Office Space Utilization Guidelines

Policy Number: #400.12

Responsible Executive(s):

• Vice President, Chief Financial Officer

Responsible Office(s):

• Office of Physical Plant

Date Adopted: 01-15-2026

A. Purpose

The policy's goals and intended outcomes are to ensure the best utilization of university office space and accommodate all Regis staff, faculty, student employees, and interns.

B. Scope

1. This Policy applies to all Regis University-managed spaces, campus members and campus partners requiring or designing office space at Regis University.
2. Offices in new buildings, renovations, acquisition, lease of commercial office spaces and other University-owned spaces will be designed using the attached office space guidelines.
3. Office space in existing buildings will retain its size but shall be reallocated and/or redesigned to conform to the attached guidelines as program changes in size are required.
4. Exceptions to the standards and guidelines must be approved by the Space Governance Committee.

C. Policy

1. Space Guidelines and Principles: Office square footage is provided as an example only. Building layouts will dictate square footage, size and layout.
2. The President and the President’s cabinet will have private offices with enough room for conferencing with at least four people. Their offices will be approximately 200 square feet and have the technology below installed.
   1. Two Network Drops for Office PC, Phone, and Hybrid Technology
   2. Two Power Strips/Surge Protectors
   3. Desktop or Laptop Computer and Docking station
   4. Monitors (1 or 2)
   5. Speakers and Webcam
   6. Hybrid/Zoom Conferencing Technology
      1. TV/Monitor and Mounted to a wall
      2. All-in-1 Zoom Technology Unit (Camera, Mic, and Speaker)
      3. Cabling hidden or in cable runs
3. Academic Deans and Associate Vice Presidents should have office space of approximately 140-150 square feet. Faculty, Managers and Team Leads should have office space of approximately 100-120 square feet that provides privacy for confidential discussions.
4. Supervisors and work leaders should have approximately 90-100 square feet of assigned workspace.
5. Administrative Assistants and Administrative Coordinators should have 60 to 80 square feet of workspace, normally an open cubicle design.
6. Shared offices should be calculated at 70 square feet per occupant.
7. Other staff workspaces should be approximately 60 square feet.
8. The following Information Technology Requirements are for all offices below the President and the President’s cabinet.
   1. 1 Network Drop for Office PC and IP Phone
   2. 1 Power Strip/Surge Protector
   3. Desktop or Laptop Computer with docking station
   4. Monitors (1 or 2)
   5. Speakers or headphone with microphone
   6. Webcam
9. If an employee or member of faculty is scheduled to be remote more than three days per week, no permanent office space will be assigned, but they can use office hotels in their area.
10. Office hotels and open workspaces for hotdesking that are not assigned by name to staff or faculty are provided by departments at a level necessary to accommodate the number of student workers, flexible work employees and affiliate faculty that require temporary workspaces. A recommendation is for each department to set aside adequate space for office hotels.
11. Employees assigned to Open workspaces in open areas will have access to private meeting space when needed.
12. Employees who deal with sensitive information will be provided with privacy screens or other means to ensure confidentiality of information.

D. Definitions

1. Shared Offices – offices that two or more people share and where they regularly work in person more than three days per week.
2. Workspace Sharing – if two flexible work employees alternate in-person days, they may share a single office space. Alternatively, two part-time employees may share a single office if they have alternate schedules. This office space does not need to meet the 70 square foot per occupant requirement.
3. Office Hoteling – reservation-based system for workspaces available for visitors, occasional in office work for fully remote employees and affiliate faculty. It is a form of office space management in which workers reserve desks, meeting rooms, and other resources ahead of time.
4. Open workspace – workspaces that do not have a door, such as cubicles and larger rooms with multiple workstations installed.
5. Hot desking is where staff and faculty show up and work at available unassigned workspaces without a reservation system in place.

E. Related Policies, Procedures, Forms, and Other Resources