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Guidelines for Space Utilization in the Faculty of Science

1. Standards of Accommodation for Graduate Students (TAs and non-TAs), PDFs, Research Associates, LIs, IAs

The University Space Standards and Guidelines are the basis for the following with additions appropriate to the Faculty of Science:

a. Each graduate student should be supplied with a lockable cabinet or equivalent to be used for personal belongings;

b. Each graduate student’s work space should be equipped with a computer data drop or equivalent wireless connectivity and electrical outlets sufficient to operate a computer and to comply with electrical codes;

c. Graduate student space in research labs should be reviewed and set up in a way that provides adequate seating (if appropriate) and work surface consistent with disciplinary norms.

2. Effective Use of Space

a. Departments are encouraged to create Departmental Space Committees.

b. Departments should review annually how their space is being used, to whom it is assigned and any problems there may be such as inadequate capacity, location, lack of multi-media fittings etc. Use of teaching, research or study space for amounts of time that fall below departmental norms often indicates that the space is not being utilized properly.

c. Departments are encouraged to use booking systems for all meeting rooms, seminar rooms, classrooms and study rooms under their control.

d. Storage rooms should be reviewed annually to determine whether the space can be better used and whether continued storage of the contents is necessary or appropriate in that location.

e. Storage rooms should remain assigned to the department rather than to faculty members. In general, storage rooms should be filled even if multiple faculty members must share use of the room to achieve this.

f. The Department Head should review research lab space use on a yearly basis. Such space, which has not, in the opinion of the Head, been used effectively in the preceding two years, should be reviewed by the Departmental Space Committee and reassigned in whole or in part as appropriate.

3. Policies with Respect to Assignment and Re-assignment of Space

a. Space belongs in the first instance to the university and is assigned to the Faculty of Science and then by the Dean of Science to departments.

b. Reassignment of space from one department to another is controlled by the Dean and is based on the current needs of the Faculty.

c. The Dean may seek recommendations from a Faculty of Science Space Advisory Committee to assist in the process.

d. Reassignments should be reported to the Manager of Space Administration and Planning at Facilities Management.

e. The Head or Dean will approve new projects in principle only when appropriate arrangements for suitable space have been made.

f. Hiring of new faculty will be approved only when suitable office and laboratory space has been identified.

g. Space requirements that cannot be met within the resources of the Faculty of Science will be forwarded through the Dean of Science to the Senior Executive Space Committee via the appropriate Associate Vice-President (Academic) following consultation with the Manager of Space Administration and Planning at Facilities Management.

4. Reporting of Space Utilization

a. Space records are collected and maintained by Facilities Management through a University-wide, web-based system. Detailed information about the system is available on the Facilities Management Space Planning and Administration web site. Each department must update its on-line records at least once a year.

b. The Dean of Science, each Head and the Director of the Ocean Sciences Centre will receive a space report from Facilities Management on an annual basis (in October).

c. For additional information, such as floor plans, the Manager of Space Administration and Planning may be contacted.

5. Policies with Respect to Storage of Equipment (large and small), Papers, Specimens, etc.

a. Departments should not store documents that are duplicated elsewhere in the university.

b. Stored items of all types must be tagged or labeled with date of storage and owner.

c. Documents should not be stored longer than seven years. Older documents should be destroyed or transferred to the University Archivist or Library.

d. Disused equipment should not be stored longer than five years. Older equipment should be treated for disposal in accordance with relevant university policy.

e. Storage spaces must be inspected annually by the Head or delegate and overage items noted to the owner together with a requirement for appropriate disposal by a specific date.

Note: Persons approaching retirement are required by university policy to plan in advance of their retirement for the disposal or distribution of research equipment, books, chemicals, specimens etc. It is the responsibility of the Department Head to ensure the pre-retirement planning occurs, to help with these arrangements, and to control the process.

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