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Physical Space Management Policy
| Applies to: | Original Policy Date: | Date of Last Review: | Approved by: |
|---|---|---|---|
| Students, faculty, staff, tenant | 09.01.2026 | Dr. John Nicklow, President |
Policy Owner: Facilities Operations
Policy Purpose
Florida Institute of Technology ("the University") is committed to the effective management of its physical space. This Policy provides a consistent process for requesting, allocating, and managing University-owned, leased, or otherwise controlled space. By providing clear guidelines, the Policy supports the safe, efficient, and mission-focused use of university resources.
Policy Scope
This Policy applies to all University employees, students, affiliates, tenants, and other authorized users of university-controlled space. This Policy applies to all physical spaces under the University's control, unless expressly exempted by another university policy or procedure.
Residential facilities are managed by the University Housing Office, which considers and is guided by this Policy.
Policy Statement
University space is an institutional resource and is not owned by departments. All requests for the allocation of physical space shall be made through the Department of Facility Operations ("Facilities Operations"). The Physical Space Allocation Committee, established by Facilities Operations, is responsible for reviewing and evaluating requests and approving routine space assignments.
The Chief Financial Officer/Vice President for Administration and Finance shall provide oversight of the University's physical space management program and may review requests involving significant financial impact, capital expenditures, strategic resource allocation, or operational implications prior to final approval.
Requests involving significant strategic implications, material financial impact, capital expenditures, institutional priorities, regulatory considerations, or cross-divisional impacts will be elevated to the President for final review and approval. The President retains ultimate authority over the allocation, reassignment, consolidation, repurposing, or reclamation of University-controlled space.
Centralized review of space requests helps ensure that the University's facilities are allocated fairly, utilized efficiently, and aligned with the University's mission. The University will conduct regular evaluation of space utilization to support effective operations, optimize resource allocation, and ensure continued alignment with institutional needs. The University reserves the right to reassign, repurpose, consolidate, or reclaim any University-controlled space to meet institutional needs.
Procedures/Guidelines
Requests for Physical Space
University departments and personnel seeking space assignment or relocation shall submit a completed Physical Space Allocation Request Form through Facilities Operations' website (located at: University Physical Space Allocation | Florida Tech). All requests will be reviewed by the Physical Space Allocation Committee, which will consult with the appropriate University leadership, as necessary. University departments and personnel may not relocate spaces until and unless the request is formally approved by the Committee.
Physical Space Allocation Committee
The Physical Space Allocation Committee shall review and evaluate requests for new space assignments, reassignments, relocations, and significant changes in space utilization. The Committee shall make decisions regarding routine space requests and recommendations regarding requests requiring executive review.
Facilities Operations shall maintain and administer the Committee's operating procedures, membership composition, evaluation criteria, and meeting processes. Requests involving significant budgetary commitments, capital expenditures, lease obligations, significant renovation costs, or material operating cost impacts may be referred to the Chief Financial Officer/Vice President for Administration and Finance for review and recommendation prior to executive action.
Committee membership shall include representatives from key operational and academic units, as determined by University leadership.
The Committee shall consider factors including, but not limited to:
- Current and projected utilization;
- Alignment with the University's strategic objectives;
- Operational efficiency;
- Financial impact;
- Regulatory and safety considerations;
- Availability of suitable alternative space; and
- Institutional priorities.
Managing Assigned Spaces
University departments are approved to utilize their assigned space to the best of their ability; however, only the Physical Space Allocation Committee is authorized to decommission or revise spaces. No department or individual may renovate, alter, repurpose, construct, paint, install fixtures within, or otherwise modify University space without prior approval from Facilities Operations and any other required University office. All requests for relocation, even within departmental units, must be submitted for review and approval as outlined above. Only Facilities Operations, due to the labor-intensive nature and safety hazards, are approved to relocate or move materials, furniture, etc.
Departments shall not require individuals to move heavy materials or equipment that may create a safety risk. Facilities Operations shall coordinate relocations requiring specialized equipment, training, or personnel. Facilities personnel or hired third party vendors specializing in relocation of materials, who are trained in OSHA guidelines, will handle heavy lifting to prevent injuries and ensure compliance.
When vacating a space, the department currently assigned to that space is responsible for ensuring it is clean and free of items, excluding furniture. All academic materials and office supplies must be cleared, and excess furniture removal should be requested through the Facilities Operations' website. E-waste, including computers, must be disposed of in accordance with the University's Asset Policy. Servers or other technical equipment shall be disposed of with the support of Information Technology. Large-scale equipment removal shall involve direction or support from Facility Operations.
Financial Responsibility
Departments requesting space modifications, relocations, renovations, reconfigurations, or special accommodations may be responsible for all or a portion of the associated costs, including planning, construction, furniture relocation, equipment relocation, technology infrastructure modifications, and vendor services, unless otherwise approved through the University's budgeting or capital approval processes.
Approval of a space request does not constitute approval of funding for associated project costs. Funding approvals shall be obtained through the appropriate University financial and budgetary processes.
Labs
Only Facilities Operations is permitted to support the modification of spaces in laboratories. Changes in laboratory requirements will be reviewed with the Department of Environmental Health and Safety to ensure compliance with all applicable federal and state regulations. Support by lab managers will be sought after by Facilities Operations as needed. All requests for lab reassignments or assignments shall be processed through Facilities Operations' website.
Quality Control in Physical Space Management
Facilities Operations may conduct routine or special evaluations of physical space utilization independently or at the direction of the Physical Space Allocation Committee. Such evaluations may include physical inspections, occupancy reviews, utilization studies, scheduling analyses, and other measures deemed necessary to assess the effectiveness and efficiency of space usage.
All such audits will include physical inspection, utilization data analysis, and assessments of how well spaces meet user requirements and whether they meet established standards of cleanliness, safety, functionality, and state and federal regulatory compliance laws. Departments shall support audits by maintaining current rosters of space assignments and maintaining accurate location records in Workday.
Spaces that are significantly underutilized or inefficiently used will be identified for potential reassignment or repurposing to better meet the University's needs. Conference rooms or other shared space may be subject to periodic usage audits and may require reservation to facilitate data collection and shared resource management. Facilities Operations may reclaim abandoned or misused spaces. If a space is identified as abandoned, the responsible department will be notified and if no action is taken within the University-designated timeline, Facilities Operations will clear the space and dispose of materials.
Facilities Operations shall maintain records concerning space assignments, utilization trends, occupancy data, and significant allocation decisions. Periodic reports may be provided to University leadership to support strategic planning, capital investment decisions, operational efficiency initiatives, and institutional resource management.
Appeals
Departments seeking reconsideration of a Physical Space Allocation Committee decision may submit a written appeal through Facilities Operations within fifteen (15) business days of receiving the decision. Appeals shall identify the basis for reconsideration and any information not previously considered during the initial review. The President's determination regarding appealed decisions shall be final.
OSHA Compliance for University Work Areas
The University must comply with OSHA standards to ensure all spaces—offices, labs, workshops, classrooms, and storage—are safe, accessible, and conducive to productivity. This includes, but is not limited to, adherence to regulations on ergonomics, electrical safety, chemical storage, general storage, and emergency preparedness. Spaces will be assessed for proper use, avoiding excessive clutter, overcrowding, or hazardous conditions.
Definitions
Abandoned Space: University-controlled space that, based on documented utilization reviews, physical inspections, scheduling records, access data, or departmental consultation, is determined by Facilities Operations to have not been actively used for its assigned purpose for a period sufficient to indicate the space is no longer needed by the assigned department. Facilities Operations shall provide notice to the assigned department before reclaiming or reassigning such space.
Physical Space: Buildings, rooms, laboratories, classrooms, offices, storage areas, and other premises owned, leased, or controlled by the University.
Compliance Reference
Occupational Safety and Health Administration (OSHA) regulations for work area safety are found in the Code of Federal Regulations (CFR) Title 29, 1910.
Noncapital & Capital Asset Policies
Responsibilities
Chief Financial Officer/Vice President for Administration and Finance: Responsible for oversight of the University's physical space allocation program, ensuring alignment with institutional priorities, financial stewardship, capital planning, and resource optimization. The Chief Financial Officer may review significant space allocation, renovation, relocation, leasing, and capital investment decisions and provide recommendations to the President regarding matters with substantial financial or strategic impact.
Facilities Operations: Responsible for implementation and enforcement of this Policy; administration of the Physical Space Allocation Committee; review and processing of space requests; management of utilization assessments; coordination of relocations; maintenance of space records; and ensuring compliance with applicable University policies, procedures, and regulatory requirements.
University Events and Protocols: For event physical space coordination, contact UEP.
Physical Space Allocation Committee: Responsible for reviewing and evaluating space requests, assessing utilization data, applying established allocation criteria, approving routine space assignments, and recommending significant space decisions for executive review when appropriate.
Environmental Health and Safety: Responsible for reviewing requests involving laboratories, hazardous materials, regulated activities, or other specialized environments to ensure compliance with applicable health, safety, and environmental requirements.
Information Technology: Responsible for coordinating technology-related aspects of approved relocations, including network infrastructure, telecommunications, technology equipment, technology asset management, and disposition of technology assets in accordance with University policy.
University Departments: Responsible for maintaining accurate records regarding assigned spaces, cooperating with utilization reviews, ensuring appropriate use of assigned spaces, and complying with all requirements established under this Policy.
Enforcement
Failure to comply with this Policy, including unauthorized relocation, reassignment, modification, occupancy, or use of University-controlled space, may result in corrective action by the University. Corrective actions may include denial of future space requests, reassignment or removal of allocated space, restoration of space to its approved condition at the responsible department's expense, loss of space privileges, disciplinary action, termination of affiliation, or other action deemed appropriate by the University.
Facilities Operations is responsible for identifying and documenting violations of this Policy and may coordinate corrective actions with the Physical Space Allocation Committee, the Chief Financial Officer, Human Resources, Student Affairs, Environmental Health and Safety, Information Technology, or other appropriate University offices, as applicable.
Nothing in this Policy limits the authority of the President to make final determinations regarding the allocation, reassignment, repurposing, or reclamation of University-controlled space.