Space Management

Within the University of Edinburgh each College/School/Business unit records its space usage on an annual basis.

Nominated contacts submit their space return online by 31st July each year. Submissions from units are loaded onto EBIS by Space Managers within the Estates Department.

The results of the annual updates allow us to track and manage the space appropriately for - budget allocations for colleges and support groups, finance for the full economic costing reports, utilities and maintenance costs, rentable space i.e. estates and buildings let property, embedded National Health Service space within University of Edinburgh properties. The records also provide a robust baseline, for the strategic planning of the estate.

The space data is also collated to create a set of metrics which is submitted to the Higher Education Statistics Agency for sector benchmarking and comparisons.  

Web Central enables space audit contacts to update room information online at any point during a given year.

Using the system

This facility is for authorised users only. Authorised users have been nominated by college and support group representatives on the University‘s Space Management Group.

Becoming a user

New users should complete an online application form to request access to the Web Central Space Console.


When updating your room data please bear in mind these activities, with particular attention being given to, teaching space, vacant/mothballed/under-refurbishment and energy review aspects. The accuracy of this information is vitally important when the annual snapshot of data is taken.  

Full economic costing (66 KB / DOC)

We hold a drawing for each and every building within The University of Edinburgh estate. These drawings cover each floor and outline every room within a specific building.

Often we receive requests for copies of these drawings. The procedure for requesting these are as follows.

Internally, within the Estates Department

Please refer to the appropriate drive and access the drawings through the building folder.

Outwith the Estates Department, but for core University business use

Please contact the Estates Helpdesk.

External requests

We do not provide our drawings for external parties to use.

Student requests

Please ask your Head of Course to contact the occupying School Head, for the building you wish the drawings for. The building users should be in full agreement for you to receive the drawings. Your Head of Course should then contact the Space Manager enclosing the building users go ahead. We will then liaise with University Security who will make sure these drawings can be issued. Drawings will only be issued in PDF format.

All drawings are for internal use only and should not be distributed or published externally.


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