CERN Accelerating science

Space Management

Objectives and Scope

The purpose of this policy is to standardize space practices throughout the SCE Department. The policy is applicable to all existing and future physical space managed by the SCE Department.

The RoPO for Space Management Forum can be found here.

Concepts and Principles

Space planning and management shall respect the following concepts:

• Consistency to uniform practices in space management.
• Efficiency to reduce costs.
• Effectiveness with new standards for space uses and working practices.
• Flexibility to create working environments that satisfy today’s needs and can adapt to fulfil future requirements.
• Equity to ensure space is allotted fairly throughout the Department.
• Sustainability to fully use existing resources and avoid undue waste.
• Transparency to communicate to all SCE Department members the basis for decision-making regarding space management.
• Productivity to establish a climate of productive work environment that values the professional life and work of the SCE Department members.
• Durability to introduce the concept of time of conservation of buildings.
• Comfort to provide a comfortable environment.
• Collaboration to encourage collaboration amongst individuals within the Department.
• Safety to consider the safety and security of individuals in space allocations, and to consider the safety and responsible care of documents and data.

Space planning and management shall respect the following principles:

• The SCE Department manages the spaces that have been allocated by CERN to its activities at departmental level.
• Space is re-assignable. Allocation of space does not imply permanence.
• Space is a shared resource. To avoid duplication of space, equipment and services, space is to be shared whenever possible. If necessary, usage procedures should be developed when multiple parties use the same space.
• Space is a scarce resource. Changes to space allocations should be based on existing infrastructure CERN-wide, as opposed to uncontrolled creation of new spaces (e.g., barrack rentals, ad-hoc storages…) 
• Space is allocated equitably amongst SCE Department members. Periodic reviews of space occupancy and utilization shall occur and may result in the reallocation of space to maximize use and meet the Department’s priorities and needs.

Roles and Responsibilities

The Departmental Space Manager (DSM- contact below) shall oversee the correct implementation of this policy and is responsible for the overall departmental space management, by delegation of the DH.

Space Requests

• All space will be subject to allocation and reallocation to align with the Department strategic priorities.
• Space allocation will not be considered on grounds such as prior practices, informal discussions, past use, and negotiations.
• If space is available for relocation, it will be transferred to the departmental space pool.
• Any space request must be submitted by GLs for evaluation of the DSM.
• Requests for space modifications and renovations shall be addressed to the DSM for review. Cost of reallocations should be identified and approved before execution by the GL concerned.
• Plans involving other Departments are discussed in the SMF

Assignable Spaces

Space allocations are discussed with and approved by the GLs. In case of conflicts, DH arbitration applies.