How do I get space?

Obtaining space is not a quick or easy process because it is a very limited resource for the hospital. First, he or she must speak to their Department Chief or Center Director about their space need. The Department Chief or Center Director should submit a detailed space request outlining their space needs, renovations (if any), and justification for additional space on their behalf. This request gets filed and added to an ongoing list of space requests. An analyst from RSMG (see analyst page for department contacts) will meet them in their space in order to get a further understanding of the space request, the need behind it and the justification for it. The request then enters a decision process (see The Decision Pathway), which can take anywhere from a few weeks to a few months depending on the complications behind the request. Their analyst can keep them informed of where in the decision process the request remains. After a decision is made, the analyst will alert the requester and the department chief if the space request is granted, delayed or rejected.

What happens to space if a unit chief leaves?

According to our policy, if the space is greater than 1,500 nasf it reverts to the ECOR pool. However, in the case of a unit chief, the Department may be allowed to retain the space if the Department Chief submits a request, presents a need for the space and justifications for retaining it. If any unusual complications revolve around the space request, RSMG will bring the request and recommendation to the attention of ECOR Staff and ECOR for a decision.

If our program grows will we get additional space?

If your program is growing or your program is in the recruiting process for new hires, please contact your Department Chief or Center Director and explain your space needs. RSMG recommends that you start the space request process as early as possible, as it can take a few weeks to several months for the request to flow through the decision making process (see The Decision Pathway). The Department Chief or Center Director should submit a space request to RSMG, see question 'How do I get space?' for further explanation.

Are we reassured that we can stay in existing space as long as there is funding?

This is a tough question because funding is not the only aspect that RSMG uses to measure space utilization. We also investigate the purpose behind the research program, the type of research (and its space needs), personnel, assets and density metrics. If your program is functioning successfully in all of these categories, and there are no plans for building demolition or entire Department/Center relocation, then it is likely that your laboratory will be able to remain in the existing space.

Who approves a feasibility project on the RSMG side?

If a space request or renovation project has been approved, then the Director of RSMG will submit a Feasibility Study Form to the Planning Office. The Planning Office will assign a project manager to the feasibility study. The project manager, the space analyst and the end-user will meet to review the desired renovations (see Feasibility Study).

What is the funding for feasibility studies?

There is a hospital pool, which provides the initial $2000 in expenses for feasibility studies. If the feasibility study becomes more complicated, it will extend into an enhanced feasibility study. The requesting department is asked to provide the additional funds to complete the enhanced feasibility study.

Where is there research space?

The hospital has over one million square feet of research space. It is spread across hospital buildings, leased space, and rented space. Research spaces are in Boston, Cambridge, and Charlestown. If you have a question about a particular building or floor having research on it, please contact your space analyst directly.

How can I relay what RSMG does to the rest of my lab?

Your space analyst can give a brief presentation of what RSMG does for the research community. The presentation will explain how space is managed for the research community, how space is allocated and how renovations can occur. The presentation will also show you what type of information our database has and how it can be useful for you. Please contact your Department or Center's space analyst for a presentation or a copy of our presentation.