Space Management Committee

1. Purpose and scope

1.1 The purpose

The University of Limerick is committed to providing and maintaining suitable space for students, academic, administrative and research staff, and other members of the campus community in order that they can perform university-related activities. The Committee will seek to represent the interests of all University schools, departments and divisions to ensure that valuable UL space is allocated in the best interests of the University as a whole.

1.2 The scope

Space covered under the remit of the SMC includes:

• Teaching space including lecture theatres, classrooms, laboratories and computer rooms.
• Office and related space (including open-plan areas) for faculty, support staff, researchers and visitors.
• Research write-up stations. B&E will endeavour to provide sufficient research write-up space for research students while they are on campus. A desk-booking system will be in place to enable students to book a suitably located desk for up to a week at a time. Spaces may be shared between multiple departments or faculties. In certain circumstances and with the prior agreement of B&E, research students may be allocated a particular desk for a fixed period of time. B&E will work with relevant departments to ensure, where feasible, that laboratory-based students can book a desk in reasonable proximity to their lab.
• B&E will monitor the utilisation of all research write-up spaces to ensure that they are being used productively.
• Research laboratory areas including preparation and other associated space.
• All other UL space with the exception of those spaces listed below.

Space not covered by the SMC includes:

• SMC will not involve itself in the day-to-day allocation of offices. This matter will be reserved for B&E. SMC will only consider proposals when large tranches of office space become available.
• Student residences.
• Student courtyard and other commercial areas.
• University Arena.
• Limerick Enterprise Development Partnership, Roxboro, Limerick.

Other

In the case of the Park Point complex, while the property is managed by Park Point Management and owned by Plassey Campus Centre (PCC), the University will liaise with these entities with a view to the use and allocation of spaces there so as to best suit University requirements. The SMC will determine what best suits the University.

2. Strategic direction

2.1 The Committee will assist the Executive Committee in ensuring that major decisions in relation to the use, allocation or reallocation of large tranches of vacant or under-utilised space are aligned with University strategy.

3. Remit

3.1 All space is the property of the University and, at its discretion, the University has the right to reclaim and reallocate space as necessary based on the needs, changing demands and priorities of the University.

3.2 The SMC is a subcommittee of Executive with devolved powers.

• SMC is a neutral committee, with membership designed to represent staff across the University. To avoid conflicts of interest, there will be no direct involvement of faculty on the Committee.
• While SMC will consider costs in its deliberations regarding space allocation and space reconfiguration/refurbishment, it is not responsible for the allocation of funds to carry out these works.

4. Terms of reference

4.1 Make calls for submissions for utilisation of large tranches of decanted or purchased space.

4.2 Ensure that competing submissions from the same faculty are first prioritised by the relevant Executive Dean.

4.3 Review these submissions and allocate all or part of the available space based on the overall merits of the submissions and alignment with the best interests of the University.

4.4 Develop proposals for the utilisation of new, decanted or purchased space.

4.5 Consider medium- and long-term issues such as the most appropriate location for all University departments, research centres and related units.

4.6 Consider the merits and space requirements of different programmes and recommend provision for these in future buildings or reconfigured spaces.

4.7 Ensure compliance with the principles of space provision and usage as set out in the University's Protocol and Procedures for Space Management.

4.8 Consider findings from both HEA-mandated and B&E-initiated space utilisation audits and make recommendations based on those findings.

4.9 Be the final arbiter in disputes between B&E and other University departments regarding significant proposed changes and reconfigurations of space. In these cases, any dispute will require the endorsement of the relevant Dean or Director before being considered by SMC.

4.10 Advance human rights, equality, diversity and inclusion in line with University policies. The Committee will aim to foster consistency and adopt common approaches where these serve the best interests of students and staff, and ensure compliance with the University's public sector duty requirements.

5. Roles and responsibilities

5.1 Membership of the SMC

• Provost & Deputy President (Chair)
• Vice President Research (or nominee)
• Chief Finance & Performance Officer
• Director, Buildings & Estates (Deputy Chair)
• Director, ITD
• Director, HR
• Director of Academic Registry
• Director of Strategic Planning
• Chief Commercial Officer
• Associate Vice President Academic Affairs
• Space Manager (in attendance)
• Buildings Officer (in attendance)
• Scheduling / Operations Manager (in attendance)

5.2 Other stakeholders, as requested by the Chair from time to time, may attend meetings of the Committee for a specific period or project.

6. Communications

6.1 The aim of the SMC is to ensure effective communications with all faculties and the University community.

6.2 Decisions taken by the Committee will be communicated to relevant faculties and departments through the Chair.

7. Delegated authority

7.1 SMC is the final decision-making body on the allocation of University space.

7.2 Decisions of the Committee will be noted to the Executive Committee.

7.3 As outlined in section 1.2 above, B&E is responsible for the day-to-day allocation of space (including allocation of offices, proposing and arranging office moves, adding additional desks to offices, liaising with Academic Registry, Faculty Managers, Department and School Heads, advising on optimal space utilisation, and conducting space utilisation audits) in accordance with the University's Space Management Protocol (Appendix 1). The day-to-day allocation of office and other small spaces and common areas (circulation spaces, car parks, etc.) will not form part of the decision-making process of the SMC.

8. Procedure for meetings

8.1 B&E, in conjunction with the Chair, will prepare an agenda in advance of each meeting of the SMC. Each voting member can contribute to the agenda or request that items be added.

8.2 If the Chair is absent from a scheduled meeting of the SMC, the role of Chair will be delegated to the Deputy Chair.

8.3 The Committee will aim to meet at least four times per annum and more frequently when required.

8.4 A quorum for a meeting of the Committee shall be half of the total number of members, rounded up to the nearest whole number. The participation of members by teleconferencing and/or video conferencing will be counted for the purposes of a quorum. No meeting will proceed in the absence of a quorum.

8.5 Between meetings of the Committee, occasions may arise where an urgent matter requires consideration. The Chair may agree in such circumstances to seek a decision of the Committee via email to all members. Any such decision will be noted in the minutes of the Committee's next meeting.

8.6 At the start of each meeting, the Chair will ask members to declare any conflict of interest, perceived or otherwise, in relation to any matters on the agenda. Where such a conflict is declared, the member will absent themselves from the meeting during consideration of the agenda item. Any related documentation will not be made available to the member following the declaration. These matters will be recorded in the minutes.

8.7 Questions arising at any Committee meeting should be decided by consensus. Where consensus cannot be reached, the matter will be decided by a majority vote of members present either in person or via teleconferencing and/or video conferencing. Where there is an equality of votes, the Chair shall have a casting vote. Unanimous decisions shall be recorded as such in the minutes. Dissensions and negative votes shall be summarised in the minutes in terms acceptable to the dissenting member.

8.8 The Committee will review its Terms of Reference on a biennial basis and recommend any changes to Executive Committee for approval.

9. Procedures for proposals

9.1 All proposals for additional space or for significant reconfiguration/change of use of existing space must first be reviewed by B&E through the Minor Works process. B&E will ensure that the proposal is accurate in terms of space requirements. Where time permits and a proposal is likely to incur significant cost, B&E will seek to produce a cost estimate for review by the Committee. The Committee can approve the allocation of space; however, the funding plan and approval of budget will be separate matters requiring approval through the appropriate oversight committees.

9.2 Proposals for any change of use, development or alteration must first be discussed with B&E, and no work should commence without the prior agreement of B&E and agreement on budget and funding. This applies in all cases, including proposed changes in use or occupancy within units, access to buildings and the introduction of non-standard restricted security systems.

Document control and approval

Revision history

Revision No.: REV 1.0

Date: 01 October 2025

Approved by: Executive Committee

Details of change: Initial Version

Date approved: 01 October 2025

Reference documents

• Appendix 1: University of Limerick Protocol and Procedure for Space Management

Acronyms

• B&E – Building and Estates
• HEA – Higher Education Authority
• SMC – Space Management Committee
• UL – University of Limerick