• Section 1 - Summary
• Section 2 - Scope
• Section 3 - Policy Statement
• Principles for the Allocation of Space
• Leases, Licences and other Agreements for Space
• Section 4 - Procedures
• Section 5 - TEQSA/ASQA/ESOS Alignment
• Section 6 - Definitions
• Section 7 - Supporting Documents and Information

Section 1 - Summary

(1) This Policy outlines the principles for the allocation and management of University space.

Section 2 - Scope

(2) This Policy applies to all University owned and leased space.

Section 3 - Policy Statement

Principles for the Allocation of Space

(3) University space is a valuable resource and its allocation is based on the following principles:

1. The allocation of space will:
   1. Support the University’s strategic planning objectives.
   2. Prioritise Space Optimisation over the allocation of additional space where space permits.
   3. Promote a modern and digitally integrated shared workplace and contribute to workplace wellness.
   4. Encourage trust and conversation amongst peers in an open plan workspace and reserve enclosed spaces for sensitive conversations.
   5. Prioritise the provision of high-quality space to deliver teaching, learning and research outcomes. 
   6. Be managed in a consistent and equitable manner using processes outlined in the Space Allocation and Management Procedure. 
2. All space is under the management and allocation of the University Space Management team and is not managed at individual department, college or business unit level.
   1. Use of general space will be centrally managed by Digital and Campus Services.
   2. All teaching spaces will be managed by Digital and Campus Services with scheduling of classes managed by the Central Timetabling Unit.
   3. Use of research space will be centrally managed by Digital and Campus Services in collaboration with VU Research.
3. Space allocation is not permanent, and all allocations are subject to review as required.  Periodic re-allocations may be managed in accordance with the Space Allocation and Management Procedure to ensure the provision of space remains strategically aligned with the evolving priorities of the University. Reasons for reallocation of space may include but are not limited to: 
   1. consolidation of space to improve efficiencies; 
   2. enable vacating of a building/s;
   3. facilitate Space Optimisation Opportunities;
   4. enable capital or minor works projects to be undertaken in or nearby the space;
   5. align with the University’s property strategy and/or masterplan.
4. Space will be managed effectively and efficiently:
   1. The efficient use of existing space will take precedence over the provision of new space. Efficiencies will be determined by Space Management.
   2. Unallocated, flexible workspace and a desk booking system will be introduced for all professional and administration staff in alignment with the Victoria University Enterprise Agreement 2025 Hybrid working arrangements.
   3. Additional or new space decisions will be based on the analysis of utilisation data.
   4. New spaces must be designed to provide maximum flexibility for future modifications or change in use.  
   5. New and refurbished office space will be configured in a flexible manner, i.e. open plan rather than in the single enclosed office format.
   6. All vacated space (including office space) will revert from the relevant organisational unit to Digital and Campus Services Space Management to be managed on behalf of the University.
5. Specialist space and research space will be allocated in consultation with stakeholders with consideration to:
   1. The need for the space and alignment with University strategic objectives;
   2. Approval from the relevant bodies / overseeing committees; and
   3. Be compliant with OHS legislation and any other legislative or regulatory standards according to the proposed activities associated with the space.

(4) The University is committed to the best practice standards of the Tertiary Education Facilities Management Association.

(5) Decisions involving the relocation of student load from one campus to another require endorsement of the Vice-Chancellor’s Group.

Leases, Licences and other Agreements for Space

(6) All leases and licences to external organisations are to be negotiated by the Manager, Real Estate and signed by the Vice-Chancellor.

(7) No organisational unit other than Real Estate Services within Digital and Campus Services may enter a lease, licence or other agreement for space.

(8) Surplus or underutilised space may be leased to external organisations. 

(9) In accordance with the Major Alliances Framework and Partnerships Process Document, space requests from external organisations, should consider the following:

1. the quantum and value of the space;
2. the benefits to the University;
3. value to students and or research;
4. alignment to VU’s strategic goals;
5. the length of time involved;
6. future University needs; and,
7. compliance with all relevant legislative and regulatory requirements including OHS.

Section 4 - Procedures

(10) Space Allocation and Management Procedure

Section 5 - TEQSA/ASQA/ESOS Alignment

(11) HESF: Standard 2.1 Facilities and Infrastructure

(12) Outcome Standards for NVR Registered Training Organisations 2025: Standard 1.8 Facilities, Equipment and Resources

(13) ESOS National Code of Practice 2018: Standard 6.1.5 and 11.2 (11.2.5 and 11.2.6)

Section 6 - Definitions

(14) General Space: Usable space or room which is not scheduled for timetabled classes and may be utilised for training, events, meetings or other activities including office space and ancillary areas. 

(15) Research Space: All spaces under the stewardship of VU Research comprised of either general and/or specialist space which may include the use of specialist equipment for a broad spectrum of research disciplines, science, engineering, sports, and health.

(16) Space Allocation: Includes the initial allocation of new space, reallocation of existing space, allocation of additional space or conversion of allocated space from one user to another.

(17) Space Management: The management of the University’s space inventory including tracking and maintaining departmental space and occupancy information, monitoring and maintaining data on space usage, and projecting and forecasting future requirements.

(18) Space Optimisation: The efficient and effective use, management, and allocation of space. It involves maximising space utilisation, aligning space allocation with strategic needs and ensuring cost-effectiveness while providing quality learning, research and hybrid working environments.

(19) Specialist Space: Includes all spaces with specialist functions including but not limited to: laboratories and associated spaces, sporting facilities, clinical spaces, dangerous goods stores, temperature-controlled spaces, animal accommodation and any space not including generalist teaching space or generic office space.

(20) Teaching Space: All spaces which can be scheduled for timetabled classes and are used for teaching and learning activities including lecturing, collaborative, individual, informal and other indoor and outdoor learning spaces. 

Section 7 - Supporting Documents and Information

(21) VU Standards for the Design of Formal Learning Spaces