Reference Book

Space Policy

Purpose:

Effective use of laboratory and office space is an important component to an academic department. This space policy is intended to help the DEO determine priorities for research and instructional space. Ultimately this policy should help all faculty succeed in accomplishing the research and teaching mission of the Department of Physics and Astronomy.

General Considerations:

1. All space assigned to faculty, staff and students belongs to the Department.
2. The space policy needs to be flexible, based on sensible guidelines rather than strict policies.
3. The policy should avoid disruptions.
4. The policy needs to anticipate growth and projected needs.
5. The policy should meet the needs of the faculty and facilitate excellence in research and teaching.
   
   
   

Policy:

1. Student office space:
   
   
   1. We recognize that graduate students are an important part of our success. All graduate students are entitled to a desk in an office. In some cases, a graduate student may be assigned two desks if having students in a laboratory would be disruptive.
      
      
   2. The allocation of graduate students to offices will be designed to keep students in the same research area together; however, it should be recognized that this will not always be possible.
      
      
   3. Requests to place students in an office must be approved by the Department.
      
      
2. Faculty office and laboratory space:
   
   
   1. A request for new space should be in the form of a written proposal.
      
      
   2. The highest priority is for space for
      
      
      1. new personnel.
      2. new laboratory equipment.
      3. externally-funded expansions of research programs.
      4. special needs (fume hoods, clean rooms, etc.).
      5. reallocations for faculty with substantially over-utilized space assignments (see Section 6).
         
         
   3. Requests for space with matching funds for renovation have a higher priority than requests without matching funds.
      
      
   4. A written request for space should address:
      
      
      1. Why the existing space is not adequate.
      2. The amount (in square feet) and type of requested space needed.
      3. How the requested space will be utilized.
      4. Estimates for the cost of renovations.
      5. How renovations will be paid for.
         
         
   5. In general, faculty will be expected to identify sources of funding to cover renovation costs. The Department does not have funds to pay for renovations. Approval of a space request does not imply approval for renovation costs.
      
      
   6. The Department will not generally grant requests to use space for storage that could otherwise be used as office or lab space.
      
      
      • When space for storage is granted it will be by written agreement for a specified term.
      • Equipment should not be stored in departmental space without first obtaining written departmental clearance.
      • Space currently used for storage will be subject to annual evaluation.
      • Faculty should make every effort to surplus (or discard) items in storage to allow storage space to be used for more productive activities.
        
        
   7. Requests for space should normally be made at least three months in advance. Requests that require major renovations or construction require additional notice.
      
      
   8. While agreements between individual faculty involving space reallocation are not discouraged, they must be approved by the Department.
      
      
3. Utilization:
   
   
   1. Each year the Department will take inventory of space to determine how efficiently it is being utilized.
      
      
   2. Each room will be classified as
      
      0 = Not utilized
      1 = Utilized primarily for storage
      2 = Under-utilized
      3 = Effectively utilized
      4 = Over-utilized
      
      Classification will be based not only on a subjective estimate of usage, but also on a number of objective factors that indicate research activity/productivity. Such factors may include grant/contract revenue per square foot, number of assistants (i.e., graduate RA's, undergraduate research assistants, post docs, research investigators/scientists) per square foot, number of publications per square foot, etc.
      
      
   3. The utilization survey will be used to help identify space to meet current and future needs.
      
      
   4. If a faculty member's space is classified as 0, 1, or 2, he/she may be asked to relinquish the space to help meet the needs of other faculty.
      
      
4. Retirement Policies:
   
   
   1. The Department's space policy should be designed to encourage Emeritus faculty to continue their research programs.
      
      
   2. This should be done by written agreement. The agreement should state the needs of the faculty member in terms of office and lab space. It should clearly state departmental expectations in terms of usage. It should be noted that individuals may be asked to share office/lab space.
      
      
   3. Agreements should be for renewable three-year terms. If the space needs or level of usage change significantly from the original agreement, either party could renegotiate the agreement at any time.
      
      
   4. Emeritus faculty who continue to publish papers and submit grant proposals will be given a high priority for space.
      
      
   5. Retired research staff could also request space. Any such request requires documented sponsorship by a faculty member and is subject to DEO approval. It should also meet conditions B and C above.
      
      
5. Teaching/meeting/seminar space:
   
   
   1. Rooms 201, 208, 301, 309, 618, and 665 are reserved for teaching, meeting, and/or seminar use.
      
      
   2. Rooms 208 and 309 should not be used for regularly scheduled classes. Meetings and seminars have priority use in 208 and 309.
      
      
      

Implementation:

1. A space committee will be appointed by the DEO.
   
   
2. The Committee will
   
   
   1. evaluate space requests.
   2. make recommendations to the DEO and Administrative Associate regarding space assignments.
   3. consider the annual space inventory and advise the DEO on long term space needs.
   4. attempt to ensure that existing space is being effectively utilized.
   5. provide a forum for faculty with concerns about space.
   6. review existing space agreements.
      
      
3. The DEO is the final authority on space allocation.

Last updated September 29, 2003. © The University of Iowa 2003. All rights reserved. Contact information. Send questions or comments to the webmaster. The Department of Physics and Astronomy is a part of the College of Liberal Arts & Sciences.