The Group on Institutional Planning (GIP) Facilities Planning and Space Management Subcommittee supports the academic medicine community by developing shared definitions, curating space-related data, and fostering dialogue on critical issues in facilities management and space planning.
The subcommittee is focused on building a library of resources useful to GIP members, recommending data collection efforts related to space, and creating common definitions for space and financial data to support benchmarking and metric development.
In recent months, members have taken turns facilitating monthly “hot topic” discussions on areas such as emergency preparedness, simulation center planning, reporting metrics, and data management systems.
To enhance usability and navigation, we’ve organized the content by topic area. While some discussions date back several years, the insights remain timely and highly relevant today.
Hybrid and Flexible Work Environments
Administrative Space Consolidation in a Hybrid Work Environment
Date: July 2024
Rock Morille, PE, MBA, Vice President for Facilities at Baylor College of Medicine, shared Baylor's journey in reducing leased administrative space. The pandemic accelerated a shift to hybrid work and increased space consolidation efforts. He detailed Baylor’s approach to consolidating space and aligning stakeholders across teams. The subcommittee discussed achieving buy-in from staff and leadership and tackling logistical challenges.
Materials: Presentation slides (PDF) (sign-in required)
Implications of the Hybrid Workplace
Date: October 2022
Niraj Dangoria, Associate Dean for Facilities Planning and Management at Stanford University School of Medicine, discussed how COVID-19 shifted space needs and perceptions around campus culture. Remote work demanded adaptability and sparked new thinking about physical space and campus culture. The discussion underscored the need to redefine the future workplace.
Materials: Presentation slides (PDF)
Resilience at Work in Higher Education
Date: July 2022
Experts from Pacific Office Interiors and Haworth discussed how workspace design impacts employee resilience and performance. They highlighted how COVID-19 increased stress on resources, making supportive environments more critical. As staff and students return to campus, institutions must design spaces that foster well-being and loyalty. Resilient spaces are key to navigating future challenges.
Materials: Presentation slides (PDF)
Emergency Preparedness in the New Work Environment
Date: March 2021
William Myles from Keck School of Medicine of the University of Southern California led a discussion on emergency response protocols in hybrid campus environments and maintaining preparedness during the pandemic. Despite the pandemic, medical schools remained open and focused on training and resilience. Risk assessments and preparedness plans were revisited to keep communities safe. Ongoing readiness ensures institutions can respond to future emergencies.
Materials: Presentation slides (PDF)
Clinical and Research Space Challenges
Addressing Aging Facilities and Fully Occupied Spaces
Date: May 2024
Mary Tresh, Director of Medical School Facilities at University of Michigan Medical School, facilitated a discussion on strategies to modernize aging buildings while maintaining full occupancy. She emphasized the need to modernize labs and educational spaces while addressing safety, inclusivity, and sustainability. Members exchanged ideas on feasibility assessments, swing space, and communication strategies. Effective planning is key to minimizing disruption during major renovations.
Materials: Presentation slides (PDF)
Hybrid Space: Dry Research and Clinical Coordinators
Date: August 2023
Kevin Bell, Program Director at UAB Marnix E. Heersink School of Medicine, discussed space design to accommodate researchers, patients, and mobile clinical coordinators. A heat map revealed overlapping uses, prompting solutions like flexible workspaces, unassigned desks, and communal areas. Digitizing documents also helped free up valuable space. Collaboration across departments proved vital for accommodating mobile clinical teams.
Materials: Presentation slides (PDF)
How to Manage Freezers and Specimen Storage
Date: March 2023
Niki Smith, MMHC, AVP for Space Management at Vanderbilt, shared best practices for managing freezers and specimen storage. Forming a dedicated committee improved freezer approvals, alarm wiring, and long-term storage solutions. Broad buy-in ensured consistent maintenance and funding for new storage. This approach has modernized storage standards and improved research support.
Materials: Presentation slides (PDF)
Addressing Space for Clinical Efforts
Date: February 2023
Suzann Staal, MBA, M.Arch, Director of Planning & Facilities at University of Colorado School of Medicine, addressed planning for clinical research and workspace challenges. Labs often occupy large areas without full utilization, and offsite locations raise logistical concerns. Solutions include clearer definitions of space needs, shared workspaces, and coordination across schools. Better data and collaboration can help institutions address complex clinical space demands.
Materials: Presentation slides (PDF)
Space Design Innovations
EDGE District Innovation Development
Date: July 2025
Chad Kruse, Executive Director of Capital Projects Planning and Construction, and Amy Thompson, Director of Campus Development at the University of Nebraska Medical Center (UNMC), presented on the creation and evolution of the EDGE District—a 30-acre, mixed-use innovation zone adjacent to campus. Designed to drive research, commercialization, and talent attraction, the district integrates startups, industry, and academia in a walkable, amenity-rich environment. The planning process included a district master plan, mobility studies, strategic planning, and financial modeling to align vision with institutional priorities and development feasibility.
Materials: Presentation slides (PDF)
The Hub: Evolution of the CU Anschutz Hub Model
Date: January 2024
Kelley McHale and Suzann Staal from University of Colorado Anschutz discussed "The Hub," a flexible shared workspace for clinical faculty Designed as a flexible, shared workspace, The Hub includes office “neighborhoods,” communal areas, and a range of concierge services. Its popularity led to a second Hub location, now serving over 700 clinical faculty. This innovative model offers inspiration for institutions rethinking faculty workspace.
Materials: Presentation slides (PDF)
Best Practices for Shrinking Faculty Space Footprints
Date: February 2021
Arnetha Whitmore from UCSF School of Medicine shared strategies for reducing faculty space while maintaining functionality and morale.
Materials: Presentation slides (PDF)
Data Management and Metrics
Data Management Systems - PowerBI
Date: November 2022
Jeremy Theis, PE, from Medical College of Wisconsin showcased how his team utilized dashboards like PowerBI, Qlik, and AutoCAD and how they help manage research and space data across campuses. Centralized management with decentralized data input keeps information current and actionable. This system supports data-driven decisions on space allocation and usage. Their model illustrates the power of integrated, accessible data systems.
Materials: Presentation slides (PDF)
Data Management Systems
Date: September & October 2021
Niki Smith and Jeremy Theis led a two-part discussion about space management systems, their institutional value, and how schools manage and update occupancy data. Members compared platforms and highlighted why robust space systems are essential. Topics included annual surveys, occupancy data updates, and asset management processes. Sharing best practices helped members refine their own systems.
Materials:
Presentation slides (PDF)
Postsecondary Education Facilities Inventory and Classification (PDF)
Reporting and Metrics
Date: July 2021
Sri Sankarapu, M.Arch, NCIDQ, LEED AP from Keck School of Medicine of the University of Southern California and Niraj Dangoria from Stanford University School of Medicine facilitated a session on developing and using institutional practices in reporting space metrics. Institutions shared approaches to tracking space utilization, inactive space, and research metrics. Faculty headcounts and FTEs were also discussed as key factors. While metrics vary widely, they are vital for informed space planning.
Materials: Keck Research Space Guidelines | Keck School of Medicine of USC
Foundational Topics
Introduction to Facilities and Administrative (F&A) Cost Rates
Date: June 2022
Darryl Lim from the University of California, San Francisco explained how F&A cost rates are developed and negotiated. He detailed cost recovery strategies, space surveys, and FTE allocation models. With experience across higher education, Darryl offered insights into optimizing research administration. Understanding F&A rates helps institutions manage funding and operational costs effectively.
Materials: Recording