Facilities Space Planning Procedures

Facilities Space Planning (FSP)  will perform an annual space audit to maintain the accuracy of the space inventory and floor plans.  This data will be used for ongoing analysis to determine adequate space allocation.

FSP will use adopted standards and guidelines to determine the square footage needs of all departments for comparison to actual square footage in use.

When a Major Administrative Unit (MAU) determines that additional space is needed beyond that which is currently allocated, a formal request for space must be submitted to FSP.

FSP will then perform a thorough analysis in order to make a recommendation on the request. Formula square footage based on accepted standards and guidelines will be compared to existing and requested additional square footage to determine the need for new space.  FSP will present its findings and recommendation to the University Space Committee. All recommendations presented will be accompanied by supporting documentation justifying the findings of FSP. Heads of MAUs affected by the recommendation will be copied.

Following further review the University Space Committee will make a final decision as to the disposition of the request and return it to FSP for implementation. No space is reassigned without the official FSP Space Request form completed, the University Space Committee and the Chancellor’s approval.  At the Chancellor’s discretion further review may include input from any suitable committee or board, or additional input from the heads of the affected MAUs.

It is the intent of this process to keep it as simple as possible to expedite those changes where there are no disputes to the recommendations of FSP. If an affected party disputes the findings of FSP the Chancellor shall have the authority to ensure that the appropriate decision is reached.

Based upon ongoing university-wide space analysis FSP may act independently in identifying the need to reallocate space between MAUs. When FSP initiates such recommendations the above procedures will still apply, with FSP completing the space request form.

Proposed changes in space and requests for additional space must be submitted, and may be submitted to FSP as an email attachment or a printed document.

FSP will provide data, analysis, and guidance as needed to deans, department heads, and other administrative heads to assist them in best utilizing the space within their organizational units.

Additional Responsibilities

FSP will maintain the official list of all university owned and leased buildings using the officially designated building names, numbers, acronyms and physical addresses. All departments and personnel shall use this master list when referencing any university building.

FSP will assign new building numbers whenever necessary for all newly built or leased buildings and for previously unidentified university property.

Building names will be assigned or changed only with the approval of the Board of Regents, and recorded by FSP.

FSP will maintain and analyze the data necessary to ensure the current and future equitable allocation of all university space resources. The data will include but not be limited to a comprehensive inventory of all university buildings and rooms, accurate digitized floor plans, and the analysis tools necessary to effectively manage space.

FSP will maintain in its database the official room numbers for all accessible spaces of the university. FSP will use the standardized room numbering system developed by its predecessor, the Office of Facility Data Management.

FSP will prepare the annual BRR report for the Higher Education Department, the facilities component of the IDC report, as well as any other ad hoc space related reports that are requested.

FSP will periodically publish its most recent data, including comparative analysis of MAU usage and predicted needs based on adopted standards.

FSP will provide ad hoc reports as requested and within the capabilities of its database.

FSP will provide accurate and current data to the Registrar’s office for class scheduling purposes.

FSP will participate in and provide input during the design phase of capital improvement projects to ensure compliance with the space standards developed by the university.

Definitions

Allocation and re-allocation:  The current and future assignment of space based upon measured need.

FSP: Facilities Space Planning

FTE: Full time equivalent.

GSF: Gross Square Footage. The entire square footage of a building including both assignable and nonassignable space.

HED: Higher Education Department.

LFC: Legislative Finance Committee.

Major Administrative Unit (MAU):  All units with a direct report either to the President or the Provost using the NMSU organizational chart.

NASF: Net Assignable Square Footage. All square footage other then unassignable square footage which includes: mechanical and electrical rooms, custodial closets, public restrooms, hallways, stairwells and elevators.

Space Standards/Guidelines: Benchmarks used to establish a reference square footage. These can be based on student and/or employee FTE as well as other means such as budgeted dollars.