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HCDE Policies & Procedures


HCDE Space Assignment and Management Policy

Approved 02/26/2020

This policy covers the assignment and management of all physical space allocated to the Department of Human Centered Design & Engineering (HCDE). The HCDE Department Chair and Administrator are responsible for managing HCDE spaces in a manner that is equitable and assures efficient use of this limited resource.

The need for space by faculty and staff varies from year to year, so formula-driven allocation must be tempered by strategic thinking. Because long-range planning involves continual changes and updates, space assignment may be adjusted over time and no space assignment should be considered permanent. From time to time, it may not be possible to meet all individual faculty members’ space needs in order to meet the department’s mission and strategic goals. It is clear that needs for space sometimes arise quickly because of good fortune in fundraising, and the Department will attempt to accommodate such needs in a timely manner.

Decision Making

Final responsibility for space assignments is a responsibility of the HCDE Department Chair (“Chair”). Recommendations to assign or reassign space are made by the HCDE Departmental Space Committee (“Space Committee”) to the Chair for potential modification and final approval. The Space Committee is composed of the Chair (non-voting), HCDE Administrator, and 2-3 HCDE faculty members selected on an annual basis. Faculty members should be selected to represent several faculty ranks. The Space Committee is responsible for conducting a review of space assignments in the winter quarter of even-numbered years, during which it can propose revisions to space assignments as necessary. In addition, the Space Committee will meet to make ad hoc decisions as needed to consider changes in space allocation. Reasons for such allocation changes may include evaluation of space utilization, new or anticipated needs such as might occur with new hires and retirements, changing research laboratory requirements, changes in funding availability, and/or other changes in faculty, staff or organizational needs.

Strategic Planning

A critical concern for the Space Committee in both biennial review and ad hoc activities is long- term strategic planning for the department. This committee must both prepare for growth (e.g., faculty recruitment, new initiatives, grant success) and respond to contractions (e.g. retirements, long-term funding declines). The Space Committee will consider space recommendations in conjunction with the current Departmental strategic plan.

Space Assignments

A space assignment is made by naming a responsible party, such as a faculty member or other examples listed below, who decides on the usage of a specific space. Space assignments may be for shared use, by naming two or more responsible parties. Spaces that are not otherwise explicitly assigned will be considered assigned to the Department and will be the responsibility of the Chair. Space assignments can be made to faculty (i.e., full-time lecturers, tenure-track at any rank, and research faculty), to research scientists for specific projects, or to specifically recognized units within the HCDE Department such as a College or University research center. A space assignment will be considered to be one of four possible types: “office,” “lab/studio,” “administrative,” or “other.”

Space Report Components

The biennial space report will be organized and listed by individual faculty and by recognized centers within the Department that are currently assigned space. This report will be completed in the Winter Quarter of even years. The report metrics, specified below, are produced for each individual faculty and for each recognized center. In the case of non-exclusive space assignments, metrics that require use of square footage (s.f.) will be assessed as a proportion of the non-exclusive assignment. That is, if a space is assigned to three individuals their proportion of the assignable space is 1/3 for all metrics that require square footage.

For each individual or center, for all of the spaces assigned, the space report will include the following items:

  1. The Space Characteristics
    • The type of space: office, lab/studio, administrative, or other
    • The square footage
    • How is this space configured?
    • Does the space support specialized research equipment or specialized research activities?
       
  2. Responsible Person’s Statement of Use and Future Plans
    The HCDE Administrator will request from each individual or recognized unit a short statement about each of the assigned spaces. That short statement should cover the following items:
    • How is the space being used? (approx. 100 words)
    • Who is using the space and for what purpose? (list of users assigned to the space, list of temporary or transient uses with individuals who use it in that way)
    • What are the future plans for using the space? (approx. 100 words)
    • Answers to the above three questions should be no more than 1 page for each assigned space.
       
  3. Standard Metrics for “lab/studio”
    Standard metrics will be provided by the HCDE Administrator for inclusion in the space report:
    • Number of HCDE PhD students + funded RAs assigned to the space (s.f. per assigned user, averaged over 3 years)
    • Number of other students and personnel using the space
       
  4. Standard Metrics for “other”
    Standard metrics will be provided by the HCDE Administrator for inclusion in the space report:
    • Utilization metrics, such as hours booked
       
  5. Any Additional Factors
    The report will include comments about specialized equipment, experimental needs, and other special factors that may influence the assignment and utilization of space. Common examples include:
    • Equipment of a size that requires placement in a room above the average square footage allocation for a lab
    • Equipment that is highly sensitive to high/low temperatures, necessitating space assignment on the northern side of Sieg Hall
    • Shared resources “nominally” assigned to an individual but used by multiple people and labs
    • Startup package space commitments (generally not to exceed five years of guarantee)
    • Space dedicated to academic mission of department
    • Whether the space is generally accessible for individuals with disability and/or whether the space has specific accommodations
    • Any MOU (Memorandum of Understanding) or MOA (Memorandum of Agreement) (that should generally not to exceed five years) that provide for allocation and use of space.

Space Assignment and Usage Priorities

The following priorities will be considered by the Space Committee when making allocation recommendations and by the Chair when making space assignments.

Offices

The priorities for space assignments and use for spaces that are of type “office” are:

  1. HCDE core faculty (i.e., tenure track, full-time lecturers, and research faculty)
  2. HCDE permanent academic and operations staff
  3. HCDE research scientists
  4. HCDE visiting faculty and scientists
  5. HCDE part-time lecturers (and equivalent part-time teaching appointments)
  6. Postdoctoral fellows funded by faculty in HCDE
  7. HCDE emeriti faculty
  8. Other individuals including temporary staff, consultants, student groups or individuals not specifically named above.

Within each category, rank, seniority, accessibility needs and/or functional needs shall be considered in making priority decisions.

Lab/Studio/Administrative

The priorities for space assignments and use for spaces that are of type “lab/studio,” “administrative,” and “other” are:

  1. HCDE core faculty
    • Faculty assigned “lab/studio” spaces are responsible for allocating workspace in those spaces for students supervised by the faculty member. Our goal is to provide lab spaces that will allow each tenure track faculty to seat a minimum of 3 students, with 3 to 4 rotating desks per lab. Priority of the space should be to (1) HCDE PhD students, (2) other RAs, and (3) students supervised but not otherwise funded.
  2. HCDE permanent academic and operations staff
  3. HCDE research scientists and postdoctoral fellows (and other professional and classified research staff funded by PIs in HCDE)
  4. HCDE Part-Time Lecturers (and equivalent part-time teaching appointments), TAs, and course assistants
  5. HCDE visiting faculty, scientists, and residents
  6. HCDE emeriti faculty
  7. Other HCDE students
  8. Others (e.g., non-HCDE faculty/staff, temporary consultants, volunteers)

Requesting New Space and Requesting Refurbishment

It is the responsibility of Principal Investigators to confirm that adequate and appropriate facilities are available to perform work before accepting research funds; the responsibility of the Chair and Administrator is secondary to the PI’s responsibility. The appropriate time for a faculty member to request new or modified space is before submitting a grant proposal that would require the new space; the eGC1 form has a place for noting such a need. The College of Engineering has a recommended process to request such space before the PI should note it on the eGC1 (generally to be initiated two months before the grant proposal deadline), and the PI should consult with the Department Administrator for specific details on initiating this process. Faculty annual review meetings with the Chair also offer an opportunity to review space allocations and discuss resource needs, such as facilities, and to address issues resulting from cumulative changes to space based on current and potential future research activities.

If a faculty member, research scientist, or research center finds that existing allocated space becomes inadequate to meet the needs of the research activity, that person may initiate a request for new space or refurbishment. The process for this is to send an email to the Chair with a copy to the Administrator describing their programmatic need for such space and providing specific details about the desired space. If the faculty member has begun negotiating with another faculty member to share space, that information should be included in the request as well. The Chair will then work with the Space Committee to determine appropriate re-allocation and/or refurbishments. If, for any reason, the committee agrees with the need but

the Department is unable to offer new spaces and/or refurbishments, the requester’s needs will be reconsidered when resources become available.

To ensure the visibility of the process, the space committee chair will give annual and as needed reports to faculty at faculty meetings on requests and decisions.

Temporary Space Assignments

Temporary space assignments may be made by the Chair separate from the formal Space Committee review process. Such temporary assignments will be reviewed on an annual basis. At the request of the faculty member, research scientist, or research center, temporary assignments may be reviewed by the Space Committee during their annual review and may be formalized as long term assignments.

Long Term Space Assignments

Long-term space assignments require full deliberation by the Space Committee and final approval by the department Chair. Long-term space assignments will all include a specific termination date, upon which the space assignment must be reviewed and reassigned or re- allocated by the Space Committee with approval by the Chair. The default duration of a long- term space assignment will be 5 years.

Factors that may Result in Re-allocation of Space

Changes in lab utilization by HCDE PhD students will be considered by the Space Committee as the primary reason for a re-allocation of lab space assigned to a faculty member. This includes scenarios of both underutilization and overcrowding.

Other factors that may result in the reallocation of space include, but may not be limited to:

  • Acquisition of new HCDE spaces
  • New hires and retirements
  • Changes in laboratory requirements, such as a need for specialized equipment
  • Opportunities for strategic realignment across faculty, or across College/University

Should a faculty member be in a situation where assigned space is being reassigned, the department will strive to provide 9-12 months advance notice before the faculty member must vacate the occupied space. In such situations, the Chair will discuss the Space Committee’s recommendations with the affected faculty member before a final decision.

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HCDE adjunct and affiliate rank decision making

Guideline Approved: March 11, 2015

HCDE Adjunct Faculty

When deciding the rank for an adjunct faculty member, HCDE will use the rank of the proposed adjunct member as of the date the vote is taken for the adjunct rank. That is, if the faculty member is an Assistant Professor in their home department then HCDE will vote on the proposed faculty as “Adjunct Assistant Professor”.

HCDE Affiliate Faculty

The UW academic HR standard is that faculty appointed to an affiliate faculty title must hold that rank at an equivalently ranked peer institution or have experience in the field which qualifies them for the professorial rank. HCDE will review the CV and professional experience of individuals being considered for an affiliate faculty title and decide on the rank using the following guidelines.

Affiliate Instructor

An individual will be qualified for an Affiliate Instructor position if the individual meets the following criteria:

  • Endorsement from 2 HCDE faculty members
  • Education or work experience meeting one of the following conditions:
    • Master’s degree or equivalent in a field related to HCDE, OR
    • Doctorate or equivalent in a field related to HCDE, OR
    • 5 or more years of work experience in related areas, such as, user research, user experience design, usability, interaction design, software development, or management of information systems.

Affiliate Assistant Professor

An individual will be qualified for an Affiliate Assistant Professor position if the individual meets the following criteria:

  • Endorsements from 2 current tenure-track faculty in HCDE
  • Has earned a doctorate or equivalent in a field related to HCDE
  • Evidence of scholarly impact equivalent to the quality of a tenure-track assistant professor in HCDE as demonstrated by significant research contributions through peer reviewed articles in conference proceedings or journals or books related to HCDE published by academic publishers.

Affiliate Associate Professor

An individual will be qualified for an Affiliate Associate Professor position if the individual meets the following criteria:

  • Endorsements from 3 current tenure-track faculty in HCDE
  • Has earned a doctorate or equivalent in a field related to HCDE
  • Evidence of scholarly impact illustrating significance, independence, and influence to the field of equivalent quality to that of a tenured associate professor in HCDE. This could be demonstrated by peer-reviewed articles in conference proceedings, academic journals, or books published by an academic press.

Affiliate Professor

An individual will be qualified for an Affiliate Professor position if the individual meets the following criteria:

  • Endorsements from 4 current tenure-track faculty in HCDE
  • Has earned a doctorate or equivalent in a field related to HCDE
  • Evidence of scholarly impact illustrating significance, independence, and influence to the field of equivalent quality to that of a tenured full professor in HCDE. This could be demonstrated by peer reviewed articles in conference proceedings, academic journals, or books published by an academic press.

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