SACS Compliance Certification

3.11.3 Physical Facilities

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. (Physical facilities)

Judgment check box Compliance

Narrative

Reinhardt University 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.  In order to provide well-maintained facilities for all programs and enable the University to achieve its educational goals and serve its constituents, the university utilizes knowledgeable staff, guidelines, policies, and procedures to sustain, care, and safeguard the campus.

Campus Master Facility Plan

The Waleska campus is comprised of the facilities needed to support a university campus: academic and administrative space, campus maintenance space, residence halls, dining hall, athletic facilities, and playing fields.  In addition, it offers educational areas such as an arboretum, museums, log cabins, syrup mill, theatre, blacksmith shop, echo garden, walking trails, and a lake on campus.  Off campus, there are sites that provide additional space for classrooms and offices.

In April 2015, the new president arrived and initiated meetings with an architect to discuss the current campus master plan and needs for the future. At the January 26, 2016 Board meeting, the Campus Master Plan was included in the President’s Report.  It highlighted plans for new construction for a theatre building and residence hall; road construction; and a dining expansion, among others. [1], [2], [3], [4], [22]

Discussions continued over the next few months with campus leaders to re-prioritize campus facility projects based on the growing student enrollment and a revised campus master plan was completed.

Phase I of the Master Plan addressed immediate needs of the campus: a Black Box Theatre, new 200-bed residential hall, and an expansion to the dining facility.

  • Blackbox Theatre ($7M). The Blackbox theatre adds 20,000 square feet of performance and teaching space to serve our rapidly growing theatre (added in 2009) and musical theatre (added in 2012) programs. The theatre and musical theatre programs have shared space in the Falany Performing Arts Center with the music program. With a 236% growth since 2014, a facility to support these scholar-performers is necessary.
  • Residence Halls ($12M). The new residence halls were needed due to residential student growth. In Fall 2016, the University was at 98% capacity and had to triple in one of the men’s halls. The University expects to be at 100% capacity Fall 2017. The new Residence Halls add 52,000 square feet of living/learning space. This project includes the demolition of a 1969 residence hall, Cobb Hall. With the demise of Cobb Hall, the University will net 123 beds.
  • Gordy Dining Center ($5.9M). With growing enrollment, the University dining center, built in 1984, needs to be expanded. This project will add 10,000 square feet of new space and will renovate 6,600 square feet of gathering and dining space. The University anticipates a growth of a minimum of 200 new students over the next four years with the addition of a new theatre space, nursing, cybersecurity, and computer science programs.

Phase II of the Master Plan will be funded with a Capital Campaign. This phase includes a new nursing building, a renovated football stadium, new tennis courts, and a track.

Funding

In late 2016, a proposal for Phase I of the Master Plan was prepared and submitted to the USDA (United States Department of Agriculture) for financing.  The University completed all application requirements at the local, state, and national level and received the eligibility notification that funds were approved for the project.  The Board of Trustees met on August 11, 2017 to approve acceptance of the Letter of Conditions, Loan Resolution Security Agreements, and the Letter of Intent to Meet Conditions that would obligate funding from the USDA.  At a called Finance Committee meeting on August 25, 2017, the Committee recommended to proceed with analyzing the funding opportunity for final acceptance. [5a], [5b], [5c], [5d]

Existing Facilities

The Waleska campus is comprised of the facilities needed to support a university campus; academic and administrative space, campus maintenance space, residence halls, dining hall, athletic facilities, and playing fields.  In addition, it also offers unique areas such as an arboretum, museums, log cabins, syrup mill, theatre, blacksmith shop, echo garden, walking trails, and a lake on campus.  The campus has approximately 540 acres and 38 buildings. Off campus, there are sites that provide additional space for classrooms and offices. [6], [7], [8]

Future Facilities to Meet the Needs of the Campus

Phase I of the Master Plan addressed the future capital needs of the campus.  For new programs, the facility needs are projected in conjunction with each program, such as Nursing, where a Feasibility Study was conducted. This resulted in the decision to lease space formerly configured for a nursing school at Chattahoochee Tech. In the short-term, leasing allowed the University to provide the space needed for a small start-up class and time the building of a Nursing School to meet the projected enrollment by the next phase of the Master Plan. [10]

For classrooms space, a classroom utilization study was conducted that showed current classroom capacity at 70%.  For student housing, a fall housing report is used that shows comparison between multiple years.  Fall 2016 showed housing capacity at 97.88% and at 98.44% for Fall 2017, which was supported for the need for housing in the Master Plan.  This also allowed the University to determine short-term housing solutions, such as doubling or tripling that could be used until the residential hall in Phase I of the Master Plan is complete. [23], [24]

For new athletic programs, a business proposal has been used to present the return on new student enrollment and the cost to start and operate the program.  This analysis was used for Wrestling, which resulted in renovating an existing gym to address needs for practice, office, restrooms, storage, and an athletic training room.  [9]

Technological Infrastructure

The department of Information Technology employees a Director and 4 employees to oversee the Jenzabar database, provide customer service, and support technology equipment and software. Experience among the IT staff totals  83 years cumulative in IT, of which 37 years have been at Reinhardt. [11]

The University has 4 computer labs on campus for students, where computers, Wi-Fi, and printing are available, as well as 40 computers available for use in the Library.  The campus just completed the first year of a Wi-Fi improvement plan, which will provide coverage within the buildings on campus.  Computers are maintained by IT staff, and replaced on a five year rotation schedule. [12], [13], [14]

IT needs are considered with campus renovations.  As a result, the meeting space and technology of the surrounding community of Waleska resulted in a joint venture where funds were provided to the University to renovate a floor of the library.  It was renovated to provide meeting spaces, tutoring rooms, and additional computer labs.  When finished, the space will provide an additional instructional computer lab with 24 computers, an “open use” computer area with 18 computers, an “innovative” classroom with 20 laptops, six small meeting rooms with large-screen TVs, a conference room a large-screen TV, and a Community meeting area with conference calling ability, large-screen TVs and a projector.  [16]

Additional technology needs were identified for the Nursing Program.  Once space was identified, IT met with the facility’s staff and ensured the facility would meet the needs of the program.  IT then planned and installed the necessary equipment to support the IT needs of the remote campus, such as VPN access between the Chattahoochee site and the main campus.  [15]

Off-campus technology is managed by the IT department.  Technology needs for faculty and staff are considered in conjunction with those on-campus.

In the past five years, the University has invested $737,475 in technology to meet the needs of the campus.

Technology Improvements  Cost Impact
Software/server upgrades

$26,666.00

support students/online learning platform
High-speed internet

$94,560.00

improve to gigabit speeds
High-speed wireless network

$209,594.00

residence halls
Computer replacement

$106,655.00

seven computer labs
Windows-based server directory

$30,000.00

server & directory infrastructure
New phone system

$270,000.00

campus wide upgrade
Total IT Investment

$737,475.00

Routine and Preventative Maintenance

The Facilities Director oversees the budgets for Maintenance, Grounds, and Housekeeping, and meets regularly with the Chief Financial Officer to monitor the status of issues on campus and budgetary needs.  Operating budget lines are available for routine and preventative maintenance.  If repairs arise to the level of a capital improvement, they are classified as such at year end.   Budgets have only experienced slight fluctuations over the past three years.  [17], [18]

Facilities - Operating Budgets

7/1/2014 Thru 6/30/2015

7/1/2015 Thru 6/30/2016

7/1/2016 Thru 6/30/2017

Total Facilities:  Salary & Benefits

    1,051,771

   1,048,226

   1,077,048

Total Facilities:  Operating Expenses

    1,822,992

   1,892,332

   1,776,865

Total Facilities – Operating Budgets

 $ 2,874,763

 $2,940,558

 $2,853,913

The coordination of routine maintenance at the Reinhardt University campus is facilitated by a work order process. All regular maintenance work is initiated by the issuance of a work order and managed through a maintenance management program called PerfectWare. In 2016, facilities completed 1,556 work orders for routine maintenance. Any member of the university community including students may request a work order by calling into the Facilities office and speaking with the coordinator. Facilities can also receive requests through email, walk in, and through JotForm system utilized by Residence Life. Work orders are printed and filtered to maintenance technicians within the PPD department. Technicians under the oversight of supervisors complete the work orders and return the completed work order to the Facilities coordinator to close out and document the scope of the work performed. Calls for emergency service, i.e. leaks or power outages, life safety, and disruption of operations are dispatched via cell phone to the appropriate supervisor for expedited service. All other work orders are placed in a queue based on order received.

Since implementing the Perfectware work order system, Facilities has seen numerous benefits.  They include to the ability to:

  • Track and allocate labor
  • Track the performance and maintenance of the college’s multi-million dollar investment in mechanical systems, which will extend the equipment life and reduce the capital outlay for equipment replacement
  • Provide a professional way for everyone on campus to make requests
  • Provide a more professional response than any type of paper or manual tracking system.
  • Eliminate time previously spent by supervisors on filing and retrieving paper files
  • Give a detailed record on each job, such as completion, costs, and work of employee
  • Provide historical data to recognize trends and prevent problems before they actually occur
  • Improve efficiency by retrieving records on past setups and projects were done.
  • Assign and prioritize tasks
  • Track progress of tasks and provide a timely resolution

Customers are sent an electronic notice when the work is completed.  As a means to determine satisfaction with Facilities, an online facility management survey is emailed to work order requestors in order to improve customer service. This information is used to improve response times, assess backlog, and identify problem areas. External subcontractors in addition to PPD staff handle preventative maintenance on an as needed basis.  [19], [20]

Deferred Maintenance

The Facilities Director maintains a list of improvements and repairs that are anticipated over a five year period.  Historically, the University dealt with deferred maintenance projects by funding them through budget adjustments. This year, the University implemented a Capital Budget in addition to an Operating Budget.  While some Deferred Maintenance projects were selected, a portion of it is to be used as needs are identified throughout the year.  The Facilities Director meets with the Chief Financial Officer on the status of projects waiting to be funded and those in process.

In the past three years, the University has invested over $3,243,000 in capital projects, including renovation of residence hall space, classrooms, campus beautification, including outdoor student gathering space, the President’s Home; renovated unused gym into a wrestling facility, new conference room with kitchenette, and a renovated camps worship space. [21]

7/1/2014 Thru 6/30/2015

7/1/2015 Thru 6/30/2016

7/1/2016 Thru 6/30/2017

 Total

Capital Improvements/Projects  $  727,472  $  926,240  $  1,589,599  $  3,243,311

The campus has invested significant funds to maintain its existing facilities while planning and preparing for the additional facilities.  It provides operating budgets to address deferred maintenance and capital budgets for larger expenditures.  It has a Master Plan to meet the growing needs of an increased enrollment, new and expanding programs, and increasing athletic programs.

 

Supporting Documents

[1] Master Plan 2015

[2] 2016-2017 Academic Catalog, Facilities - pages 9-13)

[3] Board Minutes 1262016 signed

[4] Preliminary Architectural Feasibility Report

[5a] Minutes BOT 081117

[5b] USDA Letter of Conditions I

[5c] USDA Letter of Conditions II

[5d] Minutes BOT Finance Committee 082517

[6] Building Profile 2017

[7] Cartersville Lease

[8] Chattahoochee Lease

[9] Wrestling Proposal

[10] Feasibility Study Baccalaureate Nursing Program

[11] Resume – IT Director

[12] Corus360

[13] Computer inventory

[14] Computer Replacement Policy 2014

[15] PO 9475 Corus360-PaloAlto

[16] Purchase Order 9544 Dell

[17] Actual Operating Expenses FYE 2015-2017

[18] Operating budgets for Facilities

[19] Work order and task sheet samples

[20] Survey Results 2016-2017 School year

[21] Capital Investments 2015-2017

[22] http://www.reinhardt.edu/Video/campus-tour-video.html

[23] Classroom Utilization Report

[24] Residence Hall Utilization Report