as an ex-officio, nonvoting member. The chairs may also
appoint such other ex-officio members as deemed necessary.
(5)
The committee
will meet at regular intervals to review facility requests and to make
recommendations to the senior vice president for finance and administration
regarding the six-year capital plan, renovation priorities, space-utilizations
standards and practices, and space-assignment issues.
(F)
Procedures.
(1)
Requests for space are limited to the following
circumstances: the request involves new space (temporary or permanent), the
request involves the space currently assigned to more than one college or
division, the request involves space that will involve occupancy by more than
one college or division, or the current or proposed space is a classroom,
lecture or seminar space, or laboratory.
(a)
Requests for
space in accordance with this rule shall only be initiated by a vice president,
or dean of a college or regional campus.
(b)
Internal
re-allocations of space within academic or administrative units are not
required to be submitted to the SPAC, as long as such re-allocations are
approved by the vice president, or dean of a college or regional campus
responsible for the physical facility in which the re-allocation will
occur.
(c)
Single use of campus grounds or non-administrative or
non-academic space for special events does not require the approval of the
SPAC.
(2)
Requests shall be submitted to both the senior
associate vice president for finance and administration and the senior
associate provost. All requests must be received in a timely manner in
consideration of any planning renovations, modification, or furniture
procurement required for the space, in addition to any class scheduling
concerns that may be associated with the space or its renovations and/or
modifications.
(a)
Requests shall include the following information:
(i)
Building name and
room or space numbers involved (for requests associated with existing
buildings).
(ii)
Proposed project title (for requests associated with
new facilities or assignment of land resources).
(iii)
Purpose of
scope with supportive rationale for the need and clear description of personnel
and activities to be housed.
(iv)
Estimate
financial impact including anticipated costs for associated
improvements.
(vi)
Any supporting
material shall be attached.
(b)
Each request
shall be reviewed by the office of the university architect to verify the
project feasibility. The office of the university architect will consult with
the university registrar as necessary. The feasibility evaluations will be
considered a required component of the submission.
(c)
The co-chairs of
the SPAC will determine if additional information is required by the ex-officio
members or the applicant prior to meeting with the full
committee.
(d)
At the conclusion of its review, SPAC shall deliver a
written recommendation to the senior associate vice president for finance and
administration, who in turn, may further consult with the president and
provost. The senior associate vice president for finance and administration
shall deliver the final written decision to the requestor, within 30 days of
receipt of request. The written decision shall indicate whether the request
is:
(ii)
Conditionally
approved,
(iii)
Recommended for later consideration, or
(iv)
Rejected by the
senior associate vice president for finance and administration, within thirty
days of submission to the full committee. The person or department initiating
each request will be notified by the SPAC of the action taken.
(3)
Space programming.
(a)
The office of
university architect will be responsible for preparing all space programming
including the room relationships and sizes.
(b)
The office of the
university architect will be responsible for preparing and maintaining the
university guidelines and standards for general building design requirements
including office sizes (based on occupant and use), teaching/research space
sizes and capacities. The standards will promote efficient use of all
university spaces and allow for future adaptive uses when
appropriate.
(c)
All space programming will be submitted to the SPAC for
review prior to final submission to the responsible dean, provost or division
head.
Replaces: 3342-5- 12.1