Office of Space Planning

1. CEC PRESENTATION OCTOBER 2011 Office of Space Planning Division of Operations 1

2. Office of Space Planning Responsibilities • Chancellor’s designee in the allocation of both administrative & educational space in all DOE facilities. • Approves any permanent changes in space utilization. • Provides information to principals, school communities, DOE leadership, and local officials as it relates to space utilization and planning. • Identifies underutilized buildings for proposed new school/program placements. • Manages the planning, engagements and placements of new schools/programs for the Chancellor’s restructuring initiative. • Assists School Construction Authority (SCA) in planning of new capacity projects, Master Campus restructuring and facility enhancements. • Manages the capital task force room conversion program. • Coordinates Facilities Teams (SCA/DSF/DIIT/OSP) on various facilities issues/concerns. • *SCA – School Construction Authority; DSF – Division of School Facilities; DIIT – Division of Instructional and Information Technology; OSP – Office of Space Planning 2 CEC PRESENTATION OCTOBER 2011

3. Many situations may generate the need for a site visit or building utilization survey: • Principal requests to address various issues (e.g. efficient programming of space, room conversions, utilization/organization, Reso A planning, etc.) • Verify utilization data for under-utilized sites • Analysis of space during school phase-outs/closures • To verify data for enrollment projection appeals process • Dispute resolution @ co-located schools (part of Campus Governance process) • As a member of the Facilities Team, to address various facilities issues that require a cross-functional resolution CEC PRESENTATION OCTOBER 2011

4. 3 STEP SPACE ANALYSIS PROCESS CEC PRESENTATION OCTOBER 2011

5. STEP 1: • Review Annual Enrollment, Capacity and Utilization Report, a.k.a. the “Blue Book” • The Blue Book is a capital planning document that describes the capacity and utilization for all DOE buildings • The Blue Book provides our office the first cut of information about the utilization of building space • Link to SCA Blue Book: http://www.nycsca.org/Community/CapitalPlanManagementReportsData/Enrollment/2010-2011-Bluebook.pdf CEC PRESENTATION OCTOBER 2011

6. THE SCA BLUE BOOK – The Enrollment, Capacity, and Utilization Report is published annually by the DOE. This report identifies the maximum capacity of all DOE buildings to serve students, compared to actual enrollments, which together allow for a standard framework with which to assess the utilization of our buildings. The information provided in this report allows us to understand the conditions under which multiple schools share a single building; assists in making informed decisions about enrollment growth or placement of new schools or programs in under-utilized buildings; and plan for major capital projects (including new school buildings, school annexes and additions, and other upgrades that expand a building’s capacity). CEC PRESENTATION OCTOBER 2011

7. Target Capacity vs. Historical Capacity – The capacity calculations are based on information provided by principals in the Annual Facilities Survey conducted by the School Construction Authority. The survey provides the [current] usage and size of rooms within each building. Target Capacity: The Target Capacity reflects aspirational programming goals for school buildings, making different assumptions about how classrooms are [actually] programmed. The Target Capacity and Utilization will change as school’s programming goals change. Historical Capacity: The Historical Capacity is the building’s original designed capacity, which is the total number of students the building should accommodate. While the method of calculating capacity differs by grade and by room size, it is important to note that instructional rooms equal to or greater than 240 feet are assigned a capacity. CEC PRESENTATION OCTOBER 2011

8. Page from Blue Book [Sample] CEC PRESENTATION OCTOBER 2011

9. STEP 2: • Conduct a “Desk Review” - provide a capacity and space utilization analysis based on the following DOE data sources: • Building Plans – available building floor plan • Review for building design, unique features, common areas, specialty rooms, instructional and admin room counts • Catalogue full size, half size, square footage, etc. • Annual Facilities Survey – school reported space and space utilization; updated yearly by schools and periodic site survey by SCA to verify accuracy. • ATS (Automate the Schools) – DOE application that captures current and various enrollment information. Provides current sections of students (classes) per grade to determine a school’s Instructional Footprint • DOE Instructional Footprint – baseline space allocation for a school or program CEC PRESENTATION OCTOBER 2011

10. BUILDING PLAN [SAMPLE] Shared Space 1 Full Size Classroom 1 Quarter Size Classroom 1 Half Size Classroom 1.5 Designed Administrative Space CEC PRESENTATION OCTOBER 2011

11. CEC PRESENTATION OCTOBER 2011 Corresponding Annual Facilities Survey [Sample] 11

12. CEC PRESENTATION OCTOBER 2011 • STEP 3: • Conduct a comprehensive building survey to verify current available DOE data • Update building plans to reflect all changes to existing plans (including renovations and construction) • Document any changes to the Annual Facilities Survey • Apply DOE Footprint to all organizations and determine quantity of available space • Complete Building Survey Report that documents detailed utilization data from site survey to inform planning decisions • Color code building plans to reflect actual building utilization by co-located schools 12

13. CEC PRESENTATION OCTOBER 2011 DOE INSTRUCTIONAL FOOTPRINT: The Footprint is a tool to be used by all stakeholders in the analysis and assessment of space usage in NYC DOE buildings. In co-location arrangements, the parameters outlined in The Footprint should serve as a guideline for making decisions about the allocation of space, while empowering building occupants to make decisions that best meet the needs of all students in the building. The Footprint represents a baseline space allocation. • Link to DOE Instructional Footprint: http://schools.nyc.gov/NR/rdonlyres/8CF30F41-DE25-4C30-92DE-731949919FC3/87633/NYCDOE_Instructional_Footprint_Final9210TNT.pdf 13

14. NO SUBSTANTIAL CHANGE IN SPACE UTILIZATION WILL OCCUR WITHOUT THIS THREE STEP PROCESS.

15. CEC PRESENTATION OCTOBER 2011 Co-locations and Significant Changes in School Utilization 15

16. CEC PRESENTATION OCTOBER 2011 • Chancellor’s Regulation A-190 Outlines the process of significant changes in school utilization and procedures for the management of school buildings housing more than one school. • Educational Impact Statement – When the Chancellor proposes to close a school or make any significant change in utilization the DOE shall prepare an Educational Impact Statement (EIS) • Building Utilization Plans – When co-location involves a public charter school; detailed building utilization must be documented for the placement and full expansion of the proposal. APPROVAL BY THE Panel for Educational Policy (PEP) The PEP consists of 13 appointed members and the Chancellor. Each borough president appoints one member and the mayor appoints the remaining eight. The Chancellor serves as a non-voting member. The PEP is responsible for electing a chairperson from among the voting members. 16

17. CEC PRESENTATION OCTOBER 2011 Chancellor’s Regulation A-190 also outlines the following – • Building Councils – All building principals meet once a month or as needed to address all campus issues (scheduling, after-school functions, safety, testing, etc.) • Shared Space Committees – If co-location involves a public charter school, this committee meets (4) times a year to review & ensure shared spaces are being utilized equitably. It consists of a principal, a teacher, and a parent from each co-located school organization. • Capital Improvements and Facilities Upgrades – If authorized in writing by the Chancellor or designee any proposed capital improvement or facility upgrade in excess of five thousand dollars regardless of the source of funding, made to accommodate the co-location of a charter school, will require matching capital improvements or facility upgrades in an amount equal for each public school organization within the building. This matching expenditure must be facilitated within 90 days of completion of the work performed by the charter school. • Link to Chancellor’s Regulation A-190: http://docs.nycenet.edu/docushare/dsweb/Get/Document-341/A-190%20FINAL.pdf 17

18. CEC PRESENTATION OCTOBER 2011 Facilities Team Contact List 18

19. CEC PRESENTATION OCTOBER 2011 QUESTIONS 19