Academic Facilities

Procedures & Timetables

Phases of Academic Space Development From Project Conception to ConstructioN

The academic space planning process is coordinated by the Office of the Provost, and is the particular responsibility of the Assistant Provost. Nevertheless, because the schools and colleges, centers and institutes are the principal participants in the ongoing process, they assume the most significant roles.

The following is a general description of the early phases in the planning and construction process. In practice, the phases are not as neat and clearly defined as suggested in the following outline; they often overlap or depart from the expected track. Some steps may be simple in one project and very complex and difficult in another. Departments should keep in mind that as a project progresses changes become increasingly difficult and expensive to implement. Therefore, the ability of the client to influence a project is highest during the early planning stages.

Phase I: Project Conception

Department Chairs

The representative of a department chair contemplating a space renovation should first contact the office of the appropriate dean or vice president to discuss the project and determine whether or not it must go to the SPACE Committee. Several items should be discussed, including the proposed use of the space in question, the assigned occupant(s) of the space, the physical layout of the space, any significant mechanical or infrastructure needs, (e.g. HVAC, upgraded electrical), the anticipated (unestimated) costs of the project (before estimates), and the source of funds.

Deans/Vice presidents

The department and the dean or vice president will confirm that the project's purpose and scope are consistent with unit and institutional goals, and decide generally upon a source of funds for the project. If there is no change of use, no modification to the physical layout, not significant mechanical needs, and the project is likely to be an expense less than $25,000 and will be funded by the department, school, or college, then it is not necessary to go to the SPACE Committee, and a request should be submitted directly to the Office of Facilities Management and Planning (See Flow Chart).

The Space Program Form

If the project must go to the SPACE Committee, a Space Program Form is now developed. The first concrete step is for the Dean's office to contact the Assistant Provost to discuss the development of a general case statement. Such a statement summarizes the project as the form moves through the process by describing briefly the following items:

the particulars of the need or opportunity facing the academic unit
the goals and priorities of the project
the performance criteria that will determine the need or value of the investment
the benefits that will fall to the University as a whole and to other academic units
the expected scale of the project
the financial and programmatic impact of the project.

The next step is for the academic unit to develop a general space program. This document translates the general case statement into a list of every type of space that will be involved in the project, describing briefly its function, the necessary capabilities and principal characteristics. The necessary quantities, such as the number of faculty members or students to be accommodated, or the necessary character of the space, or other salient features need to be identified in a general manner. This is also the time at which supporting factors are introduced, e.g. financial factors such as grant support. Additionally, the detail of the project must be investigated at this point. See the sample checklist of possible detail item. (On many small and intermediate projects, this information is self-evident, but careful analysis at the early stage is critical.)

At this point the Office of the Provost evaluates the space program document from the point of view of its fit with unit and institutional priorities, long-term plans, resources, etc. This evaluation may include comparisons with other institutions or consideration of widely accepted standards and practices. It may sometimes involve external consultants.

Upon request from the Office of the Provost, the Office of Facilities Management and Planning provides a site evaluation, feasibility study, and a preliminary budget estimate. Issues such as utilities, deferred maintenance in the area concerned, energy and resource conservation, parking, circulation, etc., receive explicit consideration at this stage. During this process, significant information should be added to the Space Program Form by the appropriate officials in the Office of Facilities Management and Planning.

The formal Space Project Form when completed is submitted to the Operations sub-Committee of the SPACE Committee for preliminary approval. Projects below a certain threshold (currently $100,000) may be approved by the Operations sub-Committee. Those between this level and a higher threshold (currently $500,000) will be submitted to the SPACE committee for formal approval. Projects above the higher figure will be submitted to the SPACE Committee for provisional approval (approval to move to the next steps of formal program development, architect selection, and project budget confirmation).