1. Student Housing Master Planning: How to make informed decisions in relation to deferred maintenance and master planning
Presenters:
Dr. Steven Hood – Associate Vice President of Student Life, The University of Alabama
Dr. Matthew Kerch – Executive Director, Housing and Residential Communities, The University of Alabama

2. Session Objectives:
Discuss the process of creating long range plans for housing department
Master Planning
Campus partners
How planning guides departmental goals and objectives
How to use these documents explored today into your planning?
What happens when you can’t control everything?
Housing phasing/planning strategies
Used to determine when major renovation or construction work should occur
How do these projects impact housing?
How do you go about creating these tools?
What campus partners are necessary to accomplish these goals?

3. Learning Outcomes:
Attendees will be able to identify needs in their institution/department related to master planning, housing phasing, new construction, renovation, lifecycle planning, and strategic planning.  
Attendees will be able to identify needs after conducting assessments related to their facilities and departments. 
Attendees will be able to identify stakeholders and other entities that will need to be consulted in order to be successful in master planning, housing phasing, new construction, renovation, lifecycle planning, and strategic planning efforts on their campus.
Attendees will learn techniques to manage housing inventory, and create working documents to aid in long term planning.
Begin a Plan: Attendees will begin working on creating new documents so that attendees will be able to, understand what building components need to be considered when discussing life cycles of facilities, create a long-term life cycle data sheet consisting of building components, and housing phasing strategies specifically for their institution.

4. Personal Story: Growth at UA
Total Occupancy
Freshman Occupancy

5. Personal Story: Growth at UA

6. Long Range Plan Development
Information gathering:
Gather financial data on buildings
Facility Assessment:
Gather information about lifecycle of buildings and building components
Facilities and Maintenance departments
Inspections by Housing staff
Prioritizing with campus partners:
Divisional leadership
Finance and Operations
Campus Planning
Board of Trustees
Begin to think about what your campus will look like in 20 years…

7. Questions to ask when planning departmental goals and projects
- Do you have institutional support for a new residence hall?
-How does this (or will this) impact students?
Support
- How much can you invest annually into your facilities (deferred maintenance/ capital projects?
- How much can you take on in new debt?
-Analyze existing debt and expenses.
Financial Components
- How many beds do you need?
-What are your priorities?
-What space is available?
Needs
What is the process for programming and planning for a new residence hall?
What else do we need to know before beginning this process…

8. Housing Phasing Strategy Sheet

9. 2 1 5 6 4 3 7 8 9 Housing Phasing Strategy Guide Building names
Capacity each year
Yellow- Proposed addition of beds
Blue – Renovation
Red- Closed
Violet – Change in Occupancy
Enrollment trends or projections
Total Occupancy
Surplus or deficit 1 2 5 6 4 3 7 8 9

11. Housing Phasing Strategy Guide
Take the next 60 minutes to begin working on your institutional Phasing Strategy Guide
We have blank templates available
We also have flash drives available with blank documents for working on your computer
If you prefer to get it by let us know and we can send to you when we make our rounds
Items to consider:
Organizing your data/information
Any institutional information you might be missing
What is your vision for your housing system?
Plan years out
Set your department up for success
Realistic estimates when it comes to enrollment trends
Make list of assumptions at the bottom:
We can give you insight into items to consider for this section

12. Housing Phasing Strategy Guide
Let’s get to work

14. Break Time – Get up and stretch and meet back in 10 minutes to
get back to work

15. Building Component Lifecycle Reference Sheet

16. Building Component Lifecycle Reference sheet (25 year)
Building Name
Year Built
Estimated Lifecycle
Year Replaced
Current Age
Remaining years
Quantity
Unit Price
Unit Cost
Total cost of replacement
Estimated year of expense 1 2 3 4 5 6 7 8 9 10 11

17. 25 Year lifecycle overview – year by year

19. Building Lifecycle Reference Sheet
Take the next 30 minutes to begin working on your Lifecycle Reference Sheet
We have blank templates available
We also have flash drives available with blank documents for your computes
If you prefer to get it by let us know and we can send to you when we make our rounds
Items to consider:
Organizing your data/information
Any institutional information you might be missing
Who has this information on construction/renovation
Determining age of unknown components
Set your department up for success
Realistic estimates when it comes to unit pricing

21. Regroup and Review Break Time – Get up and stretch
and meet back in 10 minutes to
get back to work

22. Other Items to consider:
Priority list
Facility assessments
Meeting with campus partners
Determine how much you can spend annually
Develop capital plan strategy
Determine which projects can be pushed to another year and which are priorities

23. What happens if you wait too long?
Cost the department more money –
Pay now or pay MORE later
Buildings begin to get bad reputations
Trouble filling beds
May have to take building offline for extended period
In extreme cases you may have to raze building, then you need to decide if new construction is better option

24. Key Takeaways from Today-
Take time to understand your buildings and walk every square foot of your inventory.
Do not rely on others to tell you what is happening, see it for yourself.
Learn about building and renovation processes, and do research on products and building components so you are knowledgeable when considering and discussing life cycles of facilities.
Create and sustain relationships with the key players within the institution that help determine building needs and project processes, along with the departments that fund the projects
Remember your buildings are a reflection of your department and institution – what message are you sending?

25. Questions and answers
Dr. Hood and Dr. Kerch are available for private consulting opportunities if your campus is interested in developing these documents further.
We can be reached at:

26. Thank you and Roll Tide!

27. See you next year in Austin, Texas!
Thank you!
See you next year in Austin, Texas!