- Space is a critical, valuable, and limited institutional resource, owned by the Regents of The University of Minnesota, where the university has ultimate responsibility for reasonable, equitable allocations and assignments of space to colleges, units, and departments based upon programmatic requirements. Space assignments are dynamic and may be evaluated and adjusted over time to meet the changing needs of the institution.
- Equitable and optimal allocation of space will be managed using an integrated planning approach. The process will evaluate space needs based upon the strategic priorities of the RRC, as well as the highest and best use of space at the University-wide level.
- Decisions will be consistent, fair, and timely, taking into consideration any commitments and will require input from a range of stakeholders, including unit leaders. When commitments can’t be immediately achieved, plans for future accommodations will be developed, where reversion of assigned space may be needed.
- The relative allocation and location of space to support new initiatives will be developed based upon best use of available space and resources.
- Clustering of some groups may be advantageous and contiguous space will not always be available.
- Different units and departments are encouraged to share space and resources to optimize outcomes and efficiencies.
- The best available data will be used for benchmarking and integrated planning purposes.
- Accountability for space inventory data begins locally. To this end, it is crucial that all Resource Responsibility Center's (RRC's) and their respective departments maintain accurate space data in TRIRIGA in real time as changes are made.
- Taking a proactive approach to managing space assignments and occupancy information will contribute to greater accuracy of data available for use in space programming, planning and management efforts, as well as preparation for the annual fall budget snapshot.
- Any planned changes to the physical space assigned to a Resource Responsibility Center (RRC) should be reviewed with the RRC-Facility Lead (RRC-FL) and vetted with PSRE Space & Facilities Planning.
- Requests for changes within a Resource Responsibility Center are to be addressed by the RRC-FL. The RRC-FL should review the needs to ensure alignment with organizational goals and objectives and engage with PSRE Space & Facilities Planning if/when physical changes to the space are desired.
- Requests for changes between two or more Resource Responsibility Center's (RRC's) must be reviewed and approved by PSRE Space & Facilities Planning. If there are multiple RRC's interested in the same space, PSRE Space & Facilities Planning will involve senior leadership as necessary.
Campus space is a limited resource, therefore, space assessments which review a Resource Responsibility Center's existing space inventory should be conducted prior to recommending leased space. This thorough inventory of space utilization and optimization will determine if the need can be accommodated within existing assigned space or whether the RRC needs to look elsewhere. When possible, leasing off-campus space is to be considered a last resort.
Campus space should not be occupied by outside organizations, also known as non-university entities, without first receiving the proper approvals from the Resource Responsibility Center Facility Lead and University Services Leadership. A business case that documents the working relationship, including how the university and sponsoring unit benefit from the arrangement, as well as how it advances the university’s mission is a requirement to support the review process. If approved the proper written agreements, including any required terms and conditions will be drafted by PSRE Real Estate.