Regulations & Policies

Administration and Finance

I. OBJECTIVE AND PURPOSE

This policy is designed to ensure the effective planning, allocation, design, and management of University space.  This includes aligning space usage with the University strategic plan, optimizing space efficiency, supporting campus planning and development, using data for informed decision-making, and ensuring transparent and equitable space allocation.  This will promote effective space use and ensure the quantity and quality of space required to support the University’s mission is met in a cost-effective manner.

II. DEFINITIONS

1. University: Collectively, the University of North Florida (UNF), associated Direct Support Organizations (DSO), Auxiliary, Contract & Grant, and leased space.
2. Space: Includes, but is not limited to, all University classrooms, offices, conference / meeting rooms, research and instructional laboratories, shops, galleries, study, auditorium, instructional media, gymnasium, storage, other ancillary / support areas, and land.

III. STATEMENT OF POLICY

1. All space belongs to the University and is assigned based on the University’s priorities and the functional requirements of each operational unit.
2. All space allocations to units are subject to change as University priorities and conditions (enrollment, need, function) change.
3. New space allocations, reallocations and functional changes are subject to approval by the University Space Committee.  Final authority for space allocation resides at the University Cabinet.
4. Space that has been vacant for six (6) months or more returns to a central space pool so that it can be inventoried and reallocated for use by the University Space Committee.
5. The Office of Campus Planning, Design & Construction (CPDC) oversees the design, planning and construction of all campus building and infrastructure projects; 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.
6. No space alterations, changes, renovations, or remodeling shall be made without CPDC approval.
7. Department space allocations will be audited on a rotational basis by CPDC every two (2) years.
8. Where possible, offices, departments or units will be co-located based on their function to promote collaboration and synergies.
9. When the University determines that a staff member’s position can be performed remotely, it may provide that staff member a remote work assignment and reassign office space previously occupied by the staff member for other uses.
10. Staff working on-site two (2) days or less per week may be allocated open, shared, or hoteling space.
11. Faculty office space is governed by the UNF – United Faculty of Florida Collective Bargaining Agreement.
12. Employees will not be permitted to have multiple private offices.
13. Colleges are encouraged to strategically utilize hybrid and online modalities to enhance physical instructional space utilization and allow for flexible scheduling for students. Choice of course delivery mode should always be based primarily on effective pedagogy.
14. The Registrar’s Office, in close coordination with each college’s designated scheduling point of contact, will oversee the utilization and scheduling of all available instructional space per the scheduling guidelines posted by the Office of the Registrar.
15. All instructional space shall be released for event scheduling after course schedules are completed, typically soon after the add/drop deadline of each semester.
16. Colleges and instructional space managers will oversee event scheduling in their available instructional and conference room space in the central scheduling system after the course schedule is set. Course scheduling needs shall supersede event space needs.
17. Instructional space shall not be scheduled for events or meetings during the week of final exams for each academic term without the Registrar's prior approval.
18. Long-term storage will have the lowest priority for space within the campus core. Storage needs will be met by utilizing outlying buildings and outsourcing and will be managed by Administration & Finance.
19. All reservable space on campus shall be scheduled in the University’s calendar through the central scheduling system.
20. The Student Union oversees scheduling for meetings and events for the Student Union and designated reservable outdoor areas through the central scheduling system. The Student Union will maintain and publish a list of reservable outdoor areas.
21. The Adam Herbert University Center, Fine Arts Center, MOCA, Athletics, Recreation, UNF Downtown Center and the UNF Deerwood Center oversee scheduling for meetings and events within their respective facilities through the central scheduling system. Any instructional space within these facilities is subject to the same scheduling provisions stated elsewhere in this policy.
22. Units are responsible for all costs of all technology (computers, audio / visual, telepresence, etc.) within their assigned spaces that is not covered under the University currency program.

VI. AUTHORITY

BOG Regulation 1.001.

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