Committee Charter

I. FOUNDATION & PURPOSE

The FGCU Space Committee was formed by Florida Gulf Coast University (FGCU) President Mike Martin in 2021 to ensure the fair and transparent allocation and use of University space. The purpose of the FGCU Space Committee is to consider space needs and recommend best uses of academic space. The Committee shall utilize established procedures to systematically evaluate current and future campus space for appropriate and efficient use in accordance with, among other things, University Regulations and Policies and provide recommendations to Vice President of Administrative Services & Finance. The Committee is advisory in nature, not a decision-making entity.

The Committee will apply FGCU’s Space Guiding Principles when reviewing a Space (re)allocation request. Committee members will include representation from across each of the University’s Divisions as assigned by the President.

The responsibility of the Committee is to consider space reallocation requests originating from campus units.

II. GUIDING PRINCIPLES

All space allocations to units are subject to change as conditions (enrollment, need, function) change. Ownership of space rests solely at the university level.

Space that is vacated by faculty and staff departures returns to a central space pool so that it can be inventoried and reallocated for use. The Office of Campus Reservations will maintain space inventory using an appropriate software program.

Records & Registration oversees the utilization and scheduling of all available classroom space through an appropriate software program to ensure maximum utilization and efficiency. Departmental control of all but the most specialized campus spaces (such as a recital hall) should be avoided.
All classroom space not scheduled by Records & Registration, shall be released to the Office of Campus Reservations for event scheduling after each Fall, Spring, and Summer terms add/drop registration deadline.
Classroom space shall not be scheduled for events or meetings during the week of final exams for each academic term.
Student-facing and direct student-serving functions have priority for receiving space allocations within the campus core. Administrative functions are best for placement in more distant locations where practicable.
Campus Reservations will utilize a software that keeps an accurate and up-to-date list of available office spaces so that this information is readily available upon request.
- The Space Inventory Coordinator will conduct a bi-annual audit to ensure data is current and correct.
Full-time faculty who teach on campus will have private offices to the extent possible, while adjunct faculty will have access to common work spaces that allow them to fulfil their instructional obligations. Common work spaces will allow for interaction with students and colleagues, and dedicated space for private interactions will be provided. Sufficient staff office space should be made available to chairs, deans, directors and others that supervise staff.
Where possible, offices, departments or units will be co-located based on their function to promote collaboration and synergies.
Full-time employees whose positions can be performed remotely, while still optimally serving the needs of FGCU, will liberate campus space that may be best utilized in other offices or departments. Remote work assignments must be approved by the divisional vice president.
Expanding hybrid and online course offerings will enhance physical classroom space utilization and allow for flexible scheduling for students. Choice of course delivery mode is based primarily on effective pedagogy and not solely the need for classroom space.
The Office of Facilities Planning oversees the design, planning and construction of all campus building and infrastructure projects.
- Facilities Planning is the custodian of the campus space inventory and is responsible for the maintenance of data regarding campus buildings, rooms, and building floor plans, and meeting the Florida Board of Governors’ official reporting requirements.
- This office also provides reports and support for analyses of current space, and projections of future space needs.
All reservable space on campus shall be scheduled in the University central scheduling software by the various Facility Use Custodians on campus. All of these reservations, including academic classes, will be showcased on the University’s Room Calendar maintained by Campus Reservations.
Campus Reservations oversees University scheduling for meetings and events utilizing scheduling software in spaces including Cohen Student Union, Academic Classrooms (after their release by Records & Registration after each semester’s add/drop deadline), conference rooms, and outdoor areas within the main campus loop like the Library Lawn and Student Plaza.
Intercollegiate Athletics will schedule all activities using the University’s scheduling software in athletic spaces including: Alico Arena, Swanson Stadium, Soccer Fields, Softball Complex, Tennis Courts, and the Recreation Outdoor Complex.
University Recreation & Wellness will schedule all activities in the University’s scheduling software in recreation spaces that include: Aquatics Center, Recreation Fields 1 and 2, the Waterfront, South Village Pool, the Recreation Outdoor Complex, and the University Recreation & Wellness Center.
Housing & Residence Life will schedule all activities in the University’s scheduling software in housing spaces that include: the South Village Green, Eagles Landing, and all housing multipurpose spaces in South Village, North Lake Village, and West Lake Village.

III. REPRESENTATION / COMPOSITION

Membership will be reflective of the University community, as well as representative of the various divisions. Members will serve three-year terms and may be reappointed one additional term. The Office of Administrative Services and Finance shall appoint a chair. The following units shall be represented by member(s) designated by the divisional Vice President and appointed by the President:

Campus Reservations
Environmental Health and Safety
Information & Technology Services
Student Success and Enrollment Management – two members

Records & Registration
Student Engagement

6. Academic Affairs – three members

Faculty Senate (designated by Faculty Senate)
Department Chair (designated by Academic Affairs Leadership Team)
Staff from Academic Affairs division (designated by Academic Affairs Leadership Team)

7. Administrative Services

8. Staff Advisory Council (nominated by President of SAC) – 2 members; 1 Year

9. Advancement - Events

10. Athletics

11. Student Government

Administrative Support for Committee Materials

1. Space Inventory Coordinator

2. Human Resources Employee Relations representative

IV. GOVERNANCE

The FGCU Space Committee shall setup Bylaws to govern its functions.

- The FGCU Space Committee Charter has primacy over the FGCU Space Committee Bylaws. Should there ever be a conflict, the Charter takes precedence.

2. The FGCU Space Committee Chair shall be appointed by the Vice President of Administrative Services and Finance and approved by the President’s Cabinet.

3. The FGCU Space Committee shall follow all applicable laws in the state of Florida such as those for public records, meetings, and voting (referred to as the Florida Sunshine Laws).

V. AMENDMENT PROCEDURE

Amendments to the FGCU Space Committee Charter may be proposed by any Committee member by submitting, in writing, the proposed amendment to the FGCU Space Committee Chair.

Upon receipt of a proposed amendment to the Charter, the FGCU Space Committee will place the motion on the agenda of the next regularly scheduled FGCU Space Committee meeting.
The proposed amendment will be discussed and reviewed by FGCU Space Committee Representatives.
Approval of 2/3 of the quorum of FGCU Space Committee Members required to move the proposed amendment forward to the FGCU President’s Cabinet for their review.
The proposed amendment to the FGCU Space Committee Charter will be placed on the agenda for an upcoming FGCU President’s Cabinet meeting.
Proposed amendments to the FGCU Space Committee Charter requires the approval of the FGCU President’s Cabinet in order to pass.
Unless otherwise stated in the proposal, amendments will take effect immediately upon approval from the FGCU President’s Cabinet.

VI. Space Reallocation Process and Form

Unit requests are submitted using the Space Form Request complete with approvals to the FGCU Space Committee. Upon receiving a Space Reallocation form, the Space Inventory Coordinator will forward to the FGCU Space Committee for review if it meets the designated criteria. The FGCU Space Committee will post an inventory of campus space on its website indicating current office space vacancies.

The FGCU Space Committee will convene regularly to consider requests in a timely manner.
The FGCU Space Committee will then make a recommendation to the Vice President of Administrative Services and Finance, who will take the committee’s recommendation to the FGCU President’s Cabinet for their review.
The President (or designee) will make the final decision on the space reallocation request.
The Vice President of Administrative Services and Finance will inform the FGCU Space Committee of the decision.
The FGCU Space Committee will inform the requester of the decision. Appeals can be made to the Vice President of Administrative Services and Finance in cases where factual errors occurred in a request, or new information becomes available.

The Office of Administrative Services and Finance will update the space (re)allocation request form to include:

Requesting Unit, Unit Supervisor, and Vice President approvals
Description of space requested, including room/building numbers or identifiers
Type of space to be vacated (if applicable)
Confirmation of funding source and estimates of renovation costs, if any