Provides a framework for strategic, equitable, effective, efficient and functional use of RMIT infrastructure that meets the Groups Property Plan and legislative requirements.
Who is it for?
This policy applies to all RMIT campuses and locations, buildings and facilities within the RMIT Group.
1.1. The Executive Director, RMIT Property Services has responsibility for setting infrastructure strategy and policy for the RMIT group and implementation.
1.2. Property Services undertakes the planning and management of space for the RMIT Group.
2.1. In the planning, allocation and management of space across the RMIT Group, Property Services optimises the use of space, consults with organisational units responsible for the spaces and other key stakeholders. Space is allocated based on function rather than status as a guiding principle.
2.2. Space allocated for use by organisational units will not be regarded as permanent and all allocations will require periodic review.
2.3. Property Services undertakes regular audits and reviews of space to inform planning that includes:
2.3.1. changes to the purpose or designation of space
2.3.2. changes to access
2.3.3. sharing of space between organisational units
2.3.4. upgrades, maintenance and other work.
2.4. Organisational units occupying space are consulted on proposals to change access to or the purpose of those spaces.
2.5. In considering the allocation of space, every effort will be made to provide fit for purpose facilities for all students and staff, that meet regulatory compliance requirements, occupational health and safety standards and appropriate environmental standards.
2.6. Space is to be shared across organisational units to optimise effective use of space. Space that is ineffectively utilised may be reassigned or repurposed.
2.7. Organisational units work with Property Services where changes to staffing or their activities require changes in the use or purpose of space.
2.8. The University may implement processes to support the regulation of parking including by defining criteria for the allocation of on-campus parking.
3.1. New or refurbished general teaching classrooms must have a minimum of 2m2 per student (TEFMA).
3.2. Property Services, in conjunction with stakeholders, determines common teaching spaces that are centrally managed, and those that are College and School supported specialist spaces.
3.3. The University will provide a timetabling service that supports students in their program of study and maximises efficient and sustainable use of the University’s facilities and learning and teaching resources.
4.1. Space is allocated within research laboratories to researchers and research teams for set periods of time, which normally equates to the expected life of the research project or grant. At the end of this time period approval for use of the allocated space automatically expires, unless the project receives approved extension.
4.2. Research space that becomes vacant due to discontinuation of a project, expiry of a project or departure of the researcher or team, is re-purposed by Property Services.
4.3. The use of laboratory space is reviewed annually by the responsible organisational unit.
4.4. Laboratory space is reallocated as demonstrated needs change.
4.5. Laboratory space is not used to store inactive equipment or past experiments.
4.6. Wherever practicable, purchase of expensive equipment is not duplicated, but where possible should be installed and maintained in common laboratory areas and ‘time shared’ to ensure optimal use.
5.1. Higher degree by research (HDR) students have access to appropriate, bookable, shared office space in addition to non-bookable space within an open plan/shared area dedicated to HDR students that may not necessarily be located within the enrolling School's existing allocated space.
5.2. HDR workspace are regularly audited and the frequency will be reported to Colleges and Centres, Controlled Entities, and VCE.
5.3. If HDR students require more significant storage space than that provided at the workspace then this must be accommodated within the School’s existing space allocation.
5.4. Operational HDR space management principles to be adhered to as per the approved Higher degrees by research policy.
6.1. Staff are provided access to appropriate workspace based on work function as per the Space Allocation and Accommodation Guidelines.
6.2. Staff (0.6 FTE or greater) required to work from more than one campus and/or site are allocated a work space at one location. At other locations staff have access to shared space that operates on either a bookable or ‘hot desk’ basis.
6.3. There is an overall space allocation target of 10m2 to 12m2 (NLA) per work point density including common spaces. This target takes into account all areas classified as being Non-Teaching (all office space, reception, staff rooms, meeting rooms, resource and administrative support/storage areas) including common areas, access and circulation space.
6.4. Provision of staff rooms in the immediate vicinity of staff office and administrative areas is considered. The size of these areas is subject to availability of space.
8.1. Provision of space to accommodate external organisations is determined in consultation with Property Services, who also advise on the formal arrangements to be entered into.
8.2. Organisational units needing to provide external organisations with space, or external organisations seeking space, must seek approval before any agreement is negotiated via Property Services and the executive sponsor.
8.3. Any agreement to provide space to an external organisation considers current commercial rates and at a minimum require a return equivalent to the operational cost incurred by RMIT in providing the space.
9.1. Naming an RMIT building or space requires the approval of the Vice-Chancellor.
9.2. A name remains in use only for the life of the building or space, unless otherwise approved by the Vice-Chancellor.
11.1. Asset security management is the shared responsibility of all staff and contractors as part of their day-to-day activities.
11.2. Property Services, Facilities & Asset Management (encompassing Campus Safety & Security), provides expertise specific to asset security management of RMIT Group people and physical assets.
11.3. Information Technology Services Chief Information Security Officer provides expertise specific to asset security management of the Groups’ information assets.
11.4. Property Services, Facilities & Asset Management, in collaboration and consultation with each Entity, College and Portfolio develops and implements a systematic risk based approach to asset security management that includes:
11.4.1. Provision of training and awareness programs specific to asset security management.
11.4.2. The appropriate asset security risk management methodologies to be applied and adopted to protect our People and Assets from harm. (criteria per HB 167:2006 Security Risk Management Handbook)
11.4.3. Identifying the people and assets to be safeguarded from security related threats and vulnerabilities the RMIT Group may be presented with from time to time.
11.4.4. Recommend appropriate control measures including utilising contemporary technologies available to mitigate security related risks to people and assets.
11.4.5. Support the Chief Information Security Officer in mitigating risks to information.
11.4.6. Assess and monitor the risk profile based on the current threat environment and adequacy of existing controls in place to delay, deter, detect, respond and recover from potential threats to assets.
11.4.7. Investigate, monitor and analyse security related trends and recommend additional investment as appropriate to implement further supplementary measures to reduce security related risk to a tolerable level.
Full time equivalent
Net Lettable Area. The sum of a building’s whole floor lettable areas excluding external walls, building cores, and standard facilities such as toilets, access passageways, facility storerooms, facility cupboards, etc
An unmanned aerial vehicle (UAV) remotely controlled and flown by a person, or autonomously controlled and flown by software.
All land and buildings occupied, leased or owned by RMIT.
Security personnel, electronic access controls systems, intruder detections systems, alarms and monitoring, keys, manual locks and CCTV surveillance.
Tertiary Education Facilities Managers Association. TEFMA is the central organisation for the promotion and support of excellence in the management and development of the facilities portfolio in the Australasian tertiary education sector.
- Timetable Policy Process
- Space allocation and accommodation guidelines
- Unmanned aerial vehicles or drones operating manual
Status & details
Custodian: Chief Operating Officer
Operational responsibility: Property Services / RMIT Vietnam / RMIT Training / RMIT Europe
Effective from: 31 October 2017
Last updated: 31 May 2018
Document reference: POL/2018/00004[V2]