The Annual Accommodation Round is the formal process by which University space is allocated to academic departments. It assesses the current allocations made to each department as well as allowing departments to outline their future plans and bid for new space. The process is managed by Space Management through the ARC Annual Planning Round, with allocation decisions being made by the Capital, Space and Amenities Group.
If a department has urgent space requirements which need to be dealt with outside of the AAR process, they may submit these to spacemanagement at warwick dot ac dot uk.
The process for 2017-18 is as follows:
Stage 1: Review and Submission of a Space Returns via Q2 by each department:
Departments are sent a space return via the Q2 online system which displays a record of their current space footprint. Space Representatives in each department are asked to check this return against their space and update the return accordingly. It may be the case that space has changed in its usage or has been renovated, which may not have been captured on the previous space return. Departments then submit their completed space return, which is then reviewed by the Space Management Assistant and committed into the Estates database QuEMIS.
Stage 2: Completion of the Annual Accommodation Round form by departments:
Departments are sent an Annual Accommodation Round form, as part of the ARC Planning Round, which gives the department opportunity to comment on their current space provision, to outline future plans and to bid for new space. Departments then return their Annual Accommodation Round form with all their ARC forms to the Administrative Officer (Academic Resourcing).
Stage 3: Production by the Space Management Team of Space Analysis Information for 2017/18 for each department:
Once all of the space returns have been received, the space database QuEMIS is then updated to reflect any changes. The Space Management team then produce Space Analysis Reports and Dashboards for each department. This information provides key space metrics for the department and is composed using the updated Estates database QuEMIS, HR data, income data and Room Utilisation Survey results.
Stage 4: Consideration by the Capital, Space and Amenities Group of bids: (a) Long-term likely space requirements (b) Requests for accommodation for 2018/19:
There are usually three Annual Accommodation Round meetings held by the CSAG, one for each faculty. The committee considers the proposed space allocations put forward by Space Management.
Stage 5: Space Management inform departments of allocation changes:
Following the approval of the final space allocations by the CSAG, departments are sent a memo outlining any changes in their allocation for that year. Departments are given the opportunity to respond to the decisions.