Space Utilization Study for Academic Spaces - Facilities - Wake ...

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Wake Forest Space Utilization Study Project Scope and Summation of Findings Project Scope and Summation of Findings Comprehensive Facilities Planning, Inc. (CFP) was retained by Wake Forest University (WFU) to conduct a comprehensive study and analysis of its campus facilities. This project involved the collection and analysis of data on a departmental level for all of the academic schools and colleges, as well as most of the administrative, athletic and support units on the Reynolda campus only. Residential, food service, athletic competition space and building support space were excluded from the scope of work. Tasks • Create a space inventory database using currently accepted national classification and coding conventions. • Provide base data to inform short and long term decision making concerning the reprogramming and/or construction of new space, the renovation and the appropriate utilization of existing space, specifically to be used as part of a new campus master plan. • Provide the tools necessary to develop a comprehensive planning approach to assist the University in setting capital project priorities. • Collect peer data and evaluate the University’s current space and space need to comparable universities. • Prepare space needs calculations based on current demands and compare with available facilities. • Model future space needs based on three projected enrollment scenarios. These scenarios included across-the board increases for undergraduate enrollments for the College and the Calloway School of Business and Accountancy. The three projected enrollment levels are: 7%, 12.5% and 25%. • Document and develop a recommended set of policies, procedures and guidelines for improving the campus’ space management practices. Process The following steps are involved in the space utilization analysis: • Review and confirm existing space utilization. • Develop appropriate space guidelines for each academic department and administrative units. Compare guidelines to collected peer data. • Evaluate existing facilities to determine space deficiencies and surpluses. • Provide the process tools and methodology for the ongoing prioritization of major capital and renovation investment projects. This study is a critical step in developing a space management process that clearly identifies the current space requirements (departmental space deficiencies or surpluses) and establishing capital planning priorities. General planning assumptions applied in the analysis are presented in the following section. Summaries of the calculated space needs are presented in the following sections of this report. Detailed space needs reports for each department have been produced as a separate document and are available through Facilities Management. Process Methodology The methodology used included measuring the quantitative space needs that may impact the delivery of services. This quantitative process calculates space needs based on a series of interactive work steps. Data and programmatic information from various user groups were gathered, analyzed, and documented. The data and assumptions developed from these initial steps were verified and adjusted to customize the space needs model for each department, including space criteria (modules) for the type of space being analyzed. The space need requirements, including the square footage amounts of each room type were determined by the discipline, equipment used in the area, utilization rates (i.e., station area, station occupancy ratios, and room utilization rates), number of persons occupying the space, etc. The results derived from the space needs calculations were then compared to the current assigned space to determine surpluses or deficiencies of space. Comprehensive Facilities Planning, Inc. October 2007 5
Wake Forest Space Utilization Study Project Scope and Summation of Findings General Planning Assumptions The following general planning assumptions were developed from direction provided by WFU. These planning assumptions provide guiding principles, which are critical in the formulation of the results of this study. 1. The basic data used in this study were provided by Facilities Management (space inventory), Human Resources (personnel), class schedule and credit hour data (Institutional Research). Fall 2006 was used as the baseline for this study. 2. This study is limited to space assigned to the administrative and academic units located on the Reynolda Campus. Building support facilities (i.e., mechanical rooms, corridors, etc.) residence halls, food services, athletic competition facilities, and non-university operations are not part of the scope of this study. 3. The primary focus of this analysis is on the quantity of space by type and its use. Although only noted as it may impact the space needs, physical condition and functional quality issues have not been assessed as part of the analysis. 4. The space needs calculations are based on nationally recognized space planning guidelines such as the Council of Educational Facility Planners (CEFPI) Space Planning Guidelines and the applied experience of the CFP consultants. These guidelines have been modified as needed to fit the culture and operations of the University and each department. 5. Full time faculty, instructors and visiting faculty have each been provided with a uniform office module size of 150 square feet (ASF). Adjunct faculty have been allocated an office module of 35 ASF; post doctoral student 120 ASF and graduate assistants 90 ASF. No office space has been allocated for emeriti faculty. Office modules sizes for these and other positions are further elaborated in the University’s Space Planning Guidelines available through Facilities Management. 6. Laboratory-based research space needs are based on the number of personnel engaged in research including: faculty, research scientists, research staff, graduate research assistants, and post-doctoral students. For planning purposes it is assumed that 100% of the faculty, graduate research assistants and post-doctoral students in lab-based research departments are engaged in research activities. When identified as part of a department’s curriculum requirements, undergraduate researchers have been included in the calculation for research laboratory space. When provided in the model, the undergraduate research space allocation is one-third of the typical space module for the particular discipline. 7. Certain laboratory space has been classified as “special use” labs that may not be assigned to a specific faculty or researcher and likely are shared spaces that are functionally unique usually because of specialized equipment. Unless noted these existing spaces have been assumed to be sufficient. 8. The space needs calculations for all departments include an allocation for conference room and office lounge space. Although these calculated needs may not generate sufficient space for a functional room, the generated need is recognized as a space allocation, and it is assumed that in practice shared conference space or lounges would be provided to serve two or more departments in order to create a functional room. 9. Typically a factor of 10% of the calculated office need has been applied to determine office service space for academic departments and 15% for most administrative departments unless otherwise noted. Supplemental office support space requirements have been recognized above the normal office service allocation for departments requiring waiting rooms, processing areas and longer-term storage needs. Typically these departments include operations dealing with the public and students such as senior administrative and student service offices. 10. For space planning purposes full time equivalent student counts have been determined using a conversion factor of 15 credit hours per undergraduate student and 12 credit hours per graduate student. These FTE totals are used in calculating certain space needs such as classrooms and student lounges. 11. Classroom space needs have been analyzed by applying a uniform set of utilization goals across all departments within each college. The following utilization goals have been used in developing the classroom space needs: 25 Weekly Room Hours for scheduled use; 65% station occupancy in scheduled rooms and 20 assignable square feet per student station. These factors are modeling averages that may vary as related to existing usage patterns and conditions. For analysis purposes, the hours available for scheduling instruction and Comprehensive Facilities Planning, Inc. October 2007 6
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