EMU Space Allocation and Review Process
Spring Term Pilot
In spring term 2025, the Erb Memorial Union will launch a pilot/proof-of-concept opportunity to determine feasibility of a space allocation and review process by first determining initial level of demand. In addition, in spring term we will determine any possible open spaces for new program allocations. Full launch of a space allocation and review process will take place fall term 2025.
Timeline
DATES | ACTION |
|---|---|
April 15, 2025 | Open a pilot request for space proposals (RFSP) website to public |
April 15–May 15, 2025 | Review select Student Life assigned spaces (working with VP office) |
May 15, 2025 | Close RFSP process for pilot program |
June 1, 2025 | Initial scoring and rating of proposals |
June 15, 2025 | Pairing of potential open spaces (notification to requestors) |
Summer 2025 | Determine logistics for space deployment and development from pilot |
General Evaluation Criteria*
- Type of requestor/space type (review the full list of space types):
- Registered student organization in good standing, Student Life program, staff/faculty/administrative group, or external group, and space type
- Purpose and mission alignment:
- The degree to which the requested space aligns with the union and university mission(s), purpose, and strategic plan(s).
- Time and duration of need:
- Timing and duration of need relative to other needs present
- Space size/capacity needs:
- Type and extent of resources required relative to those available in the EMU spaces
- Impact on campus community:
- The extent to which students and/or the campus benefits from the allocation of the space (may include program reach, demographics of primary group, purpose of space relative to campus).
- Revenue generation potential:
- Does the space have the capacity to generate revenue to support economic viability of the spaces and the EMU auxiliary enterprise?
- Accessibility and inclusivity:
- Is the requested space open and accessible to the broad campus community or meet federal/state/university requirements?
- Funding:
- Does the space request have adequate funding to support the described program and/or needs for space, including renovations, initial outlay, and on-going operational costs?
- Space management:
- Does the space have a clear management and personnel plan, ability to be open and staffed, and support the general use and needs for the space to remain open, welcoming, safe, and well-maintained?
*Specific questions are in the Request for Space Allocation link above.
EMU Space Allocation and Review Committee (SARC) Pilot Program – Spring 2025
The EMU houses spaces allocated to departments, programs, services, student organizations, tenants, and reservable spaces for meetings and events. All nonreservable spaces are currently allocated, leaving little flexibility for evaluation of space allocation alignment with university priorities and student needs.
As an auxiliary of the University of Oregon, the EMU has the responsibility of balancing student engagement programs and operations with opportunities for revenue generation to keep the student fee as low as possible.
Therefore, an EMU Space Allocation and Review Committee (SARC) will be tasked with making space allocation recommendations to the EMU director, operating under a set of values that includes equity in access, transparency of process, flexibility to meet evolving student focused needs, and aligning with university and EMU core mission and goals in the most efficient and sustainable ways possible.
The role of the EMU SARC will be to facilitate the space allocation and review process(es), by:
- Ensuring transparency of the request for space proposals processes and decision-making guidelines for allocation
- Supporting a space review process for current EMU space allocations
- Ensuring objective and values-aligned process(es)
- Ensuring adherence to university and EMU policies and procedures
- Reviewing requests and make advisory recommendations to EMU director relative to adjacencies, benefits, and challenges concerning the space requests
- Providing a pathway to appeals processes for space to the vice president for student life