CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO

POLICY FOR ADMINISTRATION, ASSIGNMENTS, AND UTILIZATION OF UNIVERSITY FACILITIES

APPROVED BY ADMINISTRATIVE COUNCIL:  September 19, 1994

RESPONSIBLE DEPARTMENTS:

    Director, Physical Planning and Development, 909/880-5136

    Chair, Space Utilization Advisory Committee/AVP for Financial Operations, 909/880-5134

AUTHORITY

The policies and procedures for the Administration, Assignment and Utilization of University Facilities follow the policies established by the Board of Trustees of The California State University.  These policies are detailed in the "Review of Campus Capacity," dated July 1990, which was approved by the Department of Finance and submitted to the Joint Legislative Budget Committee on October 17, 1990.  They are further delineated in The California State University, Office of the Chancellor, Executive Order No. 565, dated February 14, 1991.

BACKGROUND

The administration of university facility space is grouped into the following space categories:  classroom, laboratory, administrative, library, faculty office, and non-capacity.  Capacity is reported in the "Review of Campus Capacity," dated July 1990, which established the baseline facility capacity for the university.  This baseline facility capacity is recorded in the State University Facility Data Base (SFDB) and is used both in the preparation of the capital outlay program and for reporting to The CSU system and the state.

The University President is held accountable for the use of all facilities on campus.  Each fall, the campus is required to submit to the Chancellor's Office (Physical Planning and Development Department), the space inventory data and space utilization data base.  The submittal must be certified by the President for accuracy of the space data and also certifies that unauthorized changes involving the space functional classification do not occur during the reporting period.

POLICY

All space in university state-owned buildings is the property of the State, and the facility is provided to deliver the programmatic services for which the space was designed, approved, and funded.  The Director of Physical Planning and Development has the responsibility to maintain the SFDB and ensure that all facilities usage conforms to the data base and applicable laws and policies.  This policy addresses the assignment of space in two distinct categories:   (1) existing space, and (2) new space or space vacated by moving a program to new space.

Existing Space: 

Each division vice president is accountable for the utilization of building space assigned to the division and may reassign use of space within the division if the reassignment is in accordance with the designated usage and applicable utilization standard as reported in the SFDB.  If a proposed reassignment involves a change in the type of activity which may alter the space category in the space affected, the Director of Physical Planning and Development shall be consulted and advised of each proposed change, prior to its occurrence, to determine if the change in usage is consistent with the space classification for which the affected space is assigned.

The Director of Physical Planning and Development shall also be consulted and advised of all proposed changes in the use of space which require reclassification, prior to their occurrence.

Each request for space reclassification or space reassignment with concomitant reclassification which cannot be resolved between a division vice president and the Director of Physical Planning and Development will be presented to the Space Utilization Advisory Committee.  The committee will consist of the Associate Vice President for Financial Operations who will chair the committee and represent the Administration and Finance Division, one person appointed by each of the other four division vice presidents except that the division of Academic Affairs shall have two members, and one appointee from the Associated Students, Inc.  The Director of Physical Planning and Development will serve as an ex-officio member without voting privilege whose purpose is to provide expert and thorough analysis.   The Space Utilization Advisory Committee will review the request for reclassification of existing space and will forward its recommendation to the President and Senior Management Group for final decision.

New Space or Space Vacated by Moving a Program to New Space:

When new space is provided for a university program, the Senior Management Group will indicate the use of new space and the use of space vacated by moving a program to new space.  The Director of Physical Planning and Development will provide the Senior Management Group with information such as the category of space use contained in the SFDB and the planned programmatic use as indicated in the Capital Improvement Program.  The Senior Management Group will assign the space based upon the most essential needs of the university and the programmed category of space.

When it is determined that space reclassification is necessary, Physical Planning and Development will submit to the Chancellor's Office the appropriate forms and applications, which are subject to approval.   Approval of The CSU Office of Physical Planning and Development is required prior to initiating any activity (room modification, installation of special equipment, etc.) that would change the classification of any instructional space or that will change instructional capacity, faculty office space, or the net square footage assigned to library or administration.  Procedures identified in The CSU Executive Order No. 565 shall be adhered to.

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