advancing f m academic space policies · brainstorming session administrative space. 2 • gather...

ADVANCING FOM ACADEMIC SPACE POLICIESBrainstorming SessionAdministrative Space

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• Gather feedback on the usefulness of current FoM space policies and the formulas/benchmarks used for space allocation decisions.

• Develop updated academic space policies and guidelines that are easy to use, relevant, and reflect the fact that space is an institutional asset.

• Deepen engagement with stakeholders responsible for day‐to‐day administration and allocation of academic space and determine what supports they need for the efficient and effective management of space.

• Gather meaningful information on the condition of space occupied by the FoM that will be used to inform the Facility and Space Assessment.

PROJECT PURPOSE

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• Space is a finite resource, subject to efficient, sustainable and responsible use.

• Be equitable, open and transparent.

• Comply with UBC University space policies and align, where possible, with UBC and health authority guidelines.

• Be mindful of current and upcoming research and education challenges and trends.

• Foster clear roles and responsibilities over management, use, and allocation of space.

PROJECT GUIDING PRINCIPLES

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• Overview: Project Purpose, Current Policies• Presentation: Survey Findings – Administrative Space• Discussion on 4 Topics • Wrap up & Evaluation

AGENDA

BRAINSTORMING SESSIONS AGENDA

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The FoM occupies over 1.9 M square feet of academic space across 7 health authorities and 4 university sites.

Academic space is assigned to, and managed by, over 50 academic departments and schools, administrative units, research centres and institutes.

FACULTY OF MEDICINE ACADEMIC SPACE OVERVIEW

Teaching, learning & student space (25%)

Administrative & faculty work spaces (25%)

Research space (50%)

>1.9 million square feet of academic space across B.C.

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CURRENT ACADEMIC SPACE POLICIES (UPDATED 2012)

Administrative Space Policy:• Faculty/staff are allocated 1 dedicated academic office/workspace,

provided at least 3.5 days/week is spent on‐site.

• Intra‐departmental sharing of common space and facilities is expected.

Research Space Policy:• Space allocations for new Principal Investigators are determined by the

appropriate Associate Dean, Research, Department Head/School Director, in consultation with Centre/Institute Director.

• Space allocations are based on formulas calculating Investigator’s average annual funding obtained over the previous 3 years.

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PURPOSE OF BRAINSTORMING SESSIONS

TIMELINE FOR PROJECT

• To review and report back on Phase 1 survey feedback.

• To gather ideas to improve policies, joint decision‐making and support for allocation and management of academic space.

• Input will be used to inform draft space policies and how the Space Planning and Facilities Management unit supports allocation and management of academic space going forward.

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REPORTING BACK ‐ PHASE 1 KEY FINDINGS

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10 2Interviews SurveysPresentations

Pre‐Consultation interviews with key FoM stakeholders responsible for managing space.

Project launch presentations to FoM senior leadership committees.

Online surveys:• FoM space managers• Health Authority & Partner Universities

SUMMARY OF PHASE 1 STAKEHOLDER ENGAGEMENT

WHO WE HEARD FROM

RESPONSES 69

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ADMINISTRATIVE SPACE POLICY – WHAT WE HEARD

83% yes

17% no

82% yes 5% neutral 13% no

SPACE POLICY IS HELPFUL

FAMILIAR WITH SPACE POLICY

SUPPORT FOR CURRENT ALLOCATION GUIDELINES

61% yes

7% no

32% neutral

• Establishes priorities

• Space allocation guidelines useful

• Clarity of eligibility

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Access to Space• Shared & Meeting Spaces

Other Policies and Parameters• Recognition of Other Policies

Effectiveness and How the Policies are Being Used• Overall Effectiveness

SURVEY RESULTS – THEMES AND KEY ISSUES

WHAT WE HEARD

Quality of Space• Administrative & Research Space

Improving Relationships• Health Authorities & Partner Universities

Future Improvements to the Policies• Other Considerations for Administrative & Research Space

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CONDITIONS OF SPACE

ADMINISTRATIVE SPACE

71% 16% 13%

• Need for additional support spaces: phone booths; 1‐on‐1 meeting spaces

• Furniture and layout is conducive to a productive workplace

• Would benefit with refresh; new furniture/layout

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ADDITIONAL SUPPORT AND GUIDELINES

• Conducting annual space reviews.

• Determining appropriate allocation of space.

• Working through space challenges.

• Guidance on how to negotiate for space with Health Authorities and Partner Universities.

• Decision factors for allocating space.

• Tips & tools for maximizing space efficiency.

ADDITIONAL SUPPORT FROM FOM FACILITIES UNIT

ENVIRONMENTAL SCAN

13Canadian

Institutions with FoMs

10US Institutions with FoMs

6Health Authority

Policies

2Partner

University Policies

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• We will be respectful and considerate of others. • We will balance air time.• We will minimize distractions and turn cell phones on silent. • We will actively participate and listen. • We will make productive comments or comments that are solutions‐focused. • We will follow the agenda and meeting timeline.

GROUND RULES FOR PARTICIPATION

Agree?

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DISCUSSION TOPICS (PICK 3)

Determining eligibility for allocation of dedicated, shared, swing or touchdown administrative workspace by type of FoM appointment or staff FTE.

Providing space managers with greater flexibility to allocate workspace based on program/unit/department priorities.

Ensuring alignment between the FoM administrative space policy and other site specific or partner organization policies and parameters.

Defining clinical faculty eligibility for allocation of administrative workspace.

Introducing regular space reviews, clarifying duration of space allocations, and confirming decision factors for allocating space.

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What issues are most important to address/change when updating the administrative space policy and guidelines? (pick 3 topics max.)

HOW TO JOIN THE EVENT

• Open a browser on any laptop, tablet or smartphone

• Go to slido.com

• Enter the event codeY485

QUESTION – DISCUSSION TOPICS

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DISCUSSION TOPIC

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DISCUSSION TOPIC

Type Description Criteria for Allocation

DedicatedWorkspace

• Intended for the dedicated use by specific users.

• Faculty and staff who spend at least 3.5 days/week on‐site.

SharedWorkspace

• Spaces are shared temporally by 2 or more assigned users.

• Schedules are coordinated to maximize utilization

• Faculty and staff who spend at least 2 days/week on‐site.

SwingSpace

• Workspaces that are shared between multiple users and/or groups, and are intended for use by the assigned users/groups.

• Schedules are coordinated to maximize utilization

• Faculty and staff who spend at least 1 day/week on‐site.

TouchdownSpace

• Workspaces that are equipped with basic equipment (computer, phone) and not assigned to any particular user/s.

• Space cannot be claimed for long term or repetitive use.

• Visitors or faculty/staffrequiring interim space during a short visit, layover, or temporary transition.

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DISCUSSION TOPIC


Should we be adding additional criteria to the policy to allocate space based on FoM appointment/ FTE.

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DISCUSSION TOPIC – KEY THEMES


This is what we heard….

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DISCUSSION TOPIC


If we provide space managers with more flexibility to allocate space based on individual program/unit/department priorities, how do we ensure equitable space allocation across the Faculty of Medicine?

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DISCUSSION TOPIC


What kind of framework is needed to support alignment between multiple policies?

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DISCUSSION TOPIC


If we were to consider allocating admin space to clinical faculty, and if the unit’s needs are met and space is available, what clinical faculty contributions would merit use of shared or swing space?

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DISCUSSION TOPIC


Do you want more specificity on duration of space allocation and any other decision making factors?

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DISCUSSION TOPIC #4

Discussing ways to improve decision‐making, relationships, and support.

How can the FoM Space and Facilities Management unit provide greater support for regular space reviews and ongoing management of space?

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DISCUSSION TOPIC #4 – KEY THEMES

Discussing ways to improve decision‐making, relationships, and support.


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WRAP UP AND NEXT STEPS

4Studio Sessions

Introduce final decision‐making criteria.

Introduce draft policies; seek stakeholder input and support.

Policies posted online for broader FoM stakeholder comment.

• Brainstorming workshop evaluation: online survey.

• Decision‐making criteria: proposed framework for making changes to policies, will measure stakeholder support for them via online survey.

• Targeted outreach with joint research centres/institutes – faculties & health authorities.

JUNE

PHASE 2: GENERATING IDEAS (CURRENT PHASE)

PHASE 3: POLICY DEVELOPMENT (STARTS MAY)

If you have additional feedback about the topics discussed today or any other topics, please email: [email protected]

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ONLINE SURVEY

WORKSHOP EVALUATION

Please go to this link to complete a survey to provide feedback on this session.

https://tinyurl.com/FoMevaluation

Thank you!For more information, please visit the project page on FoM MedNet under Strategic Initiatives.

https://tinyurl.com/FoMspacepolicy

advancing f m academic space policies · brainstorming session administrative space. 2 • gather...

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