Educational Specifications April 12, 2012 -- FAC23

1. Educational Specifications April 12, 2012 -- FAC23

2. Moderator Carri M. Matsumoto Executive Director Facilities and Planning Long Beach Unified School District Housekeeping Items… These materials have been prepared by a CASBO Associate Member. They have not been reviewed by State CASBO for approval, so therefore are not an official statement of CASBO.

3. General Overview Educational Specifications (Ed Specs) Important part of the overall planning process Engage stakeholders Documentation of needs Road map to a successful project Required for CDE approval

4. Presenters Mike Wassermann, AIA, CSI, LEED-BC+C Founding Principal, CFO Capital Program Management, Inc. Dave Hawke Educational Facilities Consultant Capital Program Management, Inc.

5. Educational Specifications (Ed Specs) • What We’ll Cover: • Why do you need Ed Specs? • What exactly are Ed Specs? • How do you develop an Ed Specs document? • What’s required by CDE? • When do you use Ed Specs?

6. Why Do You Need Ed Specs? • It’s required! • “Educational facilities planned by school districts shall be evolved from a statement of educational program requirements which reflects the school district’s educational goals and objectives.” • California Code of Regulations (CCR) ,Title 5, Section 14010 a.

7. Why Do You Need Ed Specs? • It’s required! • “Prior to CDE preliminary plan review and as a condition of final CDE plan approval, school board approved Ed Specs for school design shall be prepared and submitted to CDE based on school district goals, objectives, policies and community input.” • California Code of Regulations (CCR) ,Title 5, Section 14030 a.

8. Why Do You Need Ed Specs? • History of Requirement • Since 1994, Ed Specs have been required by CCR Title 5.

9. Why Do You Need Ed Specs? • History of Requirement • During 1998, California Department of Education (CDE) began accepting a brief written summary of Ed Specs.

10. Why Do You Need Ed Specs? • Recent Changes to Requirements • As of July 1, 2010, CDE began requiring a dated, board approved and adopted Ed Specs document.

11. Why Do You Need Ed Specs? It’s smart business ! Keys to a successful project: “Begin with an end in mind” – Stephen Covey “Form follows function” - Frank Lloyd Wright Provides a solid foundation

12. Why Do You Need Ed Specs? It’s smart business ! Building program development Engaging end users and other stakeholders Facilities designed to meet the educational requirements Provides documentation Ed-Specs ---- - - - - -- --- ----- --- --

13. Why Do You Need Ed Specs? Elaborated in CDE’s publication: “Educational Specifications: Linking Design of School Facilities to Educational Program”

14. What are Ed Specs? CDE Mantra: Form follows Function “A collection of interrelated statements that communicate to the architect, public, and other parties what educators believe is required of a proposed educational facility to support an educational program.”

15. What are Ed Specs? Essential for a successful project Documents intended purposes Documents program requirements Provides clear direction to design professionals Board dated, approved, and adopted document Ed-Specs ---- - - - - -- --- ----- --- --

16. How Do You Develop Ed Specs? Establish Ed Spec Committee Site administrator Curriculum leaders CBO’s Key staff Facilities M&O Technology Staff (IT / IS) Community Members Ed-Specs ---- - - - - -- --- ----- --- --

17. How Do You Develop Ed Specs? Appointed by Board vs. Appointed by Superintendent Confirm with District’s legal services to determine if Brown Act is required to be followed

18. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development A lot of balls to manage Can be overwhelming without careful planning

19. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development Committee meeting set-up Requires collaboration between departments Set parameters Set goals Set a schedule

20. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development Facilitating Committee Meetings Manage expectations Engage all committee members Hold accountable Develop and review meeting notes

21. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development No need to reinvent the wheel Seek examples Talk to peers and industry providers Talk with CDE

22. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development Integrating technology into the classroom Curriculum delivery through technology Educational Technology (Ed-Tech) specifications Rapidly changing opportunities

23. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development The Secret Sauce for writing your document Delicate balance of specifics and generalities Don’t limit your flexibility

24. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development Review Draft of Ed Specs With Design Professionals With CDE With Peers Review comments with Committee

25. How Do You Develop Ed Specs? Recipe for Successful Ed Specs Development Finalizing Ed Specs Obtain Committee members acceptance of final version Obtain Board ratification Submit at preliminary plan review Submit to CDE with final plan approval request

26. Ed Specs Requirements CDE Publication: “Educational Specifications: Linking Design of School Facilities to Educational Program”

27. Ed Specs Requirements CDE Requirements - Chapter 1 The Meaning of Education Specifications Definition of Ed Specs Instructional matters or “Educational Program” The physical requirements of instruction or “building/architectural program” Not Construction Specifications Not Facilities Master Plan

28. Ed Specs Requirements CDE Requirements - Chapter 2 Role of Education Specifications in Facility Planning Evaluation of existing properties and growth Development of Educational Specifications Development and review of design Development and review of construction documents Construction and review Project acceptance Facilities activation and training or orientation Post occupancy evaluation

29. Ed Specs Requirements CDE Requirements - Chapter 3 Development of Education Specifications Complete Ed Specs prior to start of design Takes 6-months to a year to complete Selection of Committee members and consultants Assignment of roles Communication protocol Approval process and authority Determine schedule for development

30. Ed Specs Requirements CDE Requirements - Chapter 4 Suggested Format for Education Specifications Part I - Project Description Part II - Project Design Factors Part III – Activity/Area Requirements Part IV - Summary of Area Relationships Part V - Summary of Space Requirements

31. Ed Specs Requirements CDE Requirements - Chapter 5 Annotated Outline for an Education Specifications Document: Part I Introduction items to be addressed A description of the community Applicable School Board policies Educational program Staff support Scope of work and enrollment projections Project Budget and Funding Project Schedule (Ed specs through post-occupancy review)

32. Ed Specs Requirements CDE Requirements - Chapter 5 Annotated Outline for an Education Specifications Document: Part II Building design features Single or multi-storied? Campus style? Open or closed campus? Future additions? Phased implementation? Community use? What curriculum concepts can be incorporated?

33. Ed Specs Requirements CDE Requirements - Chapter 5 Annotated Outline for an Education Specifications Document: Part II - Continued Building Systems (non-Activity/Area items) Acoustics Support Spaces Cleanliness & Health MEP Systems Handicapped Accessibility Public Access Safety and Security Signage Structural

34. Ed Specs Requirements CDE Requirements - Chapter 5 Annotated Outline for an Education Specifications Document: Part II - Continued Site Considerations Landscaping Parking and Traffic Playfields Policies Security Unique Site Conditions Utilities

35. Ed Specs Requirements CDE Requirements - Chapter 6 Part III of the Annotated Outline: Activity – Area Requirements Collecting the Data Sample Form ES-1 Activity Areas Listings Elementary Middle School High School

36. Ed Specs Requirements CDE Requirements - Chapter 7 Parts IV and V of the Annotated Outline: Summaries of Area Relationships and Space Requirements Summary of Area Relationships Area – Near – View to – Isolate from Summary of Space Requirements Net square footage summary for all activity areas Gross square footage Sample form ES-2 - Architect questionnaire form

37. Ed Specs Requirements CDE Requirements - Appendices Appendix 1: Master Planning and Overall Goals Appendix 2: Remodeling Facilities Appendix 3: Public Relations Appendix 4: Selecting the Architect Appendix 5: Project Delivery Appendix 6: Site Selection Appendix 7: Safe Architecture for Schools Appendix 8: School Disaster Preparedness Appendix 9: Facility Activation, Orientation, Evaluation Appendix 10: Sample Form ES-3: Facility Inspection Summary Appendix 11: Constructability Reviews

38. Ed Specs Requirements What Does CDE Look For in an Ed Specs Document? Modernization school construction project (if scope includes demolition & rebuilding 50% or more of existing school’s square footage) New school construction project Dated, Board approved and adopted Specs for A or B above Does “Form Follow Function”? All of the above

39. When Do You Use Ed Specs? In and during the planning phase of a new school facility, CCR Title 5, 14010 & 14030 Exhibit to the AE Agreement Design reviews Post occupancy evaluation Facilities Design Standards and Ed Specs go hand in hand

40. Conclusions Important part to the overall planning process Key to a successful project Work with CDE – they are here to help! Contact your CDE Field Representative http://www.cde.ca.gov/ls/fa/sf/fieldstaff.asp

41. Questions & Answers Mike Wassermann, AIA, CSI, LEED-BC+C Founding Principal, CFO Capital Program Management 916-553-4400 mike@capitalpm.com Dave Hawke Educational Facilities Consultant Capital Program Management 916-553-4400 daveh@capitalpm.com