Section Renumbered 8/06

1. General
2. Responsibilities and Approvals
   1. Division Space Management Responsibility
   2. Interdivision Space Management Responsibility
   3. Institutional Space Management Responsibility
3. Procedures
   1. Record-Keeping
   2. Requests for Space
   3. Return Policy
4. Off-Site Space
5. University of California, Berkeley, Space
6. Funding
7. General Space Management Principles

A.  GENERAL

The Laboratory's policy on space management is to maximize the use of this resource in a planned, judicious, and cost-effective manner while minimizing disruption of activities. The Laboratory Director has delegated the implementation of this policy and the authority to allocate space in all Berkeley Lab–managed property to the Associate Laboratory Director for Operations (ALDO), assisted by the Facilities Planning staff.

B.  RESPONSIBILITIES AND APPROVALS

1.  Division Space Management Responsibility

Each division is responsible for managing the utilization of space assigned to it. Facilities Planning works with each division to monitor compliance with space utilization policy.

Each division director designates a division space coordinator, who serves as the point of contact for the division's space information.

When a division has new space needs, it is responsible for examining all possibilities to meet this need within its existing allocations before submitting a request for additional space to Facilities Planning.

With the exception of individual office space intended for immediate reuse by the same division, reuse of any vacated space must be reviewed by Facilities Planning for consistency with Laboratory-wide plans. Any modifications made to a room configuration, including change of use, must be approved by Facilities Planning for compliance with applicable building codes and consistency with Laboratory-wide plans.

2.  Interdivision Space Management Responsibility

Division directors are expected to work together in resolving space issues when reallocations must take place across division lines. Before interdivisional negotiations begin, a request for space reassignment is submitted to Facilities Planning to allow for a check for consistency with Laboratory-wide plans and options available to the requester. All reassignments of space must, however, be approved by the ALDO.

3.  Institutional Space Management Responsibility

In unresolved interdivisional space issues, reassignment of space is made by the ALDO in consultation with the Laboratory Space Committee. This committee is chaired by the ALDO and includes representatives from Computing, Energy, General, and Life Sciences; the heads of the Office for Planning and Strategic Development and Facilities Division; and staff from Facilities Planning.

C.  PROCEDURES

1.  Allocation of Space Costs

Allocation of costs associated with space will be charged directly to the project utilizing the space, consistent with the "final cost objective" of the Cost Accounting Standards of the Laboratory. As a basic guideline, space should be allocated to each cost objective to which labor is associated.

Final cost objectives for the Laboratory include:

• DOE projects
• Work-for-Others projects
• Organization burden
• Recharges
• Laboratory Directed Research and Development projects
• Projects funded by other sources (e.g., University Directed Research and Development, fellowships, gifts, etc).

2.  Record-Keeping

The Odyssey Space Database is the institutional record of space assignments by division. Information from this database is used for all institutional record-keeping concerning space, including space charges. The database is updated monthly and is available Laboratory-wide through the Information Systems and Services IRIS v.2 data warehouse. A separate publication, Odyssey Space Management System, describes the maintenance of Odyssey.

3.  Requests for Space

Requests for additional space are made by memo or e-mail to Facilities Planning. Requests may only be made by an authorized division representative (i.e., division director, division administrator, or division space coordinator).

4.  Return Policy

Requests to return space are made by memo or e-mail to Facilities Planning. Requests may only be made by an authorized division representative (i.e., division director, division administrator, or division space coordinator).

Prior to vacating space and returning it to the Laboratory, the Principal Investigator assigned to the space must meet the following requirements:

• The space must be cleared of materials and equipment and be devoid of any contamination.

• The space must be of a reasonable size and relatively contiguous configuration to enable reasonable reuse by other Laboratory divisions.

• Office furniture, if free of materials, debris, and contamination, may be left in place and returned with the space.

If the Principal Investigator fails to meet the above requirements, the responsibility will fall to the division.

Ninety days after receiving the written request to return space, Facilities Planning will transfer the space from the requesting division if, by the date of transfer, the space meets the above requirements. This 90-day period will allow another user to be located. If another division accepts assignment of the space, some or all of the 90-day waiting period will be waived. If the space is not acceptable for release after 90 days, it will remain the assigned division's responsibility until it meets the requirements for release.

D.  OFF-SITE SPACE

Under certain circumstances, off-site space may be leased to accommodate Laboratory needs. Off-site space acquisition is governed by a variety of contractual, legal, and University policy provisions. Requests for off-site space must be made by memo or e-mail to Facilities Planning. As the designated staff to the ALDO, Facilities is the sole authorized requester for the procurement of leased real estate for the Laboratory.

E.  UNIVERSITY OF CALIFORNIA, BERKELEY, SPACE

Each division using space in a University of California, Berkeley–managed facility to conduct Laboratory-funded research is required to report the building, room, and percentage of space used by Berkeley Lab to Facilities Planning at the beginning and end of occupancy, and upon any change to the percentage of space used by the Laboratory.

F.  FUNDING

Costs related to moving in or alterations of newly assigned space are normally borne by the incoming division. When moves are required by the Laboratory, costs will be borne by Laboratory overhead and/or the benefiting division. Alterations to leased space funded by the Laboratory must be approved by the DOE Berkeley Site Office.

G.  GENERAL SPACE MANAGEMENT PRINCIPLES

The following principles are guidelines for space allocation:

• Research. Research divisions have priority for space over support divisions.

• Laboratory-Based Research. Laboratories should be used for the purposes for which they were designed (e.g., wet laboratories should be used for wet-laboratory-based research). Converting laboratory space to office space should be avoided.

• Asset Proximity. In buildings containing both offices and laboratories, groups with laboratory space in the building have priority for office space. If research programs depend on a major facility (e.g., the Advanced Light Source, the 88-Inch Cyclotron, electron microscopes), programs using the facility have priority for adjacent office and laboratory space.

• Office Space. Office space is allocated to be generally equitable among the divisions. "Equitable" means roughly the same amount of floor area should be provided for people, including students, of approximate equal rank. This approach accounts for program size and funding in a reasonable way. For cost effectiveness and maximum utilization, the Laboratory encourages open and shared office space.