Space Management and Facilities
Planning UPPS
No. 01.03.01
Issue No. 5
Effective Date: 08/2002
Review:
April 1 E5Y
01. POLICY STATEMENTS
01.01 We at Texas State are committed to the efficient and effective fulfillment of the institution’s mission. To this end, the executive management of Texas State will be carried out in accordance with the Texas Higher Education Coordinating Board; Regents’ Rules of the Texas State University System; and local, state and federal law as applicable. The following procedure contributes to the implementation of this policy.
01.02 Building space at STexas State University-San Marcos is a valuable resource shared by a large number of people and groups. Capital projects that modify existing space or create new space represent a significant financial commitment by the University. Therefore, the building space that exists today, and capital projects developed in the future, must be managed carefully to support the mission of the University in an effective manner.
01.03 Facilities planning and space management is a decision-making process that gives direction to a continual search to improve existing conditions and promote change for new requirements. Effective facilities planning and space management is critical in maximizing the use of available resources.
01.04 This UPPS outlines the principles and processes that will be used to plan campus facilities and effectively manage campus spaces. The purpose of the processes is to promote examination, discussion, and cooperation in search for solutions to facilities and space management problems.
02. MANAGEMENT STRUCTURE
02.01 This policy recognizes that management of building space, like the management of other resources at Texas State, is a shared responsibility between administration and individual operating units. Because of the importance of this issue, the roles of the various levels of campus management must be clearly defined.
a. Ultimate responsibility for the allocation and re-allocation of space rests with the President upon recommendation of the President’s Cabinet.
b. The Facilities Committee is chaired by the Assistant Vice President for Finance and Support Services Planning. The Committee recommends to the President updates to the campus master plan, every ten (10) years, with the possible assistance of an architect appointed by the Board of Regents. The Committee recommends to the President, annually, updates to the Higher Education Assistance Funds (HEAF) table and related construction timelines. The Committee makes recommendations to President’s Cabinet regarding space formulas, space allocations, space projections, access to facilities, programming of facilities, new building sites, historical data, surveys, and appeals from campus and non-campus related groups. The Committee reviews and makes recommendations on the utilization of classroom and lab space to the Vice President for Academic Affairs.
The
Facilities Committee consists of faculty, staff, and students as identified in
the Roster of Councils and Committees.
c. The Issues Subcommittee, chaired by the Assistant Vice President for Finance and Support Services Planning, is a working sub-committee of the Facilities Committee. The charge of the sub-committee is to evaluate space needs brought to the attention of the Facilities Committee. This group identifies available space on campus, works directly with departments and offices requiring additional space or reconfigured space, and brings forth recommendations to the Facilities Committee for consideration with regard to building sites, programming of facilities, and construction timelines. This subcommittee also reviews all recommendations as prepared by the building advisory committees.
The Issues Subcommittee consists of selected members of the Facilities Committee: Assistant Vice President for Finance and Support Services Planning (chair); Associate Vice President for Academic Affairs; faculty representative; Associate Vice President for Facilities, Director of Facilities Planning, Design, and Construction; Associate Vice President for Student Affairs; Director of University Police Department; Director of Telecommunication Services; and an Associated Student Government representative.
d. The Assistant Vice President for Finance and Support Services Planning is responsible for space management reporting for the University. The Assistant Vice President and his/her staff will:
1) maintain the campus-wide
building and room inventory database;
2) conduct audits of space in
university-owned or leased space. A
space audit is a comprehensive review of currently assigned space for a unit,
used also to update the University’s building and room inventory. An audit will include room-specific tours of
all space assigned to the relevant units to confirm that space is used as
designed, is currently assigned and occupied, and to assess the quality of the
space and physical conditions of each room. Vacant space or other exceptions
will be noted. The audit report
provides information for reference during an internal assessment of space
allocations, prospective planning to accommodate changing situations and
realignment of program priorities over a reasonable planning horizon;
3) prepare annually the fall
semester utilization report of instructional space;
4) provide space data (verbally,
in report form, or by web access) to university units in response to programmed
needs (i.e., identify problem areas, provide alternative options to facilitate
objective and rational space assignment decisions);
5) prepare the annual master plan
report for The Texas Higher Education Coordinating Board;
6) prepare the capital
expenditure plan for The Texas Bond Review Board on a biennial basis; and
7) maintain University maps as
delineated in FSS/PPS 08.03.02
03. SPACE MANAGEMENT PRINCIPLES
03.01 All Texas State land and buildings belong to the University as a whole and are subject to assignment and reassignment to meet the overall needs and best interests of the institution. This includes, but is not limited to, all academic space, auxiliary facilities, farms, and facilities assigned to intercollegiate athletics. Space needs and uses will be based on decisions concerning: a) academic programs, b) enrollment levels and mix of students, c) sponsored programs, d) auxiliary enterprises and e) other service activities.
03.02 The amount and types of building space assigned to a specific individual, office, department, college, or other activity will be based on current and/or future needs, not on historic entitlement.
03.03 The use of all space, but particularly classrooms and class labs, will be maximized as much as possible. Annual classroom/class lab utilization studies will provide the data to support this principle.
03.04 The scope (size) of a program or function will not be changed until the facilities requirements are identified and a feasible, funded plan for accommodation of the addition, expansion, or contraction is confirmed by the Assistant Vice President of Finance and Supporting Services Planning.
a. Each proposal to fill a position (new or existing) should include a declaration by the account manager that space for the appointee and any related activities can be allocated within the space already assigned to the unit. In the absence of sufficient space resources to support a position request, the unaddressed need should be clearly stated and proposal for resolution identified.
b. Each proposal for a new course should require confirmation by the dean of the college that the necessary instructional space can be assigned either by the unit or the University.
c. Each outreach proposal should require confirmation that the necessary space can be assigned and the technological support necessary, if any, exists and is accessible for the program proposed. The Associate Vice President for Research will be responsible for monitoring this requirement.
d. Each new support service initiative (whether it be supported by auxiliary or designated funds) should require confirmation that necessary space can be assigned. The vice presidents will be responsible for monitoring this requirement.
e. Each proposed change in a major programmatic commitment requires confirmation that necessary space can be assigned. The deans will be responsible for monitoring this requirement.
03.05 Common spaces that do not have specific uses assigned to them for particular time periods will be made available to the Assistant Vice President for Finance and Supporting Services Planning for other assignments.
03.06 Leasing of off-campus space for university business will be approved and managed centrally and will be minimized as much as possible. Any movement of main campus activities to leased space will be considered temporary, until suitable space can be identified and made available on campus. Leasing of off-campus space must be coordinated with the Director of Procurement Services to insure that university purchasing policies and the state HUB rules regarding HUB subcontracting plans are followed.
03.07 Texas State-owned space may be leased to nonaffiliated parties on a year-to-year basis when there is no need for this space by campus units unless otherwise approved by the President. The Vice President for Finance and Support Services will monitor this principle.
03.08 The preservation of department or operating unit integrity is a high priority. Accordingly, locating members of the same department, office, or unit in close proximity to each other will be done whenever possible. Splitting units between facilities will only be done on an interim or as necessary basis.
03.09 Office space must be used wisely and appropriately. The nature of the occupant’s work should influence whether an individual is allocated a private office. Part-time faculty, graduate teaching assistants and research assistants should be expected to share spaces (two or more to an office) unless specific needs require otherwise.
03.10 The assignment of more than one campus office to a specific individual is highly discouraged. However, when an individual has two (2) different functions that are not performed in close proximity to one another, there may be a need for two (2) separate offices.
03.11 Conference
and seminar rooms should be available in each building to limit the need for
large personal offices. Conference
rooms and seminar rooms should be made available for institutional use. See web page
http://www.vpfss.txstate.edu/facilities/conferencerooms.htm.
03.12 Continually vacant or underutilized space will be made available for temporary or permanent reallocation when staffing levels change, sponsored research funding declines, or as other relevant factors change.
04. PROCEDURES FOR ALLOCATION
OF SPACE BETWEEN CAMPUS MASTER PLAN CYCLES
04.01 Day-to-day responsibility for the assignment of specific spaces to individuals and uses within a department rests with the director or chair of that unit. All changes must be reported to the Assistant Vice President of Finance and Support Services Planning within thirty (30) days in order for the space to be properly reported on the university inventory. Before any space assignments are made, the director or chair will consult with university facilities staff regarding any unusual physical or environmental requirements that may be necessary for the planned functions such as ventilation, temperature, utilities, handicapped accessibility, cabling, wiring, etc.
04.02 Vice Presidents and deans retain the flexibility to reallocate space within their areas of responsibility to maximize use and to facilitate changes in program needs. Exceptions include where classrooms, laboratories, residence hall rooms, and library space are converted to some other use. In these cases, the President must approve the proposal after review by the President’s Cabinet. All changes must be reported to the Assistant Vice President for Finance and Support Services Planning within thirty (30) days in order for the space to be properly reported on the university inventory. Before any space reallocations are made, the vice president or dean will consult with university facilities staff regarding any unusual physical or environmental requirements that may be necessary for the planned functions such as ventilation, temperature, utilities, handicapped accessibility, cabling, wiring, etc.
04.03 Requests for additional space should be made through the appropriate channels (e. g., directors, chairs, deans etc.) to the Assistant Vice President for Finance and Support Services Planning once a review of all space in the area of responsibility has been considered.
Requests
must be made in writing, outlining the reasons for requesting space (if
accreditation standards exist they should be attached), a description of
required special characteristics or physical aspects, the number and description
of personnel to be housed (individual names, position titles, FTEs for each
faculty, staff, and graduate assistant positions), and amount of space being
requested. Should a particular site
location be desired, the request should include justification for the site.
The
Associate Vice President of Finance and Support Services Planning will present
the request to the Issues Subcommittee for review and consideration. When considering requests for space the
subcommittee will consider the following:
a. New academic facilities should
be located along The Mall
b. New student service-related departments should be located central to campus
c. New student housing should be located on the periphery of the campus
d. Appropriateness of the space
to the function to be served
e. Impact additional space has on
the surplus/deficit E&G space
f. Impact additional space or changed space has on classroom/lab utilization
g. Potential of the project to permit resolution of other facilities and space problems
h. Source of funding and
availability of funding
i. Target audience needs
j. Amount of foot traffic (e. g. people vs. vehicles)
k. Parking and traffic flow
requirements
l. Immediate needs will be given
priority before projected needs
m. Data supporting needs should be
comprehensive and accurate
n. If there is internal and external evidence for commitment (e.g., funding for growth, etc)?
Interviews with the appropriate chair, dean or unit director will be
held to further define the space need and/or programmatic need for the
space. On-site observation (tours) of
the current space will be conducted.
The Issues
Subcommittee will consult with university facilities staff regarding any
unusual physical or environmental requirements that may be necessary for the
planned functions such as ventilation, temperature, utilities, handicapped
accessibility, cabling, wiring, etc.
After
completion of the study, recommended solutions with associated costs and
projected timelines will be reviewed with the affected units prior to submittal
to the Facilities Committee. Where
appropriate, the proposal will also address arrangements with other building
units for shared use of equipment and facilities as may be useful to all units.
The Issues
Subcommittee will solicit approval from the Facilities Committee before
forwarding the space allocation recommendation to the President’s Cabinet.
04.04 It is acknowledged that units may disagree with the recommended solution. Where possible, adjustments will be made so that the objectives of the initial request are met, the interests of the University are maintained, and the affected units are supportive of the final recommendations. In those instances where agreement among the units cannot be reached, a recommendation will be submitted to the President’s Cabinet that is determined to be in the best interests of the University and all the units involved. Objections of the units should be made in writing describing the reasons for the unit’s disagreement with the decision and will be shared with President’s Cabinet.
04.05 The President, upon recommendation of the President’s Cabinet, will make the final decision regarding disposition of the space request, which shall be binding on all parties.
04.06 The Assistant Vice President for Finance and Support Services Planning will be responsible for maintaining written records and documentation of all actions regarding space assignments, including appeals.
05. PROCEDURES FOR ALLOCATION OF SPACE DURING A CAMPUS MASTER PLAN
CYCLE
05.01 Facilities planning is a process that requires the integration of academic, financial, and physical planning. This requires the development of procedures and schedules to ensure that various activities occur in proper sequence. There is no standard formula that will guarantee a successful plan and it must be easily amendable to respond to changing needs.
05.02 Five
major planning functions (and related components) constitute the Campus Master
Plan cycle that occurs once every ten (10) years:
a. Program Development - Establish scope of the plan, establish time frame, identify and assign work tasks, identify additional studies (i. e., parking), identify other participants in the update.
b. Development of Data - Develop enrollment projections, develop space utilization data, develop space need projections, develop financial projections.
c. Analysis - Determine efficiency of facilities utilization on campus, determine facility resource requirements by organizational unit and type of space, review the Academic Plan and Strategic Plan for possible program changes, review recent education trends and changes in social conditions, transportation modes (i. e., access to campus, vehicular circulation, parking, pedestrian circulation).
d. Plan Development - Develop recommendations, prepare document, present to all appropriate interest groups (i. e., faculty, staff, students, and city officials), secure approval from necessary parties (i. e., President's Cabinet, Regental Planning Committee [as defined in Regents Rules and Regulations], Board of Regents).
e. Implementation - Implement recommended plans, revise as needed, prepare and submit annual updates to the Texas Higher Education Coordinating Board.
06. PROCEDURES FOR FACILITIES PLANNING – BUILDING PROGRAMMING AND
DESIGN
06.01 The continued remodeling of existing facilities and responsible planning of new facilities is an integral part of the university’s ongoing effort to provide instructional, research, and service programs that meet the needs of Texas State. University procedures followed for new construction and/or repair and renovation projects in the amount of $250,000 or more are outlined in the Regents Rules and Regulations. Architect-Engineer selections, preliminary plans, and construction contract awards all must be approved by the Board. This process may take eighteen (18) to thirty-six (36) months for a project to move from start to completion.
06.02 Projects must be submitted to the Texas Higher Education Coordinating Board for approval as follows:
a. New Educational and General
Space
1) The commissioner may approve
if less than $1 million. The
commissioner’s approval is subject to certification by the institution’s
governing board that board-specified criteria are met.
2) The Campus Planning Committee
may approve if $1 million to $5 million.
The Committee can waive certification of criteria and approve or any
committee member may request item deferral to the full Coordinating Board for
action.
3) The Coordinating Board must
approve if over $5 million.
b. Major repair and
rehabilitation of Educational and General space
1) The commissioner may approve
if less than $5 million. The
commissioner’s approval is subject to certification by the institution’s
governing board that board-specified criteria are met.
2) The Campus Planning Committee
may approve if $5 million and over. The
Committee can waive certification of criteria and approve or any committee
member may request item deferral to the full Coordinating Board for action.
c. Auxiliary enterprise projects
1) The commissioner may approve
if less than $10 million. The
commissioner’s approval is subject to certification by the institution’s
governing board that board-specified criteria are met.
2) The Campus Planning Committee
may approve if $10 million to $20 million.
The Committee can waive certification of criteria and approve or any
committee member may request item deferral to the full Coordinating Board for
action.
3) The Board must approve if over
$20 million.
d. All projects funded with more
than 50% tuition revenue bond proceeds
1) Commissioner evaluation is
required. Commissioner’s favorable
evaluation subject to meeting the three (3) criteria of cost, efficiency, and
space use.
e. Gifts, purchase or acquisition
of real property
1) The commissioner may approve
if less than $300,000. The
commissioner’s approval is subject to certification by the institution’s
governing board that board-specified criteria are met.
2) The Campus Planning Committee
may approve if $300,000 to $5 million.
The Committee can waive certification of criteria and approve or any
committee member may request item deferral to the full coordinating board for
action.
3) The Coordinating Board must
approve if over $5 million.
06.03 A building advisory committee will be appointed by the Pesident for major projects (i. e., new construction, major repair and rehab projects).
a. The Building Advisory Committee will be responsible for reviewing, recommending and assisting the Director of Facilities Planning, Design and Construction and the architect in the development of the detailed programming of the specific construction project.
b. The Committee will consist of the Director of Facilities Planning, Design and Construction, Director of Risk Management and Safety, department heads and faculty using the facility, student members as recommended by the Vice President for Student Affairs, and other members recommended and approved by the President.
In addition, resource personnel will serve as ad hoc members to provide programming input: Assistant Vice President for Technology Resources or his/her designee, Director of Disability Services, Director of Telecommunications Services, Director of Instructional Technologies Support, Director of University Police Department, Director of Risk Management and Safety, and Assistant Vice President for Finance and Support Services Planning.
Ad hoc members will provide programming input in relation to computer needs; handicapped accessibility and special needs; telephone and other cabling needs; audio-visual needs for classrooms; security, circulation for pedestrian, auto, bicycle, service and emergency vehicle issues; and square footage allocations taking into consideration campus standards and classroom and class lab utilization.
In addition, the Associate Vice President for Facilities will request facilities personnel to provide technical support concerning the site and utilities, and later, evaluation of structural, electrical and mechanical systems; energy conservation measures; safety requirements; and landscaping needs.
Facilities
Planning, Design and Construction will maintain construction guidelines (http://www.vpfss.TxState.edu/Facilities/Fac_Ccstandards.Htm)
which will outline specification documentation, design and construction
requirements, Materials, etc. to assist the architect and the Building Advisory
Committee in their programming and design efforts.
07. REVIEWERS OF THIS UPPS
07.01 Reviewers of this UPPS include the following:
Ms.
Nancy Nusbaum April
1 E5Y
and Support Services Planning
08. CERTIFICATION STATEMENT
This UPPS
has been approved by the following individuals in their official capacities,
and represents Texas State policy and procedure from the date of this document until
superseded.
Ms. Nancy
Nusbaum, Assistant Vice President for Finance and Support Services Planning;
senior reviewer of this UPPS
Mr.
William A. Nance, Vice President for Finance and Support Services
Dr. Denise
M. Trauth, President