University of Kansas Space Management Policy

The University of Kansas and its Affiliates maintain over 8.5 million assignable square feet in facilities on the Lawrence and Edwards Campuses. Space is considered a valuable resource that supports the academic and operational missions of the University. This includes providing a comfortable work environment that allows faculty and staff to be successful, ensuring that classroom facilities meet the needs of faculty and students, and supporting critical research that maintains the University’s national reputation for excellence in sustainable research programs. 

Facilities and spaces within facilities are not owned by individual schools, departments, or organizations, but are university owned. The University Space Management Office is charged with assigning space for non-research related activities, and the University Research Space Management Committee is charged with making recommendations to the Provost for research-related assignments. These entities assist in the management of campus facilities to maximize the utilization of campus resources and efficiently support the institutional mission and facilitate the advancement of University priorities. The Office of the Provost has final authority and approval of all space assignments.

Space is assigned based on the following categories, with metrics for efficiency established in the campus procedures document:

• Research and Academics
  • Research activity and related support space.
  • Classrooms and related academic support space.
• Student Services: Activities not directly related to academic departments, including but not limited to, Student Affairs, Undergraduate Studies, Graduate Studies, Libraries, Enrollment Management.
• Central Administration: Offices of the Chancellor and Provost.
• Support Services: Operations and Finance units to include Facilities Services, Information Technology, Shared Service Centers, Procurement Services, and Financial Services.
• Storage and Other uses.

Procedures for assigning space are developed by Space Management and the University Research Space Management Committee and include standards for processes for allocating or reallocating space, priorities for space types and usage, and intent of funding for spaces. No other individual or organizational unit is authorized to allocate space except through the processes outlined in Procedures for Assigning Research Space on the KU Lawrence Campus and Research Space Management Procedures. However, the authorized entities may defer decisions regarding assignments within allocated space to individual schools or departments.

Process for Space Allocation

To request new or additional space, an associate or vice provost, associate or vice chancellor, a unit dean, director or chair shall submit an online request at www.maximo.ku.edu. When requesting space for new hires, this process must be initiated at the start of the search process to ensure adequate space will be available.

After a submission is received, Space Management will schedule follow-up appointments within seven days of the request to gather additional details about the unit’s needs. An analysis of the unit’s allocated space utilization, FTE headcount, course enrollment, and other growth indicators may be included as part of this process. Once information and supporting data are gathered, Space Management will make a space assignment or present options to the University Research Space Management Committee when research space is being considered. Assignments or recommendations by the University Research Space Management Committee will be made no later than 60 days after the initial request. The committee will review requests and provide a recommendation to the Provost Office.

Retirement, Resignation, or Non-Reappointment

Space that is vacated due to retirement, resignation or non-reappointment will be designated as vacant until a new allocation is made, either to the original department as part of a request for a new hire or expansion of existing research, or to fulfill a request from a new department. This ensures greater communications and more flexible and efficient use of resources as it provides a pool of available space that can be used to best meet university and departmental needs.

Review of Space Utilization

Space Management will evaluate space at least annually to assess utilization. Identification of potentially underutilized spaces will trigger further investigation to assess additional qualitative and quantitative measures. Space evaluations may result in adjustments in allocations, especially in cases where criteria are not being met.

Space Management serves as steward of the official space records for the University. It is charged with the approval, classification, and assignment of rooms to ensure Federal and University requirements for reporting on academic, research, and administrative spaces are met. All campus organizational units are required to provide an accurate accounting of space utilization on at least an annual basis.