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Space Management

 

The Role of the Office of Space Management

Space Management Initiative


Our University's physical resources are one of our most important assets. Space on the UTC campus is a fixed, highly visible but generally a scarce resource. The Engineering Services Office of Space Management has been created to ensure the most effective and efficient use of this valuable resource.

The Office of Space Management provides a focal point to address difficult and multi-dimensional space issues. We provide data and recommend solutions so that Facility Planning Committee can implement decisions involving space allocations. As a result, the University can utilize its physical resources as flexibly and productively as possible using the Tennessee Higher Education Committee's space standards as our guide. Assignment and allocation of space often present many unique challenges and complexities. Some of these include a finite amount of space, competing needs for limited space resources, renovation costs, complexities of developing plans and executing physical changes to facilities, multiple stakeholders and requests, disruptions due to relocations, and emotional ties to space.

The Office of Space Management reviews the utilization and allocation of spaces and implements the reallocation of spaces and relocations of departments in order to meet University goals and objectives. The Office of Space Management is also responsible for maintaining the University's space inventory system which provides relevant facilities information for issues concerning funding, space requirements, allocations, and utilization.

Space Planning and Allocation / Facilities Planning Committee

Requests for additional space, for relocation of programs and personnel, and for re-designation of space functions must be submitted to the campus's Space Management Coordinator. Applicants are encouraged to provide a strong justification for additional space or relocation to different area. The justification should include current location and space information, personnel and programs affected, funds for necessary physical modifications, intended outcomes that will result from the additional space or relocation, and any other information that may be relevant to the assignment of space resources. Please route your email request to Kelli-Flood@utc.edu with as much lead time as possible. Your request will be presented to the Facilities Planning Committee for approval.

University Facilities Inventory

Every year, the UT Systems Office of Real Estate and Space Utilization conducts a facilities inventory to update the function, occupancy, and responsibility for all spaces which are either owned or leased by the University. The UTC space inventory includes approximately 2.8 million of gross sq feet with assignable area nearing 2 million sq feet. The Facilities Inventory encompasses 55 buildings on approximately 140 acres of densely developed metropolitan property. There are over 5,000 separate rooms listed on the official inventory which is accessed through the IRIS Real Estate module.Mrs. Kelli Flood is the campus Space Management Coordinator, and she can also provide assistance to departmental representatives in utilizing the IRIS system for completing their respective space inventories.

The Office of Space Management uses the space utilization guidelines set in place by the Tennessee Higher Education Commission (THEC) as an aid in planning, allocating, and managing space on the campus. These guidelines help assist the UTC community in establishing equitable, consistent, efficient, and flexible planning parameters as well as making sound management decisions about space allocations both for new construction and within existing or renovated buildings.  Space Management has been given the responsibility to provide support to administration through these guidelines and assist the campus community in their implementation and interpretation.

The Office of Space Management performs many tasks associated with space including:

 

  • Conducting an inventory and assessing existing space usage
  • Space Audits to collect data for classroom/laboratory utilization
  • Translating requirements into specific space solutions
  • Analyzing of current space layout to ensure maximum efficiency
  • Assisting in the development of programming documents (by using space data collected) for the design and construction of new space or renovation of existing space.

 

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