UAS Space Review

About the review 

The UAS Space Review is a long-term project which seeks to gain a detailed understanding of how effectively the UAS currently uses its space, and to understand what space will be required in the future - particularly when working in a hybrid way.

It will then make recommendations about how best to use this space.

The aim is to reduce the UAS’s existing footprint by at least 25%, and a greater reduction where practical including through appropriate consolidation of services into fewer premises overall.

We also strive to ensure our space is of the right quality and configuration, with appropriate technology in place to ensure delivery of services and support required by the University.

It is being overseen by a project board chaired by the Academic Registrar, Dr Saira Shaikh, with representation from across the UAS, including Development and External Affairs.The project is taking a highly consultative approach, to ensure our space continues to meet our needs. 

Progress during the 2022/23 academic year

Since its initial launch in Michaelmas term 2022, the project has made significant progress – mapping the space used by each of the 27 UAS units, and speaking to these teams about their space use and opportunities for consolidation.

Through these conversations, it has been clear that many UAS teams are already taking steps to reduce their space – in particular through the use of shared-desking and other flexible arrangements in a variety of UAS offices.

There have already been some changes, including:

  • Academic Administration Division: Student Systems moving to Worcester Street (releasing space for academic use in Gibson building), the Student Registry releasing some Exam Schools space, and consolidating Academic Registrar’s Office and EPS space
  • Estates Services: releasing space in 4 and 6 Worcester Street
  • Finance Division: releasing one floor in 6 Worcester Street
  • Development Office: taking up space previously used by the International Engagement Office
  • IT Services releasing some Banbury Road space

These changes have helped achieve a 9% space reduction – a significant step towards the 25% target.

Longer term plans

During Hilary and Trinity terms 2023, a number of options for longer term changes were drawn up, with input from colleagues across the UAS and wider University.

In June 2023 the University’s Planning and Resource Allocation Committee (PRAC) confirmed proposals to move most UAS teams (including those in Development and External Affairs) into three distinct hubs over the next three years:

  • Student-facing hub, University Offices
    The University Offices at Wellington Square will be transformed into a central, easily accessible hub for students. This will improve the visibility of central student services and increase collaboration between student-facing teams, in support of the student experience. It will include closely affiliated teams, such as the Alumni Office. Oxford SU will also be provided with a new home in the Examination Schools.
  • Senior officers and external-facing hub, Radcliffe Humanities
    Senior officers and external-facing UAS sections will move to a new location in the Radcliffe Humanities Quarter, after the opening of the Schwarzman Centre for the Humanities; providing a welcoming ‘front door’ to the University. 
  • Core administration hub, Worcester Street and the Malthouse
    Core UAS functions will move into a collection of units around Worcester Street and the Malthouse. This will create a more cohesive administrative hub, leading to improved collaboration and efficiency.

Proposed long-term location of UAS teams 

The table below provides a high-level indication of the proposed location of individual UAS teams in the long term. Please note that this list is subject to more detailed planning, and more detailed information will be provided as the project develops.

 

Senior officers and external-facing hub, Radcliffe Humanities Student-facing hub, University Offices Core administration hub, Worcester Street and the Malthouse Other locations
  • Senior Officers
  • VC and Registrar's Office
  • PVCs and their offices
  • Development Office
  • Public Affairs Directorate
  • International Engagement Office
  • Planning and Council Secretariat
  • Assurance Directorate
  • Academic Registrar's Office
  • Alumni Office
  • Careers Service
  • Centre for Teaching and Learning
  • Education Policy Support
  • Graduate Admissions and Recruitment
  • Student Fees and Funding
  • Student Systems
  • Student Registry (part)

  • Student Welfare and Support Services 

  • Undergraduate Admissions and Outreach 

  • Conference of Colleges 

  • Multi-faith space 

  • Equality and Diversity Unit
  • University HR
  • People and Organisational Development
  • Safety Office
  • Occupational Health
  • Research Services
  • Finance Division*
  • Estates Services

Clarendon Building

  • Vice-Chancellor's Office

Dartington House

  • IT Services (additional space for IT Services is also being considered)

Examination Schools

  • Student Registry (part)
  • Oxford SU

16 Wellington Square

  • Legal Services Office

 

Please note that:

  • *The long term aim is for the Finance Division to move to the core administration hub. However, it will initially be located in Oxford University Press when it leaves Hythe Bridge Street later in 2024
  • The location of the Proctors’ Office team is a matter of ongoing discussion as part of the long-term planning
  • The following teams are not in-scope for the review, and will remain in their existing locations:
    • Oxford University Sport
    • Security Services
    • Childcare Services nurseries 
    • The Language Centre
    • Temporary Staffing Service

The following buildings are expected to be released by the UAS as part of the project:

  • 23-38 Hythe Bridge Street
  • Hayes House
  • 7-19 Banbury Road
  • 10 Parks Road
  • Littlegate House

A number of other buildings including Boundary Brook House, and the UAS space in the Robert Hooke Building and 56 Banbury Road, may be repurposed. Details of arrangements for these spaces will follow in due course.

Next steps

These high-level plans will take several years to implement. Most of the moves are not expected to take place until 2026, after the expected opening of the Schwarzman Centre for the Humanities.

A detailed planning phase will begin from Michaelmas term 2023, involving in-depth space planning and creating a phased relocation plan. Guidance will also be provided on making the most efficient use of space, in line with new ways of working. This phase will include communications and engagement activities to keep UAS staff updated.

Gathering input from staff will continue to be an essential part of the project, and there will be a focus on reducing the impact of the changes on UAS staff. The Project Board will continue, and working groups will be established for each of the hubs, providing many opportunities to contribute to the future direction of the new spaces.

Further information 

More information about the project will follow as it develops, and a number of FAQs can be found below. If you have any questions at this stage, you should speak to your department head.

FAQs

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It won’t be possible to provide detailed plans about individual buildings (other than those listed above) until later in the project. However, it is likely to reduce the number of sites that UAS colleagues work in, with a focus on consolidating teams in larger buildings. This will help the UAS to work together more effectively, in line with our Professional Services Together ambition of working in a more collaborative way. 

There will be detailed consultations taking place with each UAS department, with space requirements being analysed and assessed as part of this process.

No. While there will be an expectation that the majority of UAS sections will be able to reduce their existing space allocations, specific reductions will depend on a range of operational factors determined through the course of the project. However, initial scoping indicates that 25% is likely to be broadly achievable in most spaces. Exploring opportunities for greater space saving will be done in consultation with individual teams. 

This project is focused on providing the right space for UAS teams based on current practices and future projections. Changing ways of working to require more home working is not currently part of its scope.

No. This project is specifically focused on making more efficient use of our buildings, based on current workforce projections and New Ways of Working we are adapting.

The project will make final recommendations at the end of Trinity term 2023, and we expect to be able to communicate specific details at that point.