Space Allocation Policy 

Space allocation in the Departments within the Faculty is managed at Department level, and overseen by a Faculty committee comprising the Dean, FOO, Heads of Department and Departmental Operations Managers.

It is recognised that as Departments have grown, pressure on space has increased to a point where some groupings are experiencing acute space constraints that place limits on current academic activity.  It has therefore been agreed by the Faculty and Departments that a consistent set of principles for space allocation will be adopted in order to alleviate space constraints and enable the Faculty’s projected growth.  A database of space occupancy will be maintained to monitor space and guide decisions about refurbishment to expand capacity.  Operational space management will continue to take place at Department level, with this policy used as the framework for Departmental space allocation. 

Requests for allocations of space which do not conform to the principles laid out within this policy will be referred to the committee for consideration.

Office and desk space allocations

  • Full-time members of academic staff will normally be allocated a single-occupancy office.  Where a single-occupancy office is not available, staff will be required to share an office until arrangements can be made for single occupancy.  A member of academic staff will not be allocated more than one workspace within the combined departmental footprint of the Faculty.
  • Part-time members of academic staff will normally be expected to share a dual-occupancy office.  Where the presence of a member of staff is less than 50%, they will be allocated a desk in a multi-occupancy office.
  • Post-doctoral research associates, research fellows and teaching fellows will normally be allocated a desk in a multi-occupancy office.
  • Senior Research Investigators will be allocated a desk in a multi-occupancy office.  This may be a hot desk where presence in the College is infrequent.
  • Academic visitors will normally be allocated a desk in a multi-occupancy office.  Where a desk is not available, they may be asked to share an office with the hosting member of staff.
  • All other honorary associates of the College will have access to a hot desk in a multi-occupancy office where possible.
  • PhD students will normally be allocated a desk in a multi-occupancy office or open-plan area. Where the student is not full-time in the department, they may be required to hot-desk.
  • MRes students will have access to a desk in a multi-occupancy office or open-plan area and, depending on availability of desk space, may be required to hot desk.
  • MSc and final year undergraduate students undertaking research projects may be given access to hot desks for writing up purposes where possible.
  • Members of administrative and technical staff will be allocated workstations as appropriate in administrative and technical areas.

Laboratory space allocations

It is recognised that laboratories vary in nature between Departments and the details of laboratory space allocation will be arranged by the Department.  It is expected that sharing of facilities and equipment both within and between Departments will be promoted so as to enable efficient space utilisation.

Teaching and meeting rooms

It is expected that all teaching and meeting rooms will be made available for booking on Celcat and the College’s room booking system in order to facilitate sharing of rooms within and between Departments.

Common rooms and communal spaces

The availability of common rooms and communal spaces varies between Departments and is quite limited across the Faculty as a whole.  It is recognised that common spaces are important to enable staff and students to interact, and so sharing of communal spaces between Departments is strongly encouraged.