- Preamble
This Charter establishes the Executive Senior Vice Chancellor for Finance and Operations' (Exec SVC) advisory committee on space management. This Committee will be referred to as the Space Management Advisory Committee. It is authorized by the Exec SVC and will serve at the Exec SVC’s discretion. This Charter outlines the purpose, relevant background, scope, responsibilities, composition, and operations of the Committee.
This document does not authorize the creation of new policy and should be read in conjunction with all applicable University policies, protocols, and procedures.
- Purpose and Scope
The Space Management Advisory Committee is created to advise the VC-PDC by assessing space needs and making recommendations regarding physical space assets at the University of Pittsburgh’s Pittsburgh campus.
The Space Management Advisory Committee scope includes all physical asset requests by responsibility centers, school, departments, and centers. The Space Committee does not have authority over capital projects, which are reviewed by the Capital Project Review Board (CPRB) and approved by the Board of Trustees Property & Facilities (P&F) Committee, pursuant to delegated authority from the Board of Trustees to the P&F. The Space Committee also does not oversee management, allocation, or assignment of Space for temporary activities, which are governed by Policy 04-01-01.
- Definitions
Space: An area, usually interior and defined by some form of constructed boundary, structure, or building.
Allocation: The assigned custody of Space to a specific school, unit, division, or program.
University Space: Any area, including buildings or structures, constructed or acquired by the University, whether occupied by University of Pittsburgh parties, or a third party. Such Space does not belong to a respective schools, units, divisions, or programs even if the Space may have been constructed or acquired specifically for those schools, units, divisions, or programs.
University Leased Space: Any space owned by a third party and leased by the University of Pittsburgh.
University Land: Any land owned by the University of Pittsburgh.
- Background
Space is a vital and valuable asset for the University, and it must be managed according to the strategic goals of the University. The Space Management Advisory Committee will play an important role in helping the VC-PDC ensure that management, allocation, and assignment of space is executed fairly, consistently, transparently, sustainably, and strategically.
Education, research, and employment modes and sites were necessarily re-envisioned during the COVID-19 pandemic beginning in calendar year 2020. University members now utilize virtual and hybrid working and learning modes, in more shared and flexible physical spaces, than ever before. Coupled with the University’s 2037 carbon neutrality goal, and strategic priorities to reduce reliance on leased space, there are growing pressures to utilize University-owned spaces efficiently. Effective and efficient use of Space is imperative to reduce the University’s footprint, thus meeting modern learning and work demands, reducing cost, and increasing sustainability.
In addition, under the University’s new budget model, Responsibility Centers (RCs) are charged by the University for the Space they occupy. Accordingly, there is a need for a transparent and strategic body to advise RC’s on their Space occupancy, in order to facilitate their responsible and efficient usage of that Space.
- Responsibilities
The Space Management Advisory Committee advises on the coordination and allocation of space receiving input from the University community and communicating with and advising the Exec SVC. Specifically, the Space Management Advisory Committee has the responsibility to:
- In coordination with University liaisons and University leadership, assess RCs’ Space needs, in alignment with University strategic priorities.
- Facilitate coordination between the Offices of Planning, Design and Construction, and Real Estate, and University stakeholders to understand Space-related needs and identify possible solutions or plans to address those needs.
- Make recommendations on space allocation for approval by the VC-PDC, or the Exec SVC when appropriate.
- Communicate activities and receive input from the Exec SVC, making recommendations to the Exec SVC regarding University action related to Space needs, when necessary.
- Work with the Office of the Chief Financial Officer to align Space needs with funding needs and resources.
- Ensure that transparent and accurate processes and procedures are communicated to the University community related to requests for Space, including requests to no longer occupy Space.
- Foster communication and knowledge sharing within the University community.
It is expected that the Committee will work in confidence in order to have a full and frank discussion of all options. Individual members shall maintain the deliberations of the Committee confidential and are expected not to discuss the content of the Committee’s deliberations outside of the Committee, unless authorized to do so by the group.
- Composition
The Committee will be chaired by the Assistant Vice Chancellor for Campus Planning or equivalent designee of the Vice Chancellor for Planning, Design, and Construction, and will include the following members or their designee with the flexibility of the Executive Senior Vice Chancellor to adjust composition of the committee or appoint additional member(s) as deemed necessary, and in consultation with the relevant senior leader of the unit:
- Health Sciences, Associate Vice Chancellor for Strategic Space Planning and Management
- Office of Business, Hospitality, and Auxiliary Services, Assistant Vice Chancellor
- Office of Facilities Management, Vice Chancellor of Facilities Management
- Office of the Chancellor, Senior Director of Business and Finance
- Office of the Provost, Capital Projects and Physical Resources Manager
- Office of Real Estate, Director of Real Estate Administration
- Office of Real Estate, Director of Real Estate Development
- Office of Sustainability, Assistant Vice Chancellor
- Office of the SVC and Chief Financial Officer, Treasurer
- Pitt Athletics, Deputy Athletic Director
- Pitt Research, Executive Director of Budget and Finance
- Pitt IT, IT Program Manager, Policies and Special Projects
- Student Affairs, Assistant Dean
- Operations
The Committee will meet monthly and schedule additional meetings as circumstances dictate. The Committee will periodically report its observations, findings, and recommendations to the Exec SVC.
- Amendment and Termination
Any amendments to this Charter must receive the approval of the Exec SVC or designee.
The Exec SVC will periodically evaluate the Committee and make adjustments to its activities as needed.