Comprehensive Standard 3.11.3
7. The institution operates and maintains physical facilities, both on and off campus, that appropriately serve the needs of the institution's educational programs, support services, and other mission-related activities. (Comprehensive Standard 3.11.3)
X Compliance ___ Non-Compliance
Like all public higher education institutions in the state of Louisiana, Southern University and A&M College continues to be challenged with limited dollars provided by the state for preventive and deferred maintenance. This has been the case for some time due to the state’s ongoing budgetary challenges. The University, however, is proud of the fact that in spite of this reality, its physical plant, facilities and equipment continue to support the University’s mission through adequate quantity and quality of classrooms, specialized equipment, special research laboratories, a degree of building comfort and an attractive and groomed campus. All of these factors contribute positively toward creating a conducive atmosphere for living and learning, thus facilitating the institution’s mission by maintaining a physical environment that contributes to the preparation of a diverse student population to compete globally (as emphasized in SUBR’s mission statement).
Southern University and A&M College at Baton Rouge (SUBR) Operates and maintains physical facilities both on and off campus that appropriately serve the needs of the institution's educational programs, support services, and other mission related activities. The University's physical facilities are of sufficient size in-kind and in-quality to appropriately meet the needs of its educational, support, and mission-related programs and services. The physical facilities are also appropriate for the needs of professional organizations that accredit or certify the University's educational and support programs. For the fall 2014 semester, SUBRs FTE student enrollment was 6,054 students. During this period SUBR employed a faculty and staff of 267 and 423, respectively. SUBR is located on approximately 512 acres of land that is used for educational, research, public service and other support services. The SUBR campus consists of 116 buildings that contain approximately 3,614,697 gross square footage (gsf) of space (see SUBR Campus Map).
Utilization of Physical Resources
The Louisiana Board of Regents (BoR) maintains and publishes data on University facilities within the State of Louisiana on an annual basis. The University is required annually to present its building space utilization report to the Louisiana BoR. Information on all state universities, including SUBR, can be found in the BoR's 2014 Facilities Inventory and Space Utilization System Year-End Reports, available on its web site. The BoR's Facility Inventory & Utilization Study for 2014 depicts the University has available space in comparison with other Louisiana colleges and universities [Facilities Inventory and Utilization Study, 2014 Chapters 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12]. As supported by the BoR Year-End Report, the University has adequate and appropriate space to serve the needs of the University's educational programs, support services, and other mission related activities.
Buildings and Structures
The University's on-and-off-campus buildings consist of 116 buildings or structures with a gross and net assignable square footage (NASF) of 3,614,697 and 1,694,712 (Table 10).
The BoR Buildings by Institution (BRFI0100) and the Building Conditions Summary (BRFI0077) reflects that a majority of the University's buildings are in satisfactory condition. Of the 116 buildings reported for SUBR, a total 76 buildings, or 72% are in satisfactory condition (Table 10). Twenty-two buildings, or 21%, are listed as Remodeling A-these buildings require restoration costing less than 25 percent of the replacement cost of the building; 9 buildings, or 6%, are listed as Remodeling B-these buildings require restoration costing less than 25 percent but not more than 50 percent of the building's replacement cost; 4 buildings, or 1% are listed as Remodeling C-these buildings require major remodeling where the cost is greater than 50 percent of the replacement cost of the building; and 5 buildings, or 1%, are listed as obsolete.
Building Condition Summary
The BoR maintains data on the assessment of space factors for SUBR. Space factors is an assessment measure of both space allocation and space utilization in a specified academic term. It is defined as the assignable square feet of teaching space per student clock hour of instruction per week. The BoR's Space Factors Report for classrooms reflects a space factor of 1.81 for SUBR in 2014. The average for four-year public institutions for 2014 is 1.47. The BoR's optimum classroom space factor was greater than or equal to 1.0. However, the BoR has established an acceptable range for classroom space factor of greater than 1.0 but less than 2.0. SUBR's space factor of 1.81 fell within the BoR's acceptable range. In 2014, SUBR's Space Factors for laboratories was 5.02 compared to an average space factor of 5.21 for all four-year public universities in Louisiana. SUBR was below the average for four-year public institutions in Louisiana, however, the university was above the BoR's acceptable range for laboratory space factor which was greater than 2.5 but less than 4.0. BoR encourages institutions to take all opportunities available to utilize space to the best extent possible. This includes partnering with 2-year institutions for use of space during non-peak hours. SUBR partnered with Southern University in Shreveport (SUSLA) through the SUSLA Connect program whereby students enrolled at SUSLA may take classes and utilize laboratories on the SUBR campus and receive academic credit for the courses taken. SUBR is re-evaluating the coding and current usage of space classified as both classroom and laboratory space to achieve the optimum or the acceptable range for space factors in these categories.
Space utilization based on assignable square footage (ASF) (Table 8). The assignable area is the sum of all areas of a building assigned to, or available for assignment to, an occupant. SUBR has a total ASF of 1,694,715 based on BoR data for Fall 2014. Gross square footage totaled 3,614,697. These reports statistically support the University's assertion of compliance for providing adequate physical resources that appropriately support the institution's academic programs, support services, and other mission-related activities.
Assignable Square Feet by Room Use
Provides adequate instructional and research labs in support of SUBR's Temporarily unassigned space attributed to alterations,
Provides adequate classrooms in support of SUBR's instructional and
student learning activities.
instructional, student training, research (experimentation, observation,
and training), outreach, and structured creative activities.
Provides sufficient space to students for individual or group study to
ensure academic excellence in the classroom and to enhance student
Provides sufficient space to students for individual or group study to
ensure academic excellence in the classroom and to enhance student
Special use facilities
Provides sufficient space in support of specialized university academic
support activities including military training, athletic activity, media
production, clinical activities and agricultural field activities.
General use facilties
Provides sufficient space in support of campus life, recreational, and
other support activities for students, faculty, staff, and the general
public including facilities for assemblies, exhibitions, dining,
relaxation, merchandising, recreation, general meetings, and day care.
Support facilities provide adequate and centralized space for various
auxiliary support services at SUBR. The support facilities also help to
keep all SUBR programs and activities operational. The support
facilities provide indirect support to students, faculty, staff, and the
public. Included in this category are: (centralized technology and
telecommunication functions, central storerooms, duplicating, mail,
shipping and receiving, etc.).
Provides adequate facilities in support of residential housing for
Provides adequate facilities in support of student infirmaries for
students, faculty, and staff.
remodeling, or rehabilitation. May be available for future growth.
Nanassignable square footage
Provides adequate instructional and research labs in support of SUBR's
Temporarily unassigned space attributed to alterations,
Lease of Off-Campus Facilities
SUBR leases off-campus property at 730 Harding Boulevard, Baton Rouge, LA, which is occupied by the Office of Research and Strategic Initiatives. The University leases property for office use with an estimated space totaling 2,587 square feet (building lease).
SUBR has demonstrated the University operates and maintains physical facilities that appropriately serve the needs of its educational programs, support services, and other mission related activities as evidenced by newly completed and in-progress construction projects as shown in Tables 12 and 13.
The University completed eighteen capital projects totaling $16.4 million between fiscal years 2011 and 2015 (Table 12). SUBR has nine capital projects totaling $14.4 million that are in-progress as of June 30, 2015 (Table 13). New and on-going capital growth at SUBR attests to the appropriateness of the University's physical facilities in meeting the needs of its students, faculty, staff and other constituents.
Table 12 Outdoor Lights Students
Completed Capital Construction Projects
Lab School Renovation
Ravine Sloughing Project
Lee Hall Roof Replacement
Dunn Hall Roof Repair
Fisher Hall Roof Repair
JS Clark Admin Lighting
New Intramural Sports Complex
Lee Hall Fume Hood Replacement
Capital Appropriation Total
Solar Street Lighting
Student Health Center Addition
Hayden Hall Renovations
T. H. Harris Hall Annex
New LED Lights-Phase II
Student Health Center Parking Lot
T. T. Allain Renovations
John B. Cade Library Renovations
Other Funding Total
Completed Projects Total
Outdoor Lights Students
In November 2013, SUBR cut the ribbon on the newly constructed Horace Westley Moody Sr. Intramural Complex building. The Intramural Sports Complex supports the appropriateness of SUBR's physical facilities by maintaining and improving the quality of campus and community life and by meeting the physical needs and interests of students, faculty, staff, retirees, alumni, and the university community. The new $6.5 million state of the art sports facility expands the recreational options available to SUBR students, faculty, staff, alumni, and community constituents. It feature a 33,000 square-feet complex including aerobic rooms, locker rooms, weight rooms, a volleyball court, three basketball courts, a health studio, and a rock-climbing wall.
Construction In-Progress Projects
Repair/Rplacement of Hot Water Pipes
Ravine Sloughing Project Phase 2
SU Lab School additions & Upgrades
F. G. Clark Center (New Phase)
Capital Appropriation Total
School of Architecture Renovation
Women's Gym Renovation
Cultural and Heritage Center
Southern University Outdoor Forum
Other Funding Total
Construction in Progress Projects Total
In May 2015, the Southern University System Foundation (SUSF), in partnership with the SUBR Athletics Department, officially broke ground on the Jaguar Park. The Jaguar Park is a two-phase facility improvement project scheduled for completion in 2016. The plans for this new facility include a lighted NCAA regulation soccer game field, football practice field and a soccer field house. The plan also includes a coaching observation tower, along with javelin and discus runways. The project was funded from private donations through the SUSF. The construction of the Jaguar Park attests to the appropriateness of SUBR's physical facilities by assisting the University's athletics' department in their ongoing efforts to display and maintain NCAA compliance as a part of the gender equity plan.
Preventative maintenance is performed to minimize breakdowns on both equipment and facilities and prevent the need for crisis management. The goals of the preventative maintenance program are to identify the most critical needs of building requirements and prioritize these needs. This is accomplished by periodic inspections of equipment and facilities and a scheduled maintenance program, as recommended by available manufacturer's maintenance guides, established to perform the repair of minor breakdowns before the breakdowns become major disruptions. The Office of Facilities Services has the primary responsibilities for preventative maintenance that includes all University facilities and equipment used by the department in carrying out these responsibilities. Facilities are maintained in accordance with each university's preventative maintenance plan (PM Plan). This plan provides guidance for maintenance of facilities, equipment, infrastructure, landscaping and custodial services. Routine maintenance includes landscaping and custodial inspection reports (PM Plan Inspection Reports). For landscaping, the campuses are divided into zones. Ex.: SUBR is divided into seven zones and follows the established preventative maintenance schedule. The custodial staff is required to follow an established preventative maintenance schedule. A work order system is utilized to schedule, track, and account for repair and maintenance of facilities (PM Plan Work Control). Maintenance and/or repairs needing immediate attention may be phoned in to the Physical Plant Department as service calls. Work orders are updated weekly. The University utilizes the custodial staff, as well as the Environmental, Safety, Health, and Risk Management Department staff, to assist the Facilities Services staff with building inspection and identifying facility problems. These problems are reported to work control to be placed in the work order system and assigned to the appropriate craft for corrective action. Repairs identified as the correction of safety problems, continuity of utility services, and operations requirements are given first priority by Facilities Services. Most preventative maintenance work orders are scheduled and completed by Facilities Services. Other maintenance, repair and minor construction projects that cannot be completed by the Facilities Services (due to limited resources) are outsourced and completed by outside contractors.
The University relies on routine inspections of its facilities as the basis for all preventative maintenance projects that are not on a regular schedule for service. Daily, the custodial staff of the Office of Facility Services perform a complete walk-through of the facilities and report to supervisors any items found that are in need of repair. The landscaping and grounds staff of the Office of Facility Services performs similar inspections of the University grounds and report items in need of repair such as walkways, driveways, and parking lots. Additionally, the University's Environmental, Safety, Health and Risk Management Department, as part of its regular safety-related inspections of facilities, report any items in need of repair that have been noted. All items noted as needing repairs are reported to the Facility Services Physical Plant Department where the report is included for action in its work control database. Also, the University has various contracts with vendors and service companies that help maintain many different types of equipment throughout the campus.
Facilities Master Plan
The University's Facilities Master Plan provides for ongoing facilities development. The Facilities Master Plan contains campus site plans, information about future buildings, and infrastructure information, including the location of all major electrical systems, air conditioning piping, and water and sewer systems. The Master Plan contains possible future roadways and additional parking areas. The University's current procedure is to update the Master Plan every five years. The last Master Plan was approved by the Southern University Board of Supervisors (SUBoS) in 2009 (part 1, part 2). The System Facilities Planning office is currently in the process of engaging the services of an external consultant to assist with updating the facilities master plan (Proposal to Update Master Plan). The updated Facilities Master Plan is expected to be completed during the 2016-2017 fiscal year. Once completed, the Master Plan will be submitted to the SUBoS for endorsement and approval.
Operation, Maintenance and Repairs
The routine maintenance and repairs of University facilities and grounds are the responsibility of the Office of Facilities Services. Approximately 10 percent of the combined operating budgets for SUBR over the past five-year period was expended for operation and maintenance of physical plant facilities.
To accommodate the parking needs of students, employees and visitors, SUBR provides approximately 4,000 parking spaces that are located throughout the campus. SUBR provides shuttle bus service to assist students in movement between locations throughout the campus. The shuttle bus also provides off-campus services to the Palisades Apartments, an off-campus housing option used by various SUBR students. SUBR, in partnership with the Capital Area Transit Services (CATS) provides "Jag Train" bus service to students between the hours of 7:30 am to 4:30 pm, Mondays through Fridays. SUBR provides campus-operated shuttle bus service between the hours of 5:00 pm to 1:00 am, Mondays through Fridays to ensure the safety and well-being of students traveling on campus during the evenings and night hours.
Emergency Response Plan
The University has an emergency response plan. The Emergency Response Plan is a basic guide for providing a response by SUBR to major crises or emergencies occurring on the University campus. It is designed to effectively coordinate the use of University resources to protect life and property during and immediately following a major crisis or emergency on the SUBR campus. It is placed into operation whenever an emergency affecting the campus cannot be controlled through routine, daily and normal channels and procedures. At SUBR planning ahead for a major crisis or emergency is part of the University's normal business planning and campus life to ensure a safe learning and collegial environment.
'Jags Safe' app
SUBR's Campus Police department launched its official 'Jags Safe' app for students, faculty and staff in August 2015. The Jag Safe app supports the University's educational programs, support services, and other mission-related activities by adding an increased degree of safety on campus and its surrounding areas. The Jag Safe app gives students, faculty, and staff instant access to campus authorities when they are in distress. The app includes features such as anonymous photo and video submissions, mass text and email notifications, and real time indoor positioning and emergency weather alerts. The 'free' app keeps students, faculty, and staff informed, protected, and in control of suspicious activity on campus. The app also offers extra security features including prompt bus and police escort services and assistance in locating a campus shuttle at night. Another feature of the app is the 'Friend Watch', which is used when a student is alone and wants additional safety. The 'Get Help" feature on the app immediately puts the student in contact with Campus Police. SUBR is the first Historically Black College (HBC) to partake in the 911 Cellular Company giving them the ability to take advantage of the newest version of the app and to also create its own logo, designs and features.
Asset Management System
The University maintains accountability over its capital assets through the Asset Works System. The Asset Works System is an inventory management system maintained by the State of Louisiana, Division of Administration, Facility Planning and Control. The University is required to update the Asset Works System on a regular and recurring basis. The University's capital assets are audited each fiscal year and the detail transactions are reconciled to the Asset Works System.
Technological Facilities and Resources
Consistent with SUBR's mission of providing leadership and promoting university excellence through superior services, the Division of Information Technology (DoIT) promotes an environment that integrates technology into the fabric of the institution and provides all of the University's constituents with the information, tools, and services they need, when and where they need them, to accomplish their goals. The unit's goals are to provide services to the SUBR campus to support the institution's mission through excellence in design, development, and application of information technology; provide leadership and guidance in the use of information technology; enable members of the University community to undertake instructional, research, administrative, and managerial tasks in an efficient and cost-effective manner; and provide up-to-date technology, timely and reliable services, in a fiscally responsible manner.
DoIT implements a variety of technologies and related services to support academic, administrative, and operational functions of the university and continually seek to upgrade campus infrastructures to enhance the educational experiences of the University community. The University currently has a fiber optic network backbone with fiber connections to approximately 60 buildings on campus. The network has one gigabyte connections to most buildings. The network infrastructure comprises approximately 390 network switches, 480 wireless access points, 550 IP video surveillance cameras, approximately 1200 phones, 1700 workstations, and close to 2000 cable TV connections. The network supports 20 student computer labs containing close to 435 workstations; approximately 125 applications and services; IP video surveillance; and audio-video streaming. There is 1Gbps of throughput of Internet connection supporting over 4.5 terabytes of data from the internet of which over 2 terabytes is from wireless access.
The University has a disaster recovery plan for computer operations. During emergencies computer operations continue to function at an offsite location; allowing uninterrupted remote access to computer services for students, faculty, and staff. Some of the supported application systems and technology tools and services at SUBR are highlighted below.
SUBR implemented Banner Enterprise Resource Planning (ERP) System comprised of integrated student, academic, and administrative modules for students (e.g., accounts receivable, admissions, and financial aid), human resources, and finance. The Banner integrated system serves the technological needs of students, faculty, staff and other University constituents in meeting the University's educational, support, and other mission-related activities. These services include updating the application as needed, providing functional and technical assistance to end users, and generating reports for various offices and external agencies. DoIT also deploys extender solution systems to augment Banner functionalities, including:
SUBRmobile App provides students mobile access to Banner academic and administrative applications including checking Registration Status, Classroom Availability, Account Summary, Academic Transcripts, Class Lookup, Holds, Grades, and more. As students, faculty, and staff become even more reliant on anytime-anywhere access through mobile technology, the Banner App delivers functionalities pertaining to student information systems and learning management systems directly to users' smartphones and tablets.
SUBR provides a secured wireless, network to support "Bring Your Own Device" (BYOD) access to campus resources and the Internet. DoIT continually deploys additional wireless access points to bolster wireless access indoors and outdoors in classroom buildings, dormitories, and areas that need additional coverage.
SUBR has adequate facilities to support all its programs, including the technological resources to support online learning. SUBR currently utilizes the Blackboard course management system but will be implementing the MOODLE systems beginning fall 2016 as the learning platform of choice for delivering online learning content, engaging learners, and measuring their performances. MOODLE is an open source Course Management System (CMS), also known as a Learning Management System (LMS) or a Virtual Learning Environment (VLE). The system provides a powerful array of tools to manage and promote learning. At a time when colleges and universities are facing increasing competition and shrinking budgets, institutions that can offer expanded cyber-based programs will have significant competitive advantages in both student enrollment and self-generated revenues. The adoption of MOODLE in conjunction with video conferencing and multimedia classrooms will further position SUBR to realizing this goal. In the areas of decision support, analytics, and institutional research SUBR implemented the LiveText student assessment system to assist in assessing course content and instructional effectiveness. Student evaluations in online courses indicate that the University provides excellent support for students and faculty. A visualization and analytical tool (Tableau) will provide multi-dimensional dashboards and deep dive insight into current and historical data for compliance reporting requirements as defined by institutional policy supporting current and longitudinal analysis.
Plans for Capital Improvements
To plan for future capital project needs, the University prepares a five-year capital outlay plan and a prioritized capital outlay budget request. The capital outlay plan and the budget request are updated annually and are submitted to the SUBoS for approval. The University's Capital Outlay requests are submitted according to guidelines provided by the Louisiana BoR. After approval, the BoR consolidates all higher education public institutions into one document and submits it to the Louisiana Division of Administration, Office of Facility Planning and Control (FP&C) where it is incorporated into the capital outlay budget for the State of Louisiana. These projects are funded either through State appropriation or through University self-generated revenues. The Louisiana Legislature provides an appropriation for any State funded projects it approves. The SUBoS approved the five year capital outlay plan and the Fiscal Year 2016-2017 Prioritized Capital Outlay Budget Request at its August 28, 2015 Board Meeting (August 2015 Board of Supervisors Minutes). The five-year capital outlay plan includes capital outlay projects totaling approximately $105 million.
Requirements for replacement, expansions, and renovations are prioritized and funded in accordance with goals established by the University's Strategic Plan. The Louisiana BoRs' Capital Outlay Category and Prioritization Criteria include accreditation requirements, external agency studies, environmental and health issues, existing space, available funding and existing building conditions. During the capital outlay request cycle, the University prioritizes its requests by matching these criteria with priority guidelines provided by the State of Louisiana:
- Master planning
- Code requirements and/or non-funded mandates
- Technology and infrastructure
- New campus start-ups
- Renovation of existing facilities
- Timely land acquisition
- Utilization of vacant buildings
- Construction of new space
Major Repairs and Deferred Maintenance
The University's administration, along with the Southern University System (SUS) Office of Facility Planning, reviews all requests to modify, renovate, add to or build new facilities. Requirements for accreditation for individual programs and State Fire Marshall inspections can often dictate the need for certain facilities which in turn can call for the requirement to make facility modifications. The Louisiana Legislature has provided funding for major repairs and deferred maintenance on campus buildings in the following categories:
- Life Safety
- Code Compliance
- Repairs for critical systems in danger of failing
- Repairs that extend the useful life of campus facilities
- Energy conservation
- ADA compliance
The University's Office of Facilities Services, along with the SUS Office of Facility Planning, works closely with the appropriate state agencies to ensure that all new construction activities are in accordance with appropriate plans and contract documents. The University's Office of Facilities Services and System Office of Facility Planning coordinate construction, planning, and specifications with the State Office of FP&C, and the State Fire Marshal to ensure that plans meet fire safety and building code requirements, as well as the University's construction standards. The State Office of FP&C has established the following dollar thresholds for building constructed by state institutions:
- Projects with a construction cost of $175,000 or less may be undertaken by the institution;
- Projects with a construction cost ranging from $175,000 to $1M may be undertaken using the provision of the BoR Small Capital Project Program.
- Projects with a construction cost up to $5M or less may be completed using the provisions of Act 959 of 2003 whereby institutions may fund the projects using self-generated revenues, auxiliary income, grants, donations, local or federal funds and building use fees. These projects require the management board, BoR, FP&C, & the Joint Legislative Committee on the Budget (JLCB) approvals, and no debt may be incurred. Funds from the Operating Budget or Major Repairs are NOT considered self-generated for purposes of Act 959 projects.This exemption only applies to those projects that otherwise could not be accomplished in the normal capital outlay process due to timing or funding constraints.
- All projects with a construction cost of $175,000 or greater and which do not fall under the exemptions listed above are considered capital outlay projects and must be submitted to the BoR for consideration during the October Board meeting each year.
Table 2A-Facilities Inventory Report