This policy ensures that all facilities owned by the West Virginia University Board of Trustees is allocated to the President and managed by Physical Plant Planning, Design and Construction. Deans/directors are designated as users of space. This allocation does not imply a permanent commitment, but rather a commitment based upon continued program justification and in consideration of the campus-wide space allocation in response to program priorities.

This policy applies to all departments, academic and administrative units.

Allocation/reallocation of space (and relevant alterations) is managed through the various deans’ and directors’ areas, with an emphasis on ensuring maximum utilization. Once allocated, the utilization of space within the department is at the discretion of the dean/director.

Department chairpersons or unit heads may make decisions regarding allocation and reallocation of space within departments; deans/directors may make decisions for space within schools, colleges, or major administrative units. The institutional executive staff has the responsibility for allocation between entities or related to space allocated for general use. Space may not be reallocated to nor its function changed without notification through a formal process. Space is allocated to a department for a specific purpose. When that purpose is no longer required, the space may be returned to a central "pool" and recycled for another project.

The space resource is managed and allocated on the same principle as is the allocation of personnel, current expense, and equipment resources; i.e., on the basis of continued program justification.

One of the basic components will be to allocate space by organizational entity; however, an identifiable, under-utilized space within a department’s present allocation of space may be changed to respond to another department’s shortage.

Space allocation/reallocation decisions will be made by the respective deans’/directors’ area based upon the analysis and recommendations of Physical Plant Planning, Design and Construction and in consideration of the ongoing University-wide evaluation of program priorities.

It is important to note that the allocation of space does not currently authorize alterations of space through the central capital budgeting process. The two different processes and the request for altering the new space must be considered separately. The program and specifications of needed alterations will be developed by the dean/director and the Physical Plant Planning, Design and Construction project officer. If funding is approved, forward to Physical Plant for action.

Procedure development rests with Physical Plant Planning, Design and Construction.

Implementation of this policy is the responsibility of Physical Plant Planning, Design and Construction, Deans, Provost, Vice Presidents and the President of the University. Physical Plant, at 293-4357 or P.O. Box 6570, is available to answer questions or provide additional information regarding this policy.

The responsibility for interpretation of this policy rests with the Director of the Physical Plant.

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