Space Management

Space Management

Providing information on space and property usage, to support business needs

The Estate Planning and Information Office keeps records of space and property and provides management information to support effective space usage.

The team is responsible for: the Space Management Database; leases and property acquisitions and disposals; the Estate Strategy, including day to day space management and allocations; benchmarking and reporting on space, including the Estate Management Record (EMR); the Campus Guide (handheld map), Mapboards and Signage Design Guide; and formal reporting on capital projects and space issues through Estates Committees.

UNIVERSITY SPACE PLANNING

Space solutions, aligned with the Estate Strategy.

SPACE MANAGEMENT DATABASE

A record of all owned and used accommodation.

ESTATE MANAGEMENT RECORD (EMR) AND BENCHMARKING

EMR and benchmarking of our Estate.

PROPERTY MANAGEMENT

Professional and specialist advice relating to estate management.

CAMPUS GUIDE AND SIGNAGE

Campus map updates and guidance on the design of signage.

REPORTING ON CAPITAL PROJECTS

Committee support for capital schemes.

Space planning

Support for identifying accommodation solutions, either by using existing space in a different way, or defining the need for change via a brief for projects, aligned to the Estate Strategy.

Some of the services provided are;

  • Space brief for projects

  • Space standards

  • Space charges

  • Business cases and approvals

  • Space release process

  • Space Allocation

  • Estate strategy

  • Space utilisation and capacity planning

  • Naming buildings

  • Access to vacant properties

NameEmail
Head of Estate Planning and Information Michele Troughtonm.m.troughton@leeds.ac.uk
Projects and Committee Administrator Alistair Cunliffea.cunliffe@leeds.ac.uk
Data Systems OfficerLee Jonesl.r.jones@leeds.ac.uk
Statistical OfficerFiona Plattf.platt@leeds.ac.uk

Useful documents

Space Release forms

Find out more about the Investment Appraisal Process and download Business Case templates at facilitiesdirectorate.leeds.ac.uk/investment-appraisal

Space Management Database

A room by room record of all accommodation used or owned by the University provides management information on space.

Some of the services provided are;

  • Annual space survey

  • Data reports on School, Faculty or Services space

  • Updating School, Faculty and Service accommodation records

  • Building plans

  • Room numbers

  • Building numbers

NameEmail
Data Systems Manager Sami Wilsons.j.wilson@leeds.ac.uk
Data Systems Officer Lee Jonesl.r.jones@leeds.ac.uk
Property and Data Administrator Melissa Greavesm.r.greaves@leeds.ac.uk

Useful documents

Building Number lists and Accommodation Survey Guidance/Tracking

Space Reservation

A location booking system, integrated with the Space Database, provides the ability to book desks or rooms for the required time when working on campus.

Some of the services provided are;

  • Access to booking system

  • Working group to support the system

  • Share best practice development

  • Interactive floor layouts

  • Training local Reservation Admins

  • Ongoing technical support

  • Standardisation of booking system

  • Future

NameEmail
Data Systems Manager Sami Wilsons.j.wilson@leeds.ac.uk
Data Systems Officer Lee Jonesl.r.jones@leeds.ac.uk

Useful documents

Notification of Floor/Room Layout Change

Estate Management Record (EMR) and benchmarking

Estate Management Record (EMR) and benchmarking of estate performance against other Higher Education Institutions.

Some of the services provided are;

  • Estate management record (EMR)

  • Benchmarking Estate data

NameEmail
Statistical OfficerFiona Plattf.platt@leeds.ac.uk
Data Systems ManagerSami Wilsons.j.wilson@leeds.ac.uk

Property management

Professional and specialist advice relating to estate management.

Some of the services provided are;

  • Management of the commercial, NHS and agricultural leasehold portfolio

  • Management of lease, land registry, wayleave and easement data in the CAFM system

  • Acquisition and disposal of property interests

  • Landlord and tenant surveying including lease renewals/ rent reviews

  • Financial management of the rent, rates and service charge budgets

  • General advice on property issues including valuation, insurance, rating, wayleaves, easements, and strategy

NameEmail
Property Manager Phil Dougillp.dougill@leeds.ac.uk
Property and Data Administrator Melissa Greavesm.r.greaves@leeds.ac.uk

Campus guide and signage

Campus map updates and guidance on signage.

Some of the services provided are;

  • Campus guide map and mapboards

  • Signage design guide

NameEmail
Data Systems OfficerLee Jonesl.r.jones@leeds.ac.uk

Useful documents

Signage Design Guide and Campus Guide (handheld map)

Reporting on capital projects

Committee support for capital schemes.

Some of the services provided are;

  • Estates committees and groups

  • Events calendar

NameEmail
Projects and Committee AdministratorAlistair Cunliffea.cunliffe@leeds.ac.uk

Useful documents

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Building List – Alphabetical

This is a list of the numbers allocated to buildings by Estates and Facilities. These numbers are different from those on the Campus Guide (Map). The list is number order. Last updated: January 2023.

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Building List – Numerical

This is a list of the numbers allocated to buildings by Estates and Facilities. These numbers are different from those on the Campus Guide (Map). The list is number order. Last updated: January 2023.

Accommodation Survey Guidance

This guidance describes information held in the Accommodation Database. It is intended for use as a reference document when updating room data, particularly during the annual Accommodation Survey.

Tracking document version 5

Accommodation Survey Progress Tracker

This tracker records the progress of the annual Accommodation survey. It shows when updated data has been removed by Estate Planning and Information and logs when those changes have been made in the Accommodation Database.

Campus Guide (map)

The Campus Guide is a map of the campus showing locations of buildings and their occupants and is available in the downloads section on the University of Leeds interactive map. The same map appears on map boards at key navigational nodes around campus.

Space Reservation Form (Request for new users – Planon Reservations)

The Space Reservation form enables new user requests for Planon reservations.

Signage Design Guide

The Signage Design Guide indicates standards for approved University signage and gives determined specifications to enable signs to be manufactured. It is available on request by emailing our Data System Officer at: l.r.jones@leeds.ac.uk

Space Release Forms

Space released by Facilities and Services must be left empty and clean. The space release form outlines the process for vacating space and is supplemented by a template for recording previous uses of hazardous substances in laboratories.

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