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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Space Assignment/Reassignment

Chapter 7850
Revised June 24, 2005

Table of Contents

.010 Introduction
.020 New Construction/Major Renovations
.030 Reassignment of Space
.040 Space Requests from Administrative Units
.050 Function/Use Changes within Departments or Colleges
.060 Questions

.010 Introduction

The goal of Kansas State University is to provide all academic and administrative units with an adequate amount of appropriate, good quality, permanent, contiguous, code compliant spaces to meet program requirements within the Board of Regents' Guidelines (BRG) or as needed for specialized purposes. Several methods may be used to meet these needs. They include capital projects for the construction of new space or major renovations, the alteration of existing space, and the reassignment of space from other units or functions.

.020 New Construction/Major Renovations

The need for new space is identified by estimating current program needs, based on BRG, and future program changes. Priorities are developed from information provided by various administrative units and levels and through the evaluation and consideration of:

  1. University mission and goals
  2. Capital improvement plans
  3. Space deficits
  4. Environmental guidelines
  5. Space utilization analysis
  6. New program needs
  7. Enrollment projections
  8. Condition of existing building(s)
  9. Previous projects
  10. Funding availability
  11. Code compliance
  12. Other considerations and options

Programs for capital projects are prepared by Facilities Planning (see PPM Chapter 7830.010). Requests are submitted to the Board of Regents, according to the established time table and procedure, are subject to state statutes and may require legislative approval.

.030 Reassignment of Space

Vacated space following the construction of new space or major reorganization is reassigned according to the following procedures:

Programs for the reassignment of vacated space may be initiated as a result of long range plans, overall space needs, and various departmental requests. These reassignments generally involve more than one department and/or building.

  1. Reassignment alternatives are prepared by the Director of Facilities Planning, based on:
    1. Long range capital requests
    2. University mission and goals
    3. Capital improvement goals
    4. Departmental space needs
    5. Utilization reports
    6. Amount of space available
    7. Urgency of need
    8. College/Departmental preferences
    9. Simplicity of moves
    10. Condition/type space
    11. Relocation and alteration costs
    12. Time constraints
    13. Dislocation or disruption of other units or programs
    14. Input from contiguous departments or others affected
    15. Fire, safety, accessibility, health conditions, and other code requirements
    16. Utilities
    17. Esthetics
    18. Enrollment Projections

    The alternatives will provide positive and negative aspects of each proposal, including input from affected occupants or users and administrative heads.

  2. Alternatives are reviewed by the Director of Facilities Planning and the Associate Vice President for Facilities.

  3. Recommendations are submitted to the Vice President for Administration and Finance and the Provost for review and approval.

  4. Recommendations are submitted to President's Staff for review and approval.

  5. Approved and signed reassignment forms are distributed to affected units or unit is notified of request denial.

  6. Inventory and other records are updated as appropriate.

.040 Space Requests from Administrative Units

Requests for additional space may be made in writing to the Director of Facilities Planning by a dean, department head, director or other administrative head.

  1. Non-general classroom space requests are researched by the Director of Facilities Planning and follow the procedures listed in .020 above, with the exception of #4.

  2. General classroom space requests follow the procedures as indicated in .020 with an additional step in place of #4.

    1. Information on the proposed use and possible impact on student or other departmental scheduling is included.

    2. Provost places request on agenda for Deans Council review and approval.

  3. Major or multiple moves and changes will be prepared as shown in .020.

.050 Function/Use Changes within Departments or Colleges

Units may make minor changes in the function of their own space for academic, research or service purposes if they are within University guidelines for fire, safety, energy/utilities, structural or other standards and they do not add, delete, or change the physical features of their space.

  1. If there are no changes to physical features, the unit should:

    1. Notify Facilities Planning Office.

    2. Indicate change on annual building inventory update

  2. If there are proposed changes to dimensions, fixtures, utilities or other major aspects of the space:

    1. Consult PPM 7810: Facilities Management Procedures, "Repairs, Maintenance, Renovation and Other Changes to University Buildings and Grounds."

    2. Contact Facilities Planning for assistance. See PPM Chapter 7830, Facilities Planning.

  3. If a major space use change or reorganization is proposed:

    1. Notify Facilities Planning.

    2. The Director will review the proposal. The scope of the analysis and the level of administrative approval needed will vary with each project.

.060 Questions

All questions concerning policy and procedures should be directed to the Director of Facilities Planning, 532-6377.