• Section 1 - Preamble
• Section 2 -  Purpose
• Section 3 -  Scope
• Section 4 - Policy
• Flexible Allocation and Occupancy
• Space Management Activities
• Section 5 -  Procedure
• Requesting Space Management Services
• Requests and Approvals
• Fees and Charges
• Timeframes
• Changes or disputes 
• Ongoing Management of Allocated Space
• Vacated space
• Employee Workspace
• Use of Meeting Rooms
• Space Audits
• Car Parking
• Roles and Responsibilities
• Section 6 - Non-Compliance

Section 1 - Preamble

(1) Charles Darwin University (‘the University’, ‘CDU’) is committed to providing safe, appropriate, accessible, adequate and fit-for-purpose space to ensure quality teaching and learning, and productive research in line with the University’s strategic needs and regulatory obligations.

(2) University spaces are a high-value, limited resource which must be centrally managed to optimise utility and functionality.

Section 2 -  Purpose

(3) This policy and procedure set out the principles and procedures for making the most efficient, appropriate,  and sustainable use of University space.

(4) This policy and procedure are aligned with and implemented in accordance with the Tertiary Education Facilities Management Association Incorporated (TEFMA) Space Planning Guidelines.

Section 3 -  Scope

(5) This policy and procedure apply to all staff, students, partners and commercial tenants of the University, across all University-owned or -operated spaces.

(6) Space planning, allocation and utilisation must comply with the University’s Work Health and Safety Policy, ensuring all spaces are safe, accessible and appropriate for their intended use.

(7) The facilitation of accredited award and non-award teaching activities, including classes and examinations, is managed in accordance with the Timetable Procedure and is prioritised in the allocation of space. 

(8) Use of University spaces for any third party educational delivery must comply with the Third-Party Provider for Educational Delivery Procedure. 

(9) The utilisation of University venues, such as meeting rooms, lecture theatres, auditoriums, computer laboratories, outdoor spaces, sports facilities, commercial operations, and performance venues, by either internal or external entities is governed by the Venue Hire Policy and Procedure. 

Section 4 - Policy

Flexible Allocation and Occupancy

(10) Space is managed flexibly and centrally by Property and Facilities (PF). Space is not controlled or owned by individual Faculties, institutes, Organisational units, offices or individuals. 

(11) University space constitutes a valuable and scarce resource, which should be utilised primarily to support staff and students in providing high-quality teaching, learning, and research in accordance with the University’s strategic objectives.

(12) The University aims to achieve optimal utilisation, efficiency and sustainable use of its space to maximise return on investment.

(13) Employees are not entitled to individual offices unless formally agreed in their employment contract.  

(14) Employees, including adjunct and honorary appointees, who use University space on an intermittent or part-time basis may be required to occupy shared workspaces.

(15) Space for Higher Degree by Research candidates is allocated in accordance with the Higher Degree by Research - Minimum Resources Procedure.

(16) Training spaces will be allocated in accordance with ASQA and TEQSA standards to ensure the compliant delivery of training programs and qualifications, ensuring facilities remain appropriate when changes occur, such as major course amendments involving new locations or changes to student numbers at existing locations.

(17) Employees occupying residential space on campus must comply with the terms of their lease or other occupancy agreement in accordance with the Employee Housing Policy.

(18) Students who occupy residential accommodation on campus must comply with the terms of their occupancy agreement, lease agreement, other written agreement and the University Resident Conduct Policy.

(19) The Space Management System records and monitors the allocation and use of space and is the primary tool for determining the utilisation of and need for space.

Space Management Activities

Standard Space Management Activities

(20) Standard space management activities include:

1. providing information and advice on University space allocation and reviewing of space use (e.g. classrooms and office surveys);
2. space planning and reporting;
3. preparing maps and floor plans;
4. relocating teams of less than five individuals;
5. providing standard office furniture;
6. logistics services, including arranging removals and transport of assets;
7. space audits; and 
8. managing access to CDU building plans and building registers. 

Non-standard Space Management Activities

(21) Non-standard space management activities include:

1. major space reallocations;
2. relocating teams of more than five individuals; 
3. assessing space refurbishment; 
4. moving furniture or other items that require the hire of a contractor;
5. providing moving boxes and tape;
6. relocating or packing specialist or fragile equipment such as artworks, audio-visual or ICT equipment;
7. providing non-standard furniture;
8. all space management services for external (non-CDU) organisations that have leased, licensed or otherwise contracted access to CDU facilities or services; and
9. any space management request with complex requirements.

Section 5 -  Procedure

Requesting Space Management Services

(22) Standard and non-standard space management requests are reviewed by Property and Facilities via submission of the Space Management Services online form.  

(23) Standard and non-standard space management relating to furniture and logistics is reviewed by Property and Facilities via submission of the furniture and logistics services online form. 

(24) A business case/plan may be required to accompany large or high-risk non-standard requests.  A business case/plan should include the following information:

1. details of the proposed change;
2. the need or justification for the change;
3. if the current space is to be vacated;
4. reasons if the current space will not be vacated; and 
5. the number of individuals impacted by the change. 

(25) For non-standard requests, quotations must be obtained from suppliers, the quotation authorised, and a purchase order provided by the requesting area in accordance with the Procurement Policy and Procurement Procedure, prior to the execution of the work order. 

Requests and Approvals

(26) Requests for major space will be considered as part of an annual space allocation process. Property and Facilities will seek input from all areas of the University, including Planning and Performance, the Faculties, TAFE, Course Accreditation, and Research and Innovation (RI), to ascertain upcoming changes and needs.

(27) All requests/proposals for changes in the use of space must be submitted via the Space Request and Approval Form to the Senior Officer Facilities Strategic Planning, subject to endorsement from the relevant Senior Executive Team (SET) member.

Fees and Charges

(28) Standard space management services are included in centrally funded service delivery, and no fees or charges are required for these services.

(29) Non-standard space management activities may incur additional costs. 

(30) Non-standard services include all services provided to external (non-CDU) organisations that have leased, licensed or otherwise contracted access to CDU facilities or services. Services to those organisations will be provided in terms of the relevant legal agreement.  Legal agreements must be provided on request.

(31) Where additional funding is required, the request will be reviewed by the Senior Officer Facilities Strategic Planning, who will make a recommendation for endorsement to:

1. Deputy Director Facilities, Property and Services;
2. Director Property and Facilities; and/or
3. the relevant SET member. 

(32) Disputes over funding recommendations will be escalated to the Vice-Chancellor (VC) for a final determination. The Vice-Chancellor is accountable to the University Council (Council) for the use of all University resources, which include space.

Timeframes

(33)  Timeframes will be negotiated between Property and Facilities and the relevant business area or organisational unit, taking into account building and/or space availability, Property and Facilities’ capacity and University priorities as determined in the CDU Strategic Plan. 

Changes or disputes 

(34) Requests for changes in the use of space will be managed and coordinated by Property and Facilities to minimise overall impact on and disruption to University business.

(35) Disputes or potential disputes over the use or allocation of space will be managed by respectful negotiation between the relevant parties and the Senior Officer Facilities Strategic Planning. Should the parties be unable to resolve a dispute, the Vice-President Corporate (VPC) is responsible for the final approval of space allocation. 

Ongoing Management of Allocated Space

(36) Property and Facilities maintains a register of all University internal spaces, including location, size, room type, capacity, allocation, and occupancy details.

(37) Property and Facilities will undertake an assessment prior to reallocations to ensure the space meets overall objectives.

(38) Allocated space is managed by the relevant SET member or Associate Vice-Chancellor (AVC) with the authority to approve allocation changes within their assigned space. 

(39) The SET member or AVC is responsible for advising Property and Facilities of new employee location information to enable them to update the relevant University register and Space Management and Allocation Tool.

(40) Space allocated to external tenants will be managed through Property and Facilities. Lease agreements will be reviewed in accordance with the Legal Agreements Policy and Procedure and executed in accordance with the Delegations Register.

(41) Property and Facilities will review and assess each new lease before finalisation to ensure the space allocated to external tenants aligns with the University's strategic objectives. Tenants will be selected based on their compatibility with these goals, a successful commercial evaluation, and must be supported by the relevant Senior Executive Team (SET) member. The rent will be determined by the tenant's alignment with strategic goals, their development progress, and the University's costs in providing the space.

Vacated space

(42) Vacated space reverts to the University for reallocation by Property and Facilities.  The reallocation process will include consultation with relevant faculties and organisational units. 

(43) When new buildings are built to replace existing ones, the space of the old building will revert to Property and Facilities once construction is completed.

Employee Workspace

(44) The allocation of workspace will occur after consultation between Property and Facilities and relevant stakeholders in the faculty or organisational unit. The process will consider employees' functional needs as well as the size and location of the available space.   

(45) Employee office space will be assigned by the relevant Senior Executive Team member, unless explicitly provided for in their employment contracts.

(46) Allocation of workspace must be done in accordance with the Tertiary Education Facilities Management Association Incorporated (TEFMA) Space Planning Guidelines, taking into account the available utilisation data and full-time equivalent (FTE) status.   If the existing space cannot accommodate the organisational unit's needs or meet the required compliance standards, Property and Facilities will work with them to reach a solution.

(47)  A new employee will generally be expected to occupy the same workspace as their predecessor.

(48) If no such space exists within the faculty's or organisational unit's overall space allocation, the Hiring Manager must contact Property and Facilities to consider alternative arrangements and escalate to the relevant SET member or Associate Vice-Chancellor for approval.

Use of Meeting Rooms

(49) Meeting rooms are available to all employees, students, authorised tenants, and third parties for study and business purposes.  If it is identified that the space is not used for study or business purposes, Security has the authority to vacate the occupants in accordance with the Security Policy.  

(50) Faculties or organisational units do not control meeting room space.

(51) Booked rooms which are not occupied within 15 minutes of the meeting commencement time may be occupied by another party.

Space Audits

(52) Property and Facilities will conduct regular space audits and report to the relevant faculties and organisational units on overall and specific room use. Audits may result in the reallocation of space in line with University strategic priorities. Any changes to allocation will occur through appropriate consultation with the relevant faculty or organisational unit.

Car Parking

(53) Property and Facilities will coordinate a car space for those with car parking included in their employment contract.

(54) All other stakeholders are to use car parks in accordance with the Charles Darwin University Site and Traffic By-laws.

Roles and Responsibilities

(55) Approvals of requests for space are done in accordance with the Delegations Register, where relevant.

(56) Property and Facilities (PF) is responsible for:

1. managing all University spaces flexibly and centrally, within negotiated timeframes and in accordance with Tertiary Education Facilities Management Association Incorporated (TEFMA) Space Planning Guidelines guidelines;
2. annually conducting a space allocation process, including space audits;
3. reviewing standard and non-standard space management, furniture and logistics requests;
4. maintaining a register of all internal University spaces; and 
5. allocating car parking when required as a condition of an employment contract.

(57) The Director Property and Facilities is responsible for:

1. Overseeing the management of all University spaces in accordance with CDU’s Strategic Objectives and this policy and procedure.

(58) Senior Officer Facilities Strategic Planning is responsible for:

1. reviewing requests/proposal for change in the use of spaces;
2. reviewing requests for additional funding relating to non-standard space management activities; 
3. negotiating disputes relating to space allocation; and 
4. coordinating staff relocations after approval.   

(59)  Senior Executive Team (SET) members are responsible for:

1. office allocations within their assigned space;
2. endorsing requests/proposals for changes in the use of space in accordance with space planning guidelines in this policy; 
3. approving workspace allocation changes within their assigned space; 
4. notifying Property and Facilities of changes to space in their area; and
5. nominating a representative to maintain staffing space allocation records.  

Section 6 - Non-Compliance

(60) Non-compliance with governance documents is considered a breach of the Code of Conduct - Employees or the Code of Conduct - Students, as applicable, and is treated seriously by the University. Reports of concerns about non-compliance will be managed in accordance with the applicable disciplinary procedures outlined in the Charles Darwin University and Union Enterprise Agreement 2025 and the Code of Conduct - Students.

(61) Complaints may be raised in accordance with the Code of Conduct - Employees and Code of Conduct - Students.

(62) All staff members have an individual responsibility to raise any suspicion, allegation or report of fraud or corruption in accordance with the Fraud and Corruption Control Policy and Whistleblower Reporting (Improper Conduct) Procedure.