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Space Management Guidelines University of Illinois Urbana Champaign

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Space Management Guidelines University of Illinois Urbana Champaign ILLINOIS Facilities & Services University of 11 linois Facilities & Services Space Management Plan 2021 - 2030 March 2021 Dr. Mohamed Attalla, Executive Director Ted Christy, Associate Director Illinois Space Advisory Committee 2021-2030 Space Management Plan A Facilities and Services Plan for Space Management at the University of Illinois at Urbana-Champaign March 2021 – Draft 1.1 Contents 2021-2030 Space Management Plan................................................................................................................ 1 1. Introduction ........................................................................................................................................... 3 2. Space Ownership Structure ................................................................................................................. 4 3. Space Records Management ................................................................................................................ 5 4. Space Management - Process .............................................................................................................. 6 A. Space Request Process ................................................................................................................. 6 B. Relocation Process ........................................................................................................................ 6 C. Lease Space Process ..................................................................................................................... 7 D. Building Decommissioning ......................................................................................................... 7 E. Space Inventory System & Space Survey .................................................................................. 8 5. Space Management – Current Governing Procedures .................................................................... 9 A. Campus Master Plan ..................................................................................................................... 9 B. Net Zero Growth Policy .............................................................................................................. 9 C. Space Management Committee ................................................................................................ 10 D. Illinois Space Advisory Committee .......................................................................................... 10 E. Integrated & Value Centered Budgeting ................................................................................. 12 F. Space Allocation Guidelines ...................................................................................................... 14 6. Space Benchmarking ........................................................................................................................... 17 A. Current Space Data ..................................................................................................................... 17 i. Total Campus Area .................................................................................................................. 17 ii. Academic Space Analysis ........................................................................................................ 19 B. Campus Master Plan ................................................................................................................... 25 i. Current Space Inventory ......................................................................................................... 25 ii. Comparative Space Analysis ................................................................................................... 28 iii. Research Space Analysis ......................................................................................................... 32 iv. Future Growth Planning .......................................................................................................... 35 v. Implementation Strategies ..................................................................................................... 37 C. Sightlines Report ......................................................................................................................... 41 1 D. HEFMA Survey .......................................................................................................................... 42 7. Conclusion............................................................................................................................................ 46 8. Appendix .............................................................................................................................................. 47 A. Space Request Form ................................................................................................................... 47 B. Campus Space Data by Department Code ............................................................................. 49 C. Current Building List .................................................................................................................. 51 D. ISAC Space Management Guidelines (Draft) ......................................................................... 79 E. Student Contact Hours per Building...................................................................................... 103 (Image taken from Sightlines report) 2 1. Introduction The Space Management Plan was developed prior to the COVID 19 pandemic of 2020. The impact of COVID 19 on space planning for the University of Illinois at Urbana-Champaign will be the subject of further planning and discussion. Studies of this impact may be reflected in future updates to this plan. As stewards of nearly 24 million square feet of capital resources, University of Illinois Facilities & Services (F&S) provides and maintains a “physical environment that is conducive to supporting learning, discovery, engagement, and economic development at the University of Illinois”. Two major campus initiatives will shape the campus built environment over the next 10 years. The Facilities & Services Strategic Framework, initiated by Dr. Mohamed Attalla, addresses People, Project Management, Stakeholder Relations and Communications, Financial Accountability, Safety and Environmental Health, Deferred and Preventative Maintenance, Accessibility, Academic Collaboration, Space Management and Energy Management and Sustainability. The Campus Master Plan, “The Impact of Place” was finalized in 2017. Key themes include: Illinois Climate Action Plan (iCAP) Goal – Net Zero Growth, Reinforce the Campus Core, Discovery and Collaboration, Access and Connectivity, Student-Centered Campus, and Neighborhood Identity. The University of Illinois Facilities & Services Space Management Plan 2021 – 2030 documents the current status of space documentation and management for the University of Illinois at Urbana-Champaign and suggests strategies and metrics for implementation of campus initiatives related to space management. Facilities & Services works with the Office of the Provost and other members of the campus community to manage our built environment and improve the space utilization of underutilized spaces. An effective space management policy requires careful planning in order to maximize the utilization of the University’s limited and valuable physical resources on campus. Maintaining accurate and detailed records of the University’s space inventory is essential to support efficient decision making in the space allocation of all facilities. According to the 2017 University of Illinois Urbana-Champaign Campus Master Plan, as of the Fall of 2015 there were over 57,000 people enrolled or employed on this campus. The Illinois campus occupied over 23 million gross square feet of facilities in over 750 owned and leased buildings. The total people enrolled or employed on campus has been steadily increasing since 2000, growing by over 4% from 2017 to 2018 alone. Despite this significant growth of people on campus, the University is committed to fulfilling the 2010 Illinois Climate Action Plan to enact a “no net increase in space” policy by adopting the Net Zero Space Growth Policy in June of 2015. With the rapid increase in the demand for quality space that achieves modern research and pedagogical goals, while meeting current comfort and energy performance standards, the University will need to be more diligent than ever in managing its limited resources to efficiently accommodate the programmatic needs while maintaining a world class reputation for academic excellence. With the enormous capital investments required to build, operate, and maintain our campus infrastructure, space is a critical asset that must be managed effectively to ensure the continued success of our University. 3 2. Space Ownership Structure A) Provost has decision making authority over the space allocation process a. Delegated to the Associate Provost for Capital Planning i. Allocates space to Colleges and Units ii. Chair of Space Management Committee 1. Works with Facilities & Services Planning Department to assess and manage the current space needs of the campus iii. Signatory for space reassignment letters b. Illinois Space Advisory Committee (ISAC) i. Charged by Provost and has advisory authority ii. Creates policies iii. Creates guidelines and processes iv. Pilots projects c. Division of Management Information (DMI) i. Presents space data in the Campus profile ii. Provides some reports iii. Provides dashboards for new Integrated
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