Assigning Research Lab Space: Difference between revisions

Policy No.: '''6071'''<br />

Effective Date: '''01/06/06'''<br />

<big>'''Assigning and Managing Research Laboratory Space Policy'''</big>

*Effort should be made toward properly attributing expenditures with the appropriate faculty. For program project grants, multi-PI, and other large grants where individual projects and project budgets can be identified and assigned, research expenditures from those project budgets will be applied toward that faculty’s expenditures. For other grants, like Center grants, where there are grant cores or project leads, “child accounts” can be created so there is tracking of research expenditures to the faculty member. The VCR Office will not modify the values used for expenditures to calculate the research space metric (e.g., project expenditures were attributed in SAP to a center grant PI and not the project lead).

*Training grant expenditures are not counted toward a research space metric but may warrant the assignment of administrative space specific to the needs defined by the grant.

Assigned research space includes all office and lab spaces in all buildings assigned to the investigator.  

*Spaces include, but are not limited to, labs, common equipment rooms, tissue culture, animal facility procedure rooms exclusively for their use (not animal housing space) and any offices. Shared spaces, like equipment rooms, will be divided proportionally among those using those spaces.  

Research space may be requested by completing the [https://www.unmc.edu/vcr/_documents/research_space_request_form.pdf UNMC Space Request] form. Research space requests will be considered by the appropriate chair, dean and/or director and/or the UNMC Research Space Committee based on the location of the proposed space. For an assignment in multi-college/institute research buildings, the Research Space Committee will discuss the request at their bi-monthly meeting, to include the VCR and FMP leadership along with the relevant college dean/institute director and department chair or any other representatives designated. A response from a UNMC Research Space Committee request should be expected within one (1) month.  

===Procedure When Research Space Assignment is Reduced or Changed===

Faculty may request additional space once notice of grant award has been received that designates the final funding received. The space metric of the faculty with and without the award will be compared to those around their current laboratory and the specific space committee evaluates options that may be presented. These could include a decision to not increase space, assignment in another area that can accommodate the request or an increase in space assigned to that faculty member and a reduction in the space assigned to other faculty immediately adjacent to their current space assignment.   

This process requires a discussion with the faculty’s dean/director and department/division chair/chief. Whenever possible, choices are provided. When a faculty with a lower research metric is asked to relocate, the faculty should be given at least thirty (30) days to move. It often takes approximately thirty (30) days for the space committee to evaluate a request. For this reason, it is optimal that the department, college or unit discuss potential space assignments and recruitments early with the VCR Office so as not to delay placement of a newly hired faculty member.

Faculty who have a space metric lower than the campus average may be asked to share a laboratory space with another faculty or move their office and/or laboratory to another location if a laboratory assignment is still warranted. Emeritus faculty, unless they have independent research funding or a high likelihood to receive funding that requires laboratory space, will not be assigned laboratory space and may not be assigned an office unless actively named and collaborating on funded research.<br />

All relocation costs of moving are the responsibility of the faculty, their department, or college/institute. Costs include reversal of renovations that have been made and may include additional costs if the laboratory or spaces are not reasonably emptied and cleaned.

*If a faculty member changes department or unit, an MOU must be signed between the two units. This MOU should define what equipment will move to the new department and set expectations for any relocations, in cooperation with the appropriate space committee(s). The cost of the move and any replacement equipment required, or financial arrangement to support the use of shared equipment that is owned by the former department or unit would be the responsibility of the new department or unit.

Research buildings and labs, particularly newly constructed or renovated buildings and spaces, are designed to meet the needs of a broad range of investigators. HVAC requirements are also assessed based on current research configuration. For all these reasons, any request for renovation, whether for a new or existing faculty, including placement of new hoods, must be pre-approved by the Assistant Vice Chancellor for Research Resources and appropriate FMP leadership before work is initiated. The renovation changes, if approved, must be returned to the previous state when the individual leaves that space. The financial responsibility for renovation costs and cost of returning space to normal are generally those of the investigator, such as their start-up funds and/or their department or college. Any renovations made to the space are required to be returned to its previous configuration at the expense of the faculty or their department or college when that faculty leaves or moves, if not useful to the next occupant.

Maintaining an accurate space assignment database is necessary for assuring safety, security and other operational reasons. Once a research space assignment is made in any building, or any time an assignment is changed, the unit chair, dean or director is responsible for informing the VCR Office within thirty (30) days of the change to update the Master Facilities Database.  

When a faculty plans to exit a space, whether leaving the institution, retiring, or moving, they and/or their unit leadership are responsible for completing the faculty departure checklist. Faculty and the department should partner with Environmental Health and Safety on appropriate close-out procedures to include disposal of chemicals or waste in the laboratory, removing all their equipment and supplies or requesting assistance with dispersal to other investigators, and cleaning the space for final checkout. Failure to complete this laboratory check-out procedure and/or damage found when the faculty leaves could result in charges submitted to the department for repair or clean-up. As above, any renovations made to the space by the faculty or unit should be returned to its previous configuration at the expense of the faculty or their department or college when that faculty leaves or moves.

==Additional Information ==

*For more information, contact the [mailto:tess.kuenstling@unmc.edu Assistant Vice Chancellor for Research Resources].

*[https://www.unmc.edu/vcr/_documents/research_space_request_form.pdf UNMC Space Request]