Department Space Management Policy

Department Principles for the Management of Space

Space is a critical, valuable and limited resource.  It is our collective responsibility to manage and steward it well, in support of excellence in teaching, research and public service. Space is assigned based on the principles of highest and best use of that space. Department space assignment is a dynamic endeavor, as the highest and best use of space will change as the needs of the department change. Therefore, all assignments are temporary: space is not owned by any person.

The management of department space, including the reallocation and reassignment of space, will be guided by the following principles:

  • Core department space should be used for functions that serve or directly involve students, faculty, or staff.
    • Programs and activities directly related to education and research, including activities that enhance the student experience, will be given priority.
    • Space requests that provide evidence of good space usage efficiency and that demonstrate programmatic need will receive greater consideration.
    • Space occupancy by people focusing on academics or serving students will be prioritized over other uses.

Policy on Allocating Office Space to Emeritus Professors

The department recognizes the significant value and contributions of emeritus professors and intends to support emeritus professors in their ongoing scholarly and professional activity. However, the increase in enrollment and concomitant addition of faculty positions have added to the intense pressure on department space. In current circumstances, new faculty members require space that is sometimes held by emeritus professors. This Policy on Allocating Office Space to Emeritus Professors is intended provide clear criteria for departmental decisions on office space allocation to emeritus professors.

  1. Introduction

The highest priorities for space in academic departments are offices for regular faculty, research laboratories, and offices for staff, graduate students & researchers, etc.  Space is also used for computer rooms, departmental shops, and other special uses that support particular departmental needs. Of necessity, the assignment of space to emeritus professors is discretionary, and it should not adversely affect the quantity or quality of space provided for regular faculty members or other key departmental activities.

The department chair is responsible for the equitable distribution and optimal use of space for academic programs. They must evaluate space assignments to emeritus professors in comparison with alternative uses and determine priorities within available resources. All assignments of space to emeritus professors should be evaluated annually. The department space assignment committee will similarly evaluate such assignments when considering reassignments.

  1. Policy

As a department standard, emeritus faculty may occupy a shared office on campus when they are actively engaged in substantial ongoing work that serves the department. Eligible work that could justify the need for office space is as follows:

  1. Teaching  -  Teaching of undergraduate or graduate courses that requires the emeritus professor to hold regular office hours for students
  2. Research -  Research primarily involving UCSC students that involves regular meetings on campus with these students
  3. Publication -  Where the on-campus location is essential for the emeritus professor to continue to be productive in the publication of archival research reports and monographs
  4. Service -  Frequent active involvement in service to the campus community through participation in departmental, college, or university committees or other university activities

The assignment of a private office to an emeritus professor should be considered an exception to policy and should be based on a level of activity comparable to that of a full-time faculty member. Such an office should not exceed the size of a typical faculty office in the department.

It is expected that an emeritus professor should be offered continued use of his or her office for one year after retirement. Thereafter, emeriti faculty desiring departmental office space will be expected to move to a shared office.