| Effective Date: 1/1/92 (revised 4/17/02) |
| Office of Origin: University Advancement and Planning |
This policy delineates responsibility for the assignment and use of UCSF owned and leased space, and describes how changes are accomplished and how campus space inventory is maintained.
A. The Chancellor has authority over all space at all UCSF sites.
B. Any space conversion, renovation, or remodeling project requires analysis of compliance under the California Environmental Quality Act. This review should occur as early as possible prior to implementation of any space management project.
C. Delegation of Space
1. The Chancellor may delegate decisions concerning use of assigned space to deans, the Medical Center Chief Executive Officer (CEO), and vice chancellors. They, in turn, may assign space to the departments, programs, and services that support them.
2. Most non-assignable areas consist of space devoted to corridors, stairs, elevators, parking, public use or building support functions. The Chancellor retains authority over these areas, except as delegated to the Medical Center, Facilities Management, or the Parking Office.
3. Space requests shall be documented in writing and sent from the dean, vice chancellor or Medical Center CEO to the Chancellor.
4. Non-routine space requests, which are usually large space requests exceeding 5,000 asf in size, and those related to Chancellor-initiated projects (of any size) will be handled on a case-by-case basis.
5. Space assignments made by the Chancellor are documented by Space Assignment letters approved and signed by the Chancellor or Chancellor’s designee.
6. Routine space requests are ad hoc requests less than 5,000 asf in size, excluding Chancellor-initiated actions. Smaller routine space requests, generally involving 2,500 asf or less, unless controversial, will be evaluated by Campus Planning and forwarded to the Vice Chancellor - University Advancement and Planning for review and recommendation to the Chancellor. Larger routine space requests (greater than 2,500 asf and less than 5,000 asf) and requests that may be controversial, regardless of size, will be evaluated by Campus Planning and forwarded to the Council of Vice Chancellors for review and recommendations.
D. Exchanges of Space
1. Exchanges or loans of space (ASF) between campus departments that report to the same dean, Medical Center CEO, or vice chancellors require the written approval of that individual. Such exchanges or loans shall be memorialized in a space assignment letter signed by the appropriate dean, CEO, or vice chancellor, and copied to the Assistant Vice Chancellor--Campus Planning.
2. Exchanges or loans of space (ASF) between campus departments that report to different deans, the Medical Center CEO, or vice chancellors first require the written approval of the affected deans, Medical Center CEO, or vice chancellors, followed by the written approval of the Chancellor. Such exchanges or loans shall be memorialized in a space letter signed by the appropriate officers and by the Chancellor and copied to the Assistant Vice Chancellor--Campus Planning.
3. Space exchanges shall conform with the following requirements:
a. No costs resulting from any space exchange shall accrue to the Chancellor or campus units unless agreed to in advance.
b. Adjustments to campus utility systems such as heating, ventilation electricity, oxygen, vacuum, etc., required as a result of any space exchange shall be considered in advance of any action. Funding for necessary improvements shall be guaranteed in advance by the responsible departments, deans, directors, vice chancellors, or the Chancellor. Responsibility for funding of such improvements shall be described in the space letter.
c. Classrooms and other teaching facilities shall not be depleted as a result of space exchanges.
d. No conflict with any federal grants shall result from any space exchange.
e. Objectives of the current Long Range Development Plan shall not be compromised by space exchanges.
E. Additions/Conversions of Space
1. The addition of space for any purpose by means of lease, acquisition, or new construction requires approval in advance by the respective dean, CEO, or vice chancellor, and the approval of the Chancellor.
2. Conversion of non-assignable space to assignable space requires approval of the Chancellor.
F. Campus Space Inventory - Record Keeping
1. Campus Planning and Facilities Management are jointly responsible for maintaining the campus space inventory. Campus Planning provides policy direction, maintains space assignment letter files, and approves changes to the campus space inventory. Facilities Management maintains the computerized space inventory management system as well as the hard copy history of all space assignments. The Campus Budget & Resource Management Department is responsible for evaluating all space assignments and re-assignments for institutional financial impacts, particularly as they relate to State funding support.
2. All space assignments, exchanges, loans, conversions, or additions requiring the approvals of dean(s), CEO, vice chancellor(s) or Chancellor, shall be memorialized with correspondence copied to the Assistant Vice Chancellor--Campus Planning to ensure such space transactions are reflected in the campus space inventory. Such correspondence (i.e., "space assignment letters,") shall be issued at the time of the space exchange agreement. After appropriate review by the Budget & Resource Management Department, the Assistant Vice Chancellor--Campus Planning shall authorize Facilities Management to reflect such changes in the space inventory management system.
3. Adjustments to the space inventory resulting from intradepartmental exchanges or construction also shall be reported, at the time of the change, to Facilities Management. Copies shall be sent to the Assistant Vice Chancellor--Campus Planning and the Assistant Vice Chancellor, Budget & Resource Management..
4. Adjustments to the campus space inventory shall be entered as they are approved throughout the year to ensure currency. Facilities Management shall perform an annual campus-wide update to allow all units to confirm recent adjustments and report any minor adjustments. The annual space report inventory updates shall be utilized for official records, annual comparisons, and reports to the Office of the President.
5. Facilities Management is responsible for reporting space inventory information to the Office of the President, after appropriate review by the Budget & Resource Management Department.