Space Management and Allocation Policy

All space is owned by the University, and is managed centrally on the University’s behalf by the Office of the COO and Estates.

There is no space on campus ‘owned’ by a faculty, school, department, service or unit. 

In keeping with best practices and university policy, the Estates Office provides data and analysis to ensure all space owned by the University is used to its full potential.

All University space is managed to ensure effective and efficient utilisation, as well as fair allocation and reallocation based on measured need.

Allocation of space does not imply permanent residence, but rather a commitment based upon continued programme justification and in consideration of the campus-wide space needs in response to the ever-changing University demands.

For space management and auditing, we use INSITE. This CAFM (Computer Aided Facilites Management System) integrates the maps and floor plans of all university buildings with a database of space information.

The Estates Office - working with the specific faculty, school, department, service and unit - performs space audits to maintain the accuracy of the space inventory and floor plans. These audits are carried out periodically. Space standards and guidelines are applied uniformly for comparative analysis. In addition, the Estates Office liaises with Directors and Faculty head to gather additional information about each unit’s current space use and needs. This data is used for ongoing analysis to determine adequate space allocation.

The Estates Office works closely with the Office of the COO, Senior Management and SPAMG with regard to space allocations and requests.

If you wish to request a space or conduct an internal reorganisation of space, please fill out this webform. Once you have submitted this form, it will be assessed by both the Office of the COO and the Estates Office who will respond to you in due course.