Research Space Management

   Policy           Assessment Timeline            2010 Space Statistics          Previous Presentations

Definitions:
" $NASF " as the primary indicator for assessment of utilization of laboratory research space. $NASF is calculated from the following information:

" $ " Refers to direct research expenditures for a fiscal year from extramural research funds (Coded 304xxxxxxx in SAP) within functional areas 210, and 220.  It does not take into account other funds such as unspent direct costs, cost share, indirect costs, and subcontracts outside UK.  Other examples not taken into account are training grants, and fellowships or other extramural funds for functional areas like instruction, public service, academic support, and student services.  Note: The entire list of functional areas is listed in the business procedure manual section E-17-16.  

" NASF " is research and research support space from eBARs (coded 225, 250, 255).  The academic unit is asked to define areas as “wet” or “dry” labs.  The Department/Center is responsible for updating this database and the accuracy of this information.

Research Space Policy:
The COM will conduct an annual survey of all research associated space (laboratory, offices, and conference rooms). Space will be allocated to each Department/Center by the Dean’s office. Departments/Centers will be charged with allocating this space in a process that is appropriate to their faculty needs. Research space allocated to a faculty member who departs the unit will automatically revert to the Dean’s office. Re-allocation will be based on demonstrated need. Departments/Centers are expected to verify all data prior to the Dean’s office annual research space assessment.
    For Departments/Centers that are deemed to be using space appropriately, the Dean’s office will only initiate further discussion if space requirements change during the fiscal year.
    For Departments/Centers that are not deemed to be using space appropriately, the Dean’s office will determine what space is not being used productively and the unit leader will be required to submit a plan within 2 weeks of receiving notification. The plan should detail a strategic reallocation of space to faculty within the unit if such reallocation is substantiated. Alternately, the unit leader can provide a detailed explanation to justify the current allocation. The Dean’s office will assess this justification based on the criteria listed in Table 1. The Chair/Center Director’s failure to be involved in the space allocation process will result in direct management of the academic unit’s space by the Dean’s office.

Basis for Space Allocation (Table 1):

Timeline for Research Space Assessment:
August - COM will collate FY research expenses and space survey.   Office and conference room allocation data will be included, but not used in calculation of $NASF.
September 1st - Data will be sent to Chairs/Directors and Administrators for verification.
Mid-September - Deadline for return of corrections.
October - Data presented at COC.
Mid October - Letters from COM sent to Chairs/Directors with research space strategy. 

Research Space Statistics (represented per square foot; 2010 data):
Total research space - 253,000
Total wet lab research space - 214,601
Total dry research space - 14,790

Presentations on Research space management at College of Medicine Council of Chairs, and General Faculty Meetings:
COC:  September 2010 (powerpoint), June 2009 (powerpoint)
Faculty meeting:  May 17, 2010 (powerpoint), April 28, 2011.