SPACe Committee

I. Preamble: Best Practices for the College of Education and Human Development

All College of Education and Human Development (CEHD) buildings and spaces are to support the mission of Texas A&M University and the CEHD as a whole and are subject to assignment and reassignment by the Space Planning Advisory Committee in Education and Human Development (SPACe), after appropriate approval of the Department Head(s) or Unit Head(s) and the Assistant Dean for Finance and Business Services, to meet the overall needs and best interests of the institution. Long-range planning for optimum use of these valuable college assets is an ongoing process.

The assignment and use of space can change based on CEHD priorities. This may include space currently and traditionally held by departments or units. Policies and procedures that guide space assignment and reassignment are the responsibility of SPACe unless otherwise specified by the Dean. Space assigned to departments and units, whether in a single space or multiple facilities, may be reassigned or reallocated within and among internal departments to meet CEHD goals and purposes.

II. Introduction

Among the many resources needed to accomplish the mission of the CEHD, facility resources—particularly the allocation of space—are critical. Similar to other essential components such as personnel, financial support, and equipment, space is finite, and the creation of new space is a slow and expensive process that is not always possible. Therefore, decisions regarding space must be made within the context of utilizing existing resources in the most effective manner possible.

The assignment and reallocation of space must be accomplished thoughtfully and in accordance with guidelines and criteria that meet the needs of CEHD’s current and future mission and programs. The decision-making process must consider the special needs and unique differences among departments. With this understanding, the following guidelines have been developed for CEHD space utilization.

These guidelines are intended to:

1. Acknowledge that space is a limited resource that should be considered an integral component in program planning related to budget, personnel, and equipment.
2. Recognize the individual space and facility support needs of each CEHD department or unit, as well as central CEHD needs.
3. Promote stewardship and accountability for space assigned to CEHD departments.
4. Promote a process that:
   • Is open and consistently implemented across the CEHD.
   • Provides for the efficient distribution of space and resolution of conflicting interests in a fair and timely manner.
   • Produces recommendations based on objective assessment of need, accepted measures of productivity, and CEHD priorities.
5. Promote long-range strategic space planning across CEHD departments and units. Space allocations are expected to be evaluated biannually as part of regular review procedures. Any changes in space assignments should be forwarded to SPACe for updating the college space inventory.

III. Expectations and Guidelines

1. CEHD operates in a dynamic environment and must use resources flexibly. Space, particularly research and lab space, cannot be assigned permanently or indefinitely to any individual, program, or unit and may be reallocated based on need, productivity, or evolving priorities.
2. SPACe, with approval from the Department Head or Unit Head and the Assistant Dean for Finance and Business Services, has authority to approve or deny space assignments among internal units to meet college programmatic needs.
3. For jointly administered units or programs, space may be reassigned with unanimous agreement of the relevant department or unit heads. If agreement cannot be reached, SPACe may serve as an arbiter through the formal request process.
4. Program and personnel planning must explicitly address space implications. Requests for new space, reallocation, or change in space use must be submitted to SPACe using the CEHD Space Request Form at least 30 days prior to need.
5. Utilization of space may be considered during annual faculty performance reviews. Space may be adjusted based on productivity and disciplinary needs.
6. Any space vacancy or change in allocation must be communicated to SPACe within 30 days to ensure accurate inventory records.
7. If SPACe cannot reach a resolution on space matters, final decisions will be made by the Assistant Dean for Finance and Business Services.

VI. Space Planning Advisory Committee (SPACe)

The Space Planning Advisory Committee (SPACe) serves as a consultative and advisory body for short-term and long-range space allocation planning. The committee reviews space usage inventories, space requests, and college-wide space plans and makes recommendations to the Dean.

SPACe meets monthly to review space-related issues. Recommendations are determined by majority vote, and the Chair’s concurring signature authorizes implementation. Robert’s Rules of Order apply, and meeting minutes are documented.

Committee membership includes:

• Assistant Dean for Finance and Business Services (Chair)
• Associate Dean for Research (Co-Chair)
• Facilities and Energy Services Representative
• MarCom Representative
• Department or Unit Heads or their designees
• Faculty Advisory Council Chair or designee
• Staff Advisory Council Chair or designee
• Council of Principal Investigators Chair or designee
• Additional members as needed

Representatives are responsible for identifying alternate members to serve in their absence. Terms are three years and renewable. Subject matter experts or guests may be invited as needed.

Substantive amendments to this document require approval by SPACe and the Dean’s Leadership.

Robert’s Rules of Order provide a standardized framework for orderly discussion and decision-making, ensuring fairness, participation, and efficiency during committee meetings.

Harrington Tower

• 1st Floor: Dean’s Office
• 2nd Floor: Teaching, Learning and Culture
• 3rd Floor: Teaching, Learning and Culture
• 4th Floor: Research Space; shared with Dean’s Office and other departments as needed
• 5th Floor: Educational Administration and Human Resource Development
• 6th Floor: Educational Psychology
• 7th Floor: Educational Psychology
• 8th Floor: Dean’s Office
• TBD: Based on Engineering vacated space

Gilchrist

• 1st Floor: Kinesiology and Sport Management
• 2nd Floor: Kinesiology and Sport Management
• 3rd Floor: Kinesiology and Sport Management

Milner

• 3rd Floor: TCALL and CAC/EPSY

Becky Gates Children’s Center

• 1st Floor: BGCC
• Multipurpose Room: BGCC

Charlotte Sharp Children’s Center

• 1st Floor: CSCC
• 2nd Floor: Institute for Early Childhood Education / TLAC

Player Development Center

• KNSM
• PEAP

The Stack

• Educational Psychology
• Dean’s Office

Whitecreek Modular (0070)

• Dean’s Office
• Research Space

Guidelines for Assigning Research Space in EHD

This document presents the standard operating procedures for the designation of research space. This document was drafted by the Research Enterprise & Outreach and Business Services Office of EHD and presented to the EHD CPI and the Dean’s office for alterations and suggestions.

Introduction and Assumptions

• The EHD maintains a small amount of flexible research space, including offices and purpose-built laboratories. The Assistant Dean for Business Services, working with the Associate Dean for Research, allocates this space according to the guidelines below and will review existing assignments annually.
• All faculty should have adequate space for active research projects that meets current health and safety standards and other applicable facility regulations; whenever possible, space assignments should accommodate proximity of staff and student office space to research space.
• No assignment of EHD-controlled research space is permanent in any EHD-occupied building.
• Frequent re-allocation of space impacts continuity and stability for faculty and should be minimized.
• The process for requesting new or additional research space by faculty and the review criteria for space allocation should be transparent and posted on the school website.
• Requests for additional space due to research needs on funded projects must be discussed with the REO Office prior to submission of the grant. Federal research projects will be given priority in the decision process.
• Shared research space will be prioritized over space used by a single faculty PI, unless required by data security or special requirements (such as BL2 or clinical needs) as outlined in IRB-, IACUC- and/or IBC-approved protocols.
• Senior faculty and lab/project directors should ensure that new faculty in their units are given appropriate guidance in using shared space and/or requests for expanding space.
• Faculty should prioritize applications to agencies allowing full indirect cost (F&A) returns, as the IDC costs returned to the school enhances options for the acquisition of more research space.

Guidelines for Allocation and Retention of Research Space

Assignments of research space will be based on the space needs of a PI’s funded project(s) as outlined in the scope of work. While funded research takes priority over unfunded research for space, continued occupancy of a PI after funding expires will be dependent upon documented productivity (publications, external funding submissions) and may be allowed until other funded research requires that space.

• Project Directors/Managers, whenever feasible, will be assigned dedicated office space.
• The standard space allocation will be shared office space for research staff and post-doctoral fellows.
• For graduate students (GARs) funded by a grant award or on fellowship/scholarship, the standard expectation should be individual desks/cubicles in shared office space during their assigned work hours.
• If a faculty member does not meet the productivity criteria listed below to merit continuing occupancy after the assignment, a memo requesting extension (with adequate justification) for up to 18 months must be submitted by the faculty member through the DH, the Assistant Dean of Business Services, and the Associate Dean for Research. Priority will be based on pending needs and availability of the space.
  • If the faculty member is again not successful, the laboratory and/or office space may be withdrawn and the faculty member reassigned to departmental space or shared space as appropriate.

With rare exceptions, priority in research space assignment will be accorded:

• To projects with tangible space needs supported by the scope of work in externally funded projects.
• To PIs who have consulted with the Associate Dean for Research prior to proposal submission about anticipated space needs required by a project.

Shifting of research spaces within a unit (i.e., no expansion of space) may occur at the discretion of the DH after consulting with the PIs impacted by that decision. The Associate Dean for Research is available for consultation if needed.

Criteria for Retention of Assigned Space in the EHD

Faculty members are expected to:

• Publish annually in nationally or internationally recognized peer-reviewed journals.
• Sustain a funded research program from extramural competitive grants and other sources of research support.
• Be collegial and engage in collaborative research or mentoring of other EHD faculty/researchers or trainees.
• Be engaged in and contribute to EHD graduate educational programs.
• Fund and nurture graduate students and/or post-doctoral trainees.
• Participate with interdisciplinary faculties where applicable.
• Meet or exceed expectations in all three categories of the A-1 annual review.

Process for Requesting Expanded or Different Research Space

• Faculty PI should first meet with his/her DH to explore available space under that department’s jurisdiction consistent with the project scope of work.
• Any requests for expanded/different research space due to the needs of a pending proposal must be discussed with the REO and Business Services Offices prior to formal submission of the grant. Allocation of spaces will be based on needs and availability. In addition to the pending funding application, a formal written request for research spaces should be included as outlined below.
• If there is no affiliated grant proposal and more space is needed for that PI’s projects, the faculty member should submit a written request to the Assistant Dean for Business Services and Associate Dean for Research including the following information for each project in his/her current portfolio:
  • Titles and start/end dates of funding awards (if applicable).
  • Specific details for space that is not simple office space (e.g., conference room/special video conferencing capability, specific purpose-built research spaces).
  • Detailed information articulating the specific needs of the project requiring the additional/different research space.
  • Number of personnel required beyond the PI, including students; include for each title and percent effort on the project.
  • Preferred start/end date for actual project work.
• The Assistant Dean for Business Services and Associate Dean for Research will consult and determine if space can be made available to meet projected needs.
• This information is posted on the ORE website, along with a link to this research space policy.

Document History

Original Adoption – Original draft by Dr. Susan Bloomfield underwent multiple revisions after discussions with Dean’s Council and Department Heads – this is V4.0.

Amended and approved 03/06/2019 – revision and text remain consistent as approved.

Amended and approved 04/07/2023 – name change revision only.

Amended and approved (pending) – name change revision and addition of an appeals process.

CEHD Signage Guidelines for Classrooms, Labs, Offices, and Conference Rooms

Clear and consistent signage across university buildings is essential for accessibility, efficient
space use, and accurate identification of room functions. The following standards outline
recommended practices for classrooms, laboratories, offices, and shared spaces within CEHD
facilities.

1. Key Signage Types and Standards

Classrooms & Conference Rooms

• Must feature large, highly readable room numbers and clear room titles.
• Modular sign frames are recommended to display updatable class or reservation schedules.
• Signage should be positioned at an accessible height and meet ADA readability standards.

Laboratories & Research Spaces

Must include:

• Room numbers and laboratory/grant space name
• Responsible person(s) or primary contact information
• Hazard or safety signage, if applicable, posted at all entrances

Signage must comply with university safety protocols and relevant regulatory requirements.

Offices

General Office Signage

• Must include the room number and occupant name.
• Use nameplates with easy update systems, such as sliding or window lens modules, to allow
  cost effective personnel updates.
• When an office is unassigned or unoccupied, the nameplate should display
  Office Space to clearly convey its designated purpose.

Office Suites Behind a Publicly Accessible Door

• Install unit or department identification signage at the entrance.

Office Suites Behind a Publicly Inaccessible (Locked) Door

• Place a directory listing all departments, faculty, or staff located behind the locked door on
  the wall immediately adjacent to the entrance.
• Label the outer door with a Suite number or general suite name even if the door remains
  locked.

Graduate Assistant Spaces & Flexible Use Offices

For frequently changing occupants (e.g., GAs):

• Use A4 or A5 paper inserts for quick updates to names and schedules.
• Inserts should be placed in durable frames or holders consistent with department signage
  standards.

Rooms Used for Non-Designated Purposes

When a room is used for a purpose different from what is listed in the university-wide Room
Inventory Program (e.g., an office converted to storage, break room, or temporary workspace):

• A temporary or permanent sign must be placed at the entrance that clearly identifies the
  actual current usage.

2. Vendor Use

• Departments and units may continue to use the regular university approved signage vendor for
  ordering permanent signage.