Space Allocation and Release
The allocation and release of space in University buildings is authorised by Congregation, or by bodies to which Congregation's authority has been delegated. The Financial and Estates Regulations describe the regulations and approving committees for varying amounts of space. The space allocation and release process is managed by the Information Management Team (IMT).
Spare space is not generally immediately available within the functional estate. Space for rent in Oxford is expensive, rarely available in quantity or significant size, and often not available in areas where departments want more space. Departments need to be looking ahead in excess of twelve months if space is to be identified and made available. Departments should be aware that space is not usually available to meet their specific requirements. In considering the need for more space, departments must ensure that appropriate capital and revenue costs allowances have been identified. It should be noted that there is often competition for space.
University space is a precious commodity and external property may have to be rented.
The release of space is subject to the Estates Regulations. However if a department has space which is surplus to its needs, and is unsure whether it is able to release it, the IMT will be happy to advise. Policies and guidance are available for letting or hiring space.