2016 Leroy F. Greene Design + Planning Awards. Submittal Guidelines

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1 2016 Leroy F. Greene Design + Planning Awards Submittal Guidelines SUBMITTAL DEADLINE: Monday, October 26, Your digital entries and forms must be uploaded via JotForm by 11:59 PM (PST), October 26, Late entries will not be accepted. 1

2 ELIGIBILITY: All projects must be designed for public K-12 school districts, charter schools, and/or county offices of education in California. Previous non-winning entries can be re-entered. Previous Project-in-Design category winners can be re-entered as a completed/built project in one of the other four categories. Any registered California architect with projects in the stated categories within the boundaries of California is eligible. Entrants must be members of both C.A.S.H. and the AIACC. Each project will be evaluated on its own individual merits. Submissions must be devoid of architect or firm identification. All submissions must be electronically uploaded to JotForm, which is a secure online site. Digital images should be saved as a PDF file for upload to JotForm. All digital images must contain the entry number in their title. The Descriptive Data Form and Expanded Statement should be saved and uploaded as a Word document. YOUR ENTRY NUMBER MUST BE INCLUDED ON ALL UPLOADS. CATEGORIES: Entrants are required to select one of the following categories for each project entered: New Built Project: Completed between September 1, 2010 and September 1, 2015 as a new project or as an addition to an existing project. Modernization/Reconstruction Project: Completed between September 1, 2010 and September 1, Submittals must illustrate Before and After conditions. Project-in-Design: Projects on-the-boards since September 1, 2010 and September 1, Specialized Facility: New or Modernized: Completed between September 1, 2010 and September 1, Not limited to, but may include: Special Education Facilities Technology Center Support facilities (e.g., Maintenance & Operations, Administration, Food Services, etc.) Joint-Use (projects in which the school district cooperated with a local governmental entity, recreation district or possibly an adjacent school district to plan a new facility such as a new library, technology center, performing arts center, swimming pool, gymnasium, multipurpose room or sports complex.) Career Technical Education 2

3 New Site, Existing Site, or District-Wide Master Planning: Projects on-the-boards or started between September 1, 2010 and September 1, Some or all phases may be complete. This category recognizes master planning projects for entirely new school sites and re-master planning existing school sites, including updating or rearranging existing spaces due to district or community changes (including surrounding land use, enrollment, mission, property ownership, and/or partnerships). District-wide planning for an entire geographic or functional area of a district can also be included. These include plans for components of a district such as joint-use facilities, athletic and recreational areas, transportation logistics, funding, and community context. It could also be an historic preservation plan for a campus precinct that has undergone restoration, renovation or adaptive re-use due to obsolescence, deterioration over time, or deferred maintenance, separate from the master plan. Small Budget, Big Impact: Projects under $3,000,000: Completed between September 1, 2010 and September 1, This category is intended to recognize the important work done on California school projects with limited budgets. The category is not limited, but entries must be standalone projects and not part of a larger project. Some ideas for submission may be: Outdoor Learning Environments Transformation of an Interior Space Welcoming Entry Features CRITERIA: The award criteria reflect the mission and values of C.A.S.H./AIACC. Entrants should address the following criteria in the Expanded Project Statement in a concise manner when submitting projects: Planning Process: What process was used to facilitate the planning of this facility? Who was involved in the process? How did the process affect the final design? How did your budget impact the solution? Was this project built under the School Facilities Programs Financial Hardship Program? How did you address social responsibility? Learning Environment: How does your project reflect the school/district education program? Why is it successful? 3

4 Design: Provide a narrative of the underlying design concept for the project. (Sketches and/or schematic diagrams may be submitted.) Demonstrate how the project responds to the surrounding built and natural context. Show how the project creates outdoor environments for learning and a sense of community for the campus. Community Environment: How does your planning and design response connect learning to the community, school and district? How does it foster community use/partnerships? Physical Environment: What is the relationship between the physical environment and the learner/users? How does the facility relate to the site and surrounding environment? High Performance: Demonstrate the role of high performance/sustainability in the planning and design of the project. What impact does the sustainability have on the learning environment? Did the project use CHPS or LEED criteria in its design? The jurors will independently review and judge all project entries first by their electronic image submissions and information provided on the Description Data Form and Expanded Project Statement. Next, they will convene to discuss submissions, view images as a group and evaluate Descriptive Data and Expanded Project. *Entries not conforming to the submittal requirements will not be evaluated. 4

5 ENTRY DESIGN REQUIREMENTS: You may design your entry using any software of your choice. In order to keep uniformity throughout the entries, please follow these basic guidelines: 1. PDFs should be in landscape layout with the overall dimensions of 10 inches wide by 7.5 inches high. As you design your entry keep in mind that entries will first be reviewed by the jurors on their computer screens and then projected on a screen during the jury meeting. Be sure that all text is legible and images are clear. 2. Your assigned entry number must be clearly indicated on the top right of every page. Your entry number will be assigned and ed to the contact person once you have registered. 3. Keep your design clean and easy to follow. Minimal is best! Use either a black or white background color. 4. Do not use high resolution photos that will increase your file size. Each entry must not exceed 8MB and 12 pages total (up to 10 digital images + 2 Word docs.) Entries exceeding these guidelines will be disqualified. Use file types that allow compression to keep the file sizes low, such as.jpg or.png images and avoid using.tif files. Suggested image resolution is 125 to 150 DPI. 5. Use a typeface that is large enough and easy to read on computer screens such as Arial, Helvetica or Verdana (8 point minimum, no serifs). Do not use script or graphical typefaces. 6. Do not include your firm name in the description or anywhere in the submission except where specifically indicated. Please name your Word and.pdf digital images files as follows depending on which category you are entering: New Built Project: C16-xxx-NB Modernization/Reconstruction Project: C16-xxx-Mod Project-in-Design: C16-xxx-PID Specialized Facility: New or Modernized: C16-xxx-SF New Site, Existing Site, or District-Wide Master Planning: C16-xxx-MP Small Budget Projects: C16-xxx-SBP Submissions should include the following information in the order listed DESCRIPTIVE DATA FORM: Please leave this form in Word Document format. Do not PDF. Name this file using your entry number, as examples: C16-xxx-NB-Data.doc, where xxx is your assigned number and NB, Mod, etc. signifies your category. Entrants are required to complete the Descriptive Data Form providing basic information about the project. This form is available by as a Word document by clicking Descriptive Data Form. 5

6 EXPANDED PROJECT STATEMENT: Please leave this form in Word Document format. Do not PDF. Name this file using your entry number as follows: C16-xxx-NB-Expanded.doc, where xxx is your assigned number and NB, Mod, etc. signifies your category. Bullet points and concise wording are encouraged. This is a one-page only descriptive addressing the judges criteria listed above in this document. Tell us why the project is deserving of an award by addressing the 6 areas of criteria (i.e. Planning Process, Learning Environment, Design, Community Environment, Physical Environment and High Performance.) The purpose of the narrative is to provide the jury with meaningful information beyond the project s visual characteristics. Avoid elaboration of features already made clear by the photographs and drawings. Include information about project intentions, including program requirements, cost data, and the distinguishing aspects of their resolution. For modernization/reconstruction projects it is especially important to provide the jury with sufficient information to differentiate between the original architects work and the newly altered, preserved, or restored work. This form is available by as a Word document by clicking Expanded Project Statement. SUPPORTING DIGITAL IMAGES: Upload one PDF file that contains all of your digital images (up to 10 images) You may upload up to 10 digital jpeg images to JotForm for your submission, as long as they fit the page and file size limits. Keep in mind how these images will be viewed on computer/ laptop and projected on a screen. Numerous photo collages are discouraged, as are small fonts and excessive text on photos. Entries must include the following images: Please include your entry number on each image in the upper right corner. Also include image sequence number (i.e. C16-xxx-01; C16-xxx-02; C16-xxx-03) as your image s file name. Digital Images from each entry will be used for presentation to the jury during the awards judging process. The required digital images must be numbered as the example above (entry number-image number) in the following order: #01 (1) Title Slide this must contain the project s name and can include the school district name (May also be used to represent an image of the project with the project name included); #02 (1) Site Plan; #03 (1) Contextual View (image which includes the project in its surroundings); #04 (1) Floor Plan (a representative sample of a floor plan within the project); #05 (1) Exterior View; #06 (1) Interior View; required for re-build or modernization; and, #07-10 (4) Images of your choice. 6

7 For Modernization/Reconstruction Projects, please include before and after shots, labeling the representative images and photographs accordingly. There must not be any identification of the architect on any of the drawings, images or photographs. All drawings, photographs and digital images included in the submission must be cleared for publication. C.A.S.H./AIACC will not assume responsibility for copyrights or photographic fees. RESPONSE TO SURROUNDINGS: Emphasis should be placed on the project s response to its surrounding neighborhood. Entrants are required to include photographs or snap-shots of the project s surroundings, but may also include sketches, site plans or other visual information illustrating the project s response to its surroundings. Response to surroundings must also be included in digital image format (i.e. the contextual view). FORMAT FOR 2016 EXHIBIT BOARDS All winning entrants are required to submit one 24 h x 30 w presentation board at their own expense for display at the C.A.S.H. Annual Conference February 22 24, 2016 in Sacramento. All non-winning entrants are required to submit one 20 by 20 presentation board, at their expense, for display at the C.A.S.H. Annual Conference on February 22 24, 2016 in Sacramento. Only one board per project, please. The Boards must contain black and white and/or color photographs and/or drawings, permanently bonded to 1/8-3/16 foam core or gator boards or other similar materials. Please nothing thicker than 3/16, as it will not fit our display. Each board must be identified with the name of the project, the architect s name, and the name of the school district. This is your chance to show-off your work! Boards will only be returned upon request after the conference. Boards that are not requested for return will be given to the Division of the State Architect for display in their regional offices throughout the State. Please ship exhibit boards to Laurie Eaton at the address below by February 5, KEY DATES TO REMEMBER Upload Submission Deadline 11:59 PM October 26, 2015 Exhibit Board Deadline February 5, 2016 C.A.S.H. Conference February 22 24, 2016 Awards Presentation During Annual Conference 7

8 FILE SUBMISSION Submissions are only accepted online. Please use JotForm to upload your files. The link to do so is: Please remember you are uploading a total of 3 files: One Descriptive Data Word doc; one Expanded Project Statement Word doc; and one PDF that includes all 10 images (a 10-page PDF file). 8