Space Management Functions

Space Management performs several critical functions for the University.

  • Provide customer service, consultation, and scheduling services for courses, final examinations, meetings, and events in University indoor and outdoor facilities.
  • Manage facilities scheduling for the Schedule of Classes with the academic departments.
  • Schedule and approve use of facilities and coordinate related services associated with events sponsored by the University and community organizations.
  • Facilitate processes related to space requests, space approval, services approval, rental and service fees, deposits and billing, insurance and risk, facilities use contractual agreements, priority scheduling within energy use guidelines, and compliance issues.
  • Develop and maintain the data, structural configuration, functionality, business processes, security, and operational requirements of software systems, programs, queries, and reporting for facilities scheduling operations, event services and billing, resource management, space management, audits, and inventory.
  • Work closely with consultants who are responsible for the technical software and hardware requirements.

  • Conduct group and individual training and provide consultation for academic college and department staff schedulers in preparation of facilities scheduling for the schedule of classes using Astra Schedule and CMS.
  • Develop and publish department scheduler user guides for class schedule facilities assignments using Astra Schedule and CMS.
  • Develop and publish user guides for campus guest users to view classes, exams, and events using Astra Schedule.
  • Provide training to space and service providers for space approval, service approval, event review, and other related processes for events scheduled in Astra Schedule.
  • Develop audit materials and provide training to conduct campus space use audits.
  • Manage the use and assignment of University indoor and outdoor facilities.
  • Conduct space use audits and maintain the actual use space inventory.
  • Provide support services to administrators for space planning, allocation, relocation, and assignments.
  • Maintain the Lecture room and faculty office allocations and monitor room utilization.
  • Provide analysis and data for CSU SFDB update and reconciliation for existing facilities.
  • Provide utilization reporting for Lecture facilities.
  • Provide reports to campus departments and administrators on facilities scheduling and space related matters.
  • Maintain space, scheduling, and resource policies and procedures.
  • Purchase and maintain the Lecture classroom furniture inventory.
  • Conduct classroom furniture audits to determine purchase and replacement needs.
  • Coordinate special furniture needs with Services to Students with Disabilities (SSWD) Office.
  • Manage the semi-annual furniture inventory and safety audit in collaboration with Facilities Management.
  • Coordinate with academic departments to determine furniture needs and priorities and purchase items for instructional laboratories and special facilities.
  • Facilitate laboratory furniture deliveries with vendors, academic departments, and campus service departments.
  • Astra Schedule Software
  • Facilities Rental Fee Review
  • CMS Facilities Scheduling for the Schedule of Classes
  • Space Planning and Assignment
  • Space and Scheduling Related Ad Hoc Group Activities
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