For PDF (1MB) of entire HMSC Space Policy and Assignment document, click here.
The Space Allocation Process
| 1. Requesting New Resident or Cooperative Program Space |
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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; 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. |
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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 |
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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 HMSC Office Space Policy. HMSC provides desk space for resident graduate students; visiting graduate students are accommodated as space is available. See Graduate Student Office Policy. 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. Space use at the HMSC entails computing and IT support, including network access via cabled or wireless connections, University-wide software access, and hardware and software support. As a University-wide Center, the HMSC lacks central funding for computer support and operates its Computer Services through FTE-based charges which are incurred by all members of the OSU community using the HMSC. In keeping with HMSC policies on IT support, assignment of OSU personnel to office or laboratory space at the HMSC is made under the condition that personnel in those spaces will be subject to IT support costs agreed upon annually by the HMSC IT Committee. |
| 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: Visiting Program Space Request Form. 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. |
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Meeting rooms: Scheduling is handled by the Director’s office administrative assistant. Room requests are made by submitting an online room request form. Links to the request form and the HMSC meeting rooms information pages are below. Once requested, meeting room assignments will be made on a first come first serve basis, but room selection will be based on the meeting purpose, duration and group size. When there is a conflict of use, the Director decides. Changes to confirmed meeting rooms reservations must be with at least 24 hour notice. HMSC meeting rooms info pages Meeting rooms online request form |
| 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 (Guin Library Carrel Policy). 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. |
| 3. Storage space |
| In order to maintain a clean, orderly, and safe place for people to work or visit, there are rules for storage that is outside a program or department's assigned space. These rules are contained in the HMSC Storage Policy (HMSC Storage Policy for Building and Grounds). |
| 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 (Annual Space Use Report Form). 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. |
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Original Committee Membership: Clare Reimers (Chair), Susan Gilmont, Michael Banks, Jon Luke, Marc Johnson, Bruce Mate, Jessica Waddell, Ken Hall, Randy Walker |