Physical Planning Committee Overview of Structure Prof Karen Sliwa, Chair

Principles  Criteria for space allocated must be in accordance with Faculty Charter and Faculty’s Mission and Strategic Priorities.  Process of space allocation must be transparent.  Entire process of space allocation within the University of Cape Town and Groote Schuur Hospital must be managed by the Space Allocation Committee.  Committee will implement decisions.  Space requests should first be evaluated at departmental level.  Applications should consist of a motivation, alteration plans/drawings and a detailed budget estimate.  Higher priority if an attempt to raise external fund has been made or funding has been obtained.  Preference given if space can be shared and if expensive projects (> R1.5 million) can be split and carried out in phases over a 2-3 year period.  Compliance with health and safety requirements for humans and animals is a key priority.  The Dean will make the final decision if Committee cannot reach a consensus on a specific application.  Space allocation for activities which do not fall directly under research or education, e.g. overall governance, finance, HR and admin support, as well as facilities required by students and/or staff, including for recreational purposes, will be discussed individually.

Space Priority Mapping Procedure Own office Shared office Shared Space 3 sqm per person/ desk Shared Space for meetings facilitating collaboratio n between divisions Shared Space between research groups and divisions HOD/Director/ProfX Secretary/Admin to HODX Consultant/Ass. ProfX New StaffXX Senior consultant Senior lecturer X Junior consultant Junior lecturer X PhDs/Post docs X Housemen, registrar, students X Coffee kitchen/joint meeting place per department and divisions X Research Space/laboratories X Teaching Space X

Space Priority Criteria RankingCriteria Comment 1Health & Safety RiskHighest priority 2Facilitates TeachingAdded benefit if space is shared Added benefit if external funding/donations have been obtained 3Facilitates Research Added benefit if:  space is shared  researcher is NRF-rated  new funding is raised (> R / project)  new equipment obtained (>R / project)  for introduction of new methods (e.g. microRNA) 4Minimal space requirements not fulfilled See above 5Waiting timeRefers to previous applications 6New staff member and space conversion Refers to new staff member and requirements for laboratory spaces 7Facilitates growth of division

ORGANOGRAM Dean Chair Finance Committee Physical Planning Unit

Applications for New Projects – First Phase

Applications for New Projects – Second Phase

Online Application Process  Online application form  Application procedure  Relevant contact details, i.e. Physical Planning Unit, Finance, etc.  Application tracking facility

Timelines Applications to be completed by 1 July to be included in following year’s budget allocation.