Space Committee

Space Justification

Use this electronic form to request space. Please submit any questions to Seth.Willmoth@unthsc.edu.

Space Justification Form Submission Deadlines FY 2024

• August 15, 2024
• November 15, 2024

Space Committee Meeting Dates FY 2024

• September 18, 2024
• December 11, 2024

Space Justification Form Submission Deadlines FY 2025

• February 26, 2025
• May 29, 2025
• August 27, 2025
• November 26, 2025

Space Committee Meeting Dates FY 2025

• March 13, 2025
• June 12, 2025
• September 10, 2025
• December 10, 2025

Space Committee

Members

• Seth Willmoth, Associate Vice President, Facilities Management & Services
• Ruth Roman, MPH, Executive Vice President & Chief Operating Officer
• Christopher Ray, Ph.D., Deputy Provost, Academic Affairs
• Robert McClain, Ph.D., Associate Vice President, Department of Research and Innovation
• AJ Randolph, MBA, Senior Vice President, Finance & Chief Operating Officer-HSC Health
• Shante Joseph, Ed.D., Vice President, Finance & Planning

Charge

• Develop principles and procedures for allocating and reallocating space pertaining to administration, education, research, and clinical practice activities.
• Review all plans and proposals for allocating and reallocating space, such as:
  • Transferring space between divisions or schools
  • Changing the current use of space
  • Reallocating vacated space
  • Providing space for new programs or positions
  • Consult with areas affected by a space request to finalize a space allocation agreement; in cases when an agreement cannot be reached, make recommendations to the Cabinet for their final decision.
• Develop and maintain a space inventory.
  • Produce reports for the President, Vice Presidents, and Deans.
  • Request audits of space allocation as necessary to determine current usage.
  • Undertake special studies requested by the President or the Cabinet

Principles

• Requests/initiatives related to the university strategic plan will have a higher priority than other requests/initiatives.
• Preference shall be given to requests that demonstrate sharing of resources and/or equipment.
• Facilities are allocated to departments/units for a specific purpose. When that purpose is no longer required, the space will be made available to the university for reallocation through the space assignment/allocation process.
• When a department/unit moves into new space, the space vacated as a result of that move reverts to the university for reallocation through the space assignment/allocation process.
  • Specific criteria to be considered when reviewing facility requests will include
  • Health and safety requirements
  • Core space needs for programs
  • Functionality/utility/efficiency of space
  • Adjacency or unity of programs
  • Accessibility of space
  • Funding availability
  • Cost/benefit
  • Faculty recruitment/retention
  • Urgency of need
• The use of space to meet storage needs will be secondary to the use of space to meet strategic needs.
• On-campus storage space is limited and should be utilized only for equipment and other materials that require frequent access.
• Long term storage (items not requiring regular access) shall be stored in an off-campus location.
• Research space allocations will be managed in a way that is consistent with the guidelines developed by the research space task force and the President’s Research Council.
• Members of the Space Committee are appointed by the COO and will serve for a 36 month term
• Quarterly the committee will report back to the President
• At the Space Committee’s discretion, interviews may be scheduled with requestors.