Colleagues,

Given the success and continuation of the hybrid/flex work policies, the growth of the UR team, and the limitations of our current space configuration, it is important for our division to review and continue to reimagine how our office space is used.

In the long term, we expect to remodel ESC to include a variety of spaces – quiet library zones, social cafe spaces, conference and huddle rooms of various sizes, and phone booths – that will empower more colleagues to utilize our office space.

In the short term (the next 9-12 months) we are targeting changes with modest financial impact that will allow us to most effectively use our current space. Our goal is to ensure our spaces at Eddy and Grace are welcoming, collaborative, productive, and positive work environments for all.

With this vision in mind, Space Force, a volunteer committee of 15 colleagues representing different teams and working arrangements, has spent the past two months collaborating on short-term experimental policies to address demand for hoteling space and meeting rooms, especially as the team continues to grow. These policies include:

1. A specific space allocation policy for Grace and ESC:
   • If you are working remotely 3+ days a week, when you come into the office, you may utilize a hoteling/hot desk, as available.
   • If you are working in the office 3+ days a week, you are eligible for an assigned desk, as available.
   • If you manage 3+ people and are in the office 3+ days a week, you are eligible for an office space with a door, as available.
2. Individual offices for SRDs (assuming eligibility as described above), which will in turn open up meeting rooms for other teams
3. Reservable spaces
4. Designated “hot desk” spaces throughout the office (non-reservable, first-come, first-served)
5. Additional monitors and other technological resources throughout the office

The deadline for managers to implement these changes is July 1, 2022. Signage to identify hot desks, reservable spaces, and non-reservable spaces, is forthcoming. We will have post-it notes in the experimental areas for you to provide immediate feedback, and you can always provide anonymous feedback via the Leadership is Listening platform.

We realize that there are issues yet to solve, and we’re expecting to learn a lot. Our hope is that this first iteration of changes will help inform final policies and decisions for the larger overhaul of ESC to come. If you have any questions regarding your individual space situation, please direct them to your manager. Thank you for your collaboration, flexibility, and feedback!

-Space Force
Kathryn Valenti
Nancy Cole
Andrew Frye
Bridget Gilman
Lori Tinkey
Mary Flynt
Andrea Swanagan
Brian Diss
Grace Prosniewski
Jeff Faust
Jason Scarlett
Anne Overly
Amy Schell
Jesse Meyer
Jessica Reasons