We are committed to providing exceptional facilities management across all UQ sites and campuses, in line with the University's teaching and research goals and strategic objectives.
UQ Space Planning and Management is part of the UQ Property and Facilities Division. Our main objective is to deliver physical planning and management of the University sites and spaces, including:
3. Space Allocation
The allocation and management of space utilisation at UQ follows the Use and Management of UQ Land, Buildings and Facilities Policy (7.10.01) approved by the Vice-Chancellor.
Review of space allocation process
The allocation of space follows five main steps:
- The client* completes the Space Request Form (XLSX, 7.1 MB).
- Once the Space Request Form is submitted, the Space Management team reviews its space, utilisation, and condition data. If the requested space relates to a large area the submission will need to be approved by the Director of Property and Facilities. If the space requested relates to the construction or refurbishment the submission might also need to be approved in a Capital Management Group (CMG) meeting.
- The client will then be either communicated of the result of the application or asked to provide incomplete or further information.
- If the space allocation is approved, the client will receive instruction of how to take ownership of it, including how to get access to the space with keys and/or swipe cards. If the allocation involves the relocation from one place to another, the Transitions Project Manager will be contacted to assist with the moving and recommended timelines of notification. Refer to information about auditing and validation for more information.
- Stakeholders from Property and Facilities will be advised of the proposed changes including: the space database (ARCHIBUS) will be updated and the Operations section (Cleaning and Security).
* In this case the client is the organisational unit that requests the space.
Space allocation principles
Principles for faculties/institutes
The allocation of workspaces for faculties/institutes should be based on the following principles:
- Academic Level C, Level D, Level E, Faculty / Institute Executives1 and direct reports to a member of the University Senior Executive Team (USET) are eligible for a cellular office. The allocation of a cellular office is not an absolute entitlement.
- Academic Level A and B will be provided with an appropriate shared office environment, which may vary depending upon the discipline or function of the staff.
- Emeritus Professors who remain research active or have a teaching load may be allocated an office if approved by the Provost.
- Faculty / Institute professional and technical staff (HEW 4-10) will be provided with an open planned or shared office environment.
- Casual / sessional and fractional appointments will be expected to share an office or workspace with other staff, including bookable desks or hot-desks and Adjunct staff will be provided with access to hot desks where required.
- For fixed-term appointments of six months or less, the allocation of individual office space will be at the discretion of the Head of School or the employee’s manager.
- For leave or off campus periods of four months or more, office / desk space may be reallocated to others. When staff are on leave, or assigned to another location, their space may be used by other staff at the discretion of the Head of School or the employee’s manager.
- Staff working in various locations that have an office in one location will be required to share space at other locations in a hot desk or similar arrangement.
- Higher Degree by Research (HDR) students will be provided with an open planned or shared office environment.
- an appropriate number of small meeting rooms booths or semi-private spaces will be provided for staff accommodated in shared or open-plan work areas to provide privacy for meetings, phone calls and activities requiring privacy.
Principles for non-faculties/institutes
The allocation of workspaces for non-faculty / institute, including those in central divisions should be based on the following principles:
- Only direct reports to a member of USET are eligible for a cellular office. Allocation of a cellular office is not an absolute entitlement. Individual allocation will be considered based on usable space availability, building configuration, services availability and discipline/function dependency. A request for a cellular office must be supported by a member of VCC.
- Professional staff (HEW 4-10) will be provided with an open planned or shared office environment, which may vary depending upon the discipline or function of the staff.
- Part-time and fractional appointments may be expected to share an office or workspace with other staff (e.g. ‘hoteling’ or hot-desking).
- Staff working in various locations that have an office in one location will be required to share space at other locations in a hot desk or similar arrangement.
Space utilisation targets guideline
The guideline for the amount of space to be allocated per faculty / institute academic and professional staff is:
| Category | Class/Level | Space type | Area square metre (office and ancilliary space) |
|---|---|---|---|
| Academic / Faculty / Institute Executive or direct report to a member of USET | Acadmic C, D and E | Cellular Office | 10–12 |
| Academic | A and B | Appropriate shared office environment discipline/function dependent | 7–8 |
| Professional and technical | HEW 4-10 | Open plan/shared office | 7–8 |
| Casual / sessional teaching focussed / transient staff | - | Hot desk | 4–5 |
| Space occupant | Space type | Area square metre (office and ancillary space) |
|---|---|---|
| Staff who are direct reports to a member of USET | Cellular Office | 10–12 |
| Professional staff | HEW 4-10 Discipline/function dependent | 7–8 |
| Casual / sessional staff / transient staff | Share workstation or Hot Desk | 5 |
| Teaching room type | Square metre per student |
|---|---|
| Lecture theatre | 1–1.5 |
| Seminar room | 1.5–2.0 |
| Collaborative teaching room | 2.5–2.75 |
| Computer lab | 2.0–2.5 |
| Laboratory | It depends on the nature of the research |
| Tutorial room | 2.0–2.5 |
Questions and feedback:
Space Management team
Property and Facilities
We can assist you with:
ARCHIBUS Accessing UQ space informationOffice relocations Requesting a space on campusAttending UQ space events and tours