04-3 Space Planning, Allocation, And Alteration
1.1 The Board of Governors has delegated to the president, in section 2.2 of the bylaws, full authority as chief executive officer of the university and has, in addition, authorized the president to designate the duties of other executive officers.
1.2 The purpose of this executive order is to delegate to the vice-president for finance and facilities management principal responsibility for space planning, allocation, and alteration within the university.
2.1 Space is defined as the volume contained within the envelope of a building. All space constructed or acquired by the University belongs to the University and not to the respective schools, colleges, divisions, or programs even though such space may have been constructed or acquired specifically for those schools, colleges, divisions, or programs.
2.2 “Allocation” and “reallocation” are defined as the assigned custody of space to a specific school, college, division, or unit.
2.3 “Space use,” “room use,” and “room use categories” are defined in accordance with the “Higher Education Facilities Planning and Management Manuals” (Western Interstate Commission on Higher Education) and the state of Michigan “Capital Outlay Manual.”
2.4 “Program” and “program classification” are defined in accordance with the “Higher Education Facilities Planning and Management Manuals.”
“Alteration” is defined as the reconfiguration of the current building plan, change in room use, or change in program classification.
3.0 Delegation of Authority
3.1 The vice president for finance and business operations is hereby delegated principal responsibility for all matters concerning space planning, allocation (excluding classroom scheduling), alteration and all matters concerning the development of a space database and a space inventory.
4.0 Committee on Space Planning and Space Allocation
4.1 The vice president for finance and business operations will establish and chair a committee on space planning and space allocation. The committee will consist of the chair and up to three other members of the President’s Cabinet, including the provost and senior vice president for academic affairs.
4.2 The responsibility of the committee on Space Planning and Space Allocation is to assist and advise the vice president for finance and business operations on major renovations that require permanent reassignment of space or substantial modification of space. The committee will also assist and advise on the planning for the overall allocation and utilization of space across the campus.
4.3 For major modification of space and/or major changes in space assignments, the vice president for finance and business operations and the Space Committee will seek advice from and review the proposed changes with the affected users including:
The senior officer(s) of the division(s) whose space assignment(s) is/are affected and or his/her/their designee(s).
The dean(s) of the affected academic unit(s), if any.
The unit head (if different from the dean) of the actual and/or potential user(s) group(s).
5.0 Liaison with the Academic Senate
5.1 The vice president for finance and business operations will periodically review the status of projects with the Academic Senate. The Academic Senate will direct its comments regarding academic space needs to the provost and senior vice president for academic affairs.
6.0 Scope of Responsibility
6.1 All matters concerning space planning, allocation or reallocation, alteration, and purpose must be approved by the vice president for finance and business operations. Schools, colleges, divisions, and units within the University must submit requests, through the appropriate vice president for preliminary approval, and then to the associate vice president for facilities planning and management, who will review the request for feasibility, code compliance, preliminary cost estimates, and consistency with the long-range plan.
6.2 Principal responsibility for the development, accuracy, and maintenance of a space database and space inventory is delegated by the vice president for finance and business operations to the associate vice president for facilities planning and management, to assure that their contents will serve the purposes of all users of that inventory for planning, reporting, and management purposes.
All actions resulting in alterations, room use changes, space allocation or reallocation, or program changes shall be reported to the associate vice president for facilities planning and management.
7.1 This university policy supersedes all previous administrative policies and procedures concerning space allocation and reallocation, including Executive Order 85-3 Third Release.
8.1 This executive order is revocable at any time at the discretion of the president and without notice.
9.0 Effective Date
9.1 This executive order is effective upon issuance.
9.2 Executive Order 85-3, Third Release, is hereby revoked.
Signed by President Irvin D. Reid April 29, 2004