Research and Laboratory Space Allocation

Research space includes wet and dry laboratories and other spaces used to carry out research activities. In the biological, engineering and physical sciences it often contains infrastructure for containment of biological or chemical species, and utilities and equipment necessary for scientific research activities. Research space also includes auxiliary spaces attached to these laboratories such as built-in storage or offices.

Research space does not include classroom laboratory space used to teach the lab sections of academic classes.

Although specific facilities may be predominately used by particular units or individuals, the University and Board of Governors are responsible for ensuring space is allocated appropriately among units.

Research space is an expensive and limited commodity with specialized infrastructure and safety requirements. Proper stewardship of this valuable University resource requires its use to be aligned for the maximum benefit to the University community and balanced with activities that defray its cost.

This procedure is intended to lay out criteria and ensure there is a fair and documented procedure for allocation and reallocation of research and laboratory space.

The committee consists of:

• The Provost and Senior Vice President for Academic Affairs (Chair)
• The Chief Financial Officer and Senior Vice President for Finance
• The Senior Vice President for Operations
• The Vice President for Research
• The Assistant Provost for Institutional Efficiency and Academic Analytics
• The Dean of the College of Arts and Media
• The Dean of the Lewis College of Business
• The Dean of the College of Education and Professional Development
• The Dean of the College of Engineering and Computer Sciences
• The Dean of the College of Health Professions
• The Dean of the College of Liberal Arts
• The Dean of the College of Science
• The Dean of the Joan C. Edwards School of Medicine
• The Dean of the School of Pharmacy
• A Faculty Senate Representative

The goal is to allow units to demonstrate the need for each space using a combination of multiple criteria. Different departments and disciplines will have flexibility in applying the metrics to allow for their specific characteristics. Because of this variety of justifications of space, the criteria are not ranked in priority order.

Flexibility will also be available to enable allocation of different types of space. For example, new space with specialized infrastructure and higher operating expense may require more intensive selection for occupancy because of cost and demand.

The Research Space Allocation Committee will keep University-wide Key Performance Indicators (KPIs) for research space to monitor effective space utilization. The Dean or VP of each unit will share this information with laboratory space user.

The procedure was reviewed in Summer and Fall 2022 and signed by President Smith in October 2022. The procedure will begin to be applied in Fall 2023.

The procedure includes a process for any changes in space. Non-tenure-track use of space will have an annual or biennial review, and tenure-track faculty research space may be assessed over a longer time scale.

Any requests to move from one space to another will be provided with suitable advance notice and scheduled to balance the new use of the space while avoiding unnecessary disruption to ongoing research.

University needs change over time, and experience with can reveal issues that require reconsideration. By setting a fixed date for review, the procedure ensures there is an opportunity to make these revisions. At the same time, there is a benefit from stability and predictability so researchers and administrators can plan for the near term. The date of October 2028 is intended to balance stability and keeping the procedure updated.