1. D IVISION OF O PERATIONS Office of Space Planning CEC PRESENTATION OCTOBER 2011 1

2. ● 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 CEC PRESENTATION OCTOBER 2011 2

3. 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. 4 3 STEP SPACE ANALYSIS PROCESS CEC PRESENTATION OCTOBER 2011

5. 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/CapitalPlanManagementReport sData/Enrollment/2010-2011-Bluebook.pdf http://www.nycsca.org/Community/CapitalPlanManagementReport sData/Enrollment/2010-2011-Bluebook.pdf CEC PRESENTATION OCTOBER 2011

6. 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. 7 T ARGET C APACITY VS. H ISTORICAL C APACITY – 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. 8 Page from Blue Book [Sample] CEC PRESENTATION OCTOBER 2011

9. 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. 10 BUILDING PLAN [SAMPLE] 1 Full Size Classroom 1 Quarter Size Classroom 1 Half Size Classroom 1.5 Designed Administrative Space Shared Space CEC PRESENTATION OCTOBER 2011

11. 10/11 Current Information PS xxxAmended Information BLDG ID Org ID Rm #LWAreaSCA Suggested CategoryPS xxx Self-Reported Use (for 09-10 Blue Book) OSP ClassificationComments FIRST FLOOR 000xxx10139381482REGULAR CLASSROOMKINDERGARTENFull Size Classroom 000xxx10218 324ADMINISTRATIVE SPACEAP'S OFFICEHalf Size Space 000xxx1032730810REGULAR CLASSROOMFIRST GRADEHalf Size Space 000xxx1042729783SPECIALTY INSTRUCTIONART ROOMFull Size Classroom 000xxx1052730810REGULAR CLASSROOMSECOND GRADEFull Size Classroom 000xxx1062730810REGULAR CLASSROOMSECOND GRADEFull Size Classroom 000xxx1072730810REGULAR CLASSROOMSECOND GRADEFull Size Classroom 000xxx1082730810SPECIALTY INSTRUCTIONFUNDED - READINGFull Size Classroom 000xxx109A2513325ADMINISTRATIVE SPACENURSE/MEDICAL SUITE Designed Admin/ Shared Space Half size / Shared Building Function 000xxx11018 324ADMINISTRATIVE SPACEPRE-K FAMILY ROOMHalf Size Space 000xxx110A1015150ADMINISTRATIVE SPACESTORAGE ROOMQuarter Size Space 000xxx1112112252ADMINISTRATIVE SPACEPRINCIPAL'S OFFICEDesigned Admin Space 1 Half size 000xxx1121015625ADMINISTRATIVE SPACEGUIDANCE SUITEDesigned Admin Space 1 Full size 000xxx1132927783ADMINISTRATIVE SPACEGENERAL/MAIN OFFICE Designed Admin Space 1 Full size 000xxx11518 324ADMINISTRATIVE SPACECUSTODIAN'S OFFICEHalf Size Space Shared Building Function 000xxx1412726702PHYSICAL EDUCATIONGYMNASIUMFull Size Classroom 000xxx1422627702REGULAR CLASSROOMFIRST GRADEFull Size Classroom 000xxx14325 625ADMINISTRATIVE SPACEPARENT'S ROOMFull Size Classroom 000xxx1442627702REGULAR CLASSROOMFIRST GRADEFull Size Classroom 000xxx1452627702SPECIAL EDUCATION SUPPORT SPEECHFull Size Classroom 000xxx1462627702SPECIAL EDUCATION SUPPORT OCCUPATIONAL THERAPY Full Size Classroom 000xxx1472627702REGULAR CLASSROOMPRE-K FULL DAYFull Size Classroom 000xxx14827 729REGULAR CLASSROOMKINDERGARTENFull Size Classroom 000xxx1492527675REGULAR CLASSROOMKINDERGARTENFull Size Classroom 000xxx15125 326ADMINISTRATIVE SPACEPRE-K FAMILY ROOMHalf Size Space 000xxxAUD68513468PUBLIC ASSEMBLYAUDITORIUMShared Space capacity: 300 000xxxCAF70584060PUBLIC ASSEMBLYSTUDENT CAFETERIAShared Space capacity: 200 000xxxGYM55754125PHYSICAL EDUCATIONGYMNASIUMShared 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] CEC PRESENTATION OCTOBER 2011 11

12.  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 CEC PRESENTATION OCTOBER 2011 12

13. 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_Final9210TN T.pdf http://schools.nyc.gov/NR/rdonlyres/8CF30F41-DE25-4C30-92DE- 731949919FC3/87633/NYCDOE_Instructional_Footprint_Final9210TN T.pdf CEC PRESENTATION OCTOBER 2011 13

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

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

16. 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 P ANEL FOR E DUCATIONAL P OLICY (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. CEC PRESENTATION OCTOBER 2011 16

17. 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 http://docs.nycenet.edu/docushare/dsweb/Get/Document-341/A- 190%20FINAL.pdf CEC PRESENTATION OCTOBER 2011 17

18. Facilities Team Contact List SCA- Chief Project OfficerBorough Director of Space PlanningDSF - Director of School Facilities BRONX Anjaykumar (Anjay) ShahRonald CaccioppoliAnthony Salvadore 30 -30 Thompson Avenue1 Fordham Plaza, room 8341 Fordham Plaza, Rm 834 Long Island City, NY 11101Bronx, NY 10458 Office: 718-472-8043Office: 718-741-3754Office: 718-741-3957 Cell: 917-807-4750Cell: 917-225-3656Cell: 347-386-4445 QUEENS Gordon TungDemetra CiardulloGreg Bracco 30 -30 Thompson Avenue28-11 Queens Plaza North 40928-11 Queens Plaza North room 409 Long Island City, NY 11101Queens, NY 11101 Office: 718-472-8685Office: 718-391-8575Office: 718-391-6858 Cell: 917-418-4326Cell: 347-331-4585Cell: 347-386-4475 MANHATTAN Joe BovaRichard BocchicchioTimothy George 30 -30 Thompson Avenue333 7th Avenue room 828333 7th Avenue Long Island City, NY 11101New York, NY 10001 Office: 718-472-8306Office: 212-356-3816Office: 212-356-3825 Cell: 917-440-5473Cell: 917-515-4859Cell: 347-386-4467 BROOKLYN Carl ColomboCharles FisherMichael Salerno 30 -30 Thompson Avenue131 Livingston Street room 209131 Livingston Street room 505 Long Island City, NY 11101Brooklyn, NY 11201 Office: 718-472-8123Office: 718 935-3392Office: 718-935-3684 Cell: 646-208-8585Cell: 917-826-0212Cell: 347-386-4479 STATEN ISLAND Michael Eitingon / & Citywide ProjectsRana KhanWilliam Estelle 30 -30 Thompson Avenue131 Livingston Street room 209715 Ocean Terrace Long Island City, NY 11101Brooklyn, NY 11201Staten Island, NY 10301 Office: 718-472-8197Office: 718-935-3393Office: 718-556-8326 Cell: 917-418-7439Cell: 917-841-7571Cell: 347-386-4442 CEC PRESENTATION OCTOBER 2011 18

19. QUESTIONS CEC PRESENTATION OCTOBER 2011 19