Informatics policy on room allocation for staff and students.
The aim of the School’s room allocation policy is to provide space for Informatics staff and students in as fair and equitable a manner as possible. There is no perfect algorithm for allocating space to people or activities, nor is there a single optimal allocation of people to rooms. Instead we must reach an allocation that is the best balance we can reasonably achieve between (often) conflicting constraints. We achieve this by setting a broad policy for allocation that leaves room for practical adjustment.
The complex range of office spaces and users makes it impossible for a single person or team to take oversight of all allocations. The following are responsible for different office types for staff allocations:
Research Support Offices – visitors, visitor offices and hot-desking spaces
Human Resources – research staff and research staff rooms
Knowledge Management [in support of Graduate School] – all PGR students and PGR student rooms
Head of School and/or Director of Professional Services – allocation of admin, computing and academic staff, and all single occupancy offices
The growing number of PGR students and research staff appointments means that space is at a premium. The School is committed to making flexible use of existing space whilst maintaining the character of the Forum. As such, attempts will be made to increase office capacity where possible and repurpose alternative spaces as opportunities arise.
The restricted availability of space in the Forum means that we need to be cautious in our commitment of dedicated space to visiting staff and students. Strategy Committee has agreed on the definition of four visitor categories, see:
The assignment of room and desk facilities to each of these categories is summarized below:
Whilst registered as a matriculated student on EUCLID, Visiting Research Students are entitled to access hot-desking facilities throughout the Forum. Exceptional allocation to a dedicated student desk can be arranged, but is dependent on availability and the agreement of the Director of Graduate School, or delegate. Staff organizing the arrival of a group of visiting research students, or a summer School should contact the Knowledge Management team to discuss desk availability well in advance of the proposed visit date. Visiting UG and PGT students registered on courses and programmes administered by ITO are not granted access to the Forum, therefore should make use of the ITO teaching facilities.
Within the duration of a sponsored visit recorded on the University Visitor Registration System, Visiting Researchers are entitled to access hot-desking facilities throughout the Forum. Exceptional allocation to a dedicated research desk can be arranged by the relevant Research Support office, but is dependent on availability and the agreement of the HR team.
Within the duration of a sponsored visit recorded on the University Visitor Registration System, Eminent Visiting Researchers are entitled to a dedicated visitor room and desk space for the duration of their visit, although there are only a limited number of these rooms. Alternative arrangements will be made by the Research Support office in collaboration with colleagues in HR.
Within the duration of a sponsored visit recorded on the University Visitor Registration System, Visiting Interns are entitled to access hot-desking facilities throughout the Forum. Exceptional allocation to a dedicated student or researcher desk can be arranged by the relevant Research Support office, but is dependent on availability and the agreement of the Knowledge Management and/or HR teams.
Policy Approved by: Strategy Committee 25/06/2014
Last Reviewed: 25/06/2014