Professional Support for University Management

Space

 

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AIMS can assist institutions with space management, as increasingly important topic. AIMS has been involved for many years in the introduction and use of computerised systems to manage teaching space, but teaching space accounts for less than a quarter of the gross internal space of UK universities.

Space and services are the highest cost area after salaries. The academic plan should lead to the business case for space, so an understanding of current and future needs, current use and utilisation is essential. Future requirements must be identified and standards established. Some institutions have space norms and standards: if departments want better provision, they pay extra maintenance charges. Those who have introduced it have said that space charging is very beneficial.

There are opposing requirements of space flexibility and specialisation. Institutions need space inventories and a culture of “highest and best use” – matching room features to actual usage as far as possible.

According to the Director of Estates of a UK institution where significant progress has been made, the requirements for effective space management include:

  • “Buy-in” by the Senior Management Team;

  • published guidelines for space management;

  • a space database that departments can update;

  • space performance indicators (eg for research, income per sq metre, with different benchmarks for different disciplines);

  • recognising the importance of social space for research;

  • senior academics acting as “space champions” in each faculty;

  • the management of the estate incorporated in the business plan;

  • planned renewal, demolition and disposal of buildings;

  • an annual room-use audit.

The development of a 24/7 culture, a faster pace with more government initiatives and less lead time, could mean reappraisal of how space is used. Widening participation could create under-utilisation. More students living at home might reduce the need for residences (perhaps offset by the increasing rents charged by private landlords). There are transport issues (parking etc), expectations of better quality with fees, and the effects of E-learning and IT, linked to globalisation.

 

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