Policies

Office Space Utilization Policy

Policy Purpose

Space is a limited College resource that must be managed responsibly and in a way that promotes the advancement of the College’s mission and strategic priorities. The purpose of this policy is to provide principles and guidelines to consider when planning, allocating, and utilizing office space on campus.

Persons Affected

Faculty, Staff, Related Entities

Policy Statement

All Farmingdale State College facilities are the property of the State University of New York. The President has overall responsibility for the equitable and optimal use of space and has final decision-making authority for the planning, allocation, assignment and reassignment of spaces based on the College’s operational needs and strategic priorities. The President may choose to delegate this authority to other College administrators.

The Director of Capital Projects and Construction is responsible for the campus' space management program, which includes maintaining and updating the College’s space allocation records. This role also assists the President or designee with the review, planning, assignment and coordination of new and existing space allocations and serves as a resource to functional units in assigning allocated space.

Functional units must consult with the Director of Capital Projects and Construction prior to making any changes to office layouts. This includes, but is not limited to, adding panels or furniture to create or divide spaces.

Allocation of Space

Principal considerations for the use of any building space will be the original intent, current function and the sources of funds originally used to create or renovate the space. Codes, regulations, and local College policies governing the availability of lavatory facilities, safety, handicapped accessibility, energy conservation, heating, ventilation, and environmental concerns will be considered when developing and allocating space. Allocations of new and existing space within a unit’s overall allocation will ultimately be based on many factors, including overall building context, adjacencies, design features unique to the structure, and individual unit functions.

Office space allocations will be based on recommendations in the SUNY Facility Programming Standards, the Facilities Master Plan, and the current five year Capital Plan. Although the College will use the recommendations in the SUNY Facility Programming Standards as a guide when assigning space, there may be instances in which the College chooses to allocate space differently than the guidelines suggest to meet campus needs and/or address space limitations.

Office space is College property that will be allocated to a given functional unit, as available, in a manner that best advances strategic priorities. Functional units do not own the space that has been allocated to it. Space allocations are regularly evaluated and may be reevaluated during periods of change such as a reorganization or program expansion or disbandment. The President or designee may reallocate space and modify a functional unit’s space allocation to meet operational needs and strategic priorities or to utilize the space more efficiently.

College space should not be assigned to outside organizations. Any use of College facilities by third parties must follow Use of Facilities guidelines and procedures.

Office Space

Functional units will be responsible for assigning its allocated office space to faculty and staff in accordance with the SUNY Facility Programming Standards and this policy.

Some fundamental elements functional units must consider when assigning office space include need, availability, and suitability of the intended use. Functional units should deploy and use office space efficiently to maximize functionality and to best serve programmatic and strategic priorities.

All faculty and staff will be provided with a working environment suitable for the type of work they perform. Faculty and staff participating in alternate work arrangements in accordance with the Alternate Work Arrangements Policy, or those who do not have a full-time presence on campus, will be considered for shared and open office spaces and/or other space utilization strategies.

Office Types

In accordance with the SUNY Facility Programming Standards, functional units can assign the following office space types from its allocated space:

1. Private Offices – these offices typically have one primary occupant and generally have hard walls that extend from floor to ceiling.
2. Shared Office Space – these spaces typically meet the needs of up to four individuals. If available, functional units should provide access to a location in which private meetings with students, colleagues, and staff can be held by those with shared office spaces.
3. Open Office Space – these spaces are designed to meet the needs of five or more individuals and/or to serve the reception needs of a functional unit. These spaces are commonly identified as suites. Suites may contain other functions besides individual desk space, such as a reception area, conference and meeting rooms, and office service space (mail, break areas, copier and equipment space, supply and file storage space, student desks etc.).

Shared office and/or open office spaces are encouraged whenever possible as they are a more efficient use of the campus’ limited space. The need for open and/or shared office space versus private office space will be closely evaluated by the College when allocating, assigning, and reassigning space.

Space Utilization Strategies

Below are strategies functional units should use to maximize the use of College space and resources:

1. Hoteling - Hoteling is a method of office management in which workers schedule their use of workspaces such as desks, cubicles, and offices. This strategy is ideal for faculty and staff participating in alternate work arrangements or those who do not have a full-time presence on campus.
2. Shared workstations - workstations that can be shared by individuals who require the same equipment, perform the same role, or require a limited time at the workstation (i.e. police officers sharing a dispatch workstation).
3. Conference rooms and office service spaces are encouraged to be shared among multiple functional units whenever possible.
4. To optimize space utilization, long-term storage (items not requiring regular access) may be stored outside of the functional unit’s working area.
5. When offices are left unoccupied for significant periods of time, due to sabbaticals, remote work, other leaves, or changing workspace requirements, units should consider other uses for these spaces, especially to relieve space pressures or to provide for small group meeting space.

Construction

For renovations and new construction projects, project coordinators in the Office of Capital Planning and Construction and the applicable functional units will refer to this policy and the SUNY Facility Programming Standards when working with project stakeholders and architects during the design phase. Discussion and decisions regarding the type(s) of space to provide should occur before project program development. For renovations of existing space, building constraints may require adaptation of the SUNY standards. Exceptions to the SUNY Facility Programming Standards, for whatever reason, will require approval through the project approval process.

Related Documents

SUNY Facility Programming Standards

Alternate Work Arrangements Policy

Use of Facilities

Project Initiation Policy

Responsible Office

Capital Projects and Construction

Policy History

Approval Date: 4.25.2023