Guiding Principles for ERIK Work Space Assignment

Background

The Ohio State University strives to achieve transformative impact of its research, innovation and knowledge activities to advance our society, further serve our community, and drive economic prosperity and vitality.  The Enterprise for Research, Innovation, and Knowledge (ERIK) aspires to be a workplace of choice and provide the best environments to support its talent and team culture.  In its efforts to continuously provide operational excellence and enable shared and individual success, ERIK supports flexible work arrangements for team members, with approval of managers, providing flexibility on both a schedule and location that works best for team members and the customers they serve. 

At the same time, ERIK recognizes that on-campus office space is a finite resource that must be managed responsibly to advance the ERIK mission and promote the strategic priorities of ERIK units and the university at large.

As a result, and with creating and sustaining dynamic infrastructure that supports research growth as our shared goal, ERIK is establishing these guiding principles related to the assignment and management of workspace for its team.

Guiding Principles

• ERIK supports flexible work arrangements per the university’s Flexible Work policy.  
• All team members will be provided with a suitable working environment and equipment for the type of work they perform.
• No space assignment is permanent.  The duration of space assignments may vary based on team members’ duties, specific conditions and organizational needs.  
• Space assignments are subject to periodic review, with consideration given to the appropriateness of space, creation of workplace of choice and office culture, economic feasibility for use, and alignment with the university’s and ERIK’s strategic plan.
• ERIK recognizes the University Space Standards guiding principles:
  • Stewardship - All space is owned by the university and should be deployed and utilized to serve the university’s mission.
  • Sustainability - Build only what’s needed, and design with future needs and adaptability in mind.
  • Equity - Use an even-handed process to achieve consistency in the quantity and quality of space campus-wide.
  • Optimization - Provide the most appropriate type and quantity of workspace for each team.
  • Flexibility - Acknowledge and allow for deviations in response to the extraordinary diversity of conditions on Ohio State’s campuses.
• Management of Office and Unit-level Work Space
  • Space will be provided to ERIK offices and its units to adequately support their core missions and functional needs and should be used to maximum functionality and efficiency.  
  • Space that has been allocated to an ERIK office or its unit may be reassigned to another unit at any time in response to needs and priorities with advance approval of ERIK’s executive leadership team.
  • Vacated space, due to unit relocation or in instances of reduction in on-site workforce, reverts to ERIK for reassignment.
  • Periodic evaluation of workspace allocation should be made by the ERIK office or its unit leadership to ensure that all assigned space is being used to maximum functionality and efficiency.
  • ERIK space inventory will be maintained by ERIK administration through the Research Infrastructure & Strategic Initiatives team. Annual reports will be sent to each ERIK office and unit for review of the current space utilization. 
  • Renovation, repurposing, or conversion of space will be governed by ERIK and its executive leadership team.  
• Assignment of Individual Work Space
  • Individual space assignments will be governed by each team member’s role and the declared percentage of time working in ERIK spaces on campus as part of the flexible work agreement policy.  
  • Team members working on campus three (3) or more days per week or 60 percent or greater of their work week will be eligible for a dedicated individual space assignment based on their role and level within ERIK. Team members working at an alternative location three or more days per week or of 60% or greater (i.e. on campus less than three days per week) will not be eligible for a dedicated individual office or workstation on campus and will be provided access to touchdown or hotel space. A variety of hoteling options (e.g. quiet, conference, private space) will be available within offices and units’ allocated space. Hoteling may be made available on a first-come, first-served basis or via reservation.  
  • Private offices are necessary for many roles and work styles at Ohio State. The size of the office varies depending on the type of work and the need to meet with individuals or groups frequently and in a private setting. 
  • Due to confidentiality considerations, some positions in an office or unit may require private office space. Managers and other full-time administrative staff may be allocated private office space as available and on a case-by-case basis. Private office space may be shared pursuant to documented flexible work arrangements. 
  • Shared offices, cubicles, and open workspaces are an efficient use of office space. Shared offices may be assigned to individuals who require a certain amount of privacy or reduced noise levels. Cubicles and open workspaces are particularly space-efficient, flexible, and can accommodate additional guests as needed. 
  • These guidelines represent minimum standards, though offices or units within ERIK may implement higher space assignment standards.