Office of Governance and Secretariat

Space Planning

The Office of Governance & Secretariat is responsible for space planning at a strategic level.

The University's Space Planning Manager is Lynn Martin.

Space Audit


Each year we take a snapshot of our space allocation across the University. All Schools, Directors and other users of space within the University are asked to check, update and return the record of their space. In 2012/13, this is planned for December 2012.

All issued spreadsheets need to be returned with any amendments shown in red. It is required for the following purposes:

1) TRAC and FEC

As part of the space survey conducted once a year in August, each School's space is identified by type i.e. how its space is utilised over Teaching, Research and Other (Where "Other" means other income generating activity such as Consultancy, Industrial Testing or IP commercialisation work), to which the £ per square metre was applied

Whilst this may be easy for the majority of rooms, it maybe more complicated for others which are used for many different activities

To assist in the exercise please note the following points:

1) Where rooms are predominantly used for specific purposes, please ignore any trivial amounts of other usage .e.g. if less than 5%

2) For Academic staff offices, we can apply the Academic Time Survey data (for more information please follow this link to Finance). You only need to supply an analysis of room usage for academic faculty's offices where it is felt their overall time data will not be representative of the room usage. For example, if staff use their office primarily for Teaching, because most of their research is lab-based

Furthermore in order to meet TRAC compliance, and recognising that different types of space has different cost characteristics, all the university's space was identified between one of each of the following categories:

Low Cost, e.g. Store
Medium Cost, e.g. Office
High Cost, e.g. Laboratory
Very High cost, e.g. fully serviced laboratory
Cost weights were developed to reflect the relative usage of estates resource by each type of space, and a weighted £ per square metre of space calculated.

2) Resource Allocation Model (RAM) & Space Charges

One of the objectives of the RAM is to delegate resources to Schools and Departments (Budgetary Units). Therefore some resources formerly held centrally will be allocated through the RAM and some costs previously charged to central codes (such as external examiners costs, subscriptions and scholarships) will now become the responsibility of the Budgetary Units who must make a provision for these in their budgets.

The Space Costs in the RAM reflect the weighted area occupied by each department as identified in the Estates Department annual space survey.

This provides common information which is also used for Estates planning and Transparency review /FEC. Rooms are designated one of four weightings based on the type of space, recognising for example that laboratories cost relatively more than office space. This information is used to apportion indirect estates and capital costs.

These rates are not same as those used for the Transparency Review (TRAC) /FEC as the TRAC is one year in arrears and the cost pool is different

3) For Planning

(General space information - occupancy, square metres, room use & category). This information is used for assessing space allocations and for space planning.

4) For EMS

We are required to return EMS figures for all rooms and space data across the campus on a once yearly basis. Each individual room must be assigned a correct EMS code (refer to latest EMS data definition document in Documents and Policies).

5) As a basis for utility charges.

All recharges for utilities and service costs are calculated on the basis of space occupied within a building and will be coded to the cost code provided or as shown. Estates Finance do not make any revisions to space data once verified until the following year, unless there are space changes of over 100 square metres.