Coombs building space allocation protocols

Coombs building

After significant investment into Capital Works, the College of Asia and the Pacific has refurbished the Coombs building. The program of works for the Coombs building focused on creating improved amenity for teaching and research while also creating flexible, adaptable spaces that will ensure that the Coombs space will continue to service the needs of the College and ANU into the next decades.

To ensure that spaces are allocated in a fair and consistent way the following space allocation principles have been developed. These principles will guide the allocation of space in the Coombs building at the end of the program of works.

Additional supplementary protocols have been developed for managing minimum standards through the decant processes and these are appended at the end of the protocols.

High value is placed on the grouping of cognate activities within areas to promote interaction, user convenience and links to historically significant sites and best efforts will be made to accommodate these requirements.

Occupants may use space they have been allocated in any way that is consistent with the principles set out in this policy, and that complies with the University's OH&S policies. Space allocation will be prioritised according the below protocol.

Staff category

Allocated space

Academic staff

Full-time (1.0-0.8 FTE), ongoing and fixed term greater than 2 years duration

Level C, D and E

Allocated a single occupancy room of no less than 10m2 with basic furniture (desk, chair, storage), facilities (computer, telephone, heating, light).

 

Each staff member will have storage equivalent to:

  • 2 full height bookcases
  • 1 single width 4 drawer filing cabinet
  • 1 under desk drawer unit

Levels B and A

Allocated a space in a single or dual occupancy room with space no less than 7m2 with basic furniture (desk, chair, drawer unit and shelving), facilities (computer, telephone, heating, light).

 

Each staff member will have storage equivalent to:

  • 1 full height bookcases
  • 1 single width 4 drawer filing cabinet
  • 1 under desk drawer unit

Academic staff working on a long term, team based project (eg ANU Grand Challenges or a Centre of Excellence) may be allocated into shared workspaces at the discretion of the School Director or Project leader/Chief Investigator.

Fractional academic staff (less than 0.8 FTE)

All levels

Allocated a space in a dual occupancy room no less than 15m2 with basic furniture (desk, chair, drawer unit and shelving), facilities (computer, telephone, heating, light).

 

Each room will have storage equivalent to:

  • 1 full height bookcases (XX line metres)
  • 1 single width 4 drawer filing cabinet
  • 1 under desk drawer unit

Casual Sessional Academic staff

Access to tutor room facilities including use of desk space and bookable meeting spaces for student consultation

Professional staff – continuing

Allocated a desk space (including under drawer unit, chair, phone, computer) in a shared workspace space appropriate for roles and their functional unit or no less than 4m2.

 

Storage will be assessed by functional unit and not on an individual basis.

 

Quiet work spaces are available throughout the building.

HDR Students

Whether on scholarship or not, will generally be allocated a shared room of no more than 6 students to a room.

 

Off campus students should liaise with their supervisor regarding arrangements for their on-campus visits, and provide the HOR Unit with 20 working days’ notice of each visit to the University to ensure facilities are in place.

Visitors

Visiting Fellows, not resident in the Canberra region whose attendance and occupancy in most respects conform to those of full-time academic staff will, where possible, be assigned a shared office space.

 

Short Term Visitors (1 month and under) not resident in the Canberra region, and whose attendance and occupancy in most respects conform to those of full-time academic staff, will be allocated a shared office where possible.

 

Any specific needs of visitors will be accommodated where possible provided approval is given from the relevant School Director or the Dean.

Emeritus

Emeritus Professors resident in the Canberra region will not be provided with office space and rooms on a permanent basis.

Honorary staff

Not to be allocated office space unless pre-approved by the School Director or Dean.

Project leadership

Visitors, Emeriti or Honorary staff who are working on projects requiring daily or regular attendance, have external funding or are working on a specific project of strategic interest to the ANU, will have highest priority for room allocation, subject to availability.

In addition the following general principles will apply to the allocation of space.

Temporary accommodation

Where there is a need to temporarily relocate staff during Capital works, while every effort will be made to meet the protocols outlined above there may be a need for adjustments, as follows:

  • Inability to meet co-location/proximity requirements
  • Many academic staff having to move in to dual occupancy or shared spaces
  • HDR students having to work in larger open plan offices
  • Professional teams having to be split across multiple sites

Absences (3 weeks or greater)

Where students or staff will be away for extended periods, e.g. on fieldwork, OSP, and long service leave, it is reasonable for occupants to make their office space available for short-term use by visitors, consultants and other appropriate users.

Staff departures

When staff resign or retire, arrangements for removal of possessions, research materials and personal libraries should be made between the departing member of staff and the School. It is expected that rooms will be vacated within two weeks.

Furniture

In order to conserve resources workspaces will be furnished using current furniture, new furniture will only be purchased when existing reserves have been exhausted.

Excess storage

The Dean or relevant School Director must approve the need for ongoing storage related to an ongoing research project or provision of a professional support service the College. This storage will be provided, off-site at a fee to the functional unit or research project.

Student departures (HDR)

Once their thesis has been submitted for examination, the student will be expected to vacate the room/office space within two weeks. It will be the responsibility of the student to remove their personal belongings.

Access and reasonable adjustments

CAP will maintain necessary requirements for disability access and reasonable workplace adjustments.

Effective date: 10 May 2019

Review date: 1 April 2021

If you have any questions about the Coombs building space allocation protocols, please email coombs.refurbishment@anu.edu.au.

Updated:  15 May 2018/Responsible Officer:  Dean, ANU College of Asia & the Pacific/Page Contact:  CAP Web Team