Facilities and Planning

7101-AR

FACILITIES UTILIZATION

A. Purpose and Scope

To establish the sequence of activities to monitor and optimize facilities utilization

B. General

1. Annual Facilities Evaluation

a. Each year, schools will be rated according to their general education classroom utilization. This rating is the percentage of classrooms used for general K-12 classes to the total classroom capacity. For example, two K-classes and thirteen 1-6 grade classes equal fifteen classes used. Fifteen divided by twenty total classrooms equals .75, or 75%. There are four categories of utilization:

Significantly Under-Utilized	Under- Utilized	Optimum	Maximum
0-50%	51-66%	67-85%	86-100%

b. School size is not directly related to utilization; any size school may be overcrowded or have excess space.

2. Overcrowding

Large or small school may face overcrowding of facilities for various reasons. Schools that are in the upper half of the optimum utilization category shall be monitored closely to predict when or if they may reach maximum utilization (+85%). Schools that are in the maximum utilization category shall have their facilities needs addressed to eliminate overcrowding. One or more of the options outlined in the facilities utilization policy, including relocatable classrooms, boundary changes, etc., can be used to alleviate space problems.

3. Small Schools

Most of the elementary schools of the Placentia-Yorba Linda Unified School District were originally designed to house approximately 600 students, or three classes per grade level. A school population between 210 and 420 represents 1-2 classrooms per grade level, and less than 300 is generally considered inadequate to maintain an optimum, flexible learning environment. The range of 250 - 350 represents a grey band within which the potential for providing more efficient and effective education at a different facility should be analyzed. The following criteria shall be used to assess appropriate actions if one or more of these conditions occur:

	Condition A (Under-Utilized)		Action
1.	Enrollment drops below 350	1.	Evaluate alternative uses of excess space
2.	Enrollment projections indicate decline to less than 300 within the next three years.	2.	Evaluate possible ADA recapture alternatives
3.	Two or less full classes at one grade level (Educational Index).	3.	Report findings and recommendations to the board
4.	General education classroom utilization drops below 66% of capacity (Occupancy Index).
5.	Direct/Indirect Cost Index exceeds median/optimum level for schools of similar size.
	Condition B (Under Utilized)		Action
1.	Enrollment drops below 300	1.	Evaluate alternative uses of excess space
2.	Enrollment projections indicate decline to less than 250 within next three years	2.	Evaluate possible ADA recapture alternatives
3.	One or less full classes at any one grade level (Educational Index)	3.	Initiate appropriate alternative uses of excess space
4.	General education classroom utilization drops below 50% of capacity (Occupancy Index)	4.	Examine possible boundary changes, extensive alter-native use, or closure
5.	Direct/Indirect Cost Index approaches revenue limit of per pupil funding	5.	Report findings of recommendations to the board
		6.	Initiation of closure study within high school attendance area
		7.	Board may appoint advisory committee
	Condition Significantly Under-Utilized		Action
1.	Enrollment at or below 250	1.	Evaluate alternative uses of excess space
2.	Enrollment projections indicate stability or decline for next three years.	2.	Evaluate possible ADA recapture alternatives
3.	One or less full classes at one or more grade level(s) (Educational Index).	3.	Initiate appropriate alternative use of excess space
4.	General education classroom utilization below 50% of capacity (Occupancy Index).	4.	Examine possible boundary changes, extensive alternative use or closure
5.	Direct/Indirect Cost Index equals or exceeds revenue limit of per pupil funding	5.	Initiation of closure study within high school attendance area
6.	Students can be effectively and safety redistributed to available facilities	6.	Board may appoint advisory committee
		7.	Report findings and recommendations to the board

C. Forms Used and Additional References

1. Classroom Utilization Diagram (Plot Plan)

2. Policy 7101.1

D. Procedure

1. Annual Facilities Evaluation

a. A report will be presented to the board each April by the superintendent on projected enrollments, allocation of general K-12 classrooms, approved classroom use by conditional uses as per Policy 7101.1, and the extent and location of excess space.

b. Staff will investigate specific alterative uses for excess space as identified by the board as per Policy 7101.2.

c. The board will determine in June the need to appoint an advisory committee to review excess space issues.

d. An appointed advisory committee would present the results of its finding to the board in November.

e. By February, the board will determine the disposition of specific excess space under study and will direct staff to prepare appropriate plans.

E. Reports Required

Superintendent's Annual Report to the Board (April)

F. Record Retention

As required

G. Responsible Administrative Unit

Facilities and Planning, Administrative Services Division

H. Approved by:

John Perry	4/21/83	Keith T. Larick	4/23/83
Responsible Division Head	Date	Superintendent	Date