Academic Calendar Year: Begins on July 1 of each calendar year and ends on June 30 of the following calendar year. There are two primary terms requiring instruction for 175 days. A day is measured by being at least 3 hours between 7:00 AM to 11:00 PM.

Basis/Rationale:

175 days / 5 days per week = 35 weeks / 2 primary terms = 17.5 week semester.
175 days X 3 hours = 525 hours – which equal one (1) full time equivalent student.
Notes: Community colleges in California are required by code to provide instruction 175 days in an academic calendar year (excluding summer sessions

ADA: Americans with Disabilities Act: Public Law 336 of the 101st Congress, enacted July 26, 1990. The ADA prohibits discrimination and ensures equal opportunity for persons with disabilities in employment, State and local government services, public accommodations, commercial facilities, and transportation.

Annual Five-Year Construction Plan: That part of the facility Master Plan that defines the current and proposed capital improvements the college will need to undertake over the next five years if it is to achieve the learning outcomes specified in its Master Plan.

Annual Space Inventory: See ‘Space Inventory’

ASF: Assignable Square Feet: The sum of the floor area assigned to or available to an occupant or student station (excludes circulation, custodial, mechanical and structural areas).

Budget Change Proposal (BCP): A document reviewed by the State Department of Finance and the Office of the Legislative Analyst which recommends changes in a State agency's budget.

CAD: Computer Assisted Design

California Community College Chancellor's Office: The administrative branch of the California Community College system. It is a state agency which provides leadership and technical assistance to the 108 community colleges and 72 community college districts in California. It is located in Sacramento and allocates state funding to the colleges and districts.

Capacity: The amount of enrollment that can be accommodated by an amount of space given normal use levels. In terms of facility space standards, it is defined as the number of ASF per 100 WSCH.

Capacity/load threshold ratios (AKA “Cap Load(s)”):
The relationship between the space available for utilization (square footage that is useable) and the efficiency level at which the space is currently being utilized. The state measures five areas for Capacity Load: Lecture, Laboratory, Office, Library and AV/TV. The Space Inventory (Report 17) provides the basis for this calculation.

Capital Construction Programs: See ‘Capital Projects’.

Capital Outlay Budget Change Proposal (COBCP): A type of Budget Change Proposal regarding the construction of facilities and their related issues.

Capital Projects: Construction projects, such as land, utilities, roads, buildings, and equipment which involve demolition, alteration, additions, or new facilities.

Carnegie Unit: A unit of credit; a student’s time of 3 hours per week is equivalent to one unit of credit.

CCFS – 320 (“The 320 Report”): One of the primary apportionment (funding) documents required by the state. It collects data for both credit and noncredit attendance. Three reports are made annually; the First Period Report (P-1), the Second Period Report (P-2) and the Annual Report. The importance of this report is whether the college or district is meeting its goals for the generation of full time equivalent students.

Census: An attendance accounting procedure that determines the number of actively enrolled students at a particular point in the term. Census is taken on that day nearest to one-fifth of the number of weeks a course is scheduled.

DSA: The Division of the State Architect (DSA) determines California’s policies for building design and construction. It oversees K-12 schools and community college design and construction. Its responsibilities include assuring that all drawings and specs meet with codes and regulations.

Educational centers: A postsecondary institution operating at a location remote from the campus of the parent institution which administers it.

Educational Master Plan: A part of the college’s Master Plan that defines the education goals of the college as well as the current and future curriculum to achieve those goals. The educational master plan precedes and guides the facilities master plan.

Enrollments (Unduplicated): A student enrollment count (also referred to as “Head Count”) based on an Individual Student Number or Social Security Number that identifies a student only once in the system.

Environmental Impact Report: In accordance with the California Environmental Quality Act (CEQA), if a project is known to have a significant effect on the environment then an EIR must be prepared. It provides detailed information about a project’s environmental effects, ways to minimize those effects, and alternatives if reasonable.

Facilities: All of the capital assets of the college including the land upon which it is located, the buildings, systems and equipment.

Faculty Loads: The amount of “teaching time” assigned/appropriated to a given instructional class – i.e. lecture or laboratory, to a given semester, or an academic year (2 semesters). It is typically defined in terms of 15 “teaching hours” per week as being equal to one (1) full time equivalent faculty; a “full faculty load”. Actual faculty loads are generally governed by negotiated agreements and collective bargaining.

Facilities Master Plan: The Facilities Master Plan is an inventory and evaluation (condition /life span) of all owned facilities (the site, buildings, equipment, systems). It identifies regulations impacting those facilities and deficiencies and defines a plan to correct those deficiencies. It also identifies the adequacy, capacity and use of those facilities, deficiencies of those criteria and defines a plan of correction. It draws on information contained in the educational master plan.

Final Project Proposal (FPP): The FPP identifies the project justification, final scope and estimated costs of all acquisitions, infrastructure, facility and systems projects. It contains vital information including the JCAF 31 and JCAF 32 reports, the California Environmental Quality Act (CEQA) Final Notice of Determination, federal funds detail, an analysis of future costs, a project time schedule and an outline of specifications. It is used by the Chancellor's Office and the Board of Governor's to determine whether the project has met the criteria for state funding.

Five Year Capital Construction Plan (5-YCP): See ‘Annual Five Year Construction Plan’

FTEF: An acronym for “full-time equivalent faculty”. Used as measure by the state to calculate the sum total of faculty resources (full time and part time combined) that equate to measurable units of 15 hours per week of “teaching time”, i.e. as being equal to one (1) full time equivalent faculty. All academic employees are considered to be faculty for this purpose including instructors, librarians and counselors.

FTES: An acronym for a “full-time equivalent student”. Used by the State as the measure for attendance accounting verification. Also, a student workload measure that represents 525 class (contact) hours in a full academic year.

GSF: An acronym for gross square feet. The sum of the floor areas of the building within the outside faces of the exterior walls; the “total space” useable and non useable square feet combined.

Hardscape: Refers to landscaping projects and components that involve everything but the plants that will be on the landscape.

Initial Project Proposal (IPP): A document which provides information such as project costs, type of construction involved, relevance to master plans, capacity/load ratio analysis and project impact. The IPP identifies the institutional needs reflected in the educational and facility master plans and the 5-YCP. It is used to determine a project’s eligibility for State funding before districts make significant resource commitments into preparing comprehensive FPPs.

Lecture: A method of instruction based primarily on recitation with little or no hands-on application or laboratory experiences. It is based on what is called the “Carnegie unit”; a student’s time of 3 hours per week is equivalent to one unit of credit. For lecture courses, each hour of instruction is viewed as one unit of credit (with the expectation of two hours outside of classroom time for reading and or writing assignments).

Laboratory: A method of instruction involving hands-on or skill development. The application of the Carnegie unit to this mode of instruction is the expectation that the student will complete all assignments within the classroom hours. Therefore, three hours of in-class time are usually assumed to represent one unit of credit.

Master Plan: An extensive planning document which covers all functions of the college or district. Master plans typically contain a statement of purpose, an analysis of the community and its needs, enrollment and economic projections for the community, current educational program information and other services in relation to their future requirements, educational targets and the strategies and current resources to reach those targets and a comprehensive plan of action and funding.

Punch list: The items in a contract that are incomplete. If a job is designated as substantially complete for purposes of occupancy then those remaining items to be completed or resolved form the punch list.

Report 17: See Space Inventory Report.

Schedule Maintenance Plan: See Annual Five-Year Scheduled Maintenance Plan.

Service Area: A reference used by Maas Companies defining the area from which the college draws its base of student support. In most situations the district boundary is not the best measure of potential student participation at a given college.

Space Inventory Report: (Or “REPORT 17”): A record of the gross square footage and the assignable (i.e. useable) square footage at a college. Provides information necessary for Capital Outlay Projects (IPP’s, FPP’s), Five-Year Construction Plan, Space utilization of the college or district and Projecting future facility needs.

Key Components of Space Inventory:

1. Room Type (room use category): Identifies room by use or function
   
2. ASF (assignable square feet)
   
3. GSF (gross square feet)
   
4. Stations
   
5. TOP/CSS Code: Rooms or space are assigned for a particular use and function or a specific discipline or service. The state has a numeric code, a four-digit number, that identifies the “type” of use that is supported by a particular room/space. (see TOP Code(s))

Space Utilization: Assumed by most faculty/staff on-campus to mean the level or degree to which a room is utilized – the room’s capacity, vis-à-vis the percentage of the capacity that the room is actually used.

Example: If the lecture weekly student contact hours were 27,500 and the classroom capacity for weekly student contact hours were 35,000, the utilization would be identified as 78.6%.

Stations: The total space to accommodate a person at a given task (classroom- laboratory-office, etc.). The number of appropriate student work spaces within a defined area. It generally represents the best space apportionment for a given educational program.

TOP Code(s): The “Taxonomy of Programs” (TOP) is a common numeric coding system by which the college categorizes degree and certificate programs. Each course or program has a TOP code. Accountability to the State is reported through the use of TOP codes. The taxonomy is most technical in the vocational programs (0900’s).

Example: The taxonomy uses a standard format to codify the offerings. The first two-digits are used for a number of state purposes. Maas Companies commonly uses the two-digit designator for educational master planning purposes. A four-digit code is necessary for reports in the Five-Year Capital Outlay Plan.

1500 – Humanities (Letters)

1501 – English
1509 – Philosophy

2200 – Social Sciences

2202 – Anthropology
2205 – History

WSCH: An acronym for “Weekly Student Contact Hours”. WSCH represents the total hours per week a student attends a particular class. WSCH are used to report apportionment attendance and FTES. One (1) FTES represents 525 WSCH.

WSCH/FTEF: Represents the ratio between the faculty’s hours of instruction per week (“faculty load”) and the weekly hours of enrolled students in his/her sections. It is the total weekly student contact hours (WSCH) divided by the faculty member’s load. The state productivity/efficiency measure for which funding is based is 525 WSCH/FTEF.

Examples: A faculty member teaching 5 sections of Sociology, each section meeting for three hours per week with an average per section enrollment of 30 students, equals 450 WSCH/FTEF. (5 class sections X 3 hours/week X 30 students =s 450 WSCH/FTEF)A faculty member teaching 3 sections of Biology, each section meeting for 6 hours per week with an average section enrollment of 25 students, would be teaching 450 WSCH/FTEF. (3 class sections X 6 hours/week X 25 student =s 450 WSCH/FTEF)

Contributing Sources: California Community Colleges Chancellor's Office -
  Capital Outlay Handbook & Facilities Planning Manual