SEED Space Allocation & Management Policy

SEED Terms:

  • Foster community on the basis of interdisciplinary collaboration
  • Fair and equitable assignments of office space to ensure a safe and healthy work environment.

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

Office Space Availability: SEED has 7 shared offices available (no private office space is available)

Procedure for Requesting Space at SEED:

Steps:

  1. Applicant to submit the fully completed space request form with the required training summary.
  2. The application will be processed by SEED Office within 5-7 business days of receipt of space request, pending completion of safety training.
  3. Office space will be assigned by the room in which a desking system will be used for SEED Student office space. What this means is that different students will be using desks at different times to maximize space efficiency.  If the room you are assigned to is full, there will be overflow space available.  
  4. Once space is approved, SEED will issue the key request to Key Control.
  5. Applicant is responsible to pick up keys from Key Control (GSC 1101) – photo identification is required.

*SEED 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 the SEED Space Coordinator of this request via email and the reason for the request, with the understanding that a switch may not be possible.
  • Complete a new space request form.

Terms of Service:

  • Applicants must submit a completed Space Request Form with the required training summary. 
  • Applicants can submit a Space Request Form to SEED anytime using the webform. 
  • Office space will be allocated to full-time students only unless the supervisor requests special permission for part-time students.
  • Spaces must be renewed at the end of every year for a maximum consecutive assignment of 2 years for a master’s student and 4 years for a PhD Student.
  • If you will be 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.
  • Keyholder must maintain personal possession of issued UWaterloo keys and fobs; 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 (EV3-4401, 4403, 4407) so not interrupting other using the space.
  • Teaching Assistant (TA) office hours should not be held in any SEED Graduate office spaces due to confidential conversations with students. You are welcome to book any TA meetings in EV1-356 or EV1-356A. Please communicate with Cynthiya Subramaniam;  for booking instructions.
  • Key transfers from one person to another, key sharing or key lending or sharing combination codes are strictly prohibited.
  • The keyholder is responsible for the security of any space to which they have keys and shall not admit 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 SEED Space Coordinator about a new anticipated end date.
  • The keyholder must present valid documentation from the University of Waterloo when/if requested. 
  • All keys MUST be returned to SEED Space Coordinator: Jennifer Doucet; EV3-4221 or SEED Administrative Manager, Jennifer Nicholson Ev3-4211 by the end date on the submitted request or complete their degree or no longer need access to office space on campus. 
  • If keys are not returned, the applicant's supervisor/PI will be notified. 
  • SEED is not responsible for any items left in offices.
  • Lost keys MUST be reported immediately to the SEED Space Coordinator.

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