Space Survey
The University Space Survey is administered annually by Facility Analytics with the purpose of updating and maintaining the University’s Space Database, which is recorded and maintained in the HokieServ Space Inventory Database (HokieServ). The survey is a room-level census that documents how campus facilities are used, functionalized, and allocated. The survey involves auditing more than 40,000 locations to support data driven decision making related to space management, research capacity, and compliance with indirect cost-recovery requirements.
SPACE PEOPLE
Who They Are:
- Appointed by the Dean or Senior Management Area Executive Leader
- Typically, an Associate Dean or Director overseeing finance, administration, or operations
- Hold delegated authority to review, support, and approve departmental space requests
Responsibilities:
- Primary authority for space data and space requests
- Align departmental needs with senior leadership priorities
- Ensure senior management awareness of space needs
- Participate in meetings with Space Management and Facility Analytics
Data Stewardship & Space Requests:
- Identify and manage Space Delegates and Respondents
- Ensure compliance with University Space Management Guidelines
- Review and approve all space data prior to submission
- Sole authorized role to submit University Space Requests
Who They Are:
- Appointed by the Space Ambassador in partnership with the Department Chair or Unit Leadership
- Typically the Chief Administrator for the Department or Unit
Responsibilities:
- Coordinate and schedule space audits and reviews with Space Respondents
- Serve as liaison between Space Respondents and the Space Ambassador
- Review and validate survey data for completeness and consistency
- Elevate issues and confirm data readiness
Who They Are:
- Appointed by Space Delegates with Department Chair or Unit Leader approval
- Typically, an Assistant Administrator with hands-on space knowledge for the Department or Unit
Responsibilities:
- Complete the University Space Survey
- Document room usage, assignments, and changes
- Identify space data conflicts, inaccuracies, and discrepancies
- Notify the Space Delegate when updated survey data is ready for review and approval