SDSC Space Policy

Requests for Space

Current Staff: Submit a space request for moving to a different office.

New Staff: Submit a space request for office, telephone, desktop/laptop and network connection.

Note:

Usage

  1. Single vs. Shared Offices
    Single offices are allocated to supervisors and those at the MSP level and above. Others may be temporarily assigned to double office space with only a single occupant when space is available.
  2. Lab space is shared and allocated on a first come first serve basis. If servers are placed in lab space there needs to be a compelling reason that they are there and not in the machine room.
  3. People have priority for office space. Servers and other equipment should be in the co-lo or in a lab or in appropriate storage space.
  4. People who telecommute more than 40% time are not eligible for a single office

Formula

SDSC's space formula is a guideline for an upper parameter on how much space a group can use. The space formula is calculated as follows: $450 IDCR/yr/Sqft + 25 Sqft/Student + $5,000 Pending Proposal IDC/Sqft + $1,200 Funded Collaborations Funding/Sqft. This formula will be calculated once per year and compared to actual space usage. Actual space usage will be calculated based on the employees' space group and where they receive their funding.

Allocations

  1. People who wish to collaborate with SDSC can be granted an allocation of space at the discretion of the Director and the space committee. This space will be reviewed on an annual basis. At the end of the first year that allocation of space will be reviewed to see if significant steps have been made either toward a significant collaboration with SDSC researchers or proposals submitted through SDSC. At the end of the second year awards and collaborations will be reviewed to see that they are moving towards being in compliance with the space allocation formula.
  2. Visitor space is a variation on the above (1) collaboration space. Any SDSC group that has a space allocation can request visitor space if they are within the space allocation by the space formula. A visitor is anyone who does not have SDSC as their home department. The request can be for no more than 1 year and must conform to all other SDSC space policies. Criteria for renewal of visitor space: Does the sponsoring PI still have space within their allocation; are there ongoing collaborations with SDSC researchers; has the person become an SDSC affiliate (by running grants through the SDSC business office); or is the person supporting SDSC research staff on grants that they have through other departments.
  3. Non-UC employee visitors/collaborators who are in SDSC space for more than 3 months need to have a UCSD Waiver of Liability and Emergency Contact information on file with the business office.
  4. Collaborators who do not have grants through SDSC will be expected to provide another fund source for their phones and desktop support recharges. Once they have grants through SDSC and are in compliance with the space formula they will be eligible for standard SDSC support.

Space Review Process

  1. The SDSC Space Review Process will take place annually each September.
  2. The space that a current group is using will be calculated based on the org chart with adjustments made for funding based on the prior fiscal year. Since SDSC is a highly matrixed organization when an employee is funded by an organizational group other than their own the fraction of the funding that that funding represents of the total funding will be applied to how much space that employee is “using” and a deduction for that amount will be made to the employee’s “organization group” space and an addition made to the “funding group’s” space. These adjustments will all net to zero.
  3. The normalized space usage is looking at how much space a group would use if all usage policies were followed to the letter. For example if a PAIII is in a single office there would be a deduction of ½ of that office from the current space used since PAIII’s are assigned shared offices according to policy. Office space that is assigned to a group, but has no people in it will be deducted etc.
  4. # of students will be calculated based on the total number of students that a group had during the prior fiscal year
  5. IDC will be calculated based on the prior fiscal year.
  6. Pending proposal will be calculated based on the number of proposals that a group has that have a “Submitted to Agency” status and a proposed start date within the last fiscal year.
  7. Funded SDSC Collaborations are calculated by totaling the amount of a group’s funding that comes from sources outside SDSC.
  8. The space committee will compare a group’s actual space usage to their formulaic allocation and their actual usage to their normalized usage. Groups that are more than 20% over either their formulaic space allocation or their normalized space allocation will be examined, and plans made to bring them more in line.