How VCU’s Space Strategy and Planning Program is optimizing the university’s use of space

By Brian McNeill

Understanding Virginia Commonwealth University's space use - across academic, administrative, student support and research facilities - is essential for strategic decision-making, construction and renovation planning, and responsible resource stewardship.

VCU's Space Strategy and Planning Program takes a holistic approach to space strategy and planning. In addition to an annual space survey, which identifies space assignments and uses, VCU uses space utilization technology, such as Occuspace sensors and CampusIQ technology, to understand how often and when spaces are used.

Space is a critical, strategic resource that must be managed thoughtfully, said William C. Nelson Jr., senior vice provost and chief of staff for the Office of the Provost.

"Using this new technology across campus helps us see how university spaces are actually used, all while protecting personal data and privacy," Nelson said. "With these insights, we can make smart improvements to our spaces, optimize our existing resources and create a better campus experience for all students, faculty and staff now and in the future."

These technologies gather anonymous space utilization data across campus facilities, including shared spaces (e.g., classrooms, meeting rooms) and individually assigned spaces (e.g., single-person offices, individual labs).

To protect privacy, data from individually assigned spaces is never reported at the single-room level; it is only analyzed and reported in aggregate for groups of offices or whole floors. The systems simply measure overall density and utilization patterns without monitoring specific individuals.

Effective Oct. 1, this technology will be implemented in many academic, administrative, research and student support buildings, including University Student Commons, James Branch Cabell Library, VCU dining facilities and more. It will not be used in residential halls, parking garages or athletic facilities.

The collected data will help VCU space planners assign spaces based on occupancy trends. For example, it can help VCU allocate spaces suitable for the number of students attending a class, or adjust heating, ventilation and air conditioning to reduce energy consumption.

By optimizing space, VCU's Space Strategy and Planning Program:

• Fosters collaboration: Creates dynamic learning and work environments while preserving areas for confidential conversations when privacy is needed.
• Drives innovation: Supports academic and research growth by aligning space needs with the institutional mission.
• Guides master planning: Informs space use decisions to plan strategic moves, construction and renovation projects for both current and future operations.

VCU conducted a successful pilot study of space utilization technology during the 2025-26 academic year. That study provided data that is helping to inform how research space is used and allocated in certain facilities.

The pilot study included College of Humanities and Sciences spaces, including research facilities.

"Research space is among our most precious resources as we continue to fuel our R1 mission," said Catherine Ingrassia, Ph.D., dean of the College of Humanities and Sciences. "Using the data provided by this technology has enabled us to make decisions with more accurate information, to allocate space more effectively and to ensure a high level of accountability for the use of space."

For more details on VCU's Space Strategy and Planning Program and space utilization technology, please visit the program webpage.