Academic Administrative Space Allocation Policy

Policy Author:
Office of Academic Affairs

Responsible Office – Department:
Academic Affairs

Effective Date of Policy:
Fall, 2022

Scope and Applicability of this Policy:   

Academic affairs employees (faculty, administrators, and staff) working within locations that are designated as part of the existing and future Academic Affairs space footprint.  This policy does not address academic instructional spaces or facilities improvement requests.

Purpose of this policy: 

To systemize and centralize administrative space allocation requests and approvals within Academic Affairs.  To provide a process and timeline that allows for a holistic consideration and prioritization of academic affairs-related office space needs and availability.  To accurately document and regularly update existing space occupancy.  To promote accurate reporting of office locations to support student access and to promote the safety and security of all campus employees.

Narrative

This policy creates a centralized process for administrative space allocation requests. The process includes appropriate approvals, as well as a tool to track occupied and available space.   An  eform will be used to request office spaces for both new and existing employees in the Academic Affairs division.  This process is coordinated through the academic deans and chairs/program directors for faculty, or through academic administrative supervisors for staff and administrators, and the AVP for Academic Affairs with final approval by the Provost.

Process to Request Academic Office Space

1. FOR CURRENT EMPLOYEES: 

When seeking to relocate an existing employee, the administrative supervisor or academic dean or department chair/director shall follow the appropriate steps:

1. REQUEST PHASE for Existing Employee
   1. Complete the Academic Affairs Space Allocation Request eForm.
   2. Forward a copy of the completed form to the respective academic dean or administrative supervisor for their review.
   3. The dean or supervisor will confirm their endorsement of this request via email to the AVP for Academic Affairs, for consideration against the Academic Affairs Space Inventory and the queue of existing space requests.
   4. The AVP for Academic Affairs will submit the request to the Provost for final approval.
   5. If approved, the AVP for Academic Affairs will notify the Dean and Chair or other Academic Affairs administrative supervisor, and discuss a tentative timeline for relocation and related needs outlined on the Space Allocation Form. 
   6. The Dean, Chair or other Academic Affairs Supervisor will notify their faculty or staff member of the final decision and timeline.
2. MOVE PHASE for Existing Employee
   1. Once the Dean, Chair or Academic Affairs Supervisor has confirmed the move location and timeline, the AVP for Academic Affairs will coordinate with the Director of Facilities Management and Capital Projects to finalize the actual packing and physical move date,  and inform the Dean, Chair or Academic Affairs Supervisor. 
   2. The Dean, Chair or Academic Affairs Supervisor will communicate with the relocating employee to provide adequate notice for preparation and packing to make sure that  relocation is completed within the agreed upon timeline to ensure a smooth transition between vacating and new occupants.
   3. The Chair or Academic Affairs administrative supervisor will ensure that the relocated employee updates their office location information in the Daemen directory.
   4. Distribution and return of keys must take place and be documented through Facilities.  Keys may not be exchanged between employees.

2. NEW EMPLOYEES:

When seeking to assign office space for a new employee, the administrative supervisor or academic dean or department chair/director shall follow the appropriate steps:

1. REQUEST PHASE for New Employee
   1. Complete the electronic Academic Affairs Space Allocation Request Form (insert link).  For faculty starting on the traditional fall semester calendar, the Space Allocation Request form should be completed by June 1, or upon receipt of signed contract and confirmation of required onboarding steps from Employee Engagement.
   2. Forward a copy of completed Space Allocation Request Form to the respective academic dean or supervising academic administrator for their review.
   3. The dean or supervisor will confirm their endorsement of this request via email to the AVP for Academic Affairs, for consideration against the Academic Affairs Space Inventory and the queue of existing space requests.
   4. The AVP for Academic Affairs will submit the request to the Provost for final approval.
   5. Once an office space for the new employee has been identified, the AVP for Academic Affairs will notify the Dean and Chair or other Academic Affairs administrative supervisor, and discuss a tentative timeline for relocation and any related needs. 
   6. The Dean, Chair or other Academic Affairs Supervisor will notify their new faculty or staff member of the office location and timeline.
2. MOVE PHASE for New Employee
   1. Once the Dean, Chair or Academic Affairs Supervisor has confirmed the office location and timeline for occupancy, the AVP for Academic Affairs will coordinate with the Director of Facilities Management and Capital Projects to finalize the move-in date,  and inform the Dean, Chair or Academic Affairs Supervisor. 
   2. The Dean, Chair or Academic Affairs Supervisor will communicate with the new employee to provide information on the office location and when the office will be available for move-in.
   3. The Chair or Academic Affairs administrative supervisor will ensure that the new employee updates their office location information in the Daemen directory.
   4. Distribution of keys to the new employee must take place and be documented through Facilities.  Keys may not be exchanged between departing and new employees.