The School of Planning Space Allocation & Management Guideline for Graduate Students

The goal of this Space Allocation and Management Guideline is to ensure fair and equitable assignment of office space within Planning to create a safe and healthy work environment where interdisciplinary research and collaboration can thrive.

Office Space Availability: The School of Planning has 4 offices available within the School of Planning administrative floor (no private office space is available) and a larger workspace within the Faculty of Environment where several desks are available.

Steps:

• Submit the fully completed Graduate Research Student Office Request Form. The application will be processed as quickly as possible upon receipt of the request, proof of mandatory safety training will need to be provided, before access to space is granted.
  • ​​​​​​​​​​​​Employee Safety Orientation (SO1001)
  •  WHMIS 2015 Workplace Violence Awareness (SO1081) 
  • The mandatory Accessibility training module is available through Human Resources.
  •  Cyber Awareness Essentials
  • ​​​​​​​  Cyber Awareness for Knowledge Workers 
• Four offices will allow for assigned desks on a term-by-term basis, hot desking (first come first serve) will be used for EV2 1002B. What this means is that different students will be using desks at various times to maximize space efficiency. If the room you are assigned to is full, there is overflow space available.
• Once space has been assigned, you will need to submit a key request, proof of mandatory training completion will need to be uploaded, at which time a Key Request will be created for Key Control.
• Applicants are responsible for picking up keys from Key Control (GSC 1101) – photo identification is required.

*The School of Planning reserves the right to make the final decision on space allocation on a case-by-case basis.

If you are looking to switch your office assignment, you must:

• Notify Ashley Wagner, the Administrative Coordinator, or Sheree Solomon, the Academic Services Manager, of your request via email and mention the reason for the request, with the understanding that a change may not be possible.

Terms of Service:

• Applicants must submit a completed Request Form.
• Applicants can submit a Space Request Form at any time using the webform, however it may not always be possible to accommodate the request.
• Office space will be allocated to full-time students only unless the supervisor requests special permission for part-time students, and the request can be accommodated.
• Spaces must be renewed at the end of every term (last day of classes), for a maximum consecutive assignment of 2 years for a master’s student and 4 years for a PhD student.
• If you are off campus for a term, you will need to return your key and then re-apply for office space upon your return.
• Approved applicants will be notified via email.
• Keyholders must maintain personal possession of issued UWaterloo keys and fobs and are responsible for their physical security.
• If multiple students are using the space on a day, you are in and you need to be on a Teams or phone call, please book one of the student meeting rooms (EV3-3401, 3403) so as not to interrupt others using the space.
• Teaching Assistant (TA) office hours should not be held in any Planning Graduate office spaces due to confidential conversations with students. You are welcome to book any TA meetings in EV1-356 or EV1-356A. Please contact Cynthiya Subramaniam for booking instructions.
• Key transfers from one person to another, key sharing, key lending or sharing combination codes are strictly prohibited.
• Keyholders are responsible for the security of any space to which they have keys and shall not allow unauthorized or non-registered persons into that space.
• If there is a change in a keyholder’s status (e.g., from a master’s student to a PhD student), please inform the School of Planning about a new anticipated end date.
• Keyholders must present valid documentation from the University of Waterloo when/if requested.
• All keys MUST be returned to Ashley Wagner, the Administrative Coordinator (EV3 3203), or Sheree Solomon (EV3 3304), the Academic Services Manager, by the end date of the Key Permit; upon completion of the keyholder’s degree, or when they no longer need access to office space on campus; whichever comes first.
• If keys are not returned, the keyholder’s supervisor/PI will be notified.
• Planning is not responsible for any items left in offices, please respect the space you are using, by keeping it neat, tidy, and clean.
• No overnight stays in these offices.
• Space usage will be monitored throughout the term.
• Lost keys MUST be reported immediately.