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Tracking & Reviewing Research Space Usage

Tracking & Reviewing Research Space Usage. Tony Woods Deputy Director, OTS . Overview. Griffith & Office of Technical Services Space Management Role Previous Research Space Surveys National Research Developments Current Review – over 400 rooms Lessons Learned. Griffith University.

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Tracking & Reviewing Research Space Usage

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  1. Tracking & Reviewing Research Space Usage Tony Woods Deputy Director, OTS

  2. Overview • Griffith & Office of Technical Services • Space Management Role • Previous Research Space Surveys • National Research Developments • Current Review – over 400 rooms • Lessons Learned

  3. Griffith University • Five campuses across Brisbane – Gold Coast corridor • Southbank, Nathan, Mt Gravatt, Logan, Gold Coast • Approx 32,000 students • New medical & dental schools & film school

  4. Office of Technical Services (OTS) • Formed 1997 – most Griffith technical staff • Approx 115 permanent & 20 casual staff • Primary role – technical staff support to teaching & research • Other responsibilities include: • Operating technical stores, workshops, animal facilities, anatomy facility • Timetabling technical teaching space • Specialist H&S services and advice • Space Management

  5. OTS Structure Director Deputy Director – Planning & Quality Cross Campus Support Operations 4 x Campus Managers

  6. Space Management Role • Most technical space in University: • Teaching & research labs & studios • Other technical facilities – stores, workshops, specialist facilities • Approx 30% of all Uni space • Space & Key database developed as management tool

  7. OTS Space & Key Database • Developed in Microsoft Access • Comprehensive details on all rooms for which OTS has management responsibility (1,300 rooms) • Accessible by managers & staff from any location • Web-interfaced • Linked to key database (over 5,300 keys) • Security safeguards for key data • Room Condition information added

  8. Research Space • 2001: DVC(R) requested survey of research area usage • New module for Space & Key Database • Survey conducted using contract Project Officer • Repeated after 18 months • 2004: Space management policy modified • PVCs responsible for assignment of research space

  9. National Research Developments • Research Quality Framework (RQF) • ‘Building University Diversity’ • Increased focus on research quality • Required Unis to review research effort and directions • Reflected in Griffith University Strategic Plan

  10. Review of Research Areas • Led by DVC(R) – to ensure usage optimised & aligned with University’s strategic directions • Major instrumentation facilities also surveyed • Restricted to science, technology & health areas • OTS asked to conduct review • Over 400 rooms across 4 campuses • Very wide range of disciplines eg. chemistry, biosciences, engineering, medicine

  11. Review Stages Stage 1: Planning 2: Confirm Current Users 3: Gather Room Data 4: Utilisation Status 5: Future Needs & Major Instrumentation

  12. Stage 1: Planning • Consultation with DVC(R) • Agreement on data sought • Planned detailed timelines & stages of project • Two OTS team leaders assigned to assist part-time with project, plus admin support • Database field structure updated

  13. Research Data Collected

  14. Stage 2: Confirming Current Users • Project announcement - DVC(R) email to PVCs, Deans, HOS and Research Centre Directors • Personal visits to HOS and Res Centre Directors to confirm element and academic responsible for each area • Database updated with revised information

  15. Stage 3: Gathering Room Data • Email (Lotus Notes) to each academic responsible • Included extract from Space & Key Database relating to their room • Researcher updated room details & sent reply via email • Updated info pasted into Database.

  16. Stage 4: Utilisation Status • Conducted by OTS Project Officers • Inspected each room, noted room condition, and assigned utilisation status • Inspection consistency through guidelines & some joint inspections

  17. Stage 4: Utilisation Status (contd) • Utilisation status: • Overcrowded • Fully & Efficiently Utilised • Potentially Some Spare Capacity * • Significant Spare Capacity * • Vacant/Available * • Unknown

  18. Stage 5: Future Needs & Major Instrumentation • Future space needs (1 to 5 years) requested from HOS & Res Centre Directors • Major Instrumentation Facilities surveyed – current & planned

  19. Data Consolidation • Database updated with room data, utilsation status, and condition • Master room-data spreadsheet submitted to Office for Research • Future usage & instrumentation facilities data completed • Submitted to DVC(R) for analysis & review • OTS to provide advice based on local knowledge

  20. Some Lessons Learned • Process Review • Advance Planning • Face to Face Meetings • Technology Use • Local Knowledge • Policy & Procedures Revisions

  21. Conclusion • Review in response to national & Strategic Plan focus on research quality • Surveyed research activity in over 400 spaces across 4 campuses • Sought future space needs & major instrumentation data • DVC(R) to review usage & if necessary re-allocate some research space

  22. Questions ?

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