Resource Planning Task Force March 21, 2014 SPACE

University Space Admin Dept. Established October 2010 Staff: Terri Chanyungco, Director Yanping Cui, Coordinator

University Space Admin Dept. KEY RESPONSIBILITIES Strategic space planning to ensure KPU’s operational/strategic objectives are met Develop space plans, policies, procedures standards, benchmarks Identification of logistics and implications of space usage Allocation of academic and non-academic space

University Space Admin Dept. REPORTS TO: VPA and Provost – Sal Ferreras Recognizes academic programs as institutional priority and key driver of space use

University Space Admin Dept. LIAISON  PUE  Facilities  IET  SEM  IAP  Finance

External Space Issues Rapidly changing labour market Difficult to forecast skills that will be required Creates uncertainty re types of space required Requires post-sec’s to adapt programs quickly Changes in student demographics Changes in pedagogy and technology Will drive how and when space is used

External Space Issues Declining government funding Precludes construction of new space Limits renovations of existing space and furniture and technology upgrades ie. do the same or more with existing space

Internal Space Issues Current space is outdated, inflexible Expensive and time consuming to renovate Focussed on where we were, not where we are going Teaching space (12%) is either completely generic or specific purpose (20%) Very little inter-disciplinary space Specific purpose space is less efficient than generic

Internal Space Issues Pressures: Use of space is crammed into certain hours of week, Fall and Spring semesters Almost all teaching and working is on site Not all space is centrally scheduled Limited non-teaching space for students Growing academic and research programs Growing community engagement activities

Internal Space Issues Human Factors: Silos within silos Pervasive attitudes of ownership and entitlement Emotional attachment to space People prepared to fight for “their” space Fear/resistance to change Need for storage mistaken as need for space

Internal Space Issues Space administration: Lack of formal policy and procedure Crisis allocation based on most pressing priority Poor space-related communication - People don’t know how space decisions made Space related information is housed in multiple depts: - OREG, HR, IET, IAP, Facilities, ORS, Space Admin, Faculties, etc.

Space Ideals Flexible space, furniture, technology Flexible, dynamic foundation to position KPU to be responsive to a broad range of opportunities Quickly accommodate new/evolving programs/initiatives Flexibly accommodate new pedagogies, changing office needs Space aligned with functional requirements, not historical practice

Space Ideals Interdisciplinary Space Space that can support multiple activities - Teaching, research, community engagement Fosters innovation, creativity, collaboration Allows quick response to new opportunities at lower cost

Space Ideals Culture of Space Stewardship Foster a culture of space caring, sharing, preservation, protection Everyone feels responsible for ensuring that KPU’s space is used efficiently Use of space aligned with KPU’s priorities Open, transparent processes reduce rumor, misinformation, distrust

Recommendations Formalize planning, processes, decision making Articulate institutional space expectations, plans for teaching, research, offices, other space Formalize policy, procedure, standards, benchmarks Equitable, consistent, efficient decision making, processes, conflict resolution Space Committee to be a forum for space issues

Recommendations Integrated Space Database Connect the 3 legs of the resource stool: - Budget, HR, Space Robust information re: - Amount/composition of space - Space utilization Supports: - Informed, impartial decision making - Planning, forecasting - Cost/benefit analysis

Recommendations Space Communications Plan 2 way communications with all levels of KPU Increase awareness of space issues Formal method of collecting input on key issues, new policies, procedures Facilitate cultural change

SUMMARY * Spread use of space more evenly over full operating hours * Create flexible, interdisciplinary space to quickly respond to opportunities *Formalize space policy and procedure *Foster a culture of space stewardship * Communicate, communicate, communicate