Fill - Free fillable Administrative Procedure Number: 007 Effective: 4/26/2010 Supersedes: 3/29/2002 (California State University, Los Angeles) PDF form

Number: 007

Effective: 4/26/2010

Supersedes: 3/29/2002

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Administrative

Procedure

Subject: CAMPUS PHYSICAL PLANNING COMMITTEE (CPPC) AND SPACE MANAGEMENT

SUBCOMMITTEE

1.0. PURPOSE:

To assist the President in an advisory capacity in the formulation, development and

coordination of the campus long-range master plan. Also, to assist the President in an

advisory capacity in the monitoring of ongoing planning and construction activities to

assure their adherence to both the master plan and to campus design guidelines.

Through the Space Management Subcommittee, establish and maintain a

comprehensive space management program for the University. The Space

Management Subcommittee will be a standing subcommittee of the Campus Physical

Planning Committee (CPPC).

2.0. ORGANIZATIONS AFFECTED:

All organizational units of the University, including auxiliaries.

3.0. REFERENCES:

3.1. Trustees resolution of May 12, 1961, established Campus Planning Committees

and delineated their functions. Facilities Planning Memorandum No. 66-22 of

September 28, 1966, reaffirming this resolution.

3.2. Office of the Chancellor Executive Orders:

3.2.1. Number 276, Subject: Policy and Procedures for the Acceptance and

Installation of Artwork on the California State University and College

Campuses.

3.2.2. Number 630, Subject: Revisions to Approved Campus Master Plans.

3.3. Office of the Chancellor Memorandum PPD 84-21, Subject: Policy on Naming

California State University and Colleges Facilities and Properties.

3.4. Office of the Chancellor Memorandum PPD 79-20/BA 79-13, Subject: Implementation

of the Revised Energy Conservation Program.

Approved: Date:

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3.5. California State University, Los Angeles, Resource Allocation Plan.

3.6. California State University, Los Angeles Administrative Procedure 015, Subject:

Requests to Name Facilities, Properties and Rooms.

4.0. POLICY

:

The Campus Physical Planning Committee shall be appointed by the President to assist in

the formulation, development, and coordination of physical planning of the campus that

will result in systematic, planned development supporting the mission of the University.

All University space is temporarily assigned to a unit of the University. To maximize

effective space planning and utilization, the Space Management Subcommittee shall

review the inventory of all University space and requests for space changes that occur

between executive administrative units or within an executive administrator’

s unit that

requires renovation or a change in function, and develop policies and procedures related

to space assignment and utilization. The Subcommittee will forward recommendations

through the Chair of the Campus Physical Planning Committee to the President.

5.0. DEFINITIONS:

5.1. Coordination--Sequencing the building programs to meet requirements of the

various areas based on needs.

5.2. Five-Year Major Capital Outlay Program--Consists of State funded and non-State

funded projects. Based on the physical master plan, the campus is required to

submit each year a projected major capital outlay program for a five-year period

beyond the point covered by the latest Governor’s Budget. Each five-year capital

outlay project must have an estimated construction cost of at least $400,000.

5.3. Long-Range Physical Master Plan

--The physical master plan based on the campus

academic master plan. It functions as a guide for the physical development

required to accommodate projected enrollment and educational programs in

accordance with the academic master plan. The physical master plan includes: (1)

a definition of the land, physical facilities, landscaping and other improvements

required; and, (2) time schedules and cost estimates for implementation.

The evolution of the physical master plan does not end with its approval by The

California State University Board of Trustees. Modifications and changes are

required to meet new situations and conditions. It is expected that the master plan

will be presented to the Trustees no less than once every three years for

reevaluation.

5.4. Campus Guidelines for Design and Construction--Guidelines for specific

implementation of the physical development of the campus. These guidelines will

address architectural, landscaping and engineering concerns for any design and

construction project at the University. They can be expanded to include criteria to

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govern furnishings, signage and graphics. The overall objective of Campus

Guidelines for Design and Construction is to allow the Long-Range Physical

Master Plan to be a flexible framework within which more detailed

implementation plans will be developed and the guidelines function to ensure the

objectives of the master plan are supported and enriched rather than

compromised.

5.5. Minor Capital Outlay Projects

--Building or other construction programs costing

$400,000 or less. These projects are limited to items that correct deficiencies,

provide new or improved facilities, or provide equipment for new or improved

facilities or programs. Non-State funded projects such as those related to

cafeterias, parking lots or structures, student housing, campus student unions,

health centers, or other non-State funded structures may not be undertaken with

minor capital outlay funds.

5.6. Schematic Building Plans

--First of three phases in the development of

architectural drawings, depicting exterior, elevations, landscaping and siting of

the project.

5.7. Zoning--A planning tool used to partition areas of land by ordinance into zones

for various uses.

5.8. Campus Physical Planning Committee--The membership shall consist of the

following:

5.8.1. Director of Facilities/Planning and Construction, Chair.

5.8.2. Director of Facilities Services.

5.8.3. Provost and Vice President for Academic Affairs or his/her

representative.

5.8.4. Vice President for Information Technology Services or his/her

representative.

5.8.5. Vice President for Student Affairs or his/her representative.

5.8.6. Vice President for Institutional Advancement or his/her representative.

5.8.7. Two appointees recommended by the Academic Senate.

5.8.8. One appointee recommended by the Associated Students, Inc.

5.8.9. Representative of the Chancellor’s Office, Department of Capital

Planning, Design and Construction, ex-officio.

5.8.10. Campus Consulting Architect or his/her representative, ex-officio.

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5.8.11. Campus Consulting Landscape Architect or his/her representative, ex-

officio.

5.8.12. Representatives substituting for Committee members shall be identified

on an annual basis, and submitted to the Committee Chair for approval

by the University President no later than May 31

st

for the following

academic year.

5.9. University Space--All physical areas of the University, including space used for

instructional, instructionally-related, and non-instructional purposes (excluding

the Luckman Complex, University-Student Union, Childcare Center, Student

Housing, and Golden Eagle/Bookstore).

5.10. Space Utilization--Usage of current space and facilities.

5.11. External Space Change Requests--Space change request for space allocations

between Executive Administrators and other external entities.

5.12. Executive Administrators--The President and Vice Presidents of all units

(Academic Affairs, Administration and Finance, Student Affairs, Information

Technology Services, and Institutional Advancement).

5.13. Space Management Subcommittee--The Subcommittee membership, appointed

by the President, shall be as follows:

5.13.1. Director, Facilities Planning and Construction or his/her designee -

Chair (Ex-officio, non-voting).

5.13.2. One (1) appointee recommended by the Provost and Vice President for

Academic Affairs.

5.13.3. One (1) appointee recommended by the Vice President for

Administration and Finance.

5.13.4. One (1) appointee recommended by the Vice President for Information

Technology Services.

5.13.5. One (1) appointee recommended by the Vice President for Student

Affairs.

5.13.6. One (1) appointee recommended by the Vice President for Institutional

Advancement.

5.1.3.7. Two (2) appointees from two (2) different Colleges recommended by

the Academic Senate.

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5.14. Term of Service--The appointee(s) will serve a three-year term and may be

reappointed.

5.15. Administrative support to the Space Management Subcommittee will be provided

by the Director, Facilities Planning and Construction Office.

6.0 RESPONSIBILITIES:

6.1. The Campus Physical Planning Committee

will serve in an advisory capacity to

the President and is charged with the following:

6.1.1. Formulation, revision and maintenance of a long-range physical master

plan.

6.1.2. Formulation, revision and maintenance of Campus Guidelines for Design

and Construction.

6.1.3. Selection of sites for all new buildings and facilities.

6.1.4. Review of schematic plans prepared by the project architects, landscape

architects, engineers, and consultants.

6.1.5. Review and ranking of projects under the Five-Year Capital Outlay

Program, and Minor Capital Outlay Program.

6.1.6. Review and ranking of projects pertaining to:

a. Campus energy management.

b. Campus utility infrastructure.

c. Acceptance and placement of works of art.

d. Parking lots and structures.

e. Naming University facilities and properties.

f. Exterior campus graphics and signage.

g. Landscaping projects.

h. Non-State funded construction/remodel projects.

i. Campus telecommunications infrastructure development.

6.1.7. Review the cooperative agreements regarding planning and project

development with external agencies of the city and the county on matters

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pertaining to campus development, zoning, traffic, streets and other related

matters.

6.1.8. Submission of recommendations to the President on all agenda items

submitted by the Subcommittee of the Campus Physical Planning

Committee and units of the University.

6.1.9. Other matters delegated by the President.

6.2. The Vice President for Institutional Advancement will review all agenda items

and make recommendations on all items requiring funds raised by donation prior

to the review by the Campus Physical Planning Committee.

6.3. Deans and Senior Managers will review all agenda items submitted to them by

requesting departments prior to their transmission to the Campus Physical

Planning Committee.

6.4. Requesting Departments will develop agenda items consistent with the approved

procedures and route the item to the responsible Dean or Senior Manager for

review and approval.

6.5. The Department of Facilities Planning and Construction will provide staff support

for the Committee.

6.6. The Space Management Subcommittee will:

6.6.1. Establish and maintain a comprehensive space management program for

the University in an effort to maximize effective space planning and

utilization.

6.6.2. Review plans for all University space to ensure effective utilization.

6.6.3. Analyze all space change requests.

6.6.4. Initiate the necessary dialogue between the affected units.

6.6.5. Recommend the assignment of space between Vice Presidential divisions

to the Campus Physical Planning Committee. CPPC will review and

forward its recommendation to the President.

6.6.6. Develop and update as needed standard operating policies, procedures,

definitions and forms.

6.6.7. Requesting departments will complete the Space Change Request form

and route the item to the appropriate Dean or Senior Manager for review

and approval.

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6.8. College Deans or Senior Managers will review Space Change Request forms prior

to transmission to the appropriate Executive Administrator or his/her designee.

6.9. Vice Presidents or designees will:

6.9.1. Review Space Change Request forms submitted by the College Deans or

Senior Managers.

6.9.2. Route the request to the Space Management Subcommittee.

7.0. PROCEDURES:

7.1. Meetings--The Campus Physical Planning Committee shall meet no less than

once every academic quarter.

7.2. Requests for Consideration--The Committee will respond to requests from all

areas of the campus for changes, approval to proceed, or deletions, as they relate

to needs and overall physical development of a long-range nature.

7.2.1. The requesting department will prepare the CPPC Agenda Item-

Procedural Form for President’s Approval (Appendix 8.1.) and route the

form to the department head for approval. Successive approvals through

the appropriate Vice President are required in order to place the item on

the Committee agenda.

7.2.2. If a proposed item is to be accomplished through funds provided by

private donors, the approval of the Vice President for Institutional

Advancement is required.

7.2.3. When all required signatures have been obtained, the requesting

department will forward the completed form to the Director of Facilities

Planning and Construction.

7.2.4. Minor Capital Outlay Projects will follow the procedures outlined above.

7.3. The Chair of the CPPC will place the item on the Committee agenda and notify

the requesting department of the Committee’s decision no later than four (4)

weeks after the meeting at which the item was presented.

7.4. The Chair of the CPPC will forward the Committee’s recommendations to the

President whose decision will be final.

7.5. In the event that a project approved by the President requires Trustees’ approval,

the Chair of the CPPC will submit the proposed project to the Chancellor’s Office

for review and inclusion on the Trustees’ agenda.

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Items that require a master plan revision must be submitted to the Committee and

follow all appropriate guidelines and procedures.

7.6. Space Change Requests (Internal and External)--The Subcommittee will consider

requests from School Deans, Senior Managers, or may itself initiate

recommendations.

7.6.1. The department administrator will prepare the Space Change Request

form (Appendix 8.3.) and submit to the appropriate College Dean or

Senior Manager.

7.6.1.1. If a request requires building renovation or changes how

space is used, the requesting department will submit the

request to Facilities Services for review, ADA assessment,

feasibility study, and cost estimate.

7.6.1.2. If a request requires additional information for

technological support, the requesting department will

submit the request to Information Technology Services for

review, feasibility study, and cost estimate.

7.6.2. Upon approval by the appropriate College Dean or Senior Manager, the

request will be forwarded to the appropriate Executive Administrator.

7.6.3. Upon approval by the appropriate Executive Administrator, the request

will be forwarded to the Executive Administrator to whom the space is

currently assigned and to the Chair of the Space Management

Subcommittee for inclusion on the Space Management Subcommittee

agenda.

7.6.4

. Prior to forwarding the Space Change Request form to the Space

Management Subcommittee, Facilities Planning and Construction shall

review the space change request to determine if it has met the appropriate

criteria including the following:

7.6.4.1. Completion of a Facilities Services Space Change Request

Checklist (Appendix 8.5.).

7.6.4.2. Evaluation of the impact of the request and providing

alternative options, if appropriate. This evaluation will

include:

7.6.4.2.1. Impact on space utilization.

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7.6.4.2.2. Review for compliance with the guidelines

for the Space Change Request form

(Appendix 8.3.).

7.6.5. The Executive Administrator to whom the space is currently assigned will

provide a written response to the Chair of the Space Management

Subcommittee indicating concurrence with the request or reasons why the

request should be denied. The Executive Administrator may also choose

to meet with the Space Management Subcommittee.

7.7. The Subcommittee will analyze requests as outlined in the Evaluation of Space

Report Guidelines and notify the responsible Dean or Senior Manager of the

disposition of the request.

7.8. The Space Management Subcommittee will:

7.8.1. Meet quarterly and as necessary to review requests for space change(s).

7.8.2. Review requests for space allocations between Vice Presidential divisions

and other external entities or may itself initiate recommendations.

7.8.3. Analyze requests in consultation with all involved parties in accordance

with the guidelines for Space Change Requests.

7.8.4. Notify the appropriate Executive Administrator and College Dean or

Senior Manager of the disposition of the request.

7.8.5. Forward recommendations to the President through the CPPC.

8.0. APPENDICES:

8.1. CPPC Agenda Item-Procedural Form for President’s Approval.

8.2. Instructions For Completing Agenda Item Form.

8.3. Space Change Request form.

8.4. Guidelines for Completing the Space Change Request form.

8.5. Facilities Services Space Change Request Checklist.

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CPPC Agenda Item – Procedural Form for President’s Approval

Appendix 8.1.

1. Title of Agenda Item 2. Agenda Item #:

(Office Use Only)

_________________________________

3. Requested By: 4. Department Head Approval: 5. Dean/Senior Manager

________________________ Approval:

Date: ____________________ __________________________ _________________________

Ext.: _____________________ Date: ______________________ Date: _____________________

6. Description of Agenda Item: (Include historical background, if any)

_________________________________________________________________________________

7. Justification: (Use additional paper, if required)

_________________________________________________________________________________

8. Vice President for Institutional Advancement Office*: Approved □

Disapproved □

Signature: ________________________________ Date: ___________________________

9. Approval: Vice President Approved □

Disapproved □

Signature: ________________________________ Date: ___________________________

10. Campus Physical Planning Committee Action: Approved □

Disapproved □

Signature: ________________________________ Date: ___________________________

11. President's Action: Approved □

Disapproved □

Signature: ________________________________ Date: ___________________________

* As required.

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Appendix 8.2.

Instructions For Completing Agenda Item Form

Instructions for all items except those accomplished by funds raised by donation: Items 1 and 3-8

must be completed prior to submittal.

1. Title of Agenda Item: Provide a descriptive title, e.g., Privately Financed Remodel of the

Music Building Courtyard.

2. Agenda Item #: Do not complete. A number will be assigned when the final agenda is

prepared by Facilities Planning and Construction.

3. Requested By: Type in the requester’s name, date, and telephone extension.

4. Department Head Approval: All agenda items must be signed by the Department

Head/Chair and dated.

5. Dean/Senior Manager Approval: All agenda items must be signed by the Dean or Senior

Manager and dated.

6. Description: Provide a brief historical explanation concerning the project.

7. Justification of Proposed Project: Provide more detail on the item including funding

source and reason for the proposal.

8. Vice President Approval: The item should be forwarded to the responsible Vice

President for approval.

Instructions for items to be accomplished through funds raised by donation: Items 1, 3-7, 9 and

10 must be completed prior to submittal.

9. Vice President for Institutional Advancement Office

: If an item is being submitted for

Campus Physical Planning Committee approval and is to be accomplished through funds

raised by donation, the item must be approved by the University Development Office.

No project requiring private donor financing will be considered by the Committee

without this approval.

10. Vice President Approval: Upon obtaining Vice President for Institutional Advancement

Office approval, the item should be forwarded to the responsible Vice President.

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Appendix 8.3.

SPACE CHANGE REQUEST

Instructions: Please provide information requested in each section below. Guidelines used by

the Space Management Subcommittee to evaluate your request are indicated under “Guideline

for Completing the Space Change Request form”. Submit completed form to Facilities

Planning and Construction, Bungalow L.

ORGANIZATIONAL UNIT PHONE

EXTENSION

DEPARTMENT HEAD (Please

Print)

SIGNATURE DATE

SPACE REQUEST:

RATIONALE FOR REQUEST (Please attach additional pages):

HOW IS THIS NEED CURRENTLY BEING MET?

ITEMIZE BUDGETED POSITIONS (Including source of funding) that will use proposed

space:

ITEMIZE RENOVATION EXPENSE (attach cost estimate from Facilities Services if

appropriate and indicate funding source):

TIMELINE: Begin Renovation Begin Occupancy

APPROVAL BY ITS (as appropriate) DATE

APPROVAL BY DEAN OR SENIOR MANAGER DATE

ACTION TAKEN BY SPACE MANAGEMENT SUBCOMMITTEE:

CHAIR, SPACE MANAGEMENT

SUBCOMMITTEE

DATE

NA

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Appendix 8.3.

(page 2)

GUIDELINES FOR SPACE MANAGEMENT SUBCOMMITTEE

EVALUATION OF SPACE CHANGE REPORT

In completing the Space Change Request form on the reverse side, please provide all pertinent

information so that committee members can evaluate how this request will:

1. Facilitate instruction at the program level and affect the overall instructional program of

the University.

2. Improve instructional support.

3. Improve institutional support.

4. Impact on classroom scheduling.

5. Positively affect student, faculty, and staff morale.

6. Improve the image of the University.

7. Facilitate community service.

8. Improve physical accessibility.

In addition, the Committee will review the request to ensure that it:

1. Includes adequate financial planning for implementation as well as on-going costs.

2. Meets Health and Safety Codes.

3. Is compatible with the Academic Master Plan.

4. Is compatible with the Physical Master Plan.

5. Meets Chancellor’s Office guidelines (capacity, utilization, and space use standards).

6. Has endorsement of the Dean or Senior Manager.

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Appendix 8.4.

Guidelines for Completing the Space Change Request form

1. Space Request: Provide a brief description of what the job entails.

2. Rationale for Request: Provide an explanation for the basis of the request. For example,

indicate whether the project will improve instructional support, improve institutional

support and so forth. Guidelines to be used by the Subcommittee are attached to the

Space Change Request form and may be used as a guide in completing this section.

3. How Is This Need Currently Being Met: Indicate the function of space as presently

assigned.

4. Itemized Budgeted Positions: Indicate all funded positions that will be assigned to the

proposed area space. Also include the source of funding for each position, i.e., grants,

general fund, etc.

5. Itemize Renovation Expense: Attach cost estimates from Facilities Services, if

appropriate, and indicate account number of funding source for project.

6. Timeline: Indicate, if appropriate, whether a specific period of time is a necessity for

either beginning renovation or for occupancy.

7. Approved by ITS (as appropriate): The appropriate ITS administrator must sign all space

requests involving campus telecommunications infrastructure development.

8. Approved by Dean or Senior Manager: All space requests must be signed by the

appropriate Dean/Senior Manager and dated.

9. Action Taken by Space Management Subcommittee: Do not complete.

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Appendix 8.5.

Facilities Services Space Change Request Checklist

Directions: This form is to be completed by Facilities Services as part of the review process

for space change request(s) submitted to the Space Management Subcommittee.

Space Change Request Name:

Building: Floor: Room(s):

1. Electrical Impact: YES NO

Explanation:

2. Plumbing Impact: YES NO

Explanation:

3. Refrigeration/

HVAC Impact: YES NO

Explanation:

4. Space Utilization

Impact: YES NO

Explanation:

5. ADA Compliance: YES

NO

Explanation:

RECOMMENDATIONS:

Reviewed & Completed by

:

EH&S Officer Date Director, Facilities Services Date

TA

1

110

Possible impact on HVAC system due to the division of the room to two separate rooms.

Converting A110 to two rooms.

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