Resource Planning Task ForceMarch 21, 2014

SPACE

University Space Admin Dept.

Established October 2010

Staff:Terri Chanyungco, DirectorYanping Cui, Coordinator

University Space Admin Dept.KEY RESPONSIBILITIES• Strategic space planning to ensure KPU’s

operational/strategic objectives are met• Develop space plans, policies, procedures

standards, benchmarks• Identification of logistics and implications

of space usage• Allocation of academic and non-academic

space

University Space Admin Dept.REPORTS TO:VPA and Provost – Sal Ferreras

Recognizes academic programs as institutional priority and key driver of space use

University Space Admin Dept.LIAISON PUE

Facilities

IET

SEM

IAP

Finance

External Space IssuesRapidly changing labour market• Difficult to forecast skills that will be required• Creates uncertainty re types of space required• Requires post-sec’s to adapt programs quickly

Changes in student demographicsChanges in pedagogy and technology• Will drive how and when space is used

External Space Issues

Declining government funding• Precludes construction of new space• Limits renovations of existing space and

furniture and technology upgrades ie. do the same or more with existing

space

Internal Space IssuesCurrent space is outdated, inflexible• Expensive and time consuming to renovate • Focussed on where we were, not where we

are going

Teaching space (12%) is either completely generic or specific purpose (20%) • Very little inter-disciplinary space• Specific purpose space is less efficient than

generic

Internal Space IssuesPressures:• Use of space is crammed into certain hours

of week, Fall and Spring semesters• Almost all teaching and working is on site• Not all space is centrally scheduled• Limited non-teaching space for students• Growing academic and research programs• Growing community engagement activities

Internal Space Issues

Human Factors:• Silos within silos• Pervasive attitudes of ownership and

entitlement• Emotional attachment to space• People prepared to fight for “their” space• Fear/resistance to change• Need for storage mistaken as need for space

Internal Space IssuesSpace administration:• Lack of formal policy and procedure• Crisis allocation based on most pressing

priority• Poor space-related communication - People don’t know how space decisions made• Space related information is housed in

multiple depts:- OREG, HR, IET, IAP, Facilities, ORS, Space Admin, Faculties, etc.

Space IdealsFlexible space, furniture, technology• Flexible, dynamic foundation to position KPU

to be responsive to a broad range of opportunities

• Quickly accommodate new/evolving programs/initiatives

• Flexibly accommodate new pedagogies, changing office needs

• Space aligned with functional requirements, not historical practice

Space IdealsInterdisciplinary Space• Space that can support multiple activities

- Teaching, research, community engagement• Fosters innovation, creativity,

collaboration • Allows quick response to new

opportunities at lower cost

Space IdealsCulture of Space Stewardship• Foster a culture of space caring, sharing,

preservation, protection• Everyone feels responsible for ensuring

that KPU’s space is used efficiently• Use of space aligned with KPU’s

priorities• Open, transparent processes reduce

rumor, misinformation, distrust

RecommendationsFormalize planning, processes, decision

making• Articulate institutional space expectations,

plans for teaching, research, offices, other space

• Formalize policy, procedure, standards, benchmarks

• Equitable, consistent, efficient decision making, processes, conflict resolution

• Space Committee to be a forum for space issues

RecommendationsIntegrated Space Database• Connect the 3 legs of the resource stool:

- Budget, HR, Space• Robust information re:

- Amount/composition of space- Space utilization

• Supports:- Informed, impartial decision making- Planning, forecasting- Cost/benefit analysis

RecommendationsSpace Communications Plan• 2 way communications with all levels of

KPU• Increase awareness of space issues• Formal method of collecting input on key

issues, new policies, procedures• Facilitate cultural change

SUMMARY* Spread use of space more evenly over full operating hours* Create flexible, interdisciplinary space to quickly respond to opportunities* Formalize space policy and procedure* Foster a culture of space stewardship* Communicate, communicate, communicate