The Hatfield Marine Science Center (HMSC) Space Policy and Assignment Committee (SPAC) was established in March 2006 to provide advice to the HMSC Director and leadership on issues related to space allocation in OSU facilities on the HMSC campus. The initial charge was to develop draft criteria and procedures for space assignment and modification that are both appropriate for HMSC and consistent with existing policies across OSU. This document presents the results of the committee’s work and deliberations with some modification added by the HMSC Leadership Team and the HMSC Administrative Advisory Board.  It has been formalized as HMSC policy.

Goals of a HMSC Space Policy

The overarching goals of the proposed space policy are to (1) maintain a productive and programmatically balanced use of all HMSC space, (2) preserve unique facilities that foster signature programs, (3) upgrade substandard or under-utilized spaces, (4) be responsive to the needs of diverse space-requesting groups with evolving research, education, administration, and outreach commitments, and (5) provide fair, transparent and consistent procedures that aid planning and promote community and connectivity. An added benefit of the space allocation system is a record of space utilization that can be used to document facility demands, to justify requests for facility enhancements, and to direct master planning.

HMSC Space User Categories

1. Space within the HMSC is divided into three categories that reflect the duration of programmatic requirements.

The three space categories are for:

• Resident Programs- the core OSU program units at HMSC that are represented on the HMSC Leadership Team and through which state, federal and private funds support individual programs and activities. These units have projected space needs for university faculty and staff of 10 or more years in duration and they are expected to invest in space upgrades and expansion efforts that directly benefit their personnel. Resident Programs include Guin Library, Oregon Sea Grant, COMES, MMI, and HMSC.  Activities under the Resident Programs include: research, education (public, informal, and formal), administration, facility service/physical plant, auxiliary services (i.e. bookstore). 

• Cooperative Programs- primarily research and service programs that operate on grant funding or cooperative agreement cycles.  These programs have known space requirements of 1-5 years, but their space occupancy may be renewed with new funding. Cooperative program space must be flexible space as it may often be reconfigured to meet the facility needs of cutting-edge and changing research programs. Example programs in this category of space include CIMRS, USDA, ODFW, and OSU departments and colleges with faculty and staff who base research and graduate student teaching at HMSC.  Grad Loft workstations in NOAA’s NAL building also represent Cooperative Program space, and it is the responsibility of the Director of HMSC to negotiate with NOAA to maintain this space for students and their academic activities as well as other space in NOAA facilities housing OSU employees.

• Visiting Programs- short-term programs or activities that utilize HMSC space and facilities on time scales of hours to one year.  A hallmark of Visiting Program space usage is the expectation that no permanent changes will be made to the space by the user.  Instead, upgrades and maintenance should be possible because of a budgetary commitment from OSU’s Administration.

2.  The distribution of space between the three categories is presently roughly balanced, and this balance should be maintained.

Figure 1 illustrates the distribution of Resident, Cooperative and Visiting space categories within the main OSU buildings of HMSC as of early 2007. Within each space category are areas suited for different functional needs including shared areas such as walk-in coolers, offices, laboratories, and storage. Unique to Resident Programs are facility infrastructure and physical plant areas, and unique to Visiting Programs are library carrels, meeting rooms, classrooms, outdoor experimental seawater tanks and pads, and the HMSC auditorium.

Figure 1. Early 2007 distribution of space in OSU facilities at HMSC.

3. Separate processes of space allocation exist for each category of space. HMSC policies for space allocation reflect the general view that the longer the term of use, the greater the need for community involvement and planning in any space allocation or reallocation process.  Policy statements and requirements by space category are outlined below. A continuing advisory role for the SPAC is embedded in these policies. It will advise the director on space related issues, address new issues affecting space allocation, and assess future needs annually.

The Space Allocation Process

1. Requesting New Resident or Cooperative Program Space

When a Resident or Cooperative Program wishes to expand or change its footprint at HMSC by occupying newly constructed space, vacated space, or under-utilized space assigned to a different unit, the following procedures are to be followed:

Requests for new space will be submitted to the HMSC Director’s Office using the “HMSC Request for Space” form (Attachment 1) (PDF format) ; to improve understanding of HMSC space use by unit leaders in Corvallis, this form is also signed by the appropriate dean or director of the requestor. If the Director finds the request may have high impact, s/he will discuss with the HMSC Leadership Team, allowing for coordination among the program heads.  Assignment of new Resident or Cooperative Program space is ultimately at the discretion of the Director of HMSC. Space allocation requests will be addressed on a case-by-case basis.  Resident and Cooperative Programs are encouraged to seek funding for capital construction and space renovation but only after submittal of a space request and approval by the Director of HMSC.  The “Request for New Space Form” includes areas to document desired space modifications.  The same form should be used for requests to reallocate space within programs, which similarly require Director’s approval.

Criteria that justify new space allocation are:

• program growth associated with new funding and/or hires, new students
• new major laboratory equipment
• laboratory clustering or putting together of groups with similar research/education interests

Priority will be given to new resident tenure-track faculty and resident scientists deemed by the HMSC Director to function similarly to tenure-track faculty needing office and laboratory assignments.  Resident nontenure-track research faculty and professional faculty who are fully funded and essential to Resident or Cooperative Programs will also be given priority. More detailed criteria for assigning office space are in Attachment 2 (PDF format ) (Word format).   Selected Visiting Program areas may be allocated to Resident or Cooperative Programs for interim use if approved space requests can not be met, or to allow units to renovate their space.  In these cases there must be an accompanying timetable for vacating the interim space.  OSU faculty from Corvallis who use HMSC facilities on a regular basis (e.g., for courses taught in a single term annually) will be assigned to Visiting Program space. 

2.  Visiting Program Space

It is the charge of the HMSC Director and Leadership team to preserve and maintain enough Visiting Program space for HMSC to fulfill its mission to provide hands-on educational and research opportunities to the marine science leaders of tomorrow and to effectively communicate marine science to the public.  The primary issues for space that is designated for Visiting Programs are renovation and scheduling.  Renovation grants should be pursued by the Director of the HMSC through the OSU budget process for instructional space, and building use credits. Scheduling guidelines for all forms of Visiting Program space including seawater tanks need to be compiled in a single written document and made accessible with a scheduling request form online. The request form appears at the end of this report (Attachment 3) (PDF format ) (Word format ). There is no need for each type of usage (e.g., meeting rooms, classrooms, teaching labs, offices, etc) to have a separate policy and process.  However, there is a need for separate decision making processes. The following outlines these for each usage.

Meeting rooms:  Scheduling is handled by the Director’s office administrative assistant.  Requests are made by email, phone, in person or by an existing form. The process is a first come first serve basis with no apparent priority unless there is a conflict. When there is a conflict of use, the Director decides.  An online document stating guidelines, a fee structure and request form for all types of Visiting Program space including meeting rooms is currently in preparation. Meeting room assignments will be made only after an online request, on a first come first serve basis, but room selection will be based on the meeting purpose, duration and group size.Allocation decisions are made as above. Changes to scheduled meeting rooms must be with at least 24 hour notice.

Classrooms:  Scheduling is handled by the Director’s office administrative assistant. Requests are made through an online form.  Youth programs are scheduled by a Sea Grant Administrative Assistant.  Resident Programs have use and priority scheduling for some of the rooms.  All other programs are first come first serve.  The current form is being reviewed and modified to address all Visiting Program space, and policies and fees, and will be posted online. Priority scheduling of classrooms will be for instruction offered on a regular basis and according to class size. Resident Programs should not have exclusive use of a block of rooms or a block of time during peak use times (i.e., Spring school visits or summer undergraduate courses).  Scheduling will continue to be handled as above.

Library carrels:  Requests are made in writing to Librarian.Assignment of carrels is at the discretion of the Librarian.Policy and use guidelines exist. See Attachment 4 (PDF format ) (Word format ).  An online version of these policies is being developed.  Carrel requests will be incorporated into the single Visiting Program Request form.

Visiting Scientist Labs, Seawater Tanks and Offices: Requests are made online and reviewed by the Director or his assignee who makes a recommendation.  Schedules, forms, and reporting on this use is by HMSC facilities.

Housing: A request Form exists online. Requests are made to the Housing coordinator. Assignments are at the discretion of the Housing coordinator (and the HMSC director in the event of conflicts).  The policies and guidelines will be incorporated into the comprehensive online document for all Visiting Program space.  The housing coordinator will continue to review and make decisions on housing requests in consultation with the HMSC Academic Programs Coordinator. 

Common Use Areas:  These spaces are different from temporary assignable space and are areas used freely by staff and students for no specific activity. The staff lounge, courtyard, and library are examples of common use areas. These areas however can be temporarily scheduled for specific uses such as meetings, events or programs.

Reporting, Assessing and Planning for Future Space Needs

Addressing space needs and improvements is an on-going process that warrants a continuing role for a Space Policy and Allocation Committee at the HMSC. The SPAC will evaluate an annual space inventory and “needs assessment” to help inform the HMSC leadership of upcoming space demands and other planning efforts. Under-utilized or substandard space should be identified during the annual inventory, following a standardized reporting format on space utilization and requirements (Attachment 5) (PDF format ) (Word format ). The chairperson of the SPAC should take part in HMSC Master planning meetings and report to the HMSC Director at least twice a year. 

SPAC Membership

The SPAC will include members from the major OSU groups, including CIMRS, COMES, Sea Grant, Marine Mammal Institute, Guin Library, COAS, HsO, and appropriate members from the HMSC Director’s office (presently the Facilities Manager and the Program Manager).  It is intended that members not be at the director level, rather at the staff level. As needed, the HMSC Academic Program Coordinator, Housing Coordinator and Director’s Office Administrative Assistant will be available for discussions with SPAC members.