Space Management Provost s Academy for Deans and Chairs Oct 2014

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1 Space Management

2 Space Management Project 50 Forward Initiative Goal: Provide tools to optimize the use of space to accommodate our growing faculty, increasing number of students and new programs. Project Sponsors Dennis Assanis Barbara Chernow Project Managers Axel Drees Brent Lindquist Task force: J.Fogarty (CPDC), A.König (CAS), B.Worek (CEAS), C.McGrew (Senate), B.Lindquist (AMS-chair), F.Grine (Anthro-Chair), N.Sampson (Chemistry-chair), A.Drees (Provost-office)

3 Space Management Guidelines New guidelines in effect 8/2014: ces/pp.html Key content: Space is a University property and will be assigned based on current needs. Space needs will be evaluated based on activity of units and functional considerations. Responsibility for assignment and reassignment of space will follow divisional and departmental organizational hierarchies. Classroom spaces shall be scheduled through the registrar.

4 Evaluating Space Assignments and Activity Measures of activity related to space needs Faculty and Staff (state lines) FTE from HR data PhD and MA/MS (research active) from Enrollment data Research funding (5 year average) from RF data Actual space assignment to academic areas Improved space survey 2012/13 (next slide) Metrics combining activity and space data

5 Space Surveys and Improved Inventory Coordinate different space surveys and use same methodology Currently ongoing annual space survey for SUNY (Capital Planning) F&A rate proposal recently completed survey for 36 research departments (RF) Survey of space use for optimizing space utilization (Provost office) Input data into Physical Space Inventory (PSI) Use as starting point for next survey New records for each room (where applicable): Which faculty member (PI) is a room assigned too? What are the occupants names? What is a room used for? improved facility type categories

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7 Benchmarking Space Needs A space model calculator for activity based estimates of space needs Provides rational guideline for discussion for Chairs, Deans, Provost Based on hypothesis: If we build a new building for unit X what would NY state allow us to build? Input for space calculator: State University Construction Fund (SUCF) guidelines for office and departmental spaces Research Labs guidelines based on SUCF or research funding expenditures based on Education Advisory Board (EAB) study Discipline specific teaching spaces are not included Discipline specific core research facilities are not included

8 SUCF guidelines Space allocation based on SUCF guidelines General department space actual median Faculty/ Staff office 120 sqf (175 sqf) Staff in open space 80 sqf/staff (278 sqf)* Department Chair 180 sqf incl. in staff space Ph.D. student 50 sqf (49 sqf) Conference room 20 sqf/faculty (min 240 sqf) General allowance 160 sqf/faculty (157 sqf)* Research space per faculty (PhD student) *ambiguities Engineering 240 sqf (180 sqf) Natural/Life Science 180 sqf (120 sqf) Behavioral/Applied Science 120 sqf (60 sqf) Studio work 60 sqf (60 sqf) Other areas 30 sqf (20 sqf)

9 Research Funding Based Metric Life Science & Engineering 250k/sqft Other areas 200k/sqf

10 Straw man model for departmental space Biochemistry and Cell Biology 9/3/2014 input data measure department SUCF standards departmental space nsf Faculty Offices total 3,148 tenure/tenure track Faculty (FTE) ,740 Lecturers, visiting, etc (FTE) Emeritus faculty heads 0 Department administration/support total 5,615 chair heads staff single office FTE staff open office (>2) FTE Conference rooms faculty departmental space faculty ,197 Graduate students Ph.D. Students heads total 1,897 Research Masters Students heads total 1,100 Research Space fraction total 35,161 Calculation 1 Space based on Personnel tenure faculty Engineering faculty FTE % Natural & Life Science faculty FTE % 180 4,109 Behavioral faculty FTE % Arts, Humanities, Social, Math faculty FTE % 30 0 Studio faculty FTE % 60 0 Research Graduate Students Engineering heads % Natural & Life Science heads % 120 7,193 Behavioral heads % 60 0 Arts, Humanities, Social, Math heads % 20 0 Studio heads % 60 0 total 11,302 Calculation 2 Space based on Funded Research research funding total $8,790,358 Life Science/Engineering research $ $8,790, % 100 / $25,000 35,161 other areas research $ $0 0% 100 / $20,000 0 total 35,161 total space 46,921

11 Preliminary Results Actual Space Projected Space: Department Personal Offices Departmental Space Grad Student Offices Research Space Total Projected Total Space Difference (Total) Chemistry 15,947 20,610 11,189 69, ,783 73,351 43,433 Physics and Astronomy 21,859 30,971 21,573 42, ,508 79,263 37,245 Art 5,075 3,480 6,224 20,141 34,920 9,428 25,492 Geosciences 4,711 8,167 2,995 31,304 47,177 22,085 25,092 Psychology 11,377 11,269 5,464 30,253 58,363 37,837 20,526 Materials Science and Engineering 6,546 4,107 1,138 30,885 42,676 30,082 12,594 Neurobiology and Behavior 3,596 1,848 1,563 20,517 27,524 33,809-6,285 Applied Mathematics and Statistics 6,247 2,191 8,035 2,884 19,357 28,707-9,350 Technology and Society 2,953 1,217 1, ,438 14,834-9,396 Biomedical Engineering 2,705 1, ,725 13,489 31,660-18,171 Information serves as input for space discussions, e.g. old computer science building Caveats of comparison: building architecture not considered condition of space not considered discipline specific anomalies validity of data

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13 Scheduling of Classrooms Starting Spring 2015 classroom scheduled through 25live: Type 1: Classroom space; loose seating, not discipline specific; (mostly seats) will be scheduled through 25live priority controlled, i.e. department classes first, implementation this academic year Type 2: Teaching labs & discipline specific spaces will be in 25live for monitoring scheduled by departments Type 3: Conference and Seminar rooms scheduling through 25live department controlled integral part of academic departments, mixed use, event Type 4: Libraries, Lounges, etc. not in 25live, rooms that sometimes are used for low enrollment (grad) teaching, typically >15 seats

14 Departmental Teaching Spaces Detailed breakdown of 190 departmental spaces used for teaching in Fall 2013 categorized using space inventory Grouped together: Conference/Seminar rooms (34%) in 25live scheduled by through departments; Libraries, Lounges (4%) not in 25live