SOUTH DAKOTA BOARD OF REGENTS. Budget and Finance ******************************************************************************

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1 SOUTH DAKOTA BOARD OF REGENTS Budget and Finance REVISED AGENDA ITEM: 7 L DATE: May 8-10, 2018 ****************************************************************************** SUBJECT University Center Sioux Falls Renovations Preliminary Facility Statement CONTROLLING STATUTE, RULE, OR POLICY SDCL Classification of Capital Improvements SDCL Supervision by Bureau of Administration of Capital Improvement Projects Payment of Appropriated Funds SDCL Preparation of Plans and Specifications for Capital Improvements State Building Committees Approval by Board or Commission in Charge of Institution BOR Policy 6:4 Capital Improvements BOR Policy 6:6 Maintenance and Repair BACKGROUND / DISCUSSION SDSU is submitting their Preliminary Facility Statement to show the need for improved space for the SDSU College of Nursing at University Center Sioux Falls. The SDSU College of Nursing currently executes its educational programs from space in the Southeast Technical Institute. The current space is unable to support the collaborative and simulated learning environment for a quality nursing education. Additional space in not available at the Southeast Technical Institute. The College of Nursing acquired the services of JBA Incorporated to analyze the nursing program s space needs in Sioux Falls and Rapid City in the spring of The Board of Regents conducted a separate study of the University Center Sioux Falls in The Board of Regents authorized selection of an Architectural-Engineering design consultant to provide space planning, project scope, and cost analysis for renovation of space in the University Center assigned to SDSU at the March 2018 Board of Regents meeting. A plan for reassignment of space in the University Center s Administration/North Building and Science Center/South Building was authorized. One part of the plan will allocate space within the administration and classroom facility of the University Center to the SDSU (Continued) ****************************************************************************** DRAFT MOTION _7-L: I move to approve SDSU s Preliminary Facility Statement to provide space planning, project scope, and cost analysis of all spaces impacted by the expansion of nursing space at University Center Sioux Falls as agreed to by USD, SDSU and the Board of Regents.

2 University Center Sioux Falls Renovations PFS May 8-10, 2018 Page 2 of 2 College of Nursing. Approximately 15,380 square feet of space on the second floor of the Center has been designated for reassignment. Other impacted spaces occupied by USD, the University Center, and the Board of Regents will also need to be considered as part of the A/E work and coordinated with USD. Additional details of the Preliminary Facility Statement can be reviewed in Attachment I. IMPACT AND RECOMMENDATIONS SDSU requests approval of this Preliminary Facility Statement (PFS) for space renovations for their Nursing Program at UCSF. SDSU is providing this PFS to the Board of Regents to show need for improved space for the SDSU College of Nursing in Sioux Falls. This report describes the need for additional space and a solution that has been recommended. The next step is to prepare a schematic design and complete architectural programming for the space needs of the College of Nursing programs and the Pharmacy College contained within the 15,380 square feet. The other spaces that will be impacted by the plan will also need to be included in the A/E review and coordinated with USD. SDSU requests exemption from the Capital Improvement Process due to the nature of the project being maintenance and repairs necessary for programmatic suitability. ATTACHMENTS Attachment I UC-SF Renovations PFS Attachment II UC-SF Space Study

3 ATTACHMENT I 3 PRELIMINARY FACILITY STATEMENT UNIVERSITY CENTER SIOUX FALLS SDSU University Center Renovations SOUTH DAKOTA STATE UNIVERSITY DATE: April 2018 South Dakota State requests approval of this Preliminary Facility Statement (PFS). SDSU is providing this PFS to the Board of Regents to show need for improved space for the SDSU College of Nursing in Sioux Falls and for programs and departments that are required to move as a result of addressing space improvements for SDSU College of Nursing. This report describes the need for additional space and a solution that has been recommended. The next step is to prepare a schematic design and complete architectural programming for the space needs of the College of Nursing while also addressing University Center Sioux Falls in its totality. The Board of Regents authorized selection of an Architectural-Engineering design consultant to provide space planning, project scope, and cost analysis for renovation of space in the University Center at the March 2018 Board of Regents meeting. SDSU requests exemption from the Capital Improvement Process due to the nature of the project being maintenance and repairs necessary for programmatic suitability. a. General Programmatic Needs to be Addressed The SDSU College of Nursing currently executes its educational programs from space in the Southeast Technical Institute. The assigned space is quantitatively and functionally unable to support the collaborative and simulated learning environment for nursing education. Additional space is unavailable on a long term basis to accommodate the program requirements. The College of Nursing acquired the services of JBA 1ncorporated to analyze the programs space needs in Sioux Falls and Rapid City in the spring of The Board of Regents conducted a separate study of the Sioux Falls University Center in 2017 (Attachment III). This study was to examine space utilization of the University Center with the purpose of improving utilization. This study was also completed by JBA 1ncorporated. A series of recommendations were made and presented by JBA 1ncorporated to the combined leadership of SDSU, USD, the University Center, and the Board of Regents in January and March of A plan for the reassignment of space in the Administration/North Building and Science Center/South Building was tentatively agreed upon by USD and SDSU. One part of the plan will assign space within the administration and classroom facility of the University Center to the SDSU College of Nursing. Approximately 15,380 sf of space on the second floor of the Center has been designated for reassignment. Other parts of the plan related to USD, the University Center, and the Regents Information Services, all need to planned and sequenced. SDSU requested and received authorization at the March 2018 BOR meeting to acquire architectural and engineering design services to complete the architectural programming efforts and complete a preliminary design of necessary renovations. The renovations would convert the existing assigned space into

4 ATTACHMENT I 4 classroom, class lab, office, and conference space dedicated to provide the education programs necessary to train undergraduate and graduate nursing students enrolled in programs in Sioux Falls. The engineering services are also needed to evaluate the other sequenced projects. b. Analysis of the Student Body or Constituents to be Served The assigned space will serve the students and faculty of the SDSU College of Nursing and the College of Pharmacy. The SDSU College of Nursing offers a BS in Nursing (standard program), BS in Nursing (accelerated program), and a PhD in Nursing at its Sioux Falls location. In addition the program supports the MS in Nursing and its five specializations as well as the Doctor of Nursing Practice programs. Students and faculty from the College of Pharmacy will also be served by the space reassignment. The program includes full time and part time faculty, visiting faculty, student work study, undergraduate students, and graduate students from Sioux Falls and the region. Constituency served includes the robust health care industry centered in Sioux Falls, SD. Other impacted spaces will include the Art Studio, Regents Information Systems offices, UC faculty and student services offices, and potentially other space, services and classrooms. These spaces will also be considered in the A/E engagement. c. Additional Services to be Offered The JBA 1ncorporated space study report space study report prepared in Spring 2014 analyzed Nursing College space at the Rapid City and Sioux Falls sites. The report indicates that the Nursing College is space deficient by over 4,000 sf. The existing space is not designed for collaborative academic teams. It is not capable of supporting cohort based instruction, it supports primarily didactic learning practices. It is not capable without significant change, to support both didactic and group learning practices. To obtain additional space at SETI and then renovate it to properly support the College of Nursing for the long term needs is not supported by SETI. The University Center is a new facility that has ample space for its instructional programs. The University Center Space Study Summary prepared by JBA 1ncorporated illustrated that adequate space is available for course offerings provided at the center by SDSU, USD, and DSU. Approximately 33% of the space in the University Center can be reassigned for more efficient use. This would alleviate the current problems with space utilization, where classroom space is scheduled about 20 hours per week and course sizes are far less than overall room capacity. JBA 1ncorporated conducted a test fit to illustrate how space might be reassigned within the University Center to satisfy the needs of the University Center, Regents Information Systems and SDSU Nurisng. A series of steps were outlined. One was renovation of the 2 nd Floor of the Administration/North Building for SDSU Nursing/Pharmacy use. The second floor offers an adequate quantity of space, although it is not suited for the specialized instructional needs of the College of Nursing. With alterations and remodeling, the space would

5 ATTACHMENT I 5 serve the College of Nursing s current and future needs. Other alterations on the second floor would be made to serve the College of Pharmacy, as well as shared classroom space. d. Compliance with Master Plan The reassignment and reallocation of space within the University Center was authorized by agreement of the Board of Regents, SDSU, USD, and the University Center at a March meeting of all parties involved. A plan for reassignment of the classroom and administrative building to house programs of SDSU, USD, and the University Center has been developed based on the recommendations of JBA 1ncorporated. The SDSU nursing project is a part of the agreed plan and represents the major portion of the renovation. Other spaces that will be disrupted will also need to be addressed as part of the plan. e. Analysis of Needs Assessment Based on the Facilities Utilization Report The SDSU College of Nursing leases approximately 11,000 sf of space at the SETI campus. This is 4,000 sf short of space required for the didactic and group learning environment needed. From the 2014 study of space needs for the Sioux Falls SDSU Nursing programs, approximately 15,850 nasf of space (24,286 gsf) is required. The quantity of assigned space available in the Administrative/North Building on the University Center campus is 15,380 sf. The March 2018 space summary included a test fit showing recommendations for space reassignment within the University Center. It showed that the assigned space should be adequate for College of Nursing s requirements as well as the College of Pharmacy. Both Colleges require specialized tools and recreated environments for students education. Environments of critical care, hospital care, clinical care, home care, and elderly care are simulated for the students practical and skills based educations. Simulation centers are needed to provide a flexible environment that can be rearranged to simulate these various environments. Following is a general summary of the College of Nursing space needs in Sioux Falls. Faculty offices (full time, part time, and visiting) Staff offices Student work study Conference rooms Testing areas Small meeting/interview rooms Reception Work room Faculty Gathering area w/kitchen Student library/resources center Student gathering/collaboration area w/kitchen Classroom with class service area

6 ATTACHMENT I 6 Briefing & debriefing rooms Exam rooms Pharmacy lab with service area Simulation labs four types of varying size and function with storage area Skills lab with service and equipment storage Following is a general summary of College of Pharmacy space needs in Sioux Falls. Faculty offices Classroom jointly used space Simulation labs shared with College of Nursing SDSU desires to hire an architectural/engineering consultant to confirm the program requirements of the College of Nursing and College of Pharmacy, prepare a preliminary design of the renovated spaces in the University Center Administration/North Building, and prepare a cost estimate of the expected renovations. Further, the study will address other impacted spaces and the related costs of any necessary remodel. f. Location The project will impact the University Center Administrative and Classroom Building as well as the Science Center, and the SETI space which nursing currently occupies. Assigned space for the Nursing College is located on the second floor. A plan of the space is attached (Attachment III) to indicate the space that may be affected by the nursing project. Other spaces impacted will also be addressed. g. Reallocation of Old Space Old space on the SETI campus is leased from the Sioux Falls School District. This space would be reallocated to accommodate the Regents Information Systems offices and the classroom space would be evaluated as part of the overall plan and future needs. h. Proposed Funding Source(s) The overall scope of the project is unknown at this time. The Administration/North building is a modern building and highly suited for remodeling and necessary renovations. An addition will not be required. The work required will be categorized as alterations and renovations within the definition of maintenance and repair for programmatic suitability. The test fit model indicates that the office areas may need little to no renovations. Other art studio class labs and general classroom space will require moderate renovations to function as briefing/debriefing spaces, nursing skills labs, support spaces and student support spaces. The tiered classroom area will require extensive renovations to serve as simulation class labs. Many

7 ATTACHMENT I 7 of the class lab spaces, skills lab, conference, and briefing/debriefing areas will require a high level of technological support to serve online and remotely supported education throughout the state. Renovating spaces in other buildings to accommodate displaced classrooms or activities will also be evaluated and included in the plan. The scope of the required renovations are unknown at this time, as well as the funding required to complete the project. It is possible the funding required will exceed the policy limit for a capital improvement although the needed repairs are for programmatic suitability. Funding sources of the project will be determined after completion of the preliminary design and cost estimate. i. Budget for Development of a Facility Program Plan South Dakota State University will utilize university funds to pay for the space planning and programming services necessary to confirm the architectural program, prepare a schematic design, and prepare a cost estimate. The planning will be coordinated with other stakeholders who are utilizing space within the University Center. The budget for these services is $50,000 which will require a competitive selection process of the necessary consultant.

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9 ATTACHMENT II 9 Summary University Center Space Study South Dakota Board of Regents March 2018 JBA 1NCORPORATED - Fort Collins, Colorado joe@jba1.com

10 ATTACHMENT II 10 Introduction The South Dakota Board of Regents commissioned a study to analyze the space use of the University Center (UC) Campus in Sioux Falls. The intent of the study was to determine how well the facilities are currently being used and test the possibility of relocating the South Dakota State University (SDSU) Sioux Falls Nursing program to the Center. JBA Incorporated was retained to perform the study and provide recommendations to meet the space needs of both University Center programs and SDSU Nursing. The University Center has two buildings (Administration/North Building and Science Center/South Building) that supports South Dakota State University, University of South Dakota, and Dakota State University programs. The South Dakota State University Nursing program is located on the Southeast Technical Institute (SETI) campus approximately 2.4 miles due south of the University Center. South Dakota State University Nursing JBA studied the needs of the SDSU Nursing program multiple times over the past three years. The program is currently operating in substandard spaces, from a quantitative and functional perspective. The program lacks approximately 4,000 assignable square feet (40% of its space) and is trying to run a program in functionally obsolete space. The current space is not only cramped but is unsuited for the collaborative learning and simulation environments needed to be successful. The current space can support individual didactic courses for a variety of programs much easier than the simulation and team learning pedagogies required by a professional cohort-style nursing program. University Center Programs The majority of courses held at the University Center support core undergraduate programs. They consist of traditional didactic lectures, some of which may be supplemented by a laboratory section or two. Many of these courses share classrooms and laboratories depending on schedules and room requirements. Approach Since the Nursing programs space needs were already known, the majority of the effort focused on the program needs for courses held at the University Center. JBA gathered fall of 2017 course data, employment data, and facilities data for all University Center programs. This information was used to analyze how much, and of what type of space, these programs require. The results of the analysis then allowed JBA to provide options to better align programs with appropriate space needs. Recommendations increase the use of the University Center, while relying on the Southeast Technical Institute space to support unique programs and academic growth that may not be realized elsewhere in Sioux Falls. The analysis shows the University Center has ample instructional space, the question then became, was there enough capacity to support moving the SDSU nursing program to the UC campus?

11 ATTACHMENT II 11 University Center Class Schedules The University Center has relatively high-quality spaces that can support a higher demand in enrollments or course offerings. It is essentially space rich. Since there is ample instructional space, instructors have been able to any time and place to hold the specific course. As seen in the graph below, the University center uses its classrooms on the average of 20 hours per week, well below the national average of between 28 and 36 hours. This means there is capacity to either grow by adding courses or take some classrooms off line and repurpose the rooms for other uses. w/night day The following graph indicates the times course start during the week. It shows the start time for each day of the week for each course during a week s period. Peaks occur at 9:00am, 1:00pm, and 4:00pm. Many classrooms are poorly utilized between these times. If the University Center would spread the start time of many courses to be either one hour earlier one hour later, it would reduce the number of classrooms needed by almost 25%. 16 Section Start Times Start Times Start Time (in hour blocks) Monday Tuesday Wednesday Thursday Friday

12 ATTACHMENT II 12 Fill or Occupancy Rates In addition to the course schedule issues described in the previous section, is many courses have enrollments far less than the room capacities. It is extremely inefficient to have a class of 15 persons in a room that holds 45 students. Having a good distribution of room types and sizes to support fluctuating class sizes is important. Unfortunately, many of the classrooms at the University Center are similar in size and type. It is standard practice to attempt to have classes in rooms that students can fill the seats to an average of 67% to 70% the room s capacity. As seen in the first chart below, the UC is far below that average. The second chart shows how many courses the University Center has at each enrollment level, as compared to room sizes. Fifty-six percent (56%) of the classes have less than 20 students enrolled yet all the rooms are designed for over 20 students, and a majority over 30 students. This inefficiency affects classroom utilization by another 10%. 70 # Courses per Size - Relative to # Rooms # Courses # Rooms Below plus

13 ATTACHMENT II 13 Summary of Use Taking into account the course schedules, enrollments in each course, and the types of classrooms and laboratories available at the University Center, it is clear the University has more than enough classrooms and laboratories to support current course enrollments. Based on the Fall of 2017 data, the UC only needs 67% of the rooms it has. The analysis uses traditional and conservative metrics figuring classrooms should be used on average of 30 hours per week and when in use, 70% of the seats occupied. The results of the space analysis indicate the University Center has capacity for growth, or it can repurpose 33% of its instructional space for other uses. Details are available under separate cover and have been presented to Board and University leaders in early Space Utilization Options Based on the fall 2017 course and enrollment loads, it appears that with adjustments in the course scheduling and some minor classroom improvements, ample space could be made available to relocate the SDSU nursing program to the University Center campus. Two options for such a move were presented to the SDBOR and campus leaders, but one emerged as a clear favorite for many reasons. JBA was asked to work with University Center staff and SDSU Nursing to refine the option to locate SDSU Nursing from their current location at SETI, to the second floor of the University Center North (Administration) Building. Recommended Space Concept The following plans summarize the efforts of a two-day workshop with University Center staff, University of South Dakota leadership, South Dakota State University leadership, Nursing and Pharmacy. JBA worked with each program to further define and transform each user s space needs into a conceptual space plan. Following the workshops, JBA reviewed the concept plans with the main users and adjusted them based on input during the review sessions. The conceptual space plan is a test-fit to see how each function and activity in the program s operations can fit into the existing architecture. It is not meant to be an actual design but does provide enough detail to assure success. Other options may be found during a detailed design process. This is a detailed programming effort that can inform the design team when the time comes. There are a series of enabling moves or minor renovations that need to take place prior to, or in support of, the major renovation for Nursing. These are indicated on the plans but are summarized as follows. They are not necessarily in chronological order. 1. Renovate 1 st Floor South Building in preparation for a relocated Student Success Center. 2. Relocate Regent Information Systems offices and Art Studios to SETI. 3. Relocate UC Staff to 1 st Floor South Building 4. Minor renovations to 1 st Floor North Building to improve classroom utilization. 5. Renovate 2 nd Floor North Building for Nursing/Pharmacy.

14 ATTACHMENT II 14 1st Floor North Building Repurpose of Offices Testing Ctr. To remain per UC Staff Use DDN Room for Classes UC Staff Office repurposed for USD Business, Law, OLLI and other Avera Hall for Pharmacy and other large sections Aver Hall to be used by pharmacy and others for large sections (gains 1 room) DDN room to be used for academic purposes (gains 1room) Split room 152 into two smaller rooms (gains 1 room) Relocate US Staff to South Building Computer Lab room 152 to Media Lab (option)

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