May 2, 2002-Vol33n27: UB experiencing campus-wide space crunch

UB experiencing campus-wide space crunch
Newman emphasizes that academic and space planning should go hand in hand

By DONNA LONGENECKER
Reporter Assistant Editor

Even at 10 million square feet, UB is suffering from major growing pains. And that leaves the Office of Space Planning to grapple with the end result—a major, university-wide space crunch.

The problem is not just about having enough classroom space—space in general is at a premium and how it's being used is a major issue, says Ann Newman, director of space planning in the Office of the Provost and the Office of the Vice President for Health Affairs.

Newman, whose office is responsible for planning for all academic and non-academic space at UB, wants to make it clear that all space at UB belongs to the university as a whole, and its allocation and use always should support the mission of the university.

Adequate utilization is crucial, Newman points out, because the state won't support requests for new buildings unless it sees that current space is being well-used.

"Right now, we're in the fifth year of a five-year capital plan that was extended to a sixth year with no additional funding from the legislature—that was pre-Sept. 11—and we don't know really when the next one (capital plan) is going to start.

"We know what our needs are, and we know our needs are greater than the funding we'll get from the state."

The top items on the list of additional space needs are new buildings, including facilities for computer science and engineering, and more biomedical research space on the South Campus. Money also is needed to renovate the space that would get back-filled, or converted to another use.

"Everyone's growing; you have to look at who's growing the most," Newman says. "For the next year or two, we're okay. But beyond that, it gets troublesome."

As for teaching space, Newman says that centrally scheduled classrooms have a very high capacity in terms of utilization.

"There are some departments that really use their teaching space very, very well. There are some others that could improve utilization," Newman says.

She also describes three components that are essential for good space planning at a university.

"First, you need an accurate inventory of what space you have and how it's being used. We are well on our way to that," she says.

"Second, you need a robust and well-communicated academic planning cycle, where the growth and focus of departments and schools is in line with the university's larger goals, and that academic planning then gets communicated in a timely fashion to the various offices that have to deal with its effects, such as budget, personnel, enrollment, space planning, etc.

"Part of this is an understanding of the time needed to go from plan to reality on space issues, Newman explains. "It takes time for me to be able to identify additional space opportunities, if they are needed, and negotiate them. It takes time to plan, estimate, find funding, design and build renovations.

"If I can communicate one thing," she stresses, "it's that no one should apply for a grant or create a new program that has space implications—they cannot do it in their existing space without renovations—without letting my office know." Newman notes that the channels and processes for such notification are described at www.provost.buffalo.edu/OSP/index.html.

Faculty members cannot assume that if they get a research grant requiring new space that they will able to get that space easily or quickly—"especially now that UB is in such a space crunch," she says. "Not that we don't want people applying for grants—we do—but they need to think of the space issues early, so I have time to develop options."

The third component of space planning, says Newman, is the need for space-allocation policies and guidelines. At this time, there is no additional space on campus to convert into classrooms, and the space that does exist is not very flexible—which, she explains, makes it crucial that space and academic planning go hand in hand.

"We have a long way to go to really incorporate that planning process and make it a continual thing," she says.

Progress is being made, though. Newman has updated and improved the space inventory with new software—a graphic database that links data and floor plans, significantly improving the quality of the data and providing a more accurate inventory of space.

"If you're in a situation like we are, where all your programs are growing and your space is not, we're going to have to root out those poorly utilized spaces and put them to other uses," says Newman.