Campus Space Advisory Committee (CSAC)

Terms of Reference

University of Lethbridge 2018/19 – 2020/21 Comprehensive Institutional Plan
Institutional Mandate

The University of Lethbridge fosters a learning community that meets the educational and personal growth needs of its students.  Facilities support and enrich the student experience and the lives of the community members while respecting environmental sustainability.  The University strives to enhance its educational environment through innovation and creativity.
Campus space is a valuable asset and must be managed carefully and appropriately according to established standards to meet the objectives of the University and its community.
The role that campus space plays in achieving the long-term goals of the University of Lethbridge is undeniable.  It clearly facilitates the delivery of a quality education supporting student achievement and the institution’s impact on the community.  As such, it is critical that space is properly assessed, apportioned and assigned to all of its users.

Advisory to the Office of the Provost and Vice-President (Academic) and Vice-President (Finance and Administration), the Campus Space Advisory Committee (CSAC) will provide oversight and guidance of campus space management involving the appropriate allocation, assignment and use of campus space in support of the institution’s mandate.

The CSAC will work to develop and administer processes that facilitate open and transparent communication and discussion on space requests and space planning initiatives leading to the development of space management opportunities.

The CSAC will support the space management of campus space by promoting but not limiting their focus to:

i.     understanding that all space is an asset and must be managed strategically;

ii.    ensuring efficient use of campus space;

iii.   adhering to the University’s Space Management and Allocation policy;

iv.   considering space allocations in an equitable approach;

v.    evaluating space demands according to availability, appropriateness, and impact to others. 


i.     Provide space for academic staff, administrative staff and students that is appropriate and sufficient to support their activities and that align with the University’s mandate.

ii.     Review submitted significant space planning proposals to formulate recommendations for space planning initiatives for senior leadership direction.

iii.    Review significant space requests received and determine recommendations for adjudication by senior leadership.

iv.    Investigate the existing use of space occupancies vs. vacancies through periodic reviews to determine opportunities for reallocation and to meet the changing needs of the University and strategic priorities.

v.     Apply the Space Management and Allocation policy in accordance with space management strategies to address space assignments.

vi.    Initiate processes for space programming of new or renovated spaces.

vii.   Propose space feasibility studies and planning initiatives.

viii.   Investigate space utilization rates to locate opportunities for improvement through the realignment of existing spaces to maximize space usage.

ix.    Propose long-term space planning initiatives.

x.     Provide recommendations on strategic space allocation and reallocation, including the resolution of competition for space.

xi.    Collaborate with other committees, in particular the Classroom Governance Committee, as required.

5.1. Membership
• Director, Campus Planning (ex-officio) – Chair
• (5) Representatives from the Faculties/Schools appointed by Statutory Deans' Council
• Vice-President (Research) or designate
• University Registrar (ex-officio)
• Director, Science Facilities (ex-officio)
• Chair, Classroom Governance Committee (ex-officio)
• (2) Academic Members, appointed by the office of the Provost and Vice-President (Academic)
• (2) Non-academic Members, appointed by the office of the Vice-President (Finance and Administration)
• (1) Undergraduate Student, appointed by the University of Lethbridge Students’ Union
• (1) Graduate Student, appointed by the University of Lethbridge Graduate Students’ Association (GSA)
Note – all Members are voting members of the Committee.
5.2. Terms of Office

i. Appointed members, other than the students, will serve a three-year term, which can be renewed by the respective appointing body.

ii. Student representatives to the Committee are appointed for a one-year term that can be renewed under the recommendation of the respective appointing body.

iii. When the Committee is first formed, two appointed members will serve three-year terms, two will serve two-year terms, and one will serve a one-year term. This staggering is to ensure a regular turnover of members and enhance the operational continuity of the Committee.

iv. Appointed members can be renewed for a maximum of two terms.
5.3. Decision-Making

From time to time, it is expected that the Committee will make recommendations to bring forward jointly, to the Office of the Provost and Vice President (Academic) and Vice-President (Finance and Administration). When forming these recommendations
i. The Committee will make every effort to operate on a consensus model

ii. When consensus is not attainable, the Committee will follow a democratic process, with quorum at 50% of the Committee membership.
5.4. Committee Support:

Administrative support to the Committee will be provided by the Facilities office.
5.5. Expert and External Advice:

Expert and external advice will be brought in as necessary at the request of the Chair to provide information and expertise necessary to meet the objectives of the Committee.
5.6. Meeting Schedule

The Committee will have meetings at the call of the Chair, but not less than quarterly.
5.7. Reporting
i. All Committee meetings shall be documented including attendance, agenda, decisions made and support material. The Committee has the capability to proceed “in-camera” when appropriate.

ii. The Committee will report annually to the office of the Provost and Vice-President (Academic) and the Vice-President (Finance and Administration) on the Committee’s activities.