office of space planning

DIVISION OF OPERATIONS

Office of Space Planning

CEC PRESENTATION OCTOBER 2011

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● 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

Office of Space Planning Responsibilities


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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 sitesAnalysis of space during school phase-outs/closuresTo verify data for enrollment projection appeals processDispute 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


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3 STEP SPACE ANALYSIS PROCESS


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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


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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).


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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.


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Page from Blue Book [Sample]


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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


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BUILDING PLAN

[SAMPLE]

1 Full Size Classroom

1 Quarter Size Classroom

1 Half Size Classroom

1.5 Designed Administrative Space

Shared Space


10/11 Current Information PS xxx Amended InformationBLDG

IDOrg ID

Rm # L W Area SCA Suggested Category PS xxx Self-Reported Use (for 09-10 Blue

Book)

OSP Classification Comments

FIRST FLOOR000 xxx 101 39 38 1482 REGULAR CLASSROOM KINDERGARTEN Full Size Classroom 000 xxx 102 18 18 324 ADMINISTRATIVE SPACE AP'S OFFICE Half Size Space 000 xxx 103 27 30 810 REGULAR CLASSROOM FIRST GRADE Half Size Space 000 xxx 104 27 29 783 SPECIALTY INSTRUCTION ART ROOM Full Size Classroom 000 xxx 105 27 30 810 REGULAR CLASSROOM SECOND GRADE Full Size Classroom 000 xxx 106 27 30 810 REGULAR CLASSROOM SECOND GRADE Full Size Classroom 000 xxx 107 27 30 810 REGULAR CLASSROOM SECOND GRADE Full Size Classroom 000 xxx 108 27 30 810 SPECIALTY INSTRUCTION FUNDED - READING Full Size Classroom 000 xxx 109A 25 13 325 ADMINISTRATIVE SPACE NURSE/MEDICAL

SUITEDesigned Admin/

Shared Space Half size / Shared Building Function

000 xxx 110 18 18 324 ADMINISTRATIVE SPACE PRE-K FAMILY ROOM Half Size Space 000 xxx 110A 10 15 150 ADMINISTRATIVE SPACE STORAGE ROOM Quarter Size Space 000 xxx 111 21 12 252 ADMINISTRATIVE SPACE PRINCIPAL'S OFFICE Designed Admin

Space 1 Half size

000 xxx 112 10 15 625 ADMINISTRATIVE SPACE GUIDANCE SUITE Designed Admin Space

1 Full size

000 xxx 113 29 27 783 ADMINISTRATIVE SPACE GENERAL/MAIN OFFICE

Designed Admin Space

1 Full size

000 xxx 115 18 18 324 ADMINISTRATIVE SPACE CUSTODIAN'S OFFICE Half Size Space Shared Building Function000 xxx 141 27 26 702 PHYSICAL EDUCATION GYMNASIUM Full Size Classroom 000 xxx 142 26 27 702 REGULAR CLASSROOM FIRST GRADE Full Size Classroom 000 xxx 143 25 25 625 ADMINISTRATIVE SPACE PARENT'S ROOM Full Size Classroom 000 xxx 144 26 27 702 REGULAR CLASSROOM FIRST GRADE Full Size Classroom 000 xxx 145 26 27 702 SPECIAL EDUCATION

SUPPORTSPEECH Full Size Classroom

000 xxx 146 26 27 702 SPECIAL EDUCATION SUPPORT

OCCUPATIONAL THERAPY

Full Size Classroom

000 xxx 147 26 27 702 REGULAR CLASSROOM PRE-K FULL DAY Full Size Classroom 000 xxx 148 27 27 729 REGULAR CLASSROOM KINDERGARTEN Full Size Classroom 000 xxx 149 25 27 675 REGULAR CLASSROOM KINDERGARTEN Full Size Classroom 000 xxx 151 25 25 326 ADMINISTRATIVE SPACE PRE-K FAMILY ROOM Half Size Space 000 xxx AUD 68 51 3468 PUBLIC ASSEMBLY AUDITORIUM Shared Space capacity: 300000 xxx CAF 70 58 4060 PUBLIC ASSEMBLY STUDENT CAFETERIA Shared Space capacity: 200000 xxx GYM 55 75 4125 PHYSICAL EDUCATION GYMNASIUM Shared Space capacity: 200

FIRST FLOOR TOTALS: 15 Full Size Spaces / 5 Half Size Spaces / 1 Quarter Size Spaces / 3.5 Designed Admin Spaces

Corresponding Annual Facilities Survey [Sample]


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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


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


NO SUBSTANTIAL CHANGEIN SPACE UTILIZATIONWILL OCCUR WITHOUT

THIS THREE STEP PROCESS.

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Co-locations and Significant Changes in School Utilization


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.


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 •CEC PRESENTATION OCTOBER 2011

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Facilities Team Contact List

SCA- Chief Project Officer Borough Director of Space Planning DSF - Director of School Facilities

BRONX

Anjaykumar (Anjay) Shah Ronald Caccioppoli Anthony Salvadore30 -30 Thompson Avenue 1 Fordham Plaza, room 834 1 Fordham Plaza, Rm 834

Long Island City, NY 11101 Bronx, NY 10458 Bronx, NY 10458

Office: 718-472-8043 Office: 718-741-3754 Office: 718-741-3957

Cell: 917-807-4750 Cell: 917-225-3656 Cell: 347-386-4445

QUEENS

Gordon Tung Demetra Ciardullo Greg Bracco30 -30 Thompson Avenue 28-11 Queens Plaza North 409 28-11 Queens Plaza North room 409

Long Island City, NY 11101 Queens, NY 11101 Queens, NY 11101


Cell: 917-418-4326 Cell: 347-331-4585 Cell: 347-386-4475

MANHATTAN

Joe Bova Richard Bocchicchio Timothy George30 -30 Thompson Avenue 333 7th Avenue room 828 333 7th Avenue

Long Island City, NY 11101 New York, NY 10001 New York, NY 10001


Cell: 917-440-5473 Cell: 917-515-4859 Cell: 347-386-4467

BROOKLYN

Carl Colombo Charles Fisher Michael Salerno30 -30 Thompson Avenue 131 Livingston Street room 209 131 Livingston Street room 505

Long Island City, NY 11101 Brooklyn, NY 11201 Brooklyn, NY 11201

Office: 718-472-8123 Office: 718 935-3392 Office: 718-935-3684

Cell: 646-208-8585 Cell: 917-826-0212 Cell: 347-386-4479

STATEN ISLAND

Michael Eitingon / & Citywide Projects Rana Khan William Estelle30 -30 Thompson Avenue 131 Livingston Street room 209 715 Ocean Terrace

Long Island City, NY 11101 Brooklyn, NY 11201 Staten Island, NY 10301


Cell: 917-418-7439 Cell: 917-841-7571 Cell: 347-386-4442


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