Overview

The University is committed to a programme of space rationalisation and improvements to space utilisation to reduce space per Sfte towards the sector norm as defined in Estates Management Statistics benchmark data.

In addition, Estates & Facilities will implement the Estates Vision including major refurbishments of our estate to ensure we continue to provide a flexible high quality space fit for a modern teaching, learning and research institution.

Service Provision from Estates & Facilities Department

Maintain an up-to-date space management policy.

The university will maintain an annual plan of targets covering space rationalisation, utilisation, reallocation, remodelling and development, focussing on achieving an efficient estate.

Implement a space management system including:-

• Space Guidelines

  • Reference to national norms.

  • Legislative compliance through strategic planning.

  • Support school branding the context of Institutional guidelines on décor, materials etc.

  • Encourage modern methods of working for staff and students.

  • Give firm guidance on appropriate allocation of space.

  • Take opportunities to develop social and communal space.

• Space database

• Space Costing

  • Make transparent the costs of academic schools.

  • Enable space allocation and use decisions to take into account what is feasible and affordable for the institution.

  • Improve corporate planning through more informed costs.

  • Enable academic schools to make informed decisions about space management.

• GTA

  • Match provision to changing need.

  • Establish reward mechanisms to encourage fair use of provision.

• Centralised timetabling

  • Encourage the use of technology based solutions.

  • Move towards an appropriate, comprehensive and all encompassing timetabling model that includes departmentally held general and specialist teaching areas.

• Room Bookings

• Forecasting Space Needs

  • Annually review, in consultation with Dean’s, of each academic schools space requirement for incorporation within the Estates Strategy and Capital Development Plan.

  • Space utilisation survey to identify space surplus and shortfalls.

  • Space balance sheets.

• Space Management Review

  • Conduct an annual review of space management and formulate recommendations and updated space management targets and actions for University discussion.

• Give Guidance to BLESS on Space Management Issues

Responsibilities of Users

University

• Provide appropriate and timely corporate guidance to enable the development of a robust and relevant estate strategy that effectively supports to corporate objectives.

Academic Schools

• Provide accurate and consistent occupancy data.

• Keep Estates & Facilities updated (at the earliest possible date) regarding changing space needs and occupancy.

• Maximise the use of allocated space.

• Ensure that the space management policy, management plan and agreements are implemented in a timely fashion.

• Ensure specialist teaching rooms are cleared when relocating, i.e. redundant chemical stores re appropriately cleared and waste chemicals are disposed of in accordance with waste management legislation, and certify as clean.

• Leave all rooms free from surplus items of furniture, equipment, filing, etc.

Users

• Ensure that space is used and maintained in a safe, operational, and tidy condition in accordance with the requirements of the Health & Safety at Work Act and all other relevant legislation.

Overview

Transparency Review

The Transparency Review requires that the cost of space is incorporated into an assessment of the full economic cost of research activity. Production of space related Transparency Review based data for inclusion in the University wide TR programme to realise the full economic cost of research activity.

Estate Management Statistics Project

The main objective of the HEFCE sponsored Estate management Statistics Project (EMS) is to give UK Higher Education institutions access to relevant information to enable better strategy and decision making. EMS aims to improve estate management performance through better information.

The University contributes voluntarily to this project to benchmark a variety of aspects of estate management against others in the HE sector. 97% of institutions contribute to the project.

Service Provision from Estates & Facilities Department

Gather data on the use of rooms in the context of the TR project.

Work with Finance to develop co-ordinated data gathering tools in line with TR guidelines.

Production of space related TR based data for inclusion in the University wide TR programme.

Distribute EMS data definitions in a timely manner and give guidance on the appropriate response.

Compile and verify returned data for submission to the project managers (Occupier Property Databank) by the submission date.

Compile space related data taken from the Accommodation database as it relates to the EMS project for insertion into the EMS matrix.

Responsibilities of Users

University

• Give guidance to academic schools on the importance of accurate and timely issue of source data to allow the development of the TR model.

Academic Schools

• Provide accurate and timely data on room usage in line with TR guidelines.

University

• Give guidance to contributors on the importance of accurate and timely contribution to the EMS process.

Overview

Lease Management University as Tenant

The University will from time to time enter into a leasehold agreement as tenant for operational reasons.

Estates Planning will continue to seek and exploit opportunities to raise revenue from the estate by leasing premises to third parties where this is deemed appropriate.

Service Provision from Estates & Facilities Department

Ascertain the need for leasehold accommodation with the sponsor prior to determining options.

Make initial enquiries and negotiate terms of tenancy directly with the Landlord.

Liaise with the University’s solicitor over the terms of any leasehold to ensure flexibility within the legal framework.

Act as liaison between the occupant and Landlord where appropriate and give advice to the University on lease terms and conditions.

Ensure that the University’s legal obligations in respect of the tenancy are adhered to (e.g. FRI lease obligations).

Identify and action legal rights as they may relate to the lease agreement.

Understand and give appropriate advice on legislation as it relates to leasehold (e.g. Landlord & Tenant Act, Business Tenancy Act).

Manage the process of termination through liaison with legal advisors and landlord.

Ascertain the need for leasehold accommodation with the sponsor prior to determining options.

Conduct initial negotiations on the terms of a lease directly with the prospective tenant.

Where formal lease agreements are deemed inappropriate, draft Licence to Occupy agreements and agree detail with tenant.

Liaise with the University’s solicitors over the terms of any agreement to ensure flexibility within the legal framework.

Act as liaison between the tenant and University (acting as Landlord where appropriate) and give advice to the University on lease terms and conditions.

Ensure that the University’s legal obligations in respect of the lease are adhered to (e.g. FRI lease obligations).

Identify and action legal rights as they may relate to the ease agreement, and ensure that the tenants responsibilities are adhered to.

Understand and give appropriate advice on legislation as it relates to leasehold (e.g. Landlord & Tenant Act, Business Tenancy Act).

Implement rent reviews (in collaboration with University legal advisors).

Manage the process of termination through liaison with legal advisors and tenant.

Responsibilities of Users

University

• Ratify decisions on the entering into a lease through the mechanism of BLESS.

• Where the tenant is a partner organisation, give direction on the status of that organisation and on the appropriateness of a lease arrangement.

• Where the tenant is a partner organisation, give direction on appropriate business/finance mechanisms to employ for inclusion in the lease agreement.

Academic Schools

• Ensure that third party organisations only occupy University premises under an appropriate lease agreement, and that such arrangements are managed through Estates Planning.

• Where the tenant is a partner organisation, give direction on the status of that organisation and on the appropriateness of a lease arrangement.

Overview

Estates & Facilities will seek to exploit opportunities to consolidate and better utilise its estate in line with Corporate Plan objectives and the Estate Strategy.

Service Provision from Estates & Facilities Department

Implement disposal plans.

Liaison with legal and properly professionals to ensure most appropriate route to disposal.

Responsibilities of Users

University

• Ratify decisions on property disposal through the mechanism of BLESS.

Overview

From time to time, and where this might be considered in accordance with the University’s corporate and estate strategies, properties may be acquired/procured by a variety of mechanisms.

Service Provision from Estates & Facilities Department

Liaise with property advisers on the most appropriate mechanism of acquisition/procurement.

Gather, collate, validate and issue information relevant to the procurement process for use by the University’s agents in preparation of documentation.

Act as point of contact throughout the process to ensure appropriate access to information.

Responsibilities of Users

Ratify decisions of property acquisition/procurement through the mechanism of BLESS.

Overview

Estates Planning provides administrative support to BLESS.

Service Provision from Estates & Facilities Department

Agree timetable of BLESS meetings with the Chair, to ensure co-ordination with the committee cycle.

Co-ordinate the preparation and distribution of BLESS documents.

Produce BLESS minutes in accordance with current guidelines, and ensure their advancement through appropriate committees, sub committees and working groups, and maintain a record of previous BLESS business.

Responsibilities of Users

University

• Provide timely accurate and appropriate documentation for consideration by BLESS.

• Bring matters of interest to BLESS to the attention of Estates Planning to ensure appropriate and timely scrutiny the sub-committee.