Guidelines for the Allocation and use of Workspaces and Workspace Zones at the Western Norway University of Applied Science

Allocation of Workspaces

  • The University has decided to carry out joint use and sharing of workspaces.
  • In line with this, the Division of Property Management, Operation and Development (ADU) allocates workspaces and work zones to the faculty and support units. This means that workspaces are managed by the faculty and support units within the associated department, and not by individual employees.
  • A guiding principle for the allocation of workspace zones is that departments will be grouped together in their own work zones. Placement of departments in work zones is managed by the faculties and support units in collaboration with ADU.
  • Departments must expect a certain underapplication/under-coverage of the number of workspaces. The underapplication must not exceed 20%.
  • Departments with their own laboratories should, when possible, be placed in work zones close to their own laboratories.
  • In cases where employees are to be assigned their own permanent workspace, this must be handled by the head of the department after dialogue with their employees. The allocation must be based on criteria such as, for example, facilitation matters, employment percentage, the nature of work tasks or other defined needs in the department concerned and for individual employees.

Use of Workspaces

  • Workspace sharing will mainly be carried out in the work zone the department has disposition of.
  • The sharing of workspaces is administered by the local department head in dialogue with other head staff (institute/department/faculty etc.).
  • Sharing of workspaces between work zones is possible by agreement between the department heads involved. If necessary, ADU can assist in the process to ensure optimal sharing flow in and between work zones.
  • In consideration of shared use, workspaces must be neutral, cleaned and made available to all employees.
  • In cases where a permanent workplace has been allocated, it must be used regularly. If not, the allocation will be cancelled.
  • Confidential documents must be stored in accordance with applicable regulations.
  • ADU facilitates a reservation system for sharing workspaces that can be used if necessary.
  • When transitioning to retirement and emeritus, the workspace must be vacated by the agreed upon date. Depending on the resources and room situation at the study site in question, it is possible to access a workspace. However, if other priority space requirements arise, this policy is waived.

Individual Adaptation

  • Individual adaptation matters are resolved within the property management framework that the individual department has disposition of. Cases where the adaptation also deals with technical and physical aspects of the workspace are followed up by ADU in collaboration with the chief safety representative. If permanent adaptation of a workspace is needed, an application must be sent to HR for approval and followed up by the local personnel coordinator.

Access and Equipment of Workspaces and Work Zones

  • Admittance to workspaces is available through joint access. These shared spaces are available on all HVL campuses.
  • As far as possible, all workspaces will be equipped in accordance with the adopted furnishing plan.
  • Workspace equipment, such as screens and docking, must be standardized, and arranged for easy connection and shared use.
  • Arrangements must be made in the work zone for equipment storage. In addition, employees must have access to social zones where employees are shielded from students and other visitors to the building.

Administrative Responsibility

  • The Division of Property Management, Operation and Development (ADU) has administrative responsibility for HVL's workspace areas. Responsibilities include responsibility for allocating work zones to departments at HVL, access to workspaces, responsibility for furnishing, technical maintenance and technical inspection of workspaces. The administrative responsibility does not include data and IT equipment handled by IT.
  • Within ADU the Division for Property Management is the responsible administrative case worker unit for workspaces and work zones for all HVL campuses. Administrative responsibility also includes assistance to the faculty and support units in the distribution of workspaces to the faculty, joint administration, and departments.
  • If new needs arise and operations change, the allocation of work zones to faculty and support units(FA) can be adjusted. Decisions on workspace distribution adjustments and changes are adopted by ADU in consultation with the faculty/administration involved, union representatives and safety representatives.