Research Space Occupancy and Assignment Policy

Policy Owner: Associate Dean for Research and Discovery

Policy Contact: Associate Dean for Research and Discovery

POLICY STATEMENT

Research space is assigned with the goal to promote interaction and collaboration between researchers within the school. This policy is based on a data driven analysis for assessing research needs in the school. Space allocation will be based on merit (funding), type of research, and need (the number of personnel etc). Total direct costs will be assessed every other year by the Associate Dean of Research and Discovery (ADRD) together with the School of Dentistry (SOD) Space Committee and Executive Committee. This will allow for the most effective use of space, to make space available for new hires, and reward research productivity.

REASON FOR POLICY

The School of Dentistry is committed to providing fair and equitable assignment of space and resources to achieve our research mission. A primary goal of the research enterprise of the School of Dentistry is ‘to advance health by developing innovative research programs throughout the School of Dentistry that benefit Minnesotans and beyond’. To do so, effective use of laboratory space is required.

PROCEDURES

Laboratory Space Management

1. Space assignments will be made by the Associate Dean for Research and Discovery (ADRD) with the SOD Space Committee and finalized by the Dean. Space assignments and occupancy does not imply ownership. When faculty leave or space is otherwise available, it is not to be occupied by neighboring labs without a written agreement from the ADRD.
2. Department Chairs and the ADRD are responsible for the oversight of research space in their area. They must ensure that the lab space is used efficiently. Mediation between departments will be completed by the ADRD and the Dean.
3. When hiring new faculty, there should be a thorough assessment of space needs based on amount of equipment and number of personnel. In addition to total square footage, the amount of linear square feet needed for equipment (bench and wall space) and benches will be considered.
4. When considering space assignments for laboratory personnel working at bench space, each person should be assigned a minimum of 5-6 linear feet of bench space and a desk and storage either in the lab or near it. Efforts should be made to share space based on common interests and/or experimental approaches used.

Clinical Space Management

Clinical research takes place within the Oral Health Clinical Research Center (OHCRC) or within the clinic space in the school. For clinical chair space please contact the OHCRC for scheduling. The School will make an effort to identify desk/office/conference rooms available to faculty doing clinical research on an as needed basis. Requests should be made through the ADRD in consultation with the School space committee.

Biannual Space Evaluation

All laboratory space is assessed every other year by the ADRD with data generated on a direct dollar per square foot amount.

• Those with $75-150/square foot and above are considered to be in good standing.
• All grants and contracts will be considered towards the total dollar amount, including those not traditionally with high ICR rates (training grants, industry, etc.).
• It is expected that ICR recovery from grants is 55% but at least 10% Indirect costs should be requested from external sources for research.

Those who are below this threshold ($75/sq foot) for 3 consecutive years will be asked to share space as part of a flexible space area so those without assigned space can work towards the goal of getting funded.

Principal Investigators (PIs) can be asked to share space to accommodate others at any time on a needs basis. It is in the best interest of the school to help each other (for example, share tissue culture space).

New Assistant Professors with 60% or more scholarship within 3 years of hire are excluded from the space evaluation with the goal by year 5 to be in good standing.

Those above the threshold will be able to apply for more space to grow a successful research program and space will be assessed based on need. Inefficient use or not actively used space will be reassigned.

FORMS/INSTRUCTIONS 

1. If renovations in a lab are required, the PI must obtain approval from the Dean and Head of Finance before contacting Dental Engineering with the plan.
2. Once renovations are approved, discussions on what work is required can begin. If a significant increase in cost occurs, additional approval must be obtained.
3. ​​Policy on door key codes in research spaces-secure spaces and control access.
   1. Only Dental Engineering will maintain all master key codes and have the ability to change or add codes to doors.
   2. Every semester (start of fall, spring) we will edit the door codes to remove those who have left and add new users.
   3. If someone has left the lab and access needs to be changed as soon as possible, Dental Engineering will remove access.

APPENDICES

There are no appendices associated with this guideline.

FREQUENTLY ASKED QUESTIONS

There is no FAQ associated with this policy.

DEFINITIONS

Research Space

Research space on floors 16, 17, 18 of Moos Tower are considered research space in the SOD.

RESPONSIBILITIES

There are no responsibilities associated with this policy. 

RELATED INFORMATION

There is no related information associated with this policy. 

HISTORY

• Approving Body:
• Date Approved:
• Date Amended:

ADDITIONAL CONTACTS