Space Advisory Committee (SPACE)

The SPace Advisory CommitteE (SPACE) reviews space needs and opportunities in a consistent, data-driven, apolitical, and transparent manner.

Committee Responsibilities

  • Meet every month or as needed.
  • Advise the College’s President on space matters. Recommend solutions for consideration in support of the College’s mission, master plan and strategic planning goals.
  • Analyze and report key space utilization metrics in accordance with the National Center for Education Statistics’ Postsecondary Education Facilities Inventory and Classification Manual (FICM) for reporting, benchmarking, and accreditation purposes. 
  • Audit and oversee effective space utilization initiatives and strategies. 
  • Study specific issues related to campus space at the request of the Executive Team. 
  • Serve as the messenger between the President’s Cabinet and campus community regarding space matters. 
  • Develop and implement a migration plan of short, medium, and long-term relocations to support the campus master plan. 
  • Develop and implement an official policy and procedure for space allocation / reallocation. 
  • Develop and implement an official policy pertaining to Department First Preference (DFP) instructional and meeting spaces to aid in centralized scheduling. 
  • Develop and implement assignable square footage standards for instructional, meeting and office environments. 
  • Develop and implement guidelines and standards in accordance with SC CHE facilities space standards and best practices from peer institutions. 
  • Develop and implement instructional space amenity, capacity, and configuration standards. 
  • Develop and publish an annual report. 
  • Provide an inclusive and transparent process by which campus community members may express space-related concerns and collaborate on solutions. 
  • Review major requests for space allocation, programming, and potential space opportunities. 
  • Support the Office of the Registrar, Office of the Provost, and the Department of Information Technology to centralize scheduling for instructional and meeting spaces.

Membership

Committee membership represents a cross-section of campus decision makers and everyday users.

  • CFO / Executive Vice President for Business Affairs (Chair) 
  • Vice President for Facilities Management (Associate Chair) 
  • Director of Facilities Planning (Gatekeeper) 
  • Provost / Executive Vice President for Academic Affairs 
  • Chief of Staff 
  • Chief Information Officer 
  • Executive Vice President for Student Affairs 
  • Vice President for University Marketing and Enrollment Planning 
  • Registrar (as needed) 
  • Director of Teaching, Learning and Technology (as needed) 
  • Director of the Center for Excellence in Teaching and Learning (as needed) 
  • Director of Campus Services (as needed) 
  • Director of Athletics (as needed) 
  • Chair of Staff Advisory Committee (as needed)
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Operating Principles

Adherence
  • All space standards and allocations shall be in accordance with SC CHE Facilities Space Standards and support the College’s Strategic Plan and Campus Master Plan.
  • All space utilization metrics shall be in accordance with National Center for Education Statistics’ Postsecondary Education Facilities Inventory and Classification Manual (FICM).
Advisement
  • The SPACE shall make data-driven decisions, ensuring best and highest use of physical resources.
  • Every decision shall strive to be an improvement over current space conditions.
Assessment
  • The College allocates space to occupants for finite terms. The SPACE shall periodically audit space utilization and recommend adjustments to the President. A comprehensive review of space allocation shadll be conducted at least every two years.

Authority

  • The College of Charleston, as an agent of the State of South Carolina, serves as steward and proprietor of all space on or off campus whether owned or leased.
  • The College has ultimate authority to allocate space. The President and Provost may allocate space to schools, divisions, and departments consistent with clearly articulated space allocation policies and procedures.
  • The College has the authority to reallocate space in emergency situations, whether temporary or permanent. Examples include but are not limited to pandemics, storms, fires and infrastructural system failures or shutdowns.
  • The College has the authority to reallocate space to host other Colleges/Universities in emergency situations.
  • Responsibility for space that undergoes a notable change in use, occupancy, or vacancy automatically reverts to College purview. The school, division and/or department may not reoccupy or reallocate the space without written approval from the SPACE, serving as delegated proxy for the College.
  • The Committee, in consultation with the College registrar, shall review any allocation change affecting instructional space.
  • The Committee, in consultation with the respective school dean, shall review any allocation change affecting lab space.

Autonomy

  • Unless otherwise specified, academic and administrative unit heads (deans and vice presidents) may assign space already allocated to their school or division. These decisions must not affect instructional space or units outside the administrator’s purview; violate any established policies or procedures; require additional resources beyond that administrator’s control; and/or are not counter to any existing agreements or contractual relationships. The SPACE reserves the right to review and challenge space decisions, as necessary.
    • Sole-Use Buildings contain space 100% allocated to one school or division. Respective deans or vice presidents may allocate assignable space within the building, except for instructional spaces scheduled by Office of the Registrar. (Examples include Cato and Simons Centers, Tate and Beatty Centers, SSMB and Rita Hollings Science Center, School of Education Building, Yaschik Jewish Studies Center, Stern Student Center, Sottile and Blacklock Houses, Physical Plant, TD Arena, Grice Marine Lab, Patriots Point, residence halls and parking structures.)
    • Mixed-Use Buildings contain space allocated to more than one school or division and fall under the purview of the SPACE and Executive Team. (Examples include BellSouth Building, Lightsey Center, RSS Building, Maybank Hall, Randolph Hall, Silcox and Johnson Centers, JC Long Building, T. Street Education Center, and Stono Preserve)
    • Flexible-Use Buildings are historic houses or small buildings adaptable as administrative or residential spaces and fall under the purview of the SPACE and the President. (Examples include historic houses, Lightsey Annex, Student Health Services, Towell Library, and Porters Lodge).
Efficiency
  • The SPACE shall use established space standards to assess user needs and program new spaces with equity. Standards may adjust per instance/project in accordance with the total amount of space available.
  • Space provided for every use shall be suitable in terms of size, quality, and location to the best of the College’s ability.
  • College departments should not be fragmented and whenever practical, have contiguous offices and support spaces.
  • Multiple departments should share support spaces such as conference rooms, copy/mail rooms, break rooms, restrooms, etc. to avoid duplication of space, equipment, staff services and unnecessary costs.
  • Occupants shall efficiently utilize space over a sustained period. Infrequently used space may require additional and/or shared, compatible use to increase utilization to college standards.
Reporting
  • The Office of Facilities Planning shall inform the SPACE of required space reports, including recipient(s), content, and descriptions. Examples may include space inventories for internal use of the President, Provost or administrative units or required reports remitted by Facilities Planning and other offices.
Transparency
  • The SPACE shall provide campus community representatives with a forum to express concerns and receive better insight into space allocation and management.
  • The SPACE shall maintain public web content, including policies, procedures, standards, space utilization metrics and instructions for space requests.
  • The SPACE shall annually review policies and procedures, reporting as appropriate to the Executive Team and other interested groups.

 

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