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

● 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

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 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: sData/Enrollment/ Bluebook.pdf sData/Enrollment/ 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 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 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] 1 Full Size Classroom 1 Quarter Size Classroom 1 Half Size Classroom 1.5 Designed Administrative Space Shared Space CEC PRESENTATION OCTOBER 2011

10/11 Current Information PS xxxAmended Information BLDG ID Org ID Rm #LWAreaSCA Suggested CategoryPS xxx Self-Reported Use (for Blue Book) OSP ClassificationComments FIRST FLOOR 000xxx REGULAR CLASSROOMKINDERGARTENFull Size Classroom 000xxx ADMINISTRATIVE SPACEAP'S OFFICEHalf Size Space 000xxx REGULAR CLASSROOMFIRST GRADEHalf Size Space 000xxx SPECIALTY INSTRUCTIONART ROOMFull Size Classroom 000xxx REGULAR CLASSROOMSECOND GRADEFull Size Classroom 000xxx REGULAR CLASSROOMSECOND GRADEFull Size Classroom 000xxx REGULAR CLASSROOMSECOND GRADEFull Size Classroom 000xxx SPECIALTY INSTRUCTIONFUNDED - READINGFull Size Classroom 000xxx109A ADMINISTRATIVE SPACENURSE/MEDICAL SUITE Designed Admin/ Shared Space Half size / Shared Building Function 000xxx ADMINISTRATIVE SPACEPRE-K FAMILY ROOMHalf Size Space 000xxx110A ADMINISTRATIVE SPACESTORAGE ROOMQuarter Size Space 000xxx ADMINISTRATIVE SPACEPRINCIPAL'S OFFICEDesigned Admin Space 1 Half size 000xxx ADMINISTRATIVE SPACEGUIDANCE SUITEDesigned Admin Space 1 Full size 000xxx ADMINISTRATIVE SPACEGENERAL/MAIN OFFICE Designed Admin Space 1 Full size 000xxx ADMINISTRATIVE SPACECUSTODIAN'S OFFICEHalf Size Space Shared Building Function 000xxx PHYSICAL EDUCATIONGYMNASIUMFull Size Classroom 000xxx REGULAR CLASSROOMFIRST GRADEFull Size Classroom 000xxx ADMINISTRATIVE SPACEPARENT'S ROOMFull Size Classroom 000xxx REGULAR CLASSROOMFIRST GRADEFull Size Classroom 000xxx SPECIAL EDUCATION SUPPORT SPEECHFull Size Classroom 000xxx SPECIAL EDUCATION SUPPORT OCCUPATIONAL THERAPY Full Size Classroom 000xxx REGULAR CLASSROOMPRE-K FULL DAYFull Size Classroom 000xxx REGULAR CLASSROOMKINDERGARTENFull Size Classroom 000xxx REGULAR CLASSROOMKINDERGARTENFull Size Classroom 000xxx ADMINISTRATIVE SPACEPRE-K FAMILY ROOMHalf Size Space 000xxxAUD PUBLIC ASSEMBLYAUDITORIUMShared Space capacity: xxxCAF PUBLIC ASSEMBLYSTUDENT CAFETERIAShared Space capacity: xxxGYM PHYSICAL 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

 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

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: FC3/87633/NYCDOE_Instructional_Footprint_Final9210TN T.pdf FC3/87633/NYCDOE_Instructional_Footprint_Final9210TN T.pdf CEC PRESENTATION OCTOBER

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

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

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

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: 190%20FINAL.pdf 190%20FINAL.pdf CEC PRESENTATION OCTOBER

Facilities Team Contact List SCA- Chief Project OfficerBorough Director of Space PlanningDSF - Director of School Facilities BRONX Anjaykumar (Anjay) ShahRonald CaccioppoliAnthony Salvadore Thompson Avenue1 Fordham Plaza, room 8341 Fordham Plaza, Rm 834 Long Island City, NY 11101Bronx, NY Office: Office: Office: Cell: Cell: Cell: QUEENS Gordon TungDemetra CiardulloGreg Bracco Thompson Avenue28-11 Queens Plaza North Queens Plaza North room 409 Long Island City, NY 11101Queens, NY Office: Office: Office: Cell: Cell: Cell: MANHATTAN Joe BovaRichard BocchicchioTimothy George Thompson Avenue333 7th Avenue room th Avenue Long Island City, NY 11101New York, NY Office: Office: Office: Cell: Cell: Cell: BROOKLYN Carl ColomboCharles FisherMichael Salerno Thompson Avenue131 Livingston Street room Livingston Street room 505 Long Island City, NY 11101Brooklyn, NY Office: Office: Office: Cell: Cell: Cell: STATEN ISLAND Michael Eitingon / & Citywide ProjectsRana KhanWilliam Estelle Thompson Avenue131 Livingston Street room Ocean Terrace Long Island City, NY 11101Brooklyn, NY 11201Staten Island, NY Office: Office: Office: Cell: Cell: Cell: CEC PRESENTATION OCTOBER

QUESTIONS CEC PRESENTATION OCTOBER