Space Management

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  • Supporting effective use of space across campus
    woman at desk with building plans on screen

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:

Useful documents

UNIVERSITY SPACE PLANNING

Space solutions, aligned with the Estate Strategy.

Find out more

SPACE MANAGEMENT DATABASE

A record of all owned and used accommodation.

Find out more

ESTATE MANAGEMENT RECORD (EMR) AND BENCHMARKING

EMR and benchmarking of our Estate.

Find out more

CAMPUS GUIDE AND SIGNAGE

Campus map updates and guidance on the design of signage.

Find out more

PROPERTY MANAGEMENT

Professional and specialist advice relating to estate management.

Find out more

Locking and Access

The University is updating building locking and access policies to improve the safety and accessibility of the estate.

This work will include the implementation of three main policies:

  • Building access policy: standardising building opening times and managing out of hours access
  • Locking & infrastructure policy: Making sure locks are installed and replaced as specified
  • Key management policy: Ensuring faculties and services meet minimum key and fob management requirements, standardising processes for key and fob ordering, managing access to temporary staff and students including introducing a zero fee and deposit scheme across the University.

These policies will lead to a consistent, fair and streamlined process for the request of both electronic and mechanical keys.

Frequently Asked Questions (FAQs)

Read our FAQs below to find out more about Locking and Access. If you have further questions, ask the team through this form.

The project is necessary to ensure that our campus remains secure against unauthorised access, complies with the latest security standards, and improves ease of access for authorised personnel by introducing more streamlined and automated ways of requests.  

The project is expected to take approximately six months starting from September 2024 to February 2025. Specific timelines for each part of the implementation plan will be communicated in advance.

The project will be implemented across the University of Leeds areas including Sports & Farm except for Residencies.

Some temporary disruptions may occur during the installation of new hardware or building access standardisation.

We will work to minimise these and will provide advance notice of any expected disruptions well in advance, including communications on new building opening hours.

Yes, however, if you have Keys or Fobs that you no longer use, we actively encourage you to return these to your nearest Locking & Access Representative, or simply drop them in at the Facilities Directorate building.

If you encounter any issues, you should contact your locking and access Representative in your Faculty or Service, you can also contact the Helpdesk. Key & Fob requests must be submitted locally if you have a designated representative, or by submitting a job with the helpdesk. Please note this will change once Planon becomes effective.

The project is being managed by the Programme Management Office in the Facilities Directorate.

The project has a designated Project Manager, Mason Lawrence.

The project will include the installation of electronic locking mechanisms, and updated electronic access systems that are more resilient to unauthorised access.
These improvements will make our campus more secure and less vulnerable to breaches or occupations.

All improvements will adhere to the latest industry standards and regulatory requirements for security and access control.

Feedback can be submitted through a form on the project’s Estates website page or directly to the project management team via email. We encourage all employees to share their thoughts and ask questions to help improve the process.

DesignationNameEmail
Project leadMason Lawrencem.lawrence@leeds.ac.uk

Useful documents

Space planning

Support for identifying accommodation solutions, either by using existing space in a different way, or defining the need for change.

Some of the services provided are;

  • Space brief for projects

  • Space standards and space policy

  • Space charges

  • Space Allocation

  • Space utilisation and capacity planning

  • Space release process

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

Useful documents

  • Space release form
  • Space request form
Documents

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

DesignationNameEmail
Space Data Systems Manager Sami Wilsons.j.wilson@leeds.ac.uk
Space Data Systems Officer Lee Jonesl.r.jones@leeds.ac.uk
Space Data Administrator Vacant position

Useful documents

  • Building Number lists and Accommodation Survey Guidance/Tracking
  • Notification of Floor/Room Layout Change
Documents

Reservations – bookable locations

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 development

DesignationNameEmail
Space Data Systems Manager Sami Wilsons.j.wilson@leeds.ac.uk
Space Data Systems Officer Lee Jonesl.r.jones@leeds.ac.uk
Space Data AdministratorVacant position

Useful documents

  • Request a new user for reservations – bookable locations
Documents

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

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

Asset 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

DesignationNameEmail
Head of Asset ManagementPhilip Dougillp.dougill@leeds.ac.uk
Asset Manager Helen ToddH.M.Toddl@leeds.ac.uk
Space Data Administrator Vacant position

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

DesignationNameEmail
Space Data Systems OfficerLee Jonesl.r.jones@leeds.ac.uk

Useful documents

Signage Design Guide and Campus Guide (handheld map)

Documents

CAD/BIM Drawings

Production and Maintenance of record drawings and campus maps. Facilitate the implementation and adherence to CAD standards and protocols.

Some of the services provided are;

  • Drawings in CAD format

  • Provide access to master drawings

  • Manage building drawn information

  • GIS mapping (Geographical Information System)

  • Ordnance Survey data

  • BIM Models

  • CAD/BIM support

  • Manage archive building records

  • Mapping reporting

  • CAD Standards and protocols

CAD/BIM Manager Danai Vrouvliani d.vrouvliani@leeds.ac.uk
CAD/BIM Technician Simon Guy s.c.guy@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: November 2024.

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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: November 2024.

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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.

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.

Notification of floor/room layout change

Complete the Microsoft form to notify of a floor/room layout change.

Request a new user for reservations – bookable locations

Complete the Microsoft Form to request a new user for reservations – bookable locations.

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.

Space request form

Requests to either release or gain space will be considered by a group chaired by the Director of Masterplanning, Asset Management and Sustainability, which meets every two months. We are currently working through the University’s space requirements in the context of the Ways of Working programme. Therefore, consideration of major space requirements is paused (major space being in excess of around 100 sqm).

Complete the Microsoft Form to request a space.

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Space return survey progress tracker

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