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5,403: Guidelines and Regulations in Assignment and Use of Space

Revised: June 2026

1. General policies for all University space

  1. Smoking is not permitted in any University space.
  2. Non-research animals are not permitted in university buildings, except for service animals, as defined in UAM 5,470 Animals on University Property.

2. Classrooms (including seminar rooms)

Assignment: General purpose classrooms are assigned as University space for scheduled instruction by the academic units through the Scheduling Services Office. A major goal of the Facilities Resource Committee is to try to retain all good classrooms and to authorize the conversion of poor classrooms to other uses as justified.

Use: To ensure effective use of each classroom, University policy requires that:

  1. Classrooms are to be scheduled 30 hours per week at 60% occupancy when in use. Class laboratories are to be utilized 20 hours per week at 80% station occupancy when in use to comply with standards established by the Board of Regents.
  2. Chairs and other furnishings are not to be removed or added without advance authorization from the Director of Scheduling Services.
  3. Classrooms are unlocked unless specifically requested in response to an identified issue. When there is equipment to be protected, special provisions are to be made for securing other than locking the classroom. Department chairs or deans must make arrangements for special security through the University Police Department.
  4. Room and/or faculty equipment item defects are to be reported to Facilities Services and Scheduling Services for corrective action. If corrective action is not possible, the director of Facilities Services is responsible for reporting the deficiency to the Facilities Services Space Manager for entry into the space inventory.
  5. Regularly scheduled University classes and activities have priority over any ad hoc use of a room.

3. Special-purpose space

Examples include class labs, research labs, shops, darkrooms, etc.

Assignment: All special purpose space is assigned to a department or unit and is not open for general university scheduling. Any use of these areas for other than assigned activities must be approved by the assigned unit. The Facilities Resource Committee will review the assignment of special-purpose space at regular intervals or whenever it is advisable.

Use: To ensure effective use of all assigned special-purpose space, University policy requires that:

  1. Any changes in the basic use of this space or in the staff members or unit activities used to justify its assignment must be immediately reported to the Facilities Resource Committee by the dean/director or department chair.
  2. All space is subject to review. The Office of the Provost, Facilities Resource Committee, and Facilities Services Department is authorized to inspect and study all University space and to request current information on justification and utilization of any area.
  3. Special-purpose rooms are normally locked. Each unit is responsible for the security of specialty-purpose rooms assigned to them and of the equipment they contain.

4. Offices

Principles in assignment: To ensure effective use of the available office space, the following principles govern assignments:

  1. Faculty are normally assigned individual offices in accordance with the Design and Construction Standards for each discipline (120 to 160 square feet). Multiple occupancy may be required in larger office areas.
  2. Classified employees, including technicians, are normally assigned or provided workspace appropriate to a specific function.
    1. Individual offices are not assigned unless specific circumstances warrant.
    2. The amount of administrative space assigned per unit is regulated by the Design and Construction Standards which range from 30 to 80 square feet per FTE faculty.
  3. Teaching and research fellows are not normally assigned individual office space.
    1. Teaching fellows are provided desk space in multiple occupancy areas when available.
    2. Research fellows are provided desk space as above or in research laboratories when available.
  4. Students (undergraduate and graduate) are not provided office or desk space unless required by University employment or justified through officially recognized student organizations. Any assignment of such space should be cleared through the Facilities Resource Committee.
  5. Faculty on approved leave (i.e., sabbatical, professional development leave, FMLA, LWOP) may normally retain use of the assigned office space unless the approved plan includes an extended absence from campus which then requires the office to be made available for temporary replacement.
    1. Each individual is directly responsible for arranging for the security of all personal items.
    2. The director of Facilities Services is to be contacted if storage assistance is desired for university property.
  6. Visiting professors are assigned individual office space where available.
  7. Emeritus faculty may be assigned office space, where available, if the emeritus faculty member's planned University activities require the use of office space.
  8. Non-university personnel involved in officially recognized University activities may be assigned office space where available subject to the conditions of the contractual agreement approved by the Executive Vice President & Provost and monitored by the Facilities Services Space Manager.
  9. University boards and committees are not assigned individual office space.

5. Private offices

Private offices must be a minimum of 70 square feet, with 67” in any plan dimension.

Any proposed change of use of an existing space to an office must be approved by the Facilities Resource Committee (FRC) to ensure that accessibility and life safety codes are satisfied.

Exceptions may be approved on a case-by-case basis at the discretion of the FRC. Existing offices that do not meet this requirement prior to September 2025 are exempt.

6. Multiple offices

The assignment of more than one office to any individual requires special authorization by the Facilities Resource Committee.

Any request for additional office or workspace which exceeds the Design and Construction Standards requires approval through the Facilities Resource Committee.

7. Conference rooms

Assignment: The purpose of a conference room is to provide space for special group meetings.

  1. Conference rooms may be assigned for classroom instruction by approval of the dean, vice president, or department to whom the conference room is assigned by the Facilities Resource Committee if in alignment with the justification for its use. Any use of conference rooms for classroom instruction must be reported to the Facilities Services Space Manager.
  2. These facilities are scheduled by the dean, vice president, or department to whom the conference room is assigned by the Facilities Resource Committee.
  3. Non-university user requests shall be processed through Scheduling Services.

8. Lounges

In general, a lounge area is intended to provide temporary waiting space for individuals having University-related business in that area.

Lounges designated as event facilities may be utilized and scheduled for activities by approval of the dean, vice president, or department to whom the lounge is assigned by the Facilities Resource Committee.

9. Lobby/corridors

In general, lobby and corridor areas are intended as an ingress/egress thoroughfare.

Lobby and corridor spaces may be utilized and scheduled for activities by Scheduling Services as approved by the Facilities Resource Committee.

Facilities Services Space Manager is responsible for determining if a lobby or corridor meet Design and Construction standards for scheduled activities.

Space is not assigned for individual unit food or beverage preparation unless specifically provided in the design of the building and approved by the Facilities Resource Committee.