Policy Adaptive Workplace Procedure
Adaptive Workplace Procedure
- Aboriginals and Torres Strait Islanders in Marine Science
- Courses
- Future Students
- Current Students
- Research and Teaching
- Partners and Community
- About JCU
- Reputation and Experience
- Celebrating 50 Years
- Academy
- Anthropological Laboratory for Tropical Audiovisual Research (ALTAR)
- Anton Breinl Research Centre
- Agriculture Technology and Adoption Centre (AgTAC)
- Living on Campus
- How to apply
- Advanced Analytical Centre
- Alumni
- AMHHEC
- JCU Aquaculture Solutions
- AusAsian Mental Health Research Group
- ARCSTA
- Area 61
- Association of Australian University Secretaries
- Australian Lions Stinger Research
- Australian Tropical Herbarium
- Australian Quantum & Classical Transport Physics Group
- Boating and Diving
- JCU-CSIRO Partnership
- Employability Edge
- Career Ready Plan
- Careers at JCU
- Careers and Employability
- Chancellery
- Centre for Tropical Bioinformatics and Molecular Biology
- CITBA
- CMT
- CASE
- College of Business, Law and Governance
- College of Healthcare Sciences
- College of Medicine and Dentistry
- College of Science and Engineering
- CPHMVS
- Centre for Disaster Solutions
- CSTFA
- Cyber Security Hub
- Cyclone Testing Station
- The Centre for Disaster Studies
- Daintree Rainforest Observatory
- Discover Nature at JCU
- Research Division
- Services and Resources Division
- Education Division
- Elite Athletes
- eResearch
- Environmental Research Complex [ERC]
- Estate
- Fletcherview
- Foundation for Australian Literary Studies
- Gender Equity Action and Research
- General Practice and Rural Medicine
- JC 'U' Orientation
- Give to JCU
- Governance
- Art of Academic Writing
- Art of Academic Editing
- Graduate Research School
- Graduation
- Indigenous Education and Research Centre
- Indigenous Engagement
- Indigenous Legal Needs Project
- Inherent Requirements
- IsoTropics Geochemistry Lab
- IT Services
- International Schools
- International Students
- Research and Innovation Services
- JCU Eduquarium
- JCU Events
- JCU Global Experience
- JCU Ideas Lab
- JCU Job Ready
- JCU Motorsports
- JCU Prizes
- JCU Sport
- JCU Turtle Health Research
- Language and Culture Research Centre
- CEE
- LearnJCU
- Library
- Mabo Decision: 30 years on
- MARF
- Marine Geophysics Laboratory
- New students
- Off-Campus Students
- Office of the Vice Chancellor and President
- Virtual Open Day
- Orpheus
- Outstanding Alumni
- Parents and Partners
- Pathways to university
- Planning for your future
- Placements
-
Policy
- Academic Governance
- Academic Management
- Engagement
-
Corporate Governance
- Academic Freedom and Freedom of Speech Policy
- Affiliation of a Residential College Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct – University Council
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests Policy – University Council and its Committees
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Data Governance Policy
- Distinguished Professor Policy
- Domestic and Family Violence Policy
- Emeritus Professor Policy
- Foreign Interference Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Information Privacy Policy
- Legal Services Claims and Litigation Assistance Policy
- Organisational Structure Policy
- Records Management Policy
- Right to Information Policy
- Risk Management Policy
- Social Media Policy
- Staff Code of Conduct
- University Archives - Access
- University Seal Policy
- Visiting Speaker and Event Policy
- Policy Development and Review Policy
- Quality Enhancement Framework
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Real Estate Dealings Policy
- Security Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
- Adaptive Workplace Policy
-
Financial Management
- Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
-
Human Resources
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Conflict of Interest Policy
- Early Retirement Policy
- Equal Employment Opportunity
- Honorary Appointments Policy
- Human Resources Policy Glossary
- Market Loading Policy
- Overpayment of Wages Policy
- Performance, Development and Recognition Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Remote Working Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Supported Wage System (SWS) Policy
- Mandatory Training Policy
- Digital Infrastructure
-
International and Admissions
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Student Aid-SAP & Return to Title IV Policy
- Admissions Policy
-
Learning and Teaching
- Blended Learning Policy
- Charter of Responsibilities for Academic Quality and Governance
- Coursework Academic Integrity Policy
- English Language and Numeracy Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Evaluation of Subjects and Teaching Policy
- Student Retention Policy
- Research Education
- Research Management
-
Student Matters
- Academic Progression Policy
- Administration of Commonwealth Scholarships Policy
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Enrolment Policy
- Coursework Scholarships, Grants and Prizes Policy
- Library Use Policy
- Student Code of Conduct
- Student Complaints Policy
- Student Disability Policy
- Student Fee Payments and Refunds Policy
- Student Review and Appeals Policy (effective from 01/01/2023)
- Student Special Circumstances Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Student Results Policy
- Work Health and Safety
- Policy search
- PAHL
- Publications
- Professional Experience Placement
- Queensland Research Centre for Peripheral Vascular Disease
- Rapid Assessment Unit
- RDIM
- Researcher Development Portal
- Safety and Wellbeing
- Scholarships
- Contextual Science for Tropical Coastal Ecosystems
- Staff
- State of the Tropics
- Strategic Procurement
- Student Equity and Wellbeing
- Student profiles
- SWIRLnet
- TARL
- TESS
- TREAD
- TropEco for Staff and Students
- TQ Maths Hub
- TUDLab
- Unicare Centre and Unicampus Kids
- UAV
- VAVS Home
- Work Health and Safety
- WHOCC for Vector-borne & NTDs
- Media
- Copyright and Terms of Use
- Australian Institute of Tropical Health & Medicine
- Clinical Psychedelic Research Lab
Intent
The University is developing a culture around openness, invitation, interaction, engagement and collaboration. This procedure is designed to enable and support the University culture.
Scope
This procedure applies to all Occupants of the University assigned or otherwise occupying new or newly refurbished spaces.
This procedure does not apply to learning and teaching spaces, and research laboratories or to JCU Singapore or JCU Brisbane.
Where this procedure conflicts with the Space Allocation and Management Policy, this procedure will take precedence.
This Procedure applies to all new projects that have occurred from 1 January 2013, for example Education Central, The Science Place, JCU Ideas Lab, AITHM, Cairns Institute etc. This Procedure applies to all University workplaces which undergo renovation to accommodate these types of spaces, to ensure that occupants do not opt for particular buildings to avoid this policy.
Definitions
Active zone - Designated area where behaviour and activities undertaken require more discussion or one on one engagement options. Conversation and engagement is acceptable.
Activity spaces - Support spaces designed to provide a variety of user experiences for Occupants who undertake different activities during their workday i.e. focus work, collaboration activities, social engagements or team meetings.
Adaptive workplace - A combination of workpoints, Activity spaces and amenity designed to support the ways of working for an Organisational unit which can respond to changing functional needs. It can be based upon either an allocated or unallocated model.
Adaptive workplace (allocated) - An adaptive workplace in which occupants are allocated either a dedicated One-person workpoint or access to a shared One-person workpoint (attributed to their employment fraction). All occupants are allocated access to any Activity spaces in the building.
Adaptive workplace (unallocated) - An adaptive workplace in which occupants may access any workpoints or activity spaces within their allocated building.
Adaptive workplace matrix - A set of standardised measurements and space type descriptions designed to support any combination of active and focus activities.
Design teams - The members involved in co-creating the New project including key stakeholders from the Organisational unit, Services & Resource, Division and consultants.
Focus zone - Designated area where behaviour and activities undertaken require more attention and direct focus. Conversation and engagement is limited.
Function-based allocation - One-person offices may be allocated to Occupants by exception via an Estate Advisory Committee approval process.
Hybrid work - A flexible working model that supports a mix of work styles and personal working preferences supporting all aspects of a distributed workforce, including people working in the workplace and people working remotely.
Kit of parts approach - Combinations of space types are assembled in a variety of ways to suit varied work environments and Organisational unit requirements i.e. 10 x 1P workpoints and one focus room and one recording studio.
Move Manager representative - Organisational unit member responsible for liaising with Estate Directorate for all space related allocations i.e. 1P workpoint allocation, requests for additional workspace due to expansion, ensure all requests for space align to policy and provide local assistance for system administration.
New projects - All planned construction projects, and refurbishment projects forthwith.
Occupants - Staff, HDRs, adjuncts, honorary appointments, visitors and industry partners.
One-person office (1P office) - An enclosed workpoint located in a shared space including a distinct entrance with a consistent standard of technology and furniture for a single Occupant i.e. individual desk, ergonomic chair, monitors, and docking station.
One-person workpoint (1P workpoint) - A workpoint located in a shared space with a consistent standard of technology and furniture provided for a single Occupant i.e. individual desk, ergonomic chair, monitors, and docking station.
Organisational unit - A discrete operating unit within the University to which operating responsibility can be associated. Includes divisions, colleges, offices, directorates, disciplines, institutes, centres, units and University enterprises.
Shared space - Area within an allocated work environment where 1P workpoints are positioned in groups of four to six workpoints. Shared space pertains to 1P workpoints and the supporting activity spaces and building amenity.
Space - University space includes all campuses, leased locations, remote sites and research locations inclusive of workpoints, Activity spaces, land, buildings, laboratories, and learning and teaching spaces.
Usable floor area (UFA) - The sum of the area measured at floor level from the general inside face of walls of all spaces related to the primary function of the building i.e. does not include common use areas such as plant or staircases.
Procedure
1. Responsibilities of key stakeholders
Services & Resources Division: Provide appropriate Divisional resources and services, supported by specialist consultants to deliver an end-to-end integrated project delivery for each New project, including but not limited to; briefing, design, construction, digitisation, change management, transformation planning, relocation and post occupancy evaluations.
Estate Directorate: Plan, coordinate and drive New projects to meet University workplace aspirations. For New projects, project managers will ensure there will be coordinated engagement activities with Occupants as part of the co-create phases. Manage operational oversight of all workplace allocations on behalf of the Vice Chancellor.
Move Manager representative: Act as liaison between Design teams, Estate Directorate and Organisational units when supporting a planned or requested space activity. They provide essential information for space management to inform the project. The representative also ensures information is managed within the facility management system accurately.
Organisational unit executive: Leadership supporting project delivery, user group attendance, involvement with change consultation process, and actively supporting the transition towards the adaptive workspace concept.
2. New project design considerations
New project Design teams are to collaborate closely to co-create new concepts and influence designs by incorporating the following considerations:
2.1 Support accessibility and inclusivity through all project phases;
2.2 Establish an impressive social hub, a parent room and a wellness room within large scale projects;
2.3 Encourage identity of Organisational units within the floor/building whilst refraining from encouraging ownership or territories;
2.4 Intentionally position a variety of active and focus zones;
2.5 Activate visual connection to outside vistas within the floor area;
2.6 Position 1P workpoints closest to natural light sources; and
2.7 Position enclosed activity spaces and allocated 1P offices within central core of floor plan.
3. Adaptive design guidelines
3.1 All New projects will incorporate information provided in the Adaptive Workplace Design Guidelines (Space types) and Adaptive Workplace Design Guidelines (1P Workpoints) as the default planning standards. New project Design teams will further develop concepts through a series of co-creation workshops using the specifications set in both guidelines and tailor the final design to accommodate the Organisational unit requirements.
3.2 The Adaptive Workplace Design Guideline documents detail of all spatial measurements and furniture types to be used in new workplaces and are used in concert with information gathered from the Adaptive Workplace Matrix at Table One below.
3.3 Using a Kit of parts approach, the University is able to tailor the New project by assembling combinations of space types to suit the Organisational unit’s ways of working. Implementing this approach ensures the University is able to deliver consistent and equitable space allocation across New projects.
Activity Space | Workplace | Secondary | Total m2 | Multiplier (m2/person) | Head Count (p) | Description |
---|---|---|---|---|---|---|
1P Office | 17.5 | *1P Office allocations by exception via EAC approval process. | ||||
1P Workpoint | 2 | 3.45 | 5.45 | 5.5 | 1 | 1 per person (in accordance with Adaptive workspace allocation) |
1P Focus Room | 7.3 | 3.6 | 10.9 | 1.1 | 10 | 1 per 10P (10-12m2 option pending floor space) |
VC / Call Room | 2.7 | 2.6 | 5.3 | 0.5 | 10 | 1 per 10P (Allow additional PWD spaces as required) |
Recording Studio | 6.2 | 3.6 | 9.8 | ## | ## | 1 per 40P (Academic Units only) Note: 1 in 4 focus rooms will be provided as the recording studio |
Team Chat | 5 | 5.5 | 10.5 | ## | ## | 1 per 20P Note: include allocation within hub zone |
Team Storage and Resources | 3.8 | 6.2 | 10 | 0.5 | 20 | 11m2 per 20P |
Personal Storage | 0.3 | 0.6 | 0.9 | 0.2 | 4 | 1 locker per 1P - Default is a 4-stack locker Hub |
2-3P Meeting Room | 9.4 | 3.8 | 13.2 | 0.7 | 20 | 1 per 20P |
5P Meeting Room | 17.2 | 5.5 | 22.7 | 0.6 | 40 | 1 per 40P |
8P Meeting Room | 29.7 | 8.8 | 38.5 | 0.5 | 80 | 1per 80P |
Tea Point | 1.8 | 3.9 | 5.7 | 0.3 | 20 | 1 per 20P |
Wellness Room | 20 | 6.7 | 26.7 | 0.1 | 200 | 1 per building (Average of 200 staff) New Projects can adjust to support final headcount of Occupants |
Hub | 55 | 0 | 55 | 0.3 | 200 | 1 per building (Average of 200 staff) New Projects can adjust to support final headcount of Occupants Note: Seating capacity using this ratio is approximately 30 |
Parent/Carer Room | 10.5 | 4.2 | 14.7 | 0.1 | 200 | 1 per building (Average of 200 staff) |
Total 10.2 m2/Person |
Table One: Adaptive Workplace Matrix (UFA)
4. Workspace allocation and management
4.1 For New projects implementing the Adaptive Workplace (allocated) concept, the Adaptive Workplace Allocation Calculator will be used to assist Design teams determine how many 1P workpoints are required. The calculator differentiates types of Occupants and determines who will be allocated a 1P workpoint (1P workpoint:1 Occupant) and who will be provided access to a shared 1P workpoint (1P workpoint:5 Occupants). The Adaptive Workplace Allocation Calculator provides an example using a notional Organisational unit. This ensures the New project will include an adequate number of shared 1P workpoints to accommodate Occupants who attend the campus for a short period of time, irregular periods of time or on occasion.
4.2 For Organisational units implementing the adaptive workplace (unallocated) concept within their New project, the Design team will agree on a set occupancy ratio. For example, 70% occupancy would translate the requirement to provide seven 1P workpoints for every ten Occupants using the same metrics used in the Adaptive Workplace Allocation Calculator.
5. Vacating space
When an Occupant vacates a 1P workpoint or 1P office, the Organisational unit’s Move Manager Representative will advise the Estate Directorate and return the space for University use.
Related policy instruments
Schedules/Appendices
Adaptive Workplace Design Guidelines (Space Types)
Adaptive Workplace Design Guidelines (1P Workpoints)
Adaptive Workplace Allocation Calculator
Administration
NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | Estate and Facility Management |
Policy Sponsor | Deputy Vice Chancellor, Services and Resources |
Approval Authority | Deputy Vice Chancellor, Services and Resources |
Date for next Major Review | 20/02/2028 |
Revision History
Version | Approval date | Implementation date | Details | Author |
22-1 | 20/02/2023 | 20/02/2023 | Procedure established | Associate Director, Operations, Estate Directorate |
Keywords | Space management, adaptive workplace, 1P, workpoint, allocated, unallocated |
Contact person | Associate Director, Operations, Estate Directorate |