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Terms of Reference

Purpose

To establish procedures and processes for planning, assigning, reassigning, and reporting instructional space usage.  Based on the information provided, the committee will approve a request; defer a request until further information is obtained; or will forward a recommendation to the Provost for review and approval.

Policy Statement

All space under university control is to be assigned and used for the highest priority needs of Vancouver Island University (VIU) as a whole. Departments and activities may be assigned space for use, but all space belongs to the university, not a particular group, school, department, or activity and is subject to reassignment.

The Space Allocation Group has the following role regarding instructional space:

  • Identify instructional space needs as outlined above
  • Set priorities for instructional space allocation
  • Ensure the space inventory is current
  • Incorporate the space allocation process into the planning cycle taking into account budget considerations, hiring of faculty and staff, and new program development
  • Clearly communicate the decisions of the committee to the appropriate parties
  • Review Ministry space utilization reports
  • Review and make recommendations for appropriate instructional space standards and make recommendations for improved utilization
  • Provide updates to the Provost yearly and senior management group as necessary
  • If the committee is unable to resolve an issue it will be referred to the Provost for a decision

Procedures

Requests for assignment of new or additional instructional space will be submitted online by accessing the appropriate form on the VIU website.  The electronically completed form will then be emailed to the committee support person.  This form will provide the committee members with the necessary information in order to recommend a course of action.

The requests will be reviewed at the next available committee meeting.  If additional information is required to make an informed decision, the space request will be discussed with the appropriate personnel.  If a request requires a physical modification, a copy of the form needs to be sent to Facilities Services, Information Technology (IT), Health &Safety Services (and any other appropriate person/s) for review and comment.

Membership

Representation on the committee will include the following:

Facilities Services..........................................1 representative

Records & Registration Systems..........................1 representative

Office of University Planning and Analysis...............1 representative

Information Technology...................................1 representative

Deans or designates.......................................4 representatives (each from different faculties)

Associate Vice-President: Academic Planning and Aboriginal Initiatives

Term of service is ongoing, though if the member leaves the committee, the Provost’s Office will select a new member.

Chairmanship

The chair position will be elected by the committee members and will serve a 3-year term.