• Section 1 - Summary
• Section 2 - Scope
• Section 3 - Policy/Regulation
• Section 4 - Procedures
• Part A - Summary of Roles and Responsibilities
• Part B - Space Allocation Procedures
• Space Allocation Requests and Approvals
• Space Management
• Teaching Space
• Specialist Space
• Research Space
• Office Space Layout
• Office and Workspace Area Space Allocation
• Open Plan General Principles
• Senior Executive Office Entitlements
• Full Time Staff (Research, Academic, VET Senior Educators, VET Teachers, and Professional Staff)
• New Appointments
• Meeting and Consultation Rooms
• Staff Rooms
• Storage
• Future Requirements
• Staff Relocations
• Furniture Relocation and Porterage
• Reallocation of vacant space
• Space Allocation Appeal Process
• Section 5 - TEQSA/ASQA/ESOS Alignment
• Section 6 - Definitions

Section 1 - Summary

(1) This Procedure outlines the processes for the allocation and management of University space.

Section 2 - Scope

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

Section 3 - Policy/Regulation

(3) Space Allocation and Management Policy

Section 4 - Procedures

Part A - Summary of Roles and Responsibilities

Part B - Space Allocation Procedures

Space Allocation Requests and Approvals

(4) All requests for an allocation of space must be submitted using the Space Allocation Request form.

(5) Allocation requests may be made at any time, however organisational units are encouraged to align space allocation requests with the University’s annual planning and budget cycle to maximise alignment with strategic planning.

(6) All space allocation requests will be received by Digital and Campus Services.

Space Management

(7) Heads of organisational units are responsible for the optimal use of all space that has been allocated to them.

(8) Organisational units must advise the Senior Manager, Space Planning if spare capacity develops within their existing allocation of space.

(9) Allocated space must be used for its stated purpose. Changes of use or occupancy within an organisational unit’s space allocation must be approved by the Chief Digital Officer and Executive Director Campus Services on recommendation of the Senior Manager, Space Planning.

(10) Organisational units may not re-allocate space or physically alter space. Requests for building alterations must be made to Digital and Campus Services and all approved alterations will be project managed by Digital and Campus Services.

(11) Colleges/Portfolios using spaces without Space Management approval will be required to vacate spaces within a week’s notice (at the discretion of Digital and Campus Services) and all related costs (relocations, cleaning, furniture etc.) will be charged to the relevant department.

(12) Digital and Campus Services will maintain plans and database records of all space allocations. Space audits and reporting will be undertaken regularly by Digital and Campus Services to monitor and benchmark utilisation rates. Digital and Campus Services will use the outcomes of these audits to improve the utilisation of space. Poorly utilised space will be reviewed and may be re-allocated. This task is a university requirement to maintain good practice and OH&S compliance and resistance or not granting access to spaces to Digital and Campus Services by the college/portfolio is not acceptable.

Teaching Space

(13) The planning of existing and future needs, and operational use of all learning and teaching spaces are managed by Digital and Campus Services with scheduling of classes managed by the Central Timetabling Unit. 

(14) Teaching space usage will be recorded on the University’s Timetable System for analysis and reporting purposes. TEFMA Guidelines will be used as reference when designing new teaching spaces, including consideration being given to new teaching pedagogies and Block Mode.

(15) There are two categories of teaching space at the University:

1. General 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. 
2. Specialist Teaching Space - Includes all spaces with specialist function including but not limited to: laboratories and associated spaces, sporting facilities, clinical spaces, dangerous goods stores, temperature controlled spaces, animal accommodation. 

(16) All general teaching spaces are unallocated to specific Colleges.  

(17) All teaching space will be regularly assessed by Digital and Campus Services in regard to its location, quality, capacity, accessibility and utilisation in conjunction with the Central Timetabling Unit.

(18) Scheduling of activities within Teaching Space will be governed by the Timetabling Policy.

Specialist Space

(19) Specialist space requirements will be determined in consultation with relevant stakeholders, considering all OHS and other legislative or regulatory compliance requirements.

Research Space

(20) Research space requirements will be determined in consultation with relevant stakeholders, considering all OHS and other legislative or regulatory compliance requirements.

Office Space Layout

(21) Office space layouts will be as generic as possible and designed to maximise flexibility within an open plan design and reduce the occupancy costs associated with relocations.

(22) All office space layouts will be compliant with WorkSafe standards on workplace amenities and work environment, including but not limited to:

1. workspace;
2. temperature and air quality;
3. lighting;
4. flooring;
5. disability access.

Office and Workspace Area Space Allocation

(23) The allocation of workspace will occur after consultation between Digital and Campus Services and relevant stakeholders in the College or Portfolio area. The collaborative process will consider the functional requirements of staff and the size and location of available space. Notwithstanding this collaborative approach the final decision on the amount, nature and type of space allocated is made by Digital and Campus Services. The governing principles will be based on the following:

1. The planning and allocation of workspace supports the Victoria University Enterprise Agreement 2025 Hybrid working arrangements which includes the implementation of strategies for flexible working and workpoint sharing. Workpoints within an allocated workspace may be shared to promote increase in utilisation.
2. The open plan style of workspace will support consideration for thinking, quiet work, concentration and focus activities via the provision of a variety of enclosed and open spaces with access to a range of workpoint setting types, including individual workpoints, group workbenches, focus rooms, focus pods and support spaces, such as meeting rooms.
3. All workspace areas, where computer work occurs, will meet ergonomic standards as set out by the OHS representative with the configuration of IT for each workstation to be provided as set out in the IT Asset Policy. 
4. The supporting spaces allow staff to meet with students, other staff and allows for team collaboration. These areas can have various styles including lounges, informal meeting spaces, formal meeting rooms and consultation rooms. The spaces used as work areas will meet ergonomic standards.
5. As a general guideline, the overall space allocation provides between 8m² - 12m² useable floor area per FTE/workpoint, collaboration, meeting rooms, and consult spaces.
6. The extent of enclosed spaces (partitions extending to the ceiling) within a workspace will be assessed on a project-by-project basis.
7. HDR will have access to a hot desk. 
8. Access to shared open workspaces may be available to casual Academic staff (including sessional staff, visitors, and honorary academics).
9. Staff are not permitted to have more than one dedicated office or workstation, however, access to a hot desk at other campus’s will be available where possible. 
10. For staff whose primary role is not office based, a hot desk will be available. 
11. Digital and Campus Services will monitor organisational unit work area occupancy against the above benchmarks. Any excess space may be reviewed and re-allocated in accordance with these Procedures.

Open Plan General Principles

(24) Office layouts shall generally be designed as ‘open plan’. Designs for new and refurbished spaces are to be as generic as possible to maximise flexibility and reduce occupancy costs.

Senior Executive Office Entitlements

(25) The following staff are entitled to fully enclosed offices where suitable space is available, or have an option to be accommodated within open plan with supporting spaces, depending on space constraints and availability:

1. Vice-Chancellor
2. Direct reports to the Vice-Chancellor
3. Executive Deans of Colleges
4. Professors (Academic Level E)

(26)  Requests by staff members (other than those listed above) for fully enclosed office entitlements is not encouraged however, will be considered using the following criteria:

1. Work function rather than classification (animal welfare, working with high-risk equipment);
2. Percentage of work time spent on student counselling and/or sensitive and confidential matters and having regard to the availability and location of suitable meeting spaces.

(27) Enclosed offices must be contained within the overall Office Space allocation for the organisational unit.

Full Time Staff (Research, Academic, VET Senior Educators, VET Teachers, and Professional Staff)

(28) The new standards will be introduced accommodating all full-time staff in the open plan space as new buildings, refurbishments of space and relocations are progressed across the University. Open plan accommodation will include break-out spaces, meeting rooms, tea points, resource spaces, interview/thinking/confidential and circulation spaces. The work areas will be between the range of 8m² and 12m² per FTE, based on design and with full consultation with the relevant user groups. The density range will be determined by the building fabric limitations.

New Appointments

(29) Heads of organisational units are responsible for

1. ensuring that accommodation arrangements for new staff have been finalised prior to the commencement of the recruitment process;
2. confirming space availability prior to allocating space for  adjunct appointments, consultancies, research bids, etc.;
3. advising Digital and Campus Services the desk/location number of the new staff member where applicable.

Meeting and Consultation Rooms

(30) All centrally bookable meeting rooms are available to all staff. 

(31) Depending on requirements, flexible plan office areas will include a mixture of quiet spaces and consultation spaces in addition to meeting rooms, where possible.

(32) Provision of hot offices will be made available and bookable by all professional staff who report directly to a DVC for confidential conversations and focused work. The use outside of this will be at the discretion of the senior leader who reports to the DVC.

Staff Rooms

(33) The provision of dedicated staff lunchrooms is not supported. Shared facilities will be provided where appropriate and staff are encouraged to use the campus retail, social and other communal facilities.

Storage

(34) The use of on-campus storage space is to be minimised, and teaching and accommodation requirements shall take precedence. However, spare or non-habitable space may be allocated by Digital and Campus Services for temporary storage. For new fit outs for staff accommodation, the following storage options will be available (based on floor footprint and design considerations):

1. Personal secure storage – either in the form of an individual pedestal unit or a dedicated locker, located close to the departmental work zone to ensure ease of access.
2. Accessible, ergonomic, secure space to store equipment and personal items where staff are sharing desks or hot-desking.
3. Team based storage – such as lockable tambour units, for storage of papers or books, on an as-needs basis.
4. Secure Storage – a shared secure lockable storage room for confidential storage such as exam papers and large volume items, where needed. This will require justification from the stakeholder and subject to Space Management approval.
5. Bulky Good Storage – to be determined in consultation with Digital and Campus Services prior to the purchase of such items.

(35) Personal collections, such as books, materials or artwork, are not to be accommodated within University spaces unless approved by the Head of School / Directors and Digital and Campus Services. It is expected that such collections be accommodated within the standard storage allocated to the workspace.

(36) Organisational units are to develop processes in accordance with the University’s Records Management Policy to identify records that are required to be stored and to systematically dispose of surplus material. Off campus storage facilities should be used to store records and other resources or material that are required to be kept (see the Records and Archives Services – Destruction of Records webpage). Each organisational unit is responsible for offsite storage costs.

Future Requirements

(37) To assist in the planning of future space requirements, Heads of organisational units will be required to provide indicative forecasts of known future space requirements, including forecast student load, staffing and research each year.

Staff Relocations

(38) All staff relocations are managed by Digital and Campus Services in order to ensure effective use of space and ensure space management records are accurately maintained, as well as to coordinate the provision of services required for the relocation including security, furniture, signage, building access, cleaning, maintenance and IT connections.

(39) Where applicable, a Space Allocation Request must be made and a Move Manager Spreadsheet must be completed if additional space is required by an organisational unit, or the proposed relocation is outside of the organisational unit's existing space allocation.

(40) Where the decision to relocate has been made by the organisational unit, including as part of a formal change plan, the cost of office relocations including reconfiguration/refurbishment of space will be paid by the organisational unit.

(41) Where the decision for relocation of staff has been made by Digital and Campus Services to facilitate capital or minor works projects, or to meet the strategic needs of the University, the cost of relocation will be met by Digital and Campus Services.

(42) Digital and Campus Services will determine the schedule for the relocation, which may be dependent on a number of factors such as:

1. Relocating existing staff to make the space available.
2. Reconfiguring or refurbishing space prior to the relocation.
3. Minimising any impact on service delivery to students.
4. Priorities of the client.

(43) Where a staff member is on extended leave at the time of a planned relocation (e.g. maternity leave, special studies program leave, etc.) the staff member's work area will still be relocated. The head of the organisational unit will liaise with Space Management to manage the relocation and ensure that any personal items that may be in the space are managed appropriately.

(44) To minimise University costs, standard office furniture, i.e. desk, pedestal drawers, bookcases, filing cabinets will not be relocated and will remain in the existing space, unless approval for relocation of furniture is made by the Senior Manager, Space Planning where applicable.

Furniture Relocation and Porterage

(45) Digital and Campus Services organise furniture removals and porterage as part of staff relocations, as well as on an ad hoc basis.

(46) Digital and Campus Services manages excess furniture in storage for future use, and arranges removal of excess furniture, as well as providing organisational units with furniture from storage as an alternative to purchasing new furniture where applicable.

(47) Porterage costs are met by the organisational unit.

(48) New furniture can only be purchased through Procurement or via Digital and Campus Services should recommendations or assistance be required. Procurement have a contract with a company to supply all office and meeting room furniture (see the Procurement and Business Operations – Office Furniture webpage).

Reallocation of vacant space

(49) The reallocation of space deemed vacant will be subject to the following process:

1. Physical audit
   1. The space will be inspected and information will be collected to ascertain the current status.
2. Notice
   1. A notice will be placed on the door advising that the space will be declared vacant and reallocated.
   2. Any personal items remaining are to be removed by the previous occupant within a notice period. If there is no response by the due date, Digital and Campus Services will engage Records and Archives Services, ITS and a Removals Company to clear the space as required.
3. Access
   1. Once space is confirmed vacant, access will be restricted to prevent unauthorised occupancy, and will be reallocated for University use.

Space Allocation Appeal Process

(50) If an applicant disagrees with a space allocation decision of the Chief Digital Officer and Executive Director Campus Services, an appeal may be lodged in writing to the Deputy Vice-Chancellor Enterprise and Digital detailing the grievance and rationale for the decision to be reconsidered.

(51) The appeal will include a rationale and the benefits in each of the categories listed below:    

1. University Strategic Plan
2. Academic course delivery
3. Student experience
4. Structural impact within organisational units and/or across units
5. Campus impact
6. Community Engagement
7. External relationships
8. Research requirements
9. Improved efficiencies (e.g. space utilisation, costs, processes, etc.)
10. OHS issues
11. Risk mitigation

(52) The decision by Deputy Vice-Chancellor Enterprise and Digital will be final.

Section 5 - TEQSA/ASQA/ESOS Alignment

(53) HESF: Standard 2.1 Facilities and Infrastructure

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

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

Section 6 - Definitions

(56) Fully Enclosed Office: An office with a door and where all the partitions forming the office run from floor to ceiling.

(57) Hot office: an unallocated office that can be booked for a set period of time. 

(58) Porterage: Relocation of furniture.

(59) 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, including science, engineering, sports, and health.

(60) 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.

(61) 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.

(62) 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.

(63) 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.

(64) 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. 

(65) Workpoint - A desk or work-station in an office environment.

(66) Workspace Area - All shared an open-plan work areas and associated circulation space, breakout space, print rooms, meeting rooms, kitchens/tea rooms/staff rooms, reception areas, storage and other areas used to support work areas’ accommodation.