UW-Madison’s main campus spans 939 acres with 420 buildings containing more than 17 million assignable square feet of academic and research space. And, more than 48,000 students and 26,000 employees live, work and play here. On such a large, dynamic campus, understanding our space is critical.
Starting in August, UW-Madison is embarking on a space utilization and demand study to better analyze and address how we can ensure we are making highest and best use of our valuable space assets.
We are performing this study to:
- understand current usage patterns — How is existing space being used? What are the drivers of current space usage?
- project future demand — Both the classroom and workplace are evolving quickly. What are UW-Madison’s future needs?
- propose recommendations for improvement — What is the actionable way forward to enhance utilization and productivity, so we can better support the university’s mission?
The space utilization and demand study will look at office, classroom, class lab and research lab spaces across campus. Information will be gathered using many methods, including:
- collecting existing data.
- completing on-site visits and utilization sampling via wi-fi data.
- conducting targeted interviews and surveys.
This effort is a campus priority, helping to support strategic initiatives, such as RISE, sustainability, and the capital project budget process. Facilities Planning & Management Associate Vice Chancellor Cindy Torstveit is the executive sponsor of this study with support from Chancellor Jennifer L. Mnookin, Vice Chancellor Rob Cramer and Provost Charles Lee Isbell, Jr. They will provide guidance, feedback and decision-making, while an advisory committee of campus community members can provide valuable perspectives on analysis, findings and recommendations.
To find out more, please read the Frequently Asked Questions section below and watch this space for updates.
Project Timeline
Summer 2024
Classroom and class lab data gathering, visits and analysis begin. Data collection set-up begins.
Fall 2024
Classroom and class lab data gathering, visits and analysis conclude. Office and research lab data gathering, visits and analysis begin. Wi-fi data collection begins gathering anonymized data. Surveys are conducted.
Winter 2024-25
Office and research lab data gathering, visits and analysis conclude. Follow-up visits are completed. Wi-fi data collection gathers anonymized data. Draft report is created.
Spring 2025
Data collection ends. UW-Madison distributes summary of findings and any known plans.
This timeline is a schedule of milestones but may change as the project continues.
UW-Madison Space By the Numbers
Frequently Asked Questions
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What is a space utilization and demand study?
A space utilization and demand study gathers and analyzes data to provide recommendations to help understand how space is currently being used and to be able to make better-informed decisions about how to optimize that space usage.
Why are you doing this study?
A space utilization and demand study for office, classroom, class lab, and research lab space at UW-Madison aims to understand current and projected space utilization and demand and receive recommendations on space policies and procedures to improve utilization and support productivity.
UW-Madison has not undertaken a study like this, at this scale, before. By understanding current space use and planning for a dynamic future informed by new pedagogical approaches, we can provide increased flexibility for students, faculty and staff, with sustainable building and space design.
Who is paying for this study?
This effort represents a significant investment by the Universities of Wisconsin to understand the changing and dynamic use of space on the flagship campus in Madison. This is a 100% grant funded project.
Who is performing the study? How were they selected?
After a competitive, qualifications-based selection process in spring/summer 2024, UW-Madison selected Huron Consulting, a global professional services firm. Huron Consulting will work with key UW-Madison subject matter experts, including the Space Management Office, as well as some campus leaders and building occupants.
What areas are being studied?
This study will include office, classroom, class lab and research space in owned and leased facilities on UW-Madison’s main campus and within Dane County.
What can I expect from the space utilization and demand study team's first visit?
On-site visits are a crucial component of our study. They will help gather first-hand information on space utilization, better understand the current functionality of campus facilities, and contextualize the understanding of the drivers of current usage patterns.
Consultants from Huron, accompanied by UW-Madison project team members, will visit a representative sample of spaces (classroom and class labs, then workplace and research) across all units and most buildings. During walkthroughs, team members may take photographs, note observations or qualities (such as daylight, furniture or accessibility), and measure spaces. Please let Space Management Office (smo@fpm.wisc.edu) or the on-site project team know if there are sensitive spaces and/or activities that should not be photographed. The project team may also conduct brief, informal discussions with building managers and occupants to gather additional insights.
Visits can last between 30 minutes and two hours, depending on the size and complexity of the building. All team members will carry identification and be easily recognizable. They will aim to conduct visits with minimal disruption to daily activities, being mindful of occupants’ time and space and ensuring their presence does not interfere with work or academic responsibilities. To help minimize disruption, we are attempting to visit as many instructional spaces as possible before the fall semester begins. Additional site visits will be scheduled as the study progresses.
Building managers will be informed of their facility’s visit dates as soon as possible.
How you can help
- Access: The Space Management Office will facilitate access for Huron Consulting. Building and department staff are welcome but not required.
- Cooperation: We appreciate your cooperation and understanding, and that of your staff, during these visits. Building occupant input and feedback are invaluable to the success of this study.
- Questions: If you have any questions or concerns ahead of or during the visits, please feel free to speak with a member of our team.
How does data collection work?
Understanding how spaces are used is critical to the success of this study. While capacity and allocation data is generally available, it is difficult across large, decentralized higher education institutions to gather reliable utilization data that can inform policy and operational decision-making.
Working with UW-Madison Information Technology, the project team will use data from UW-Madison’s wireless network to identify campus activity patterns will provide accurate and anonymized data. Wi-fi data will be collected in select campus buildings to capture key metrics, including passer-by counts, usage counts and time, and campus traffic flow.
The wi-fi data will provide insights for trends and analysis, not individualized reports or recommendations. For instance, a data collector may find that offices in a region of campus see a large amount of activity in the evening. It would not be looking for one person’s individual activities. The purpose of this study is to look at when and how spaces are used, not who is using what space. The data collectors measure occupancy and utilization in spaces, not one person’s movement around campus.
How are you respecting privacy? How are you handling data security?
Strong privacy functionality and controls ensure all data is de-identified and anonymized. UW-Madison’s Divisions of Information Technology and Facilities Planning & Management will be working closely with the consultant project team to adhere to robust privacy principles. The following are direct quotes from Huron Consulting’s key privacy principles:
- Anonymization of Data: We ensure that all data collected and processed through our analytics platform is fully de-identified and anonymized. Personal identifiers are removed to prevent the tracking or identification of individuals.
- Data Usage: The data we collect is exclusively used for the purpose of enhancing facility operations and management. It helps in understanding usage patterns and improving overall efficiency without compromising individual privacy.
- Compliance with Privacy Laws: Our processes and practices are designed to be in strict compliance with applicable data protection and privacy laws. We regularly update our methods in line with evolving legal and ethical standards.
- No Individual Tracking: Our analytics product does not track, record, or store information that can be used to individually identify someone. We focus on aggregate data and trends rather than personal details.
- Secure Data Handling: We employ robust security measures to protect the data we handle. This includes secure storage, encrypted data transfers, and regular security scanning and reviews to prevent unauthorized access or data breaches.
- Transparency and Control: We believe in maintaining transparency about our data practices and providing our clients with control over how their data is used. Clients can request information on data usage and management.
- Continuous Review and Improvement: Our commitment to privacy is ongoing. We regularly review our data handling practices ensuring they meet the highest standards of privacy and security.
- Collaboration with Clients: We work closely with our clients to ensure our analytics solutions align with their privacy policies and ethical standards. Our goal is to be a responsible partner in managing and analyzing facility data.
What are study deliverables? How can I find out about the results?
The study deliverables will include:
- data updates discovered during the study.
- snapshot reporting on space utilization in selected buildings for the duration of the study.
- utilization data and demand analysis for classrooms, class lab space, offices and research space.
- summarized themes from campus stakeholder interviews.
- a benchmarking report.
Working with the Universities of Wisconsin, UW-Madison will create a post-study summary with key findings and recommendations.
I still have questions. Who do I contact?
If you have any questions or need further information, please do not hesitate to contact:
- UW-Madison Project Contact: Jesse Luckey Winters, Interim Space Management Director, jesse.winters@wisc.edu
- Huron Engagement Manager: Andrew Sama, asama@hcg.com
Questions?
Please contact the Space Management Office at smo@fpm.wisc.edu.