40.10 – University Space

Owner:

  • Position: Senior AVP Finance & Planning, Division of Finance & Administration
  • Email: vpfinance@uidaho.edu

Last updated: Sept. 22, 2025

A. Purpose. This policy governs the allocation of space Units and subdivisions of the University. This includes how space is allocated in fulfillment of the strategic mission of the University, the process for request for space from the Units, the process governing consideration of such space requests, the process for strategic reallocation, and the process for final resolution of space and institutional space needs.

B. Scope. This policy applies to all space, facilities and space within facilities under the purview of the Regents, University of Idaho, to include buildings and facilities located on the main campus of the University in Moscow, Idaho, as well as at all centers and locations statewide. This policy applies to all University Units seeking to occupy space at such facilities in fulfillment of their role and missions in accordance with the University’s overall role, mission, and strategic objectives.

C. Definitions.

C-1. Unit: refers to primary management Units within the University, including recognized colleges, administrative Units, and recognized University Centers located remotely from the main Moscow campus.

C-2. President: refers to the President of the University of Idaho, or their designee, having final authority over space policies, procedures, and allocations at University sites statewide.

C-3. Space Advisory Council (SAC). The SAC is a group established with the goal of providing advisory input regarding the development and implementation of University of Idaho space related policies and processes and to serve as an impartial reviewer for resolution of space issues not resolved through the routine policies and processes. SAC membership will be determined by the President and will normally include representative stakeholders from entities such as Executive leadership, Staff Council, Faculty Senate, ASUI, and Facilities.

D. Policy. All University owned or operated buildings, space, and land, regardless of fund source or location, or use by a particular Unit, are assets of the University as a whole, and are subject to assignment or reassignment to meet the overall needs and best interest of the University. Long-range planning for optimum use of these valuable University assets is a continuing process. Policies and procedures that guide space assignment and reassignment are the responsibility of the President. Unless otherwise specified by the President, space assigned to a Unit may be reassigned by the Unit leader or reallocated within and among internal divisions or departments of the Unit to meet its goals and purposes, consistent with accreditation needs of the University and University space and facilities policies. Any reassignment of space between one Unit and another is subject to prior approval by the President and may necessitate input from the SAC.

In the event University controlled space is inadequate or unavailable, University program space needs may be addressed through leasing property not owned or otherwise controlled by the University. All lease agreements must be signed by the Vice President for Infrastructure or designee, and where required, must be authorized by the Board of Regents for the University prior to execution. Prior to submission to the Vice President or Board of Regents, the University Real Estate Officer is assigned responsibility to review, process, and coordinate all University leasing activity and ensure adequacy of leasing terms and compliance with University policies. Proposals for leasing must be consistent with University program priorities and budgetary confirmation of the financially responsible party within the University and shall be approved by the responsible Unit administrator (e.g. dean, appropriate VP) prior to initiation of lease negotiations by the Real Estate Officer.

Assignment of campus space is documented and maintained by the Facilities department. Units are to notify Facilities when changing space allocation or room uses within the Unit and complete an annual space audit to confirm space allocation and room usage.

E. Procedures.

E-1. Requests for Campus Space. A&E Services offers University Units assistance with space planning, utilization, and assignment. The management, allocation, and assignment of University space resources is governed by the University of Idaho Space Policy as defined herein. Units wishing to explore requests for additional space as a result of changing Unit needs should begin by completing and submitting a University Space Request Form, found at http://www.uidaho.edu/infrastructure/facilities/aes or by contacting the University Space Planner within A&E Services at 208-885-6246.

E-2. Reporting of Changes in Space Use, Assignment, or Allocation. A & E Services maintains a database of all University Space, its functional use, assignment and allocation. Units which reallocate or reassign space internally within the Unit, or which negotiate a swap of space use and assignment with other Units, or which are in position to relinquish space previously assigned to the Unit, shall report all such changes in space use, assignment or allocation to the University Space Planner at 208-885-6246 for the purpose of maintaining and keeping current the accuracy of the database

F. Contact Information.

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