Formerly Executive Memorandum 98-123
Initially approved February 1, 1977
Revised February 24, 1998
Revised: October 22, 2014
Revised June 10, 2019
Policy Topic: Governance & Administration
Administering Office: Office of Institutional Planning and Effectiveness
It is the policy of Western Carolina University (the "University" or "WCU") to promote and facilitate the effective and efficient use of its property, facilities, furnishings, equipment, and information technology assets in furtherance of its mission. Space in facilities owned or controlled by the University will be allocated and used in furtherance of the interests of the entire University community, in accordance with this policy.
This policy applies to all property and facilities owned or controlled by the University wherever situated unless the property and facilities are exempt from this policy by agreement, policy or regulation.
"Academic Space" for purposes of this policy means any space primarily used for instruction, instructional support, research, and clinical activities.
"Allocation" for purposes of this policy means the designation of University space in accordance with Section VI of this policy.
"Assignment" for purposes of this policy means the sub-allocation of University space.
"Division" for purposes of this policy means any functional operating unit of the University (i.e., divisions, colleges, departments, programs, offices, and units).
"Executive Council" means the Chancellor's executive leadership group as defined by the Chancellor.
"Facility" means any building, structure or property that is owned or leased by the University or otherwise operated under its control.
"Facility Coordinators" are those individuals who have been officially designated by position as approved by the Executive Council and have the responsibilities set forth in Section VII of this policy. The Associate Vice Chancellor for Facilities shall assume the responsibilities set forth in Section VII for any Facility or Property that does not have a designated Facility Coordinator. The Chief of University Police shall assume the responsibilities set forth in Section VII for any parking Facilities that do not have a designated Facility Coordinator.
"Property" means any outdoor space, real property or land owned or leased by the University or otherwise maintained under its control.
"Senior Administrator" for purposes of this policy means any member of the Executive Council, any Associate or Assistant Vice Chancellor, or any member of the Council of Deans.
"Space" for purposes of this policy means all or any part of any University facility or property wherever located.
"Space Use Code" means a standardized space classification system that facilitates the University's management of its facilities.
The Chancellor has ultimate responsibility and authority over the Allocation, reallocation, Assignment, and use of Space in accordance with this policy. The Chancellor may delegate all or any part of his/her responsibilities under this policy to the Executive Council.
Once Space has been allocated to a Division for a primary purpose and use, Space must continue to be available for broader purposes and uses that are in the best interests of the University.
University Space may be reallocated at any time irrespective of the length of time a Division has occupied and used that Space or the cost and extent of prior improvements to the Space paid out of the Division's budget.
The Space Management Committee ("SMC") is hereby established as a University standing committee that reports to the Chancellor. SMC shall have the authority and responsibility for the following functions:
The SMC is comprised of the following University personnel:
The ASAB is hereby established as a standing advisory board of the SMC. The members of the ASAB include:
SMC may invite others to participate in the ASAB discussions and activities as appropriate.
Due to the unique character of Academic Space, upon request by SMC the ASAB will review initial Allocation and reallocation proposals and utilization concerns pertaining to Academic Space. The ASAB will report its findings and recommendations to the SMC for its consideration and action.
A. Space Allocation and Reallocation
All University Space is assigned a Space Use Code using University of North Carolina and nationally recognized categories. Space Use Code Assignments are reviewed annually. Any request for new Space or proposed change in Space Allocation, reallocation or use that impacts the Space Use Code must be submitted in writing to SMC for its review. Following its review, SMC shall submit its recommendations to the Chancellor for final approval.
B. Space Assignment
Once Space has been allocated to a Division, Assignments of discrete subunits within that Space, except general use classrooms, may be made by the Senior Administrator who is administratively responsible for the Space. Any Assignment or reassignment of Space must be consistent with approved Space Use Codes and must be reported to OIPE for inventory purposes.
C. Space Allocation and Reallocation Procedures
Implementing procedures and processes regarding the Allocation and reallocation of University Space shall be developed by the SMC upon consultation with the ASAB. Such procedures shall be reviewed and approved by Executive Council. Upon approval, these procedures will be posted at: https://www.wcu.edu/learn/office-of-the-provost/oipe/space-management.aspx
When a division, department, or unit requests the use of space, the Space Management Committee will endeavor to locate suitable space in facilities owned and controlled by the University. If such facilities are not available, the requesting division, department, or unit will be referred to the Property Acquisition and Leasing Office where off campus leased space opportunities will be explored.
Facility Coordinators and their designee(s) shall have the following responsibilities for their designated Facilities:
A list of Facilities and Facilit6y Coordinators is available in Section IX.
This policy shall be reviewed and revised as necessary every four (4) years.
IX. Related Policies and Resources