Office Space Allocation Guidelines

Office Space Allocation Guidelines

This document lists general guidelines for prioritized allocation of CWU office space. As a state fund supplemented institution, our first duty is the instruction of students. Where space allows, we accommodate functions that serve other university and community needs. Each request for space is considered on a case by case basis in the context of existing and projected future resource availability.

1. CWU tenured faculty and full-time staff are given first consideration for allocation of office space.
   
   Notes:
   • Where a faculty member is authorized extended leave such as sabbatical, illness, etc. it is common practice to reassign their office on a temporary basis to the person or persons performing their duties in their absence.
   • There are also cases where faculty or staff perform project specific, interim and/or multiple duties and require more than one office. These space allocations are considered based upon available resources.
   • This category includes faculty in "Phased Retirement".
   • Faculty assigned to an off-campus location, e.g. university center, field supervision, etc., may be doubled or tripled-up based upon the amount of time spent on campus.
   
   
2. Adjunct CWU Faculty, Graduate Assistants with teaching assignments and part time CWU staff are provided office space. It is expected that office space in this category will be doubled or tripled-up as this is not a full-time employment category. In some instances adjunct faculty with full-time loads will be required to share office space.
   
   
3. CWU operations relying partially or primarily on self-support funding sources such as Asia University America Program and Continuing Education are provided office space.
   
   
4. Grant Staff - Office space is provided on an "as-available" basis. Prior to submission of grants it is important to identify any match requirement for office space and confirm that appropriate space will be available for the time period anticipated in the grant. There are instances where office space is not impacted by a grant, as no additional staff will be hired. When additional space is required for a grant and not available for assignment on campus, it is necessary to identify a line item in the grant request to provide leased space off-campus. Grants for office space may include:
   
   1. Student service based grants such as Trio federally funded programs (Student Support Services) which are renewable and serve select groups of CWU students are considered ongoing functions in support of the university.
   2. Grants, which are research based, serve the local area or the region and provide internship or research assistantship positions for CWU students.
   
   In times when space is not readily available, it is expected that grant staff double or tripled-up in offices. Space allocated to grant programs may require repositioning from time to time in order to meet core academic functions for the university or to accommodate other grant programs. Grant submissions need to be written in a way that allows for potential changes in space allocation.
   
   
5. Outside Agencies and Non-Profit Organizations: State law specifically prohibits the "Gifting" of state resources. In order to be considered for space allocation, an ongoing fair exchange of value for office space must be demonstrated. Often this exchange of value is a combination of services provided to CWU students, staff and faculty. The exchange of value may also be in the form of providing student employment and/or internship opportunities. Terms of Agreement need to be in place for allocation of this space use. CWU Business Services and Contracts regularly review these agreements.
   
   
6. Student Academic Clubs: Clubs may be provided a shared office if space permits.
   
   
7. Emeritus Faculty: May be assigned an office within the existing allocated space of the academic department on and "as-available" basis. It is common practice for emeritus faculty to be doubled or tripled-up where only one office in a department is available to be assigned. Consideration should be given to emeritus faculty who actively provide service to the university.