Research Space Utilization Procedure

This research space utilization procedure provides guidelines to follow for effective research space allocation at the John A. Burns School of Medicine (JABSOM). Research space will be assigned to promote the academic mission of JABSOM while maximizing the productive use of space. It is critical to recognize that space is a limiting resource and it will expand and contract relative to the real needs of investigators. However, given there are few opportunities to expand the overall space, it is imperative that flexibility in these procedure guidelines are maintained. It is also anticipated that these guidelines will be periodically updated.

A. Procedure Guidelines

1. The JABSOM Dean has authority over all research space assigned to JABSOM. The Dean will work with the University administration to assure that adequate space is available for JABSOM’s needs. At all times, the Dean must have a portion of the total space available to be reassigned for new recruits and new initiatives.
2. The Space Committee established by the JABSOM Bylaws will serve monitoring and advisory functions.
3. Research space is assigned to Departments and Programs – not individuals.
4. Space assignments will be periodically reviewed and are not permanent. Space can be reassigned at the discretion of the Dean (generally at the recommendation of the Space Committee).
5. Each Department or Program will be assigned an initial allocation of core space based upon overall size and research functions.
6. Written requests for additional space will be considered if space is available. Effective use of space, which includes scholarly activities and space proportional to extramural funding will be assessed.
7. Departments may rent internal or external space in order to gain additional flexibility. In order to keep Departments from holding onto underutilized space, unused space must be formally returned to the space pool.

B. Space Metrics

In general, Department Chairs and Program Directors will use the following guidelines in allocating space to their faculty and projects:

1. Each laboratory-based PI will be allocated approximately 250 square feet initially (lab, office, and common) and 150 additional square feet per fully funded FTE.
2. For office-based and clinical research, 75 square feet will be allocated per funded position (often a cubicle or workstation- potentially private office if required).
3. As additional positions in the research group are funded, additional working space may be allocated if available.
4. Private offices will never be available for fellows, graduate students, or medical students.
5. For tenured faculty without extramural funding – the maximum space allocated is 250 square feet/tenured faculty member.
6. Space needed for a new recruit should be arranged by the relevant Department Chair or Program Director in advance – when the position is being posted.
7. Additional lab, office, and other space will be provided, given a reasonable use plan and a compelling need for growth, provided current space is effectively used. Effective use is a measure of productivity, which includes the consideration of extramural grant funds being generated proportionate to the square footage involved, as well as, scholarly activities. The following guidelines will be used as benchmarks in the determination of effective use. The total direct cost and indirect cost calculations are target goals for effective use.

a. Total direct costs per square foot:
• Laboratory and lab offices in the Biosciences Building will be assigned to the Departments at a benchmark rate of $500 direct costs/square foot.
• Research space in the Biomedical Tower will be assigned to the Departments at a benchmark rate of $350 direct costs/square foot.

 
b. Total indirect cost per square foot.

• Laboratory and lab office has a benchmark rate of $250 indirect costs/square foot.
• Research space in Biomedical Tower has a benchmark rate of $175 indirect costs/square foot.

 
c. Scholarly activity

• The importance, impact and nature of research, and relevancy to the academic mission of JABSOM will be assessed. Scholarly activity such as publications, intellectual property, pending awards, etc., will be considered in the determination of effective use.

8. All of the above formulas and allocations may need to be adjusted during periods of critical need. All departments and programs would be required to give up a proportionate share of their current space to handle urgent needs, while the Dean must work to secure additional space when over-utilization occurs.
9. It is recognized that some research activities are “space intensive” and in some instances research space may also serve the clinical and education needs of JABSOM. This will be factored into space allocations.

C.  Space Reassignment

1. Laboratory space – If adequate funding is not obtained within three years, the initial space allocation will be adjusted downward, unless a new grant application has been submitted with favorable reviews made available to the Department Chair.
2. Office-based clinical research space – If current funding is lost, the initial space allocation will be adjusted downward after a two-year grace period. Exceptions can be made after two years if a new grant application has been submitted with favorable reviews (made available to the Department Chair).

D. Annual Review Process

Annual review of space utilization will become one part of the Annual review of Departments and Programs and their Chairs and Directors. The formulas used to calculate space assignments will be adjusted periodically to reflect occupancy and the development of new research spaces.

Click here to go to the JABSOM Research Space Request Form