Introduction
The University of Wisconsin (UW) Colleges capital/facilities planning process follows the same cycle(s) as the State of Wisconsin's biennial budget process. The UW Colleges process also integrates with the local unit(s) of government processes since the UW Colleges are partners with local units of government. See Appendix A for Regent and University of Wisconsin System Policy related to UW Colleges capital/facilities planning.
The biennial physical planning cycle includes updating the institution and campus long range plans (7-10 years), preparing a biennial capital budget recommendation (2 years), and a six year planning projection (biennium plus two more biennia). Physical planning must be integrated with strategic and program planning. The ongoing process identifies and prioritizes physical planning issues in order to support the institutional missions, academic priorities, and student needs. Each cycle includes reviewing and, if necessary, revising existing planning issues to reflect revised priorities.
Campus physical planning begins with the academic, cocurricular, outreach, and support/service needs of students, faculty, and the community. The plans that result are responsive to these needs. They identify needed programmatic space as well as existing space that is no longer needed for a former purpose due to changed uses, functional obsolescence, changed program needs, or "better" alternate uses. Campus physical planning should anticipate changing needs to the fullest extent possible so that county supported maintenance and construction projects can be presented in a timely fashion within the local governmental planning processes and so that state supported equipment needs can be incorporated in the biennial capital budget planning process.
The identification of planning issues is the first step in facilities planning. The fundamental questions are: What service or activity must be delivered? What space is required to perform the activity? What space is currently available for the activity? How does the current space facilitate, inhibit or preclude needed activities? The differences between required and available space lead to planning issues. Once planning issues have been identified, the second step is to prioritize the planning issues in a loose order of importance based upon program considerations and available alternatives.
The third step in facilities planning is to identify proposed solutions within the context of all campus needs. The fourth step is to reevaluate priorities in the light of the proposed solutions and with an understanding of the interrelationships among the proposed solutions and the priorities. Sequencing of the proposed solutions may change the priorities ordering if there is a different logical sequence to achieve the end results.
Process and Products
Planning process products include the campus annual plan, the UW System and State of Wisconsin biennial plan, and the required three biennium planning information, all incorporated into an annually updated campus master plan. See Appendix C.
Each campus planning process will provide for participation of appropriate campus constituencies, including undergraduate, distance education, and continuing education students, faculty, academic and classified staff, the community, local governmental partners, institutional UW Colleges staff and the UW System.
Campus local governmental partners should participate in capital/facilities planning in a manner that reflects the campus needs and culture as well as the needs and culture of the local governmental partner. The form and level of that participation may vary from one campus/community to another but should be specifically identified in the campus planning process. The governmental partners' involvement in the campus planning process should be discussed with and (ideally) agreed on with the partner(s). See Appendix B for a discussion of Local Units of Government and State Responsibilities.
Planning process time lines reflect the UW Colleges, local governmental partners, UW System and State of Wisconsin required submission dates for capital/facilities planning. See Appendix E for an outline of estimated dates for a typical UW System and State biennial period. See Appendix F for an outline of estimated dates for a typical annual cycle. The time lines for local governmental partners planning processes vary from municipality to municipality and should be integrated by the campus into the institutional planning process.
UW Colleges Campus Deans propose and manage a campus capital/facilities planning process that reflects campus needs, processes, and cultures. The proposed planning process should:
1) Identify the campus planning committee in terms of its leadership, membership (by title/role), and administrative support staff;
2) Describe the annual time line, approximate meeting dates, and general agenda items for each meeting date of the campus planning committee;
3) Integrate academic plans and campus and departmental concerns;
4) Describe the mechanism and time line for local government participation.
The UW Colleges Assistant Chancellor for Administrative Services reviews the proposed campus capital/facilities planning process and recommends revisions to the Dean or approval of the process to the UW Colleges Chancellor.
Outcomes
Campus master plans reflect a long term, seven to ten year, projection of campus needs including new construction, renovation, refurbishment and renewal of the campus. The plans should be a statement of current issues/conditions/problems and a review and statement of proposed actions or solutions to resolve those issues. The plans are not a report of what has been done. Prioritization of needs is developed in multi year plans with less specificity to the more distant period(s) and greater specificity in the closest multi year period. The immediate first multi year planning period provides priorities aggregated into specific projects for each year in the multi year planning period.
Campus biennial and three biennia plans are submitted in the format and with the documentation specified by the UW System.
Campus annual and master plans should follow the outline format in Appendix C. Complete biennial planning documents from an appendix may be incorporated by reference rather than repetition.
Appendix D contains a Capital/Facilities Needs, Priority Identification Spreadsheet that is used to show all needs in priority order; this spreadsheet format should be included in the plan appendices.
Plans should conform to institutional guidelines developed by each department/discipline that identify appropriate facilities requirements for the department/discipline. The Assistant Chancellor for Administrative Services distributes these institutional guidelines to Campus Deans as they are developed and revised.
Plans should consider all campus program areas including the sciences, arts, humanities, communications, libraries, computer services, continuing and distance education, student services, activities and recreation, administrative space, public areas and community use areas.
Campus master plans as well as time specific plans are additive in determining the institutional master plan and institutional time specific plans. The timing proposed in campus plans may be adjusted to reflect institutional resource availability.
Individual campus and institutional plans are inclusive for all capital/facilities/equipment requests greater than $5,000 including special programs such as laboratory and classroom modernization, computer access grants, distance education facilities, and other special purpose or specially identified annual program funding. Projects and requests greater than $5,000 that are not included in the annual campus plan will receive a low priority and may not be eligible for funding under these other annual programs. Major Project Requests not included in the Regent approved biennial plan will not be considered unless special permission is received from UW System.
Campus plans are driven by and determined by the institutional and campus academic and associated program plans. Specific Capital Plan Priorities will be clarified for each biennium. Appendix G includes the priorities identified for the 1999-2001 biennium.
Regents meeting of June 10, 1988
Acceptance of Report and Approval of Protocol for Evaluation and Approval of UW Colleges Facilities
Physical Planning and Development Committee
Resolution:
That, upon the recommendation of the UW Colleges Chancellor and the President of the University of Wisconsin System, the report relating to the development of facilities in the UW Colleges be accepted (copy on file in the office of the Secretary of the Board) and, further,
That Section IV of that report entitled "Protocol for Evaluation and Approval of UW Colleges Facilities Development", be adopted by the Board as its policy for UW Colleges construction projects. Section IV provides the following:
A. All requests for added facilities must be based upon an examination of the academic program of the UW Colleges campuses and the capability of existing facilities to accommodate the program. The Chancellor of the UW Colleges has the need and responsibility to review all projects in the earliest of planning stages.
B. It is understood that there is a commitment by the Board of Regents to provide necessary faculty or other academic program staff and/or operating budget changes needed as a consequence of Board approval of the expanded facilities, if such changes are identified in the request to the Board.
C. System Administration will review all requests for UW Colleges projects within the following policy framework:
1. The Chancellor of the UW Colleges will submit pertinent two-year and six-year capital development plans to UW System Administration according to the procedures, timetable and format established by System Administration.
2. In order for additional space to be supported, there must be clear evidence that the needs of the academic program cannot be met by existing facilities, and/or remodeling of existing facilities.
3. All requests for approval of additional facilities shall also include a thorough evaluation of the long term impact on the operating budget and staffing/faculty needs.
4. The University of Wisconsin Colleges will request funds for the moveable equipment needed for the facilities as part of the University of Wisconsin System biennial capital budget. These requests should be made to System Administration during the first half of the even-numbered years for the subsequent biennium (e.g., 1988 for the 1989-91 biennium). [Since this 1988 resolution, the timing has changed so that requests are now due in December of the odd numbered years.] It is recognized that local units of government usually operate under an annual budget cycle, with considerably more flexibility than state government on the expenditure side. This sometimes results in the municipality’s ability to advance a construction project sooner than anticipated, thereby placing an unanticipated burden on limited University (Building Commission) funds for equipment.
5. Generally UW System Administration requires that all capital projects appear in the campus long range plan prior to approval of funding. Therefore, equipment requests for UW Colleges that relate to capital projects NOT identified in either the two-year budget request or six-year facilities plan will generally not be funded. This places an increased importance on the long range facilities planning efforts for the UW Colleges.
6. The construction cost of the facilities will be financed totally by the county/city.
7. The need for a building project and resultant equipment and operating costs is subject to the approval of the Board of Regents prior to local bidding of the project. In addition to a description of equipment needs, the Regent request shall include the information required in paragraphs 2 and 3 above. The design of facilities shall be in conformance with energy considerations established by the State Building Commission.
8. It is acknowledged that UW Colleges facilities will require remodeling and other miscellaneous improvements caused by obsolescence, building codes and program changes. Such minor projects are a local financial responsibility and when they do not require equipment funding, need not be submitted for Board approval. However, these projects do require prior UW Colleges/System Administration approval, if they involve a change in the use of space.
Background UW Colleges facilities are constructed and maintained by local units of government as authorized by Wisconsin Statutes, 59.07 (61) and 67.04 (2). The Board of Regents lease the facilities and secure funding to equip them through the State Building Commission as provided by Wisconsin Statutes, 13.48 (2) (f). Staffing and operating costs are paid by the State. This unique facility partnership progresses down two completely separate budgetary tracks. The University of Wisconsin System develops a biennial capital budget as part of the larger state budget, whereas local units of government prepare their capital budgets on an annual basis each calendar year. Collectively, the local units of government have constructed about 85 buildings which comprise more than one million square feet of space and have a current insured value in excess of $144 million. In addition, operational costs borne by the local units of government for facility maintenance and repairs during 1995 approximated $693,000.
In October 1959, the State Building Commission requested that the Legislature establish a policy with respect to the financing of equipment and furnishings for UW Colleges. This resulted in Wisconsin Statutes, 13.351 (2) (f), now s.13.48 (2) (f), which enables the State Building Commission to allocate funds for this purpose from the State Building Trust Funds, General Fund Supported Borrowing, or other available sources. More recently, movable and special equipment for UW Colleges has been funded using short term bonds. Pursuant to Wisconsin Statutes, cities and counties construct and finance facilities with the concurrence of the Board of Regents. The funding authority comes from the State Building Commission to purchase equipment. Thus the present situation is for local units of government to provide facilities and for the University of Wisconsin System to provide the equipment, staff, and operating costs.
The University of Wisconsin System has a strong commitment to the state-local partnership of the 13 UW Colleges campuses. The UW Colleges represent the 1990's embodiment of the Wisconsin Idea, "that the boundaries of the University are the boundaries of the State."
Partner Responsibilities
The University of Wisconsin System is responsible for the instructional and academic programs of the UW Colleges. This responsibility includes campus staffing, payment of program operating costs, and provision of equipment required for the instructional and academic programs and support of the university staff. The equipment that is the university's and state's responsibility is commonly referred to as movable equipment. Movable equipment is not a permanent part of the physical facility and could be readily moved from one building or campus to another without undue alteration to or destruction of the physical plant. The university is responsible for providing custodial services, grounds care and a maintenance staff to provide routine maintenance. Routine maintenance broadly encompasses activities that deal with "wear and tear" as opposed to more long term, life extending, maintenance to the physical plant and grounds leased from the local unit(s) of government(s). Maintenance supplies above a dollar threshold are provided by the local unit(s) of government.
The local unit(s) of government are responsible for the physical plant to which they hold title and which the university leases under long term contractual agreements. The local responsibilities include outdoor facilities and grounds improvements, capital construction, renovation, renewal, and refurbishment programs to develop and maintain the physical plant of each campus. These capital programs should be developed so that the current and projected programs of the university may be delivered in a manner that meets the academic and cocurricular program needs of the campus students and community citizens who use the campus facilities. The local governmental partners are responsible for providing fixed equipment. Fixed equipment is not part of the physical construction of the buildings but is generally permanently attached to the building and not moved in the ordinary course of campus activity.
The specific implementation of the responsibilities of each partner at the level of daily operations involves much variation among the campuses. These variations result from individual local agreements and choices made by each campus and its local unit(s) of government. There is no single "correct" implementation of the responsibilities other than the broad acceptance that the local partner is responsible for the physical facilities and the university is responsible for the instructional and academic program. Continuing evolution of these relationships among the local and university partners is perhaps the only constant that can be guaranteed.
It is the position of the UW System that this commitment should be underscored and reinforced by a firm "up-front" commitment of funds to equip the center facilities when the local units of government provide the space.
Campus master plans should follow the outline and include all section headings identified here. Some sections may have minimal or no content, but the heading and outline order should be maintained.
Provide a brief narrative overview of the major issues facing the campus in the next six to seven years; tie these issues to the academic (and other) planning issues and initiatives. Do not repeat information from the infrastructure section, but reference it as needed. Appendix D contains a Capital/Facilities Needs, Priority Identification Spreadsheet that should be used to show all needs in priority order; include this spreadsheet in the plan appendices. Be sure to consider all capital construction, renovation, renewal, and refurbishment programs including special programs such as laboratory and classroom modernization, computer access grants, distance education facilities, and other special purpose or specially identified program funding.
As needed, discuss the general space configurations of the campus. Consider the appropriateness of existing space in relation to academic program needs. Include discussion of room utilization, adequacy of different size rooms (small, medium, large; lecture, classroom, seminar, distance education, theater, conference, etc.), laboratory areas, student activities and cocurricular space, administrative space, public areas, etc.
[Major Project Requests not included in the Regent approved biennial plan will not be considered unless special permission is received from UW System.]
[Major Project Requests not included in the Regent approved biennial plan will not be considered unless special permission is received from UW System.]
paste in the spreadsheet here
This Appendix has been replaced by the UW System Administration document, A Guide for Updating Campus Physical Development Plans, April 29, 1997.
April 1, 1997
Complete campus committee identification of planning issues in relation to academic plan(s)
The campus planning committees review the current facilities status of the campus, review academic plans and identify planning issues that require attention in both the short and long term. The committees should consider all planning issues regardless of the source(s) of funds that may be used for solutions. Any facilities project that is not included in the annual plan will not be considered for institutional funding from any source. Planning issues should be identified in a prioritized list and discussed with the Assistant Chancellor for Administrative Services no later than thirty (30) days before the UWS deadline for submission of planning issues (on or about July 1 of odd numbered years).
May 15, 1997
Begin annual/biennial campus plan review and update by campus staff
In consideration of the planning issues identified by the campus committees, the campus staff (Dean, Business Manager, Maintenance Supervisor) identify and review alternative solutions, staging strategies, and estimated costs.
August 15, 1997
Annual/biennial UW Colleges priorities adopted by Chancellor
After review of the planning issues identified by the various campuses and with the advice of the Deans and the Assistant Chancellor for Administrative Services, the Chancellor formally adopts the planning priorities for the next planning period(s).
September 1, 1997
Begin annual/biennial campus plan review and update by campus committee
Campus committees should review and update the campus facilities plan in light of the planning issues identified the previous Spring and the staff work performed over the summer.
November 25, 1997
Laboratory Mod, Classroom Mod, and Computer Access funding instructions
When the requirements for these funding proposals are received from UW System, the review committee will be established and the proposal format distributed to campuses.
December 15, 1997
Annual plan update
The current fiscal year and next calendar year, annual plan update should be adopted by the campus committee and submitted by this date to the institutional office. Preliminary discussion of the plan's contents should occur with the Assistant Chancellor for Administrative Services during September, October and November in order for the Assistant Chancellor to develop an overview of issues, solutions, and proposed projects across the entire institution.
December 30, 1997
Laboratory Mod, Classroom Mod, and Computer Access funding proposals due
Campuses will submit their proposals for review within the guidelines from UW System and within the institutional priorities.
March 15, 1998
Laboratory Mod, Classroom Mod, and Computer Access funding awards
Awards will be determined and negotiations conducted to finalize details of specific awards in order to meet UW System submission deadlines.
Ongoing
Local planning with local government partners
The involvement and ongoing contact with the local governmental partners in the facilities planning process continues throughout the year with special attention to unique local planning deadlines in relation to capital and/or operating budgets. New developments in planning with the local government partners should be communicated to the Assistant Chancellor for Administrative Services as soon as possible.
All proposals for inclusion in the UW Colleges 1997-99 Capital Budget and for the six year capital plan must be driven by the educational program of the UW Colleges including the Associate Degree, transfer expectations, and distance and continuing education needs.
Many proposals will include more than one priority area and may meet multiple needs. Projects that include a phased, multi-segment implementation should be presented so that the total project can be evaluated. {For example, new administrative offices might be a necessary step before the old administrative space can be released for a distance education facility. While the new administrative offices would be a lower priority than the distance education facility, they must follow each other in sequence.} Proposals will be evaluated on their overall impact.
Priorities include:
Planning with the campuses' county and local government partners should reflect these priorities as well. Health, safety, and environmental improvements and correction of code violations and compliance with regulatory requirements will often be the responsibilities of the county and local government partners and should assume the first, minimum and urgent priority in that planning.
Please consider and document educational needs in defining the scope and value of proposals. The flows of work and people may be critical to design issues as are the links of one space to another within a broad building design.
Campus Name
Campus Headcount Estimate
Campus Full Time Equivalent Estimate
Student distribution: non traditional student numbers, evening or weekend class scheduling, etc.
Number of faculty, number of ad hoc staff, current and expected, by discipline; implications for office space, etc.
Class size, lab size, and interrelationships; e.g., three labs of 24 students might suggest a classroom sized to hold at least 72 students
Student study seating available, library, elsewhere on campus, individual and small group spaces
Program Redirection(s)
New Programs
Instructional Technology Developments
Cocurricular Program Developments
Support/Service Program Needs
Assumptions about teaching/pedagogy: team and project focused, not sage on a stage, space for small and large group interactions
Integration within and across disciplines, e.g., math with sciences
Academic program should drive the need for capital/facilities and physical plant planning
Need more work on this appendix! Please suggest additional elements that should be included.
Possible Modifications to the Regent Protocol
Require conceptual approval for planning in the form of a "needs" report. This would be submitted at a very early stage, approximately three years in advance of the projected ground breaking date. Perhaps submitted at the time of the biennial update to campus plans, so early in the year when the Regents consider the biennial capital budget; e.g., February 1998 for 1999-2001 biennium.
This early conceptual approval would insure campuses and counties that the Regents were at least somewhat supportive of the project before the campus or county invested a great deal of energy or resources in planning. The Regent approval would be reported to DFD (Division of Facilities Development) and to the State Building Commission for information, no action required. However, the Regents or the Building Commission could take a negative action such as directing deferral of the planning until a later time or requiring that the funding for equipment needs be timed in a specific manner.
The request for conceptual approval would include the following:
Demonstration of need
Narrative statement of the project concept
Request to proceed to physical planning, including local engagement of an architect/engineer, etc.
Request for Regent approvals to proceed
Added notes
DFD purchase process documentation
multi year local unit(s) of government plans
Infrastructure needs in direct support of instruction; keep the lights on and the buildings heated
DIN funding for refurbishment as submitted once before
Table of Contents
Introduction 1
Process and Products 2
Outcomes 3
Appendix A: Regent and University of Wisconsin System Policy 4
Appendix B: Local Units of Government and State Responsibilities 6
Appendix C: Campus Capital/Facilities Master Plan Outline 8
Appendix D: Sample Capital/Facilities Needs, Priority Identification Spreadsheet 13
Appendix E: Estimated UW System Planning Deadline Dates in a Biennial Cycle 14
Appendix F: Estimated UW Colleges Planning Deadline Dates in an Annual Cycle 15
Appendix G: Capital Plan Priorities, (UW Colleges, 1999-2001 Biennium) 17
Appendix H: Sample Academic Plan and Priorities Data 18