1. UCLA Procedure 880.1 , Requests for Additional Space or Modifications to Existing Space, 4/28/99;
2. UCLA Procedure 880.2 , Requests for Off-Campus Real Property Leasing, 1/1/99.

II. STATEMENT

The campus's physical facilities, like its personnel, funds, and equipment, are resources that must be managed, maintained, and controlled in accordance with certain rules and regulations and in a manner which contributes most toward fulfilling the University's mission. Space is allocated on the basis of programmatic need and academic priorities, and may be reallocated if those needs or priorities change. This policy sets forth space management responsibilities, describes factors to be considered in the analysis of new space requests, and specifies certain space inventory reporting requirements.

II. RESPONSIBILITIES

Ownership of all UCLA facilities, regardless of the original source of construction or acquisition funds, rests with The Regents. The allocation or assignment of space does not constitute transfer of ownership to space and such ownership transfer is not to be inferred.

Responsibility for the assignment or allocation of all UCLA space, including off-campus leased space, rests ultimately with the Chancellor. The Chancellor has delegated this authority on a day-to-day basis to the Executive Vice Chancellor. The Chancellor or the Executive Vice Chancellor has further delegated this authority to the following Campus Officers, who may further delegate the authority to units reporting to them:

• Overall responsibility for the assignment or allocation of space to support instruction and research, organized research that falls within a School or College, academic support, academic administration, the hospital and libraries has been delegated to the Executive Vice Chancellor. Authority over such space is generally redelegated to the provosts and deans.

• Responsibility for the assignment or allocation of space to support administrative units, including campus housing and parking, has been delegated to the Administrative Vice Chancellor.

• Responsibility for the assignment or allocation of space to support student services, student development and life, and recreation has been delegated to the Vice Chancellor of Student Affairs.

• Responsibility for the assignment or allocation of space to support development, alumni services, and external relations has been delegated to the Vice Chancellor of External Affairs.

Campus Officers may assign or reassign space under their jurisdiction to units reporting to them and, in turn, unit heads may reassign space to subunits. In order to maintain flexibility in the allocation of space and to be able to respond to change, the Executive Vice Chancellor or Chancellor may reassign space previously assigned to Campus Officers.

Reassignments between Campus Officers require review by the Administrative Vice Chancellor of the reason for such reassignment and the approval of the Executive Vice Chancellor or Chancellor. Reassignments from one unit or subunit to another unit or subunit reporting to the same Campus Officer do not require approval, but must be reported to Space Inventory Services for space inventory purposes.

Campus Officers and unit heads who have been delegated authority over space assigned to them are responsible for effective and efficient management of that space just as they are also responsible for the management of fiscal and staff resources. Specific responsibilities for the management of space include: the assignment of space; the resolution of space problems; verification that space is being used for the purpose specified; and prompt reporting of changes in assignment, use, or configuration of space.

To meet University requirements for maintaining accurate space inventory records, including room-type categories and utilization, all reassignments of space or changes in function must be reported to the Space Inventory Services unit of the Administrative Services division, which provides staff assistance for this function.

Campus Officers who have been delegated authority over space assigned to them will identify individuals within units assigned to them to coordinate with Space Inventory Services in reporting space inventory changes, verifying the accuracy of data in the inventory, and assisting with periodic on-site surveys of the space.

Space needs and associated costs should be considered along with the need for all other resources in developing resource requests and proposals for new programs or changes in existing programs. Requests for new space are reviewed by the Capital Planning staff of Capital Programs or the Real Estate staff of Business & Financial Services as appropriate, and approved by the Chancellor. Technical assistance in the analysis of space needs is provided by Capital Programs.

Space needs are analyzed in the context of the following criteria:

• Campus-wide priorities, applicable long range space plans, and the UCLA Long Range Development Plan;

• Program type (for example, instructional or non-instructional),

• Type of space required (for example, office, storage, or laboratory);

• Whether the space need is temporary or permanent;

• Fund source to modify or maintain the space;

• Adjacency factors and the need for contiguous space, support facilities, or access to campus operations.

Final resolution of requests for new space may be in the form of reassignment, exchange, or improvement of existing space, the development of new space, or the acquisition of off-campus leased space.

Approval of additional space alone does not guarantee that the associated funds will be provided. Accordingly, space planning must be integrated with other resource planning. In addition, space planning decisions may involve complicated move sequences, alterations, and considerations such as limitations on when moves can occur to minimize programmatic disruption. Thus, it is essential that space needs be planned for as far in advance as possible.

Detailed procedures for requesting additions or modifications to space or off-campus leased space are contained in the UCLA Procedures 880.1 and 880.2, respectively.