University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Space Allocation Policies

UPPM 20.20

For more information contact:
   The applicable campus identified in this policy.

1.0     Policy Overview

All Washington State University buildings, space, and land, regardless of fund source or location, belong to the University as a whole. Long-range planning for optimal use of these valuable University assets is a continuing process.

This policy sets forth the space allocation policies that apply to the WSU system as a whole and includes policies and procedures specific to each campus.

The Board of Regents and University President or designee reserve the right to modify space allocations and assignments when in the best interests of the University. See also BOR4 (Board of Regents Real Estate Policy) and UPPM 20.45 (Real Property).

2.0     Space Allocation Policies Applicable to All Campuses

2.1     Chancellor Authority

Except as indicated below, all space on a particular WSU campus other than Pullman is subject to assignment and reassignment by the applicable campus chancellor or their designees to meet the overall needs and best interest of the institution and the campus. The WSU Pullman campus is subject to assignment and reassignment by the WSU President or designee. Likewise, the authority of the chancellors is subject to the authority of the President and the Board of Regents.

2.2     Allocation / Reallocation Considerations

The following considerations apply when a campus sets policy and makes decisions regarding allocation/reallocation of space:

  • Adopting best practices for the allocation and management of University space so that space resources are leveraged to achieve maximum results.
  • Fostering transparency, consistency, equity, and fairness in the application of policies.
  • Establishing standards that accommodate diversity of needs and functions, while recognizing the condition of space.
  • Ensuring that the space audit and reallocation process provide for periodic assessment of space needs and adjustment in allocated space.
  • Assessing the potential for using a space allocation model and/or incentives for areas to give up or share space where appropriate.
  • Cultivating an environment that encourages or rewards space shared across departments and disciplines.
  • Ensuring a clear linkage between space allocation and units’ mission, goals, expectations, and outcomes.

2.3     Budget Decisions and Allowable Costs

During each annual budget review process, the impact of budget decisions on assigned space is addressed. Accordingly, information about the needs regarding amount and suitability of space is gathered as a routine part of the information each campus solicits from areas as part of the budget process. As an outcome of each unit’s total operating or capital budget decisions:

  • Vacant space may be created;
  • Existing space may need to be reassigned; and/or
  • Existing space may need to be renovated.

Note: The state does not allow moving costs or custodial and grounds equipment startup to be charged to the capital budget. These are considered operating costs because the expenses are not part of the long-lived (bondable) building asset. Facilities Services develops a request for funding from the Budget Office for the moving, custodial, and grounds equipment start-up costs on major capital state-funded projects.

3.0     WSU Everett Space Allocation Policy

Space allocation requests are to be directed to the Vice Chancellor for Academic Affairs or the Executive Assistant to the Chancellor / Facilities Administrator. Requests are then forwarded to the WSU Everett Space Committee, which includes the following members:

  • Vice Chancellor for Academic Affairs
  • Vice Chancellor for Research
  • Vice Chancellor for Student Success
  • Director of Student Services
  • Director of Admissions
  • Director of Development
  • Executive Director, Marketing and Communication
  • Chief of Staff and Facilities Administrator
  • Manager of IT and Operations
  • Finance Director
  • Resident Faculty Organization Chair

Building and Grounds Supervisor / Emergency Management, and other facilities staff as appropriate act as consultants to this committee.

3.1     Space Assignment and Reassignment Decisions

Space assignment and reassignment decisions are based upon thorough review of the subject space in relation to the University’s strategic priorities, including costs associated with using the space.

The review includes, but is not limited to, the following factors:

  • Facility cost of maintenance and operations. (State allocations for maintenance and operations (M&O) are less than required. To the degree possible, there are financial pressures to consolidate space to efficiently use the available funding.)
  • Technology infrastructure suitability, HVAC, repairs.
  • Alternate uses of subject space. (In meeting a requesting unit’s need for a particular space, are there other spaces that would meet their needs in a less expensive or quicker way?)
  • Competing needs and their strategic importance. (If two or more units request the same space, how can the University meet the needs of the units; e.g., what alternative space meets the needs of one or the other of the units?)
  • Future plans for the existing facility. (Evaluate the level of capital investment in a building against the expected years of use; e.g., if the building is the future site for a larger building.)
  • Acquisition of new buildings (including purchase or construction) and/or leased space.

3.2     Moving Costs and Responsibilities

3.2.a    Existing Facilities

The units participating in moves are required to cover the costs of moving and the associated cleanup. As part of the moving process, Facilities carries out the following planning:

  • Develop and implement a plan for the removal of all moveable items and waste (including hazardous waste) to ensure the space vacated is safe for future occupants and in broom clean condition.
  • Carry out repairs, beyond those associated with normal wear and tear, as appropriate. Note: Unlike accidental damage (e.g., unexpectedly knocking a hole in the wall), normal wear and tear occurs over time and with regular use. It generally means damage that happens through:
    • The ordinary day-to-day appropriate use of a space by a tenant (e.g. carpet gets worn from people walking on it); and
    • The ordinary operation of natural forces (e.g. sunlight, rain).
3.2.b    New Facilities

When a capital project is approved, the Finance Director ensures that all costs beyond the capital costs are considered and funding identified and recorded. Such costs include both ongoing operating costs (whether state funded or not), moving, equipment, furniture, and other one-time costs.

4.0     WSU Pullman Space Allocation Policy

Space allocation requests outside of a college or unit are to be directed to Facilities Services Space Management Office. Requests are then forwarded and reviewed by the WSU Pullman Space Allocation Committee for consideration, which is designated by the WSU President.

Voting members of the WSU Pullman Space Allocation Committee include:

  • Chief of Staff for the Office of the President
  • Vice Provost for Academic Administration/Chief of Staff
  • Assistant Vice President for Capital Budget & Facilities Business Administration

Non-voting members include:

  • Resident Faculty Organization Chair

4.1     Space Assignment / Reassignment Decisions

Space assignment and reassignment decisions are based upon thorough review of the subject space in relation to the:

  • University’s strategic priorities;
  • Program needs;
  • Costs associated with using the space; and
  • Current departmental inventory reported annually to the Facilities Services Space Management Office.

The review includes, but is not limited to, the following factors:

  • Allocation cost limits for maintenance and operations (M&O).
  • Availability and suitability of:
    • Technology infrastructure suitability;
    • HVAC system capacity;
    • Plumbing;
    • Electrical and ventilation capacity in relation to program need;
    • General condition of the space; and
    • Extent of repairs needed.
  • Alternate uses of subject space. (In meeting a requesting unit’s need for a particular space, are there other spaces that would meet their needs in a more efficient and effective way?)
  • Competing needs and their strategic importance. (If two or more units request the same space, how can the University meet the needs of the units; e.g., what alternative space meets the needs of one or the other of the units?)
  • Future plans for the existing facility. (Evaluate the level of capital investment in a building against the expected years of use; e.g., if the building is the future site for a larger building.)
  • Acquisition of new buildings (including purchase or construction) and/or leased space.

Departmental units are encouraged to make efficient use of the college/unit allocated space.

Any reassignment or change to the allocation of space or facilities that is (1) within the purview of Athletics, and (2) used for training or competition must be approved by the University President.

4.2     Moving Costs and Responsibilities

4.2.a    Existing Facilities

Units requesting moves into existing facilities are responsible for the cost of moving and associated cleanup and remodeling.

Units must also develop and implement a plan for the removal of all moveable items and waste to ensure the space vacated is safe for future occupants and in broom clean condition. Note: Units must coordinate with campus Environmental Health and Safety (EHS) for removal of hazardous waste. (See SPPM 5.66 and 5.68.)

Repairs, beyond those associated with normal wear and tear, are billable to the unit vacating the space. Note: Unlike accidental damage, normal wear and tear occurs over time and with regular use. It generally means damage that happens through:

  • The ordinary day-to-day appropriate use of a space by a tenant (e.g., carpet gets worn from people walking on it); and
  • The ordinary operation of natural forces (e.g. sunlight, rain).
4.2.b    New Facilities

When a capital project is approved, the departmental unit ensures all costs beyond the capital costs are considered,  funded, identified, and recorded. Such costs include both ongoing operating costs (whether state funded or not), moving, equipment, furniture, and other one-time costs.

4.3     Reporting

All changes in departmental occupancy and/or room use are to be reported to Facilities Services Space Management for annual inventory reporting.

5.0     WSU Spokane Space Allocation Policy

All WSU Spokane colleges/departments are assigned areas and have the authority to move and allocate within their own unit. Colleges/departments must complete and submit campus space request forms for any space requests outside assigned areas. The campus Chancellor reviews and approves such requests.

5.1     Space Assignment / Reassignment Requests

Space assignment and reassignment requests are to be directed to the Office of the Chancellor using the campus space request form. Requests are then forward to the WSU Spokane Space Management Committee, which includes the following members:

  • Chief of Staff
  • Capital Projects Representative
  • College of Medicine Representative
  • College of Pharmacy and Pharmaceutical Sciences Representative
  • College of Nursing Representative
  • WSU Spokane Student Affairs Representative
  • WSU Spokane Facilities Operation Representative
  • WSU Spokane IT Representative
  • Laboratory Manager
  • Resident Faculty Organization Chair

Space assignment decisions are based upon thorough review of the subject space in relation to the University’s strategic priorities, including costs associated with using the space.

Assignments of space include, but are not limited to, the following factors:

  • Facility cost of maintenance and operations. (State allocations for maintenance and operations (M&O) are less than required. To the degree possible, there are financial pressures to consolidate space to efficiently use the available funding.)
  • Technology infrastructure suitability, HVAC, repairs.
  • Alternate uses of subject space. (In meeting a requesting unit’s need for a particular space, are there other spaces that would meet their needs in a less expensive or quicker way?)
  • Competing needs and their strategic importance. (If two or more units request the same space, how can the University meet the needs of the units; e.g., what alternative space meets the needs of one or the other of the units?)
  • Future plans for the existing facility. (Evaluate the level of capital investment in a building against the expected years of use; e.g., if the building is the future site for a larger building.)
  • Acquisition of new buildings (including purchase or construction) and/or leased space.

5.2     Moving Costs and Responsibilities

5.2.a    Existing Facilities

In the absence of a documented decision to the contrary, a vacating unit is responsible for securing the funding for the move if the unit initiates the move. If the move is involuntary, the unit is not required to cover the costs of moving and the associated cleanup. As part of approving a move, the following planning must be done, and decisions made and recorded.

For units vacating existing space:

  • Develop and implement a plan for the removal of all moveable items and waste (including hazardous waste) to ensure the space vacated is safe for future occupants and in broom clean condition.
  • Identify who is responsible for moving and cleanup costs (including hazardous waste).
  • Identify who is responsible for costs if repairs, beyond those associated with normal wear and tear, are required. Note: Unlike accidental damage (e.g., unexpectedly knocking a hole in the wall), normal wear and tear occurs over time and with regular use. It generally means damage that happens through:
    • The ordinary day-to-day appropriate use of a space by a tenant (e.g. carpet gets worn from people walking on it); and
    • The ordinary operation of natural forces (e.g. sunlight, rain).
  • If the responsible unit defaults on the plan as it relates to cleanup and/or repairs, the University completes the cleanup and/or repairs and charges actual costs to the responsible unit.

For new occupants of existing space:

  • Identify who is responsible for moving and cleanup costs.
  • Identify who is responsible for minor capital improvement costs, if any.
  • Identify who is responsible for costs of structural or safety upgrades, if any.
5.2.b    New Facilities

When a capital project is approved, all costs beyond the capital costs must be considered and responsibility for funding identified and recorded. Such costs include both ongoing operating costs (whether state funded or not), moving, equipment, furniture, and other one-time costs.

6.0     WSU Tri-Cities Space Allocation Policy

Space allocation requests are to be directed to the Vice Chancellor for Academic Affairs or the Vice Chancellor for Finance and Administration. Depending upon the complexity and timing of the requests, advice, and input may be sought from the WSU Tri-Cities Campus Planning Advisory Committee, which includes the following members:

  • Vice Chancellor for Academic and Student Affairs (co-chair)
  • Vice Chancellor for Finance and Administration (co-chair)
  • Resident Faculty Organization Chair
  • Campus Chief Information Officer
  • Director of Facilities Services
  • ASWSUTC President or designee
  • At large members as needed

6.1     Space Assignment / Reassignment Decisions

Space assignment and reassignment decisions are based upon thorough review of the subject space in relation to the University’s strategic priorities, including costs associated with using the space.

The review includes, but is not limited to, the following factors:

  • Facility cost of maintenance and operations. (State allocations for maintenance and operations (M&O) are less than required. To the degree possible, there are financial pressures to consolidate space to efficiently use the available funding.)
  • Technology infrastructure suitability, HVAC, repairs.
  • Alternate uses of subject space. (In meeting a requesting unit’s need for a particular space, are there other spaces that would meet their needs in a less expensive or quicker way?)
  • Competing needs and their strategic importance. (If two or more units request the same space, how can the University meet the needs of the units; e.g., what alternative space meets the needs of one or the other of the units?)
  • Future plans for the existing facility. (Evaluate the level of capital investment in a building against the expected years of use; e.g., if the building is the future site for a larger building.)
  • Acquisition of new buildings (including purchase or construction) and/or leased space.

6.2     Moving Costs and Responsibilities

6.2.a    Existing Facilities

The units participating in moves are not required to cover the costs of moving and the associated cleanup. As part of the moving process, Facilities and EHS carry out the following planning:

  • Develop and implement a plan for the removal of all moveable items and waste (including hazardous waste) to ensure the space vacated is safe for future occupants and in broom clean condition.
  • Carry out repairs, beyond those associated with normal wear and tear, as appropriate. Note: Unlike accidental damage (e.g., unexpectedly knocking a hole in the wall), normal wear and tear occurs over time and with regular use. It generally means damage that happens through:
    • The ordinary day-to-day appropriate use of a space by a tenant (e.g. carpet gets worn from people walking on it); and
    • The ordinary operation of natural forces (e.g. sunlight, rain).
6.2.b    New Facilities

When a capital project is approved, the Vice Chancellor for Finance and Administration ensures that all costs beyond the capital costs are considered, and funding identified and recorded. Such costs include both ongoing operating costs (whether state funded or not), moving, equipment, furniture, and other one-time costs.

7.0     WSU Vancouver Space Allocation Policy

Space allocation requests are to be directed to the Vice Chancellor for Finance and Operations. Depending on complexity and timing, requests may then be forwarded to the WSU Vancouver Space Committee, which typically includes the following members:

  • Chancellor
  • Vice Chancellor for Academic Affairs
  • Vice Chancellor for Research and Graduate Education
  • Vice Chancellor for Equity, Diversity and Inclusion
  • Vice Chancellor for Student Affairs
  • Vice Chancellor for Finance and Operations
  • Resident Faculty Organization Chair
  • Capital Planning representative (if applicable)

Campus Information Technology (IT), Development, Facilities, Environmental Health and Safety (EHS), and other staff, as appropriate, act as consultants to this committee.

7.1     Space Assignment / Reassignment Decisions

Space assignment and reassignment decisions are based upon thorough review of the subject space in relation to the University’s strategic priorities, including costs associated with using the space.

The review includes, but is not limited to, the following factors:

  • Facility cost of maintenance and operations. (State allocations for maintenance and operations (M&O) are less than required. To the degree possible, there are financial pressures to consolidate space to efficiently use the available funding.)
  • Technology infrastructure suitability, HVAC, repairs.
  • Alternate uses of subject space. (In meeting a requesting unit’s need for a particular space, are there other spaces that would meet their needs in a less expensive or quicker way?)
  • Competing needs and their strategic importance. (If two or more units request the same space, how can the University meet the needs of the units; e.g., what alternative space meets the needs of one or the other of the units?)
  • Future plans for the existing facility. (Evaluate the level of capital investment in a building against the expected years of use; e.g., if the building is the future site for a larger building.)
  • Acquisition of new buildings (including purchase or construction) and/or leased space.

7.2     Moving Costs and Responsibilities

7.2.a    Existing Facilities

In the absence of a documented decision to the contrary, a vacating unit is responsible for securing the funding for the move if the unit initiates the move. If the move is involuntary, the unit is not required to cover the costs of moving and the associated cleanup. As part of approving a move, the following planning must be done in consultation with campus Facilities and EHS, and decisions made and recorded.

For units vacating existing space:

  • Develop and implement a plan for the removal of all moveable items and waste (including hazardous waste) to ensure the space vacated is safe for future occupants and in broom clean condition.
  • Identify who in the unit is responsible for coordinating the move and which budget(s) will cover cleanup costs (including hazardous waste).
  • Identify who is responsible for costs if repairs, beyond those associated with normal wear and tear, are required. Note: Unlike accidental damage (e.g., unexpectedly knocking a hole in the wall), normal wear and tear occurs over time and with regular use. It generally means damage that happens through:
    • The ordinary day-to-day appropriate use of a space by a tenant (e.g. carpet gets worn from people walking on it); and
    • The ordinary operation of natural forces (e.g. sunlight, rain).

For new occupants of existing space:

  • Identify who is responsible for moving and cleanup costs.
  • Identify who is responsible for minor capital improvement costs, if any.
  • Identify who is responsible for costs of structural or safety upgrades, if any.
7.2.b    New Facilities

When a capital project is approved, the Vice Chancellor for Finance and Operations ensures that all costs beyond the capital costs are considered and funding identified and recorded. Such costs include both ongoing operating costs (whether state funded or not), moving, equipment, furniture, and other one-time costs.

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Revisions:  Sept. 2025 (Editorial); March 2025 (Rev. 641); May 2014 – new policy (Rev. 55).