Student Unions & Activities: Space Allocation: Frequently Asked Questions

Vice Provost Jerry Rinehart approved the recommendation from the Student Unions & Activities Board of Governors that will involve redesigning the 2nd floor space to allow more student groups access to space. This recommendation was in response to concerns raised by the Student Services Fees Committee about office space in Coffman Union in the spring of 2010. The Board's specific recommendations includes 68% of the 2nd floor will be designated to cultural centers (Al-Madinah Student Cultural Center, American Indian Student Cultural Center, Asian American Student Union, Black Student Union, Disabled Student Cultural Center, La Raza Student Cultural Center, Minnesota International Student Association, Queer Student Cultural Center, Women Students Activist Collective). Additional space will be dedicated to student government (MSA and GAPSA) and Commuter Connection. Finally, 20% of the space will be designed as mixed use, shared short-term office space, lounge and storage space available to all registered student groups.

See the Second Floor Advisory Committee Time Line for the Redesign

Based on Vice Provost Rinehart's charge to the Board and feedback given at 4 public forums the Board of Governors confirmed the importance of the University's core value of diversity and supported maintaining the same amount of office space currently held by the Cultural Centers on Coffman's second floor, on a semi-permanent basis. Student government and commuter student programs serve a broad base of students so the Board voted to also maintain their space on a semi-permanent basis. There has never been a space on second floor that provides space and services to support student groups that do not have office space on campus so the Board agreed that providing some short-term, shared mixed use space would be the best way to serve a broader number of student groups.

• 68% of the second floor space will be designed for cultural centers (which is the same percentage currently held). Centers include Al-Madinah Student Cultural Center, American Indian Student Cultural Center, Asian American Student Union, Black Student Union, Disabled Student Cultural Center, La Raza Student Cultural Center, Minnesota International Student Association, Queer Student Cultural Center, Women Students Activist Collective.
• 20% of the second floor will be designed as mixed use space, shared short-term office space, and lounge and storage space available to all registered student groups.
• 8% of the second floor will be designated for student government (MSA and GAPSA) and 4% to Commuter Connection.

In their review of the current space allocation process, the Board of Governors determined:

• There is not enough space to provide an office for all student groups desiring space in Coffman, and this has been an ongoing issue since the building opened in 1940.
• The Student Organizations Activities Center (SOAC), Room # 226) supports a few student groups but only 50-60% of the groups regularly use the space due to its current configuration and use of modular furniture. There have historically been complaints related to noise and security.
• The Cultural Centers serve a number of important functions that are critical to the University's commitment to diversity as a core value.
• Four public forums were held and the majority of students said cultural center spaces should be maintained and they expressed willingness to share resources and space with other groups. At the forums, no students expressed interest in the need for smaller, permanent office spaces but some students expressed desire for their student groups to have access to short-term use of a small office and storage space. There was some student support for providing more accessible space for student groups who currently do not have office space.

The Second Floor Advisory Committee was formed in the fall of 2011 for student groups to be able to share their ideas for redesigning the second floor. Membership consists of students that will continue to have office space (Cultural Centers, Student Government and Commuter Students) and students who currently do not or will not have office space in Coffman Union. The committee is advised by staff from Student Unions & Activities and the Office for Equity and Diversity. Membership from the cultural representatives were self selected.

See the Second Floor Advisory Committee Time Line for more information.

Students can attend the Second Floor Advisory Committee Meetings and have opportunities to provide feedback on the process via board@umn.edu.

See the Second Floor Advisory Committee Time Line for more information.

As a result of the Board’s recommendation to redesign Coffman Union’s second floor, the leases for Student Groups who currently hold office space have been extended until May 2013. A letter will be sent to those groups formally extending their lease through the spring of the 2012-2013 academic year. Once the redesign occurs, there will be short term office space and mixed-use space, available for all Registered Student Groups. Some storage spaces will also be available. The use of the mixed-use space is to be determined by the Second Floor Advisory Committee and the Board of Governors.

Once the redesign occurs, there will be some storage space available for Registered Student Groups. The process for use of storage space will be determined by the Second Floor Advisory Committee and the Board of Governors.

Once the redesign occurs, there will be short term office space, mixed-use space, and storage space available for use by Registered Student Groups. The process for using the space will be determined by the Second Floor Advisory Committee and the Board of Governors.

The redesign of the space will be determined based on input and recommendations from the Second Floor Advisory Committee and final approval from the Board and the Office for Student Affairs. Other than the percentages of space assigned for groups, there is no predetermined design.

There may be new services available to all registered student groups. Student groups were surveyed in the fall of 2011 on their wants and needs for services. Possible services mentioned have been temporary office space, work stations, storage space, small meeting and work spaces, office equipment and advising services. There will be no new permanent office spaces, but may be options for short-term office space use. The Second Floor Advisory Committee will be making recommendations on spaces for cultural groups, student government and commuter students, which may result in new offices spaces for those groups.

It is anticipated that there will be some minor or major construction during May-August 2013 based on approved plans. Student Unions & Activities is working on a plan for student groups that are displaced during this time period. Any construction needed is being planned intentionally over the summer months to cause the least disruption.

Cost estimates have not been developed yet and will be based on the recommendations and design options that are developed in spring of 2012. Major building systems in the current space, such as heating, ventilation, location of elevators, restrooms, etc. will not be disrupted to help control costs.

Depending on the estimated cost, the renovation will be funded by building reserves held by the Student Unions & Activities department. If existing reserves are not adequate, additional student services fees may be requested in 2013.

No, there is a commitment to provide a multi-use space that is available to all student groups. While the current configuration of offices works well for some groups, 29 student groups currently have space out of more than 700 registered student groups. Furthermore, the current smaller office spaces for student groups can be noisy, difficult to secure and crowded when trying to get office work done. Most student groups do not have access to the potential services that may be provided in a redesigned multi-use space. The 20% of space available for use by all student groups is intended to be highly visible and accessible while providing the resources and services desired by student groups without assigned space.

The exact square footage and location of offices needs to be determined with the goal of being equitable among the nine cultural centers. Student government will be receiving less total combined space. New 20% space for all groups is larger than the current SOAC. STLF and SELF space will be integrated into 20% space. Total design to be determined.

Other spaces in Coffman Union have multiple uses, including providing services to students and producing revenue that helps support the operations of the student union facilities. To create more student group office space would come at a cost of reduced services and programs, or increased student service fees to replace lost revenues. Coffman Memorial Union compares well to other student unions in the percentage of space available for student group office space. The average percentage of office space dedicated to student groups nationally is 5% of total building space, while Coffman Union currently dedicates 8% of building space to student groups.

The Board of Governors has forwarded this concern on to Jerry Rinehart, Vice Provost for Student Affairs. Current space on campus is limited; however there may be options to explore. There is a cost to use and maintain office space and funds would need to be allocated via student services fees or elsewhere to support more space.

If your group is affiliated with a University Department (campus life group) you may want to check with the department to see if they can provide office space. Other options are to lease space near campus.

Groups that will continue to have space have indicated a willingness to have other group's use or share their space. This is one of the questions that will be discussed by the SFAC to recommend any guidelines for sharing or using another group's space.

There is no current legal challenge to the space allocation process. However, former chairs of the 2010 student services fees committees questioned the use of student service fees because there had been little turnover in student group spaces. The Board of Governors responded by recommending that 20% of the second floor space be redesigned as a multi-use space available for all registered student groups, At the same time, the Board recommended that the cultural centers should remain and keep their same percentage (68%) of the second floor space.

Following is a link to the March 2, 2010 letter from the 2010 student groups Student Service Fees Committee and a link to an open forum video on October 18, 2010, where several legal cases involving the use of student service fees were cited.

• 3/2/10 Letter from Student Services Committee
• Open forum video where several legal cases involving student service fees are mentioned

September 2011

Develop plan for Second Floor Advisory Committee, determine role of committee, and work with student group stakeholders to define how various constituencies will be represented.

October 2011-March 2012:

Second Floor Advisory Committee meetings, develops guiding principles and timeline, gets input from other students, and develops survey to assess what services and resources students need to support their student group. Committee reviews existing research, works with designers to discuss options and develop various plans, and cost estimates.

March 2012

Second Floor Advisory Committee makes recommendation to Board of Governors to vote on final plan.

May–August 2013

Remodel of second floor begins, move student groups to temporary location.

September 2013

Student groups with semi-permanent space move in, mixed use/lounge space is available to all registered student groups.

See the Second Floor Advisory Committee Time Line for the Redesign