SPACE MANAGEMENT POLICY AND PROCEDURES

SPACE MANAGEMENT POLICY AND PROCEDURES Responsible Officer Deputy Vice-Chancellor (Resources) Director, Contact Officer Email: a.egan@unsw.edu.au Tel: 938 53961 Superseded Documents Review September 2006 File Number 2005/1603 Associated Documents Version Authorisation Approval Date Effective Date 1.0 Authorised by the Vice-Chancellor 17 August 2005 17 August 2005 POLICY 1. Purpose of the policy As part of a more strategic approach to asset management the University has identified the need for more efficient and more effective use of space to avoid unnecessary capital expenditure on both existing and new works. This policy aims to achieve this. 2. Application of the policy This policy applies to all UNSW building assets and all budget units funded from the General Fund. 3. Roles and responsibilities UNSW Council The University s Act provides that the Council has the control and management of the affairs and concerns of the University, and, in particular, has the control and management of all property at any time vested in or acquired by the University. Vice-Chancellor and President The Vice-Chancellor manages and supervises the administrative, financial and other activities of the University. The Vice-Chancellor has responsibility for the management of the space resources of the University. Strategic Asset Management Advisory Group The Vice-Chancellor has appointed the Strategic Asset Management Advisory Group (SAMAG) to report to and advise the Vice-Chancellor on the management of all facilities and infrastructure within the UNSW property portfolio. The members of SAMAG are the Vice-Chancellor (or nominated representative) and the Deputy Vice-Chancellors. Space Management Policy and Procedures Page 1 of 13

SAMAG s terms of reference are to - ensure that the management of assets supports the University s Strategic Plan, Faculty Operational Plans and Controlled Entity Business Plans; consider, advise and report on asset and accommodation matters referred to it by the Vice-Chancellor and the Strategic Asset Management Committee (SAMC); prioritise in the Budget the investment in new assets and the maintenance, operation and disposal of existing assets; resolve the accommodation needs of Divisions, Faculties and Controlled Entities; and facilitate continuous reporting and communication with Divisions, Faculties, Controlled Entities and other stakeholders on asset and accommodation matters. Deputy Vice-Chancellor (Resources) The Deputy Vice-Chancellor (Resources) is responsible for driving the strategic direction and overall performance of resources and infrastructure at the University. As part of this role, the Deputy Vice-Chancellor (Resources) chairs meetings of SAMAG and implements policies on space management. Deans and Heads of Divisions Deans of Faculties and Heads of Divisions are responsible for the management of the space allocated to their Faculty or Division in the most effective and efficient way possible, and for the allocation of space to sub-units within their Faculty or Division. The functions of in space management are to - maintain a comprehensive and authoritative database of the university's property and space resources, and a set of floor plans of space occupied by the University; assemble, monitor and improve, as practicable, the University's space needs guidelines and standards of accommodation; initiate, collate and review the University's accommodation policies; develop relevant periodic space management reports, including details of allocation and use; undertake space allocation and utilisation studies as required; maintain non-habitable space such as circulation areas, foyers, toilets and services risers not allocated to any user; develop, in conjunction with users, plans to maintain and refurbish space to enable effective and efficient use of space; provide advice to SAMAG on matters of policy and procedure; and support the operations of SAMAG and SAMC. 4. Allocation and management of space The Vice-Chancellor, on the advice of SAMAG or otherwise, may allocate space to users. The Vice-Chancellor may also authorise the Deputy Vice-Chancellor (Resources) to allocate space on the Vice-Chancellor s behalf. All allocations of space are temporary and subject to ongoing review and to reallocation. Space Management Policy and Procedures Page 2 of 13

5. Funding of space provision, maintenance and refurbishment The sources of funds for space provision, maintenance and refurbishment are as follows Provision New space for general University purposes New space to be occupied in the longer term by specific occupants New space for specific purposes Maintenance Facilities equipment, buildings, roads, grounds, utility systems School or unit equipment Equipment, buildings and grounds of teaching hospitals Painting outside normal cycle Repair work to special equipment Refurbishment, alteration or addition Leading to improvement of assets, also useable by others Not leading to improvement of assets Needed because of re-allocation of space by SAMAG Needed for new developments in teaching and nongrant-funded research Needed because of replacement outdated building plant Upgrade facility to satisfactory level Centrally allocated teaching space (CATS rooms) Requested internal re-allocation space or equipment Funded research New equipment or space Hospital areas Installation of special equipment Source of funds Capital Development Fund The occupants concerned Benefactions and other external sources Source of funds School or Unit Hospitals School or Unit School or Unit Source of funds School or Unit School or unit Research Project Equipment Vote Facilities may contribute to costs Equipment Vote/school/unit 6. Carrying out maintenance and refurbishment is responsible for the operation and maintenance of the physical facilities of the University, and it is essential that knows the exact condition of the physical facilities under its control. coordinates an Annual Works Program to provide for the maintenance and refurbishment of space to be undertaken each year. Space Management Policy and Procedures Page 3 of 13

Any changes to buildings or to engineering services (water, sewerage, electricity, gas, etc) for any purpose, including maintenance or refurbishment, are to be made by qualified personnel from or by licensed contractors working under its supervision. personnel are to ensure that all work complies with code, regulatory or statutory requirements and established policies. Faculties, schools or units are not to undertake any connection to utilities systems using their own staff or contractors unless approved in writing by Facilities Management. 7. Buildings and Grounds charge The purpose of the Buildings and Grounds charge is to highlight the cost of providing and maintaining space. The Buildings and Grounds charge payable by a Faculty or Division is calculated by dividing the amount of space occupied by the University (except for space at ADFA) by a total amount made up of budgets for Power and gas Repairs and maintenance Annual Works Program Rates Department Industrial special risk insurance to reach a rate per square metre of space, and then by multiplying this amount by the space occupied by the Faculty or Division. 8. Determination of space needs SAMAG has adopted Space Needs Guidelines to be used in the planning, allocation and reallocation of space to determine the broad needs of users and occupants of space. The Space Needs Guidelines are set out in Appendix 1. Where SAMAG considers that the potential user or occupant of space has needs for space that differ from those indicated by the Space Needs Guidelines it may allocate an amount of space other than those indicated by the Guidelines. 9. Allocation and reallocation of space The purpose of space reallocation is to: facilitate the reallocation of UNSW space and thereby achieve a better alignment between space needs and space allocation; articulate a process to facilitate the reallocation of space; and provide for adjustment of the amount payable by Faculties and Divisions in respect of the Buildings and Grounds charge in accordance with their approved space allocation. Space Management Policy and Procedures Page 4 of 13

9.1 Occupying newly-allocated space A Faculty or Division occupying newly-allocated space for the first time will pay the Buildings and Grounds charge for the additional space commencing in the budget year following occupation of the space. A newly-created Faculty or Division will pay the Buildings and Grounds charge in respect of the space it occupies commencing in the budget year following occupation of the space. 9.2 Relinquishing space A Faculty or Division may relinquish space only if the Deputy Vice-Chancellor (Resources) approves and subject to any conditions of that approval. The conditions may relate to the timing of the relinquishing of the space, or the need to relinquish contiguous areas that are suitable for occupation by another Faculty or Division. A Faculty or Division will not be permitted to reduce the space it occupies below a minimum determined by the Deputy Vice-Chancellor (Resources) by reference to the space needs guidelines in Appendix 1 and any representations made by the Dean of the Faculty or the Head of the Division, and only after the University s requirements for the provision of space for postgraduate students have been met. The Faculty or Division is liable for the Buildings and Grounds charge for space it relinquishes until the end of the budget year. The reduction in space will be reflected in the Buildings and Grounds charge in the budget year following relinquishment. 9.3 Exchanging space A Faculty or Division may exchange space with another Faculty or Division only if the Deputy Vice-Chancellor (Resources) approves and subject to any conditions of that approval. The Faculties or Division may not reduce the space it, or its sub-units, occupies below a minimum determined by the Deputy Vice-Chancellor (Resources) by reference to the Space Needs Guidelines in Appendix 1 and any representations made by the Dean of the Faculty or the Head of the Division. Any costs involved in exchanging the space and any associated refurbishment or reconfiguration are to be met by the Faculty or Divisions involved. Where Faculty or Divisions exchange space, the exchange will be reconciled in the budget process and reflected in the Buildings and Grounds charge in the budget year following the exchange. 10. Obtaining space from other sources The University is the only entity legally capable of entering into agreements (such as purchase contracts or leases) to acquire space or to occupy space owned by others. In the absence of a specific delegation, the Dean of the Faculty or the Head of the Division does not have the authority to enter into any such agreement. Space Management Policy and Procedures Page 5 of 13

Should the Dean of the Faculty or the Head of the Division enter into such an agreement without the appropriate delegation, the costs of terminating the agreement, including legal costs, losses and damages, will be borne by the Faculty or Division concerned. PROCEDURES 1. Space reallocation procedures This section sets out the procedures to be used to implement section 9 of the Space Management Policy on allocation and reallocation of space. 1.1 Request for space reallocation 1.1.1 Occupying newly-allocated space A request to occupy newly-allocated space is to be made to the Director, by the Dean of the Faculty or the Head of the Division concerned, or their nominee. The request is to be completed on the attached template. [Request for Reallocation of Space] 1.1.2 Relinquishing space A request to relinquish space is to be made to the Director, Facilities Management by the Dean of the Faculty or the Head of the Division concerned, or their nominee. The request is to be completed on the attached template. [Request for Reallocation of Space] 1.1.3 Exchanging space between budget units A request to exchange space between budget units is to be made to the Director, by the Deans of the Faculties or the Heads of the Divisions concerned, or their nominees. The request is to be completed on the attached template [Request for Reallocation of Space] 1.2 Processing the request Upon receiving a request for space reallocation, the Director of Facilities Management will: Check the details of any space referred to in the request against Facilities Management s space database and reconcile any differences; Estimate the space needs of the Faculty or Division concerned by reference to accepted space planning standards, and compare the space needs with the space holdings of the Faculty or Division prior to and after the reallocation takes effect; Consider: o the feasibility of the request and its potential impact on other user/s; o any issues raised by the proposed reallocation and a proposal to address these; Report to the Deputy Vice-Chancellor (Resources). Space Management Policy and Procedures Page 6 of 13

1.3 Consideration of the request The Deputy Vice-Chancellor (Resources) will consider a request for the reallocation of space based on the details provided by the Faculty or Division. The Deputy Vice-Chancellor (Resources) will make a recommendation to the Strategic Asset Management Advisory Group (SAMAG). The Director of will communicate the SAMAG decision to the person/s making the request. 1.4 Space reallocation within a single budget unit The Dean of a Faculty or the Head of a Division may approve the exchange of space between schools or divisions within the Faculty or Division, and within ten working days of doing so will advise the Director of of the details contained in the template. The Director of will: Arrange for the required renovation or refurbishment in accordance with University guidelines; Note the exchange of space and any changes to room types and functions in s space database; Prepare an assessment of the space needs of the occupants, comparing the needs with the space holdings of the occupants both before and after the exchange; and Report the exchange to the Deputy Vice-Chancellor (Resources). 2. Maintaining information about space is to give managers of space the opportunity to verify the prescribed information on their allocated rooms regularly in accordance with procedures established by. All changes to the use and function of a room are to be reported to Facilities Management by the organisation to which the room is allocated in accordance with procedures established by. Space Management Policy and Procedures Page 7 of 13

Appendix 1 The University of New South Wales Space Needs Guidelines by faculty, AOU and level of program Faculty-based allowances m2 per EFTS U Part-time Coursework Masters space 1 All areas are in m2 International coursework Masters full-time space 5 Faculty and AOU Teaching and research staff RAF Staff space in m2 per FTE Teachingonly Research-only staff staff General staff Ancillary allowance Type of space General Specialised General General Specialised General General Large equipment allowance Specialised UG PG Coursework (Genera) Specialised Student space in m2 per EFTSL FT Bachelors Honours (Genera) PG research (Genera) Ancillary space allowance (General) General General General General Aboriginal Studies and Aboriginal Support Centre Aboriginal Studies and Aboriginal Support Centre 14 0 14 14 0 9 30% 0 4 1 7 20% Arts & Social Sciences Faculty Unit (Arts and Social Sciences) 14 0 14 14 0 9 30% 0 4 1 7 20% Education Studies 14 0 14 14 0 9 30% 0 4 1 7 20% English 14 0 14 14 0 9 30% 0 4 1 7 20% History 14 0 14 14 0 9 30% 0 4 1 7 20% History and Philosophy of Science 14 0 14 14 0 9 30% 0 4 1 7 20% Humanities Research Program 14 0 14 14 0 9 30% 0 4 1 7 20% International Studies Unit 14 0 14 14 0 9 30% 0 4 1 7 20% Korea Australasia Research Centre 14 0 14 14 0 9 30% 0 4 1 7 20% Space Management Policy and Procedures Page 8 of 13

Media and Communications 14 0 14 14 0 9 30% 0 4 1 7 20% Modern Language Studies 14 0 14 14 0 9 30% 4 4 1 7 20% Music and Music Education 14 0 14 14 0 9 30% 4 4 1 7 20% National Centre in HIV Social Research 14 0 14 14 0 9 30% 0 4 1 7 20% Philosophy 14 0 14 14 0 9 30% 0 4 1 7 20% Politics and International Relations 14 0 14 14 0 9 30% 0 4 1 7 20% Science and Technology 14 0 14 14 0 9 30% 0 4 1 7 20% Social Science and Policy 14 0 14 14 0 9 30% 0 4 1 7 20% Social Work 14 0 14 14 0 9 30% 4 4 1 7 20% Sociology and Anthropology 14 0 14 14 0 9 30% 4 4 1 7 20% Theatre Film Dance 14 0 14 14 0 9 30% 4 4 1 7 20% Social Policy Research Centre 14 0 14 14 0 9 30% 4 4 1 7 20% Violent Studies Unit 14 0 14 14 0 9 30% 4 4 1 7 20% Board of Studies in Taxation ATAX program 14 0 14 14 0 9 30% 0 0 0 0 0% Built Environment Faculty Unit (Built Environment) 14 0 14 14 0 9 30% 4 1 7 40% Architecture Program 14 0 14 14 0 9 30% 4 1 7 40% Australian Housing and Urban Research Institute 14 0 14 14 0 9 30% 4 1 7 40% Building Construction Mgmt Program 14 0 14 14 0 9 30% 0 1 7 40% Built Environment - Geography 14 0 14 14 0 9 30% 0 1 7 40% Centre for Health Assets Australia 14 0 14 14 0 9 30% 0 1 7 40% Centre for Sustainable Built Environment 14 0 14 14 0 9 30% 0 1 7 40% Industrial Design Program 14 0 14 14 0 9 30% 4 1 7 40% Interior Architecture Program 14 0 14 14 0 9 30% 4 1 7 40% Landscape Architecture Program 14 0 14 14 0 9 30% 4 1 7 40% Planning and Urban 14 0 14 14 0 9 30% 0 1 7 40% Space Management Policy and Procedures Page 9 of 13

Development Prog College of Fine Arts Faculty Administration (COFA) 14 16 100% 14 4 16 9 30% 0 1 10 40% Art 14 16 100% 14 4 16 9 30% 4 1 10 40% Art Education 14 16 100% 14 4 16 9 30% 4 1 10 40% Art History & Theory 14 16 100% 14 4 16 9 30% 4 1 10 40% Centre for Interactive Cinema 14 16 100% 14 4 16 9 30% 4 1 10 40% Design Studies 14 16 100% 14 4 16 9 30% 4 1 10 40% Ivan Dougherty Gallery 14 16 100% 14 4 16 9 30% 0 1 10 40% Media Arts 14 16 100% 14 4 16 9 30% 4 1 10 40% The Fridge 14 16 100% 14 4 16 9 30% 0 1 10 40% Commerce and Economics Faculty Unit (Commerce & Economics) 14 0 14 14 0 9 30% 0 4 1 7 20% Actuarial Studies Unit 14 0 14 14 0 9 30% 0 4 1 7 20% Centre for Applied Economic Research 14 0 14 14 0 9 30% 0 4 1 7 20% MBT 14 0 14 14 0 9 30% 0 0 0 0 0% Accounting 14 0 14 14 0 9 30% 0 4 1 7 20% Banking and Finance 14 0 14 14 0 9 30% 0 4 1 7 20% Business Law & Taxation 14 0 14 14 0 9 30% 0 4 1 7 20% Economics 14 0 14 14 0 9 30% 0 4 1 7 20% Industrial Relations & Org Beh 14 0 14 14 0 9 30% 0 4 1 7 20% Information Systems Tech & Mng 14 0 14 14 0 9 30% 3 4 1 7 20% International Business 14 0 14 14 0 9 30% 0 4 1 7 20% Marketing 14 0 14 14 0 9 30% 0 4 1 7 20% Organisation and Management 14 0 14 14 0 9 30% 0 4 1 7 20% Engineering Faculty Unit (Engineering) 14 0 14 4 16 9 30% 3 1 10 40% Centre for Mines 14 16 100% 14 4 16 9 30% 3 1 10 40% Space Management Policy and Procedures Page 10 of 13

Centre for Petroleum Engineering 14 16 100% 14 4 16 9 30% 3 1 10 40% Chemical Eng and Industrial Chemistry 14 16 100% 14 4 16 9 30% 3 1 10 40% Civil and Environmental Engineering 14 16 100% 14 4 16 9 30% 3 1 10 40% Computer Science 14 16 100% 14 4 16 9 30% 3 1 10 40% Elec Eng and Telecommunicatons Eng 14 16 100% 14 4 16 9 30% 3 1 10 40% Electrochemical and Minerals Processing 14 16 100% 14 4 16 9 30% 3 1 10 40% Graduate School of Biomedical Eng 14 16 100% 14 4 16 9 30% 3 1 10 40% Mechanical and Manufacturing Eng 14 16 100% 14 4 16 9 30% 3 1 10 40% Mining Engineering 14 16 100% 14 4 16 9 30% 3 1 10 40% Photovoltaic Engineering 14 16 100% 14 4 16 9 30% 3 1 10 40% Surveying and Spatial Information Systems 14 16 100% 14 4 16 9 30% 3 1 10 40% Institute of Environmental Studies 14 0 14 14 0 9 30% 0 1 7 20% Law Law 14 0 14 14 0 9 30% 0 1 7 20% Law Centres 14 0 14 14 0 9 30% Medicine Faculty Unit (Medicine) 14 16 100% 14 4 16 9 30% 3 1 10 20% Biomedical Mass Spectrometry Unit 14 16 100% 14 4 16 9 30% 200% Community Med, HSM and Medical Ed 14 0 100% 14 14 0 9 30% 0 1 7 20% Medical Sciences 14 16 100% 14 4 16 9 30% 3 1 10 40% National Drug and Alcohol Research Centre 14 16 100% 14 4 16 9 30% 3 1 10 40% Registrar's Office Space Management Policy and Procedures Page 11 of 13

Kensington Courses 0 1 20% Registrar's Office 0 1 20% Science Faculty Unit (Science) 14 16 100% 14 0 16 9 30% 3 4 1 10 40% Aviation 14 0 100% 14 14 0 9 30% 0 4 1 10 40% Biology, Earth and Environmental Sci 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Biotech and Biomolecular Science 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Centre for Quantum Computer Technology 14 16 100% 14 4 16 9 30% Chemistry 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Joint Electron Microscope facility 14 16 100% 14 4 16 9 30% 300% Marine and Coastal Studies 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Materials Science and Engineering 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Mathematics 14 0 100% 14 14 0 9 30% 0 4 1 7 20% NSW Injury Risk Management Research Centre 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Optometry and Visual Science 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Physics 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Psychology 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Safety Science 14 16 100% 14 4 16 9 30% 3 4 1 10 40% Non-Faculty based areas Academic Support 14 0 14 0 0 9 30% General Institution Services 14 0 14 0 0 9 30% Independent Operations 14 0 14 0 0 9 30% Public Services 14 0 14 0 0 9 30% Student Services 14 0 14 0 0 9 30% Space Management Policy and Procedures Page 12 of 13

Appendix 2: History The policy was developed as a consequence of the Buildings and Grounds charge introduced into the 2005 UNSW Budget as part of the University s more strategic approach to asset management. The policy evolved through the Strategic Asset Management Advisory Group (SAMAG). Version Authorised by Approval Date Effective Date Sections modified 1.0 Vice-Chancellor 17 August 2005 17 August 2005 Space Management Policy and Procedures Page 13 of 13