Space Planning, Management and Optimization Policy (BP3150) FAQs

UVic’s Space Planning, Management and Optimization Policy (BP3150) formalizes long-standing university practices and provides a clear, consistent framework to guide the responsible management of all physical space owned, leased or licensed by UVic. It clarifies how decisions are made and how units can engage in these processes.

Purpose and principles

The policy supports leaders and units in aligning space use with institutional priorities and strategic plans. It emphasizes that space is a shared and finite resource, and encourages its effective use, reuse and, where appropriate, thoughtful redevelopment to meet evolving needs.

Space utilization data

We recently made editorial changes to the policy to clarify that space utilization data is intended to be collected in aggregate to support planning and effective stewardship of university resources.

The policy and associated procedures and guidelines are intended to support leaders and units in making informed decisions, enhancing collaboration and fostering a sustainable, accessible, and flexible campus environment.

FAQs

A set of FAQs to help address questions about UVic’s Space Planning, Management and Optimization Policy (BP3150):

Why do we need this policy?
The policy formalizes existing practices, making decision making and processes more transparent. Through the policy, all members of the campus community will have a better understanding of how space is centrally managed and allocated. The policy promotes fairness, transparency and accountability while also serving as a tool and guideline for unit leaders and decision makers.

Who “owns” university offices and other spaces?
University space is institutionally owned and managed centrally as a shared resource. Units are allocated space to support their and mandate of the university, but units and individuals do not have ownership of these spaces. Allocation decisions are made through institutional processes to ensure effective and equitable use.

Will this policy result in changes to my current office or workspace?
The policy does not mandate changes to existing allocations. Over time, and with consistent past practice, space assignments may be reviewed and adjusted to better align with roles, functions, and institutional priorities.

How will decisions be made about who gets what type of space?
Space is a university resource that is centrally managed by the Vice-President Finance and Operations. The policy articulates this long-standing authority and practice, along with principles that inform space management decisions (section 7). Through the Workspace Allocation Guidelines, unit leaders are empowered to make decisions about space based on employee roles, responsibilities and work patterns. This supports fairness, consistency, and effective use of limited space.

Will UVic track and report on personal use of space?
Reporting on space will be summarized in aggregate to support effective planning and stewardship of university space. As outlined in the policy, any space utilization data will be collected, used, and disclosed in accordance with the Protection of Privacy Policy (GV0235).

What if my work requires specialized or dedicated space?
The policy recognizes that some roles require dedicated or specialized space (e.g., confidential work, student-facing roles). These needs will continue to be considered as part of space planning and allocation decisions.

Will this policy increase shared or flexible workspaces?
The policy encourages the use of shared and flexible space where appropriate, particularly where work patterns support it. This approach helps ensure that space is used efficiently and can adapt to changing needs across the university.

What is a “space optimization review”?
A space optimization review assesses how existing space is currently being used and identifies opportunities to improve efficiency (e.g., reconfiguring layouts, sharing space, or repurposing underutilized areas). A review will be conducted prior to identifying or allocating any new spaces.

Will units be compared to each other in how they use space?
The intent is not to create competition, but to support informed, consistent decision-making. Aggregate information may be used to identify opportunities and ensure equitable and effective use of space across the institution.

How will this affect classroom spaces?
Classrooms and other teaching and learning spaces will continue to be coordinated centrally through the Office of the Registrar and Enrolment Management. This policy does not impact those processes.

How does this policy support environmental sustainability?
The policy promotes the efficient use of existing space and reducing the need for construction where possible. Underutilized or empty spaces continue to consume energy for heating, cooling, lighting and maintenance, which contributes to unnecessary resource use and emissions. Through space optimization and the active use of existing facilities, the university can reduce its environmental footprint and make more responsible use of its physical and financial resources.

Policy BP3150 is available to download on the University Secretary website: Space Planning, Management and Optimization Policy (BP3150).