FINAL
Residence System Governance Report for 2014-2015 Academic Year
University: IOWA STATE UNIVERSITY
1. FIVE YEAR PLANS FY15 – FY19 – Please include an explanation of any variances from prior plans in the executive summary.
Five Year Plan Executive SummaryDepartment of Residence
Iowa State University continues to experience strong enrollment. Due to a record freshmen class size and solid retention rates to on-campus housing, the DOR opened the fall 2013 semester with 11,270 residents – the highest occupancy since 1986. Since 2005 enrollment has increased 29.1% (from 25,741 to 33,241) while on campus housing occupancy has grown 42.5% (from 7,909 to 11,270).
For fall 2013, this increase in occupancy required that 436 bed spaces be set up in residence hall dens, configured primarily as triples and quads, to house residents on an interim basis. Additionally, based on a plan approved by the Board of Regents, new construction in the Frederiksen Court area increased capacity by 240 beds. An additional 480 beds became available spring 2014. Finally, to meet demand 503 bed spaces were leased in the off-campus community. These spaces were staffed and operated as on-campus housing. Despite this increase in capacity, 256 students were denied on-campus housing for fall 2013.
Future enrollment is anticipated to increase at a steady and stable rate. To accommodate increased enrollment and the projected retention of current residents, while at the same time attempting to eliminate the use of dens as student housing, the DOR put forward a plan to increase capacity by leasing more bed spaces in the off-campus community. Additionally, the DOR is working with Facilities Planning and Management (FP&M) and University leadership to investigate the possibility of constructing new residence hall bed spaces. Ideally, these spaces would be available fall 2015.
ISU Dining
ISU Dining has had two years of zero percent increases. However, due to strong meal plan participation in both required and voluntary spaces the focus has remained on providing meal plans and retail services that meet the students’ desire for value, choice, flexibility and convenience. Moving forward it is anticipated that this level of service will continue to be provided.
ISU Dining engages in discussions with customers through the following groups:
· ISU Dining Student Board (formally Food Committee)
· Residential Managers attending house meetings
· Inter-Residence Hall Association (IRHA)
· Government of Student Body (GSB)
· Graduate and Professional Student Senate (GPSS)
· Faculty Senate
· P & S Council
· Meeting with the Deans of each College
· Annual Review with ISU Dining Advisory Board
· Suggestion boxes/forms.
Feedback has been positive on the present program and there is strong support for the flexibility of the meal plan offerings. Lunch services at peak periods still need improvement, but an upgrade to the register system and it’s server over the 2013 winter break is intended to improve the speed of service. Dining also continues to investigate solutions for additional seating.
There continue to be requests to offer and support services to the expanded community. Following the addition of the Global Café in fall of 2013 and the future ABE Café in Fall of 2014 ISU Dining will be looking at where additional services are needed and what infrastructure improvements will be needed to our onsite Bakery, Central Commissary and Food stores warehouse to support them.
A. Enrollment and Occupancy Projections – see Excel “Five Yr Plan” tab
· Enrollment (headcount) projections per year
· Total operating capacity for residence halls and apartments (current and planned changes including any new construction, leased facilities, etc.)
· Residence hall, apartment, and total occupancy projections per year
· Occupancy ratios
Five Year Plan - Enrollment and Occupancy Projections (See attached Forecasts and Five Year Plan.)Official enrollment projections are provided by the Registrar’s Office and the Office of Admissions and are the basis for DOR occupancy projections. Admissions numbers currently indicate enrollment increases in each of the next five years with enrollment reaching 35,397 by fall 2018. This is an increase of 2,156 students when compared to fall 2013.
DOR occupancy projections are based upon historical capture rates of projected NDHS (New Direct from High School) and New Transfer student enrollment and historical retention rates for current students. By fall 2018 occupancy is anticipated to grow by 8.4% to 12,216 – an increase of 946 residents when compared to fall 2013 numbers.
B. Significant Policy and Program Considerations
· Strategies to increase/maintain occupancy and if applicable, plans to address occupancy in excess of capacity.
· Potential new programs that may impact policies and/or business practices
· Other policy considerations
· UNI Only – provide an update on the Two-Year Advantage Plan
Five Year Plan - Significant Policy and Program ConsiderationsDepartment of Residence
The mission to provide an on-campus living experience that supports and enhances individual and collective student success has positioned the DOR favorably with students, resulting in robust occupancy. Strong demand from new student enrollment and solid retention of continuing students is a testament to the DOR’s ability to fulfill this mission and continues to increase occupancy.
The DOR opened fall 2013 with 11,270 residents – an increase of 844 residents from the previous year. All permanent on-campus spaces were maximally occupied. To accommodate demand for housing beyond existing permanent space, 436 residence hall beds were created in community dens, 240 new on-campus apartment beds were constructed in the Frederiksen Court area, and 503 off-campus apartment bed spaces were leased and operated as on-campus housing. For fall 2014, the DOR will have all 720 of the newly constructed Frederiksen Court apartment beds online, brining permanent capacity to 10,959. Beyond these spaces, the DOR has no additional permanent on-campus capacity.
Official University enrollment projections for New Direct from High School Freshmen and New Transfers, along with a strong history of returners to on-campus housing indicate that demand for on-campus housing will continue to exceed available permanent space for the next five years.
Projected Demand / Fall 2014 / Fall 2015 / Fall 2016 / Fall 2017 / Fall 2018
New Enrollment / Cap. % / Enrolled / Capture / Enrolled / Capture / Enrolled / Capture / Enrolled / Capture / Enrolled / Capture
NDHS # / 94.9% / 6,000 / 5,694 / 5,750 / 5,457 / 5,732 / 5,440 / 5,773 / 5,479 / 5,857 / 5,558
NEW-TR # / 45.7% / 1,850 / 845 / 1,850 / 845 / 1,850 / 845 / 1,850 / 845 / 1,850 / 845
New Student Total / 7,850 / 6,539 / 7,600 / 6,302 / 7,582 / 6,285 / 7,623 / 6,324 / 7,707 / 6,404
Returners / Ret. % / Fall 2013 / Fall 2014 / Fall 2014 / Fall 2015 / Fall 2015 / Fall 2016 / Fall 2016 / Fall 2017 / Fall 2017 / Fall 2018
Undergrads / 49.2% / 10,870 / 5,348 / 11,887 / 5,849 / 12,151 / 5,978 / 12,263 / 6,034 / 12,358 / 6,080
Specials (Non-Degree) / - / 133 / 140 / 140 / 140 / 140 / 140 / 140 / 140 / 140 / 140
Grad. & Professional / - / 267 / 267 / 267 / 267 / 267 / 267 / 267 / 267 / 267 / 267
Returner Total / 11,270 / 5,748 / 12,287 / 6,249 / 12,551 / 6,378 / 12,663 / 6,434 / 12,758 / 6,480
Total Projected Demand / 12,294 / 12,558 / 12,670 / 12,765 / 12,891
Projected Permanent Capacity / Fall 2014 / Fall 2015 / Fall 2016 / Fall 2017 / Fall 2018
Residence Hall / 7,171 / 7,171 / 7,171 / 7,171 / 7,171
On-Campus Apartments / 3,788 / 3,788 / 3,788 / 3,788 / 3,788
Total Permanent Capacity / 10,959 / 10,959 / 10,959 / 10,959 / 10,959
Projected Demand / 12,294 / 12,558 / 12,670 / 12,765 / 12,891
Spaces Available or (Needed) / (1,335) / (1,599) / (1,711) / (1,806) / (1,932)
Specific concern is being raised for providing the residence hall/house system experience. The current 7,171 residence hall beds are divided into house communities of 45-50 residents who develop strong affinities and support systems. The foundation for this system is having sufficient returning students to mentor new to ISU students on our processes and what it takes to be successful. High freshmen class sizes are reducing the available space for upper class students to return to residence hall spaces.
As part of the ISU brand, the DOR strives to provide on-campus housing for any ISU student who desires an assignment. Previously, the DOR accomplished this by maximizing occupancy where possible and converting community den space to 436 resident hall bed spaces. Should additional space be required, these spaces can be used again. However, residents have officially requested, through their elected IRHA leaders, that DOR plan to permanently accommodate future occupancy without using dens. At the same time, IRHA has requested the DOR to establish 5% vacancy rates in permanent housing so residents have the flexibility to move around within the system.
In an effort to address this increased demand for housing and resident concerns about continued den use, the DOR has entered into conversations with FP&M and University leadership to investigate the possibility of constructing additional residence hall bed spaces. An ideal scenario would see the addition of 700-1500 bed spaces to permanent residence hall capacity by the fall of 2015. If additional bed spaces are not realized by this time, the DOR will either need to continue to occupy residence hall dens and lease off-campus space or review the philosophy regarding who can live on-campus.
DOR expenditures have focused on providing student experiences that affect higher levels of academic and personal success while concurrently addressing longstanding deferred maintenance issues. The reinvestment in infrastructure (HVAC, windows, building envelopes) and life safety (updated heat & smoke detection, sprinklering, surveillance systems), coupled with enhanced student comfort (student room furniture, restroom renovations, community gathering spaces) has been enhanced and accelerated as a result of the net income generated by higher occupancies. The appropriate balance between infrastructure and student comfort reinvestment has contributed significantly to our overall success.
ISU Dining
ISU Dining is making no significant changes to the meal plans offered for FY15. The Semester Plans have been successful based on positive student feedback and a significant increase in the meal plan participation rate (percent of meals offered that were used). Fall semester meal plan participation rose from a fall 2012 average of 76% to a fall 2013 average 79%.
During the rate development process, based on a review and adjustment of expenses, ISU Dining was able to present to students that a 1.5% increase on the meal plan portion of the rate could be achieved with no appreciable changes to services or program quality.
Students continue to express a desire for quick meal options. As such, satisfaction with flexible take out options remains high. These options include the meal bundle options offered in seven retail operations, the To-Go container program available in the residential dining centers, the WebFood® on-line ordering system, and the kiosk ordering locations. These programs have increased the speed of service in several areas, resulting in a significant increase of daily sales.
Overall ISU Dining revenues remain strong.This can be attributed to larger than forecasted enrollment and occupancy resulting in a higher than projected customer base for ISU Dining.
ISU Dining continues to be challenged by large lunch crowds in the residential dining centers and retail establishments. Previously established initiatives (to-go-containers, continuous service in residential dining, WebFood®, and meal bundles in retail areas) will be continued. In addition, ISU Dining is investigating other options to mitigate student wait times such as educational marketing campaigns targeted at encouraging students to come to lunch during less busy times. Signage is also being developed to inform students how long the wait time will be from various points in the entry lines. Finally, ISU Dining is also opening the ABE Café in the fall of 2014 to provide more location options for customers.
C. Plans for Renovation/Construction of Facilities
· Provide update on current and planned construction projects, and projects under consideration.
· Include an update of deferred maintenance and fire safety issues (include update on sprinklers)
· Explain any significant changes from prior plans presented to the Board
Five Year Plan for Renovation/Construction of FacilitiesOfficial enrollment projections indicate increasing enrollment for the next five years. As a result, new surplus cannot be fully committed to additional projects until the need to expand housing capacity to meet this projected growth has been studied. In addition to funding increased capacity, restroom renovations, student room furniture additions, window replacement, HVAC upgrades are all potential projects for surplus funds.
Department of Residence Projects Summary
· FY14-FY16 – Installation of a sprinkler system in Friley Hall began in summer 2013 and scheduled for completion fall 2017. Following the completion of these projects, all residence halls will be fully sprinklered.
o FY14 – Friley Hall – Sprinkler Installation-Phase 2 of 4
o FY15 – Friley Hall – Sprinkler Installation-Phase 3 of 4
o FY16 – Friley Hall – Sprinkler Installation-Phase 4 of 4
o In conjunction with sprinkler installation, all T12 hallway lighting will be replaced with higher efficiency T8 fixtures.
· FY14 – Replacement of all Frederiksen Court shower heads with low-flow units.
· FY14 – Retrofit all drinking fountains to include water bottle fill stations.
· FY14-FY18 – DOR has allocated funding in upcoming years for student comfort and retention. Specific projects will be based on identified needs in each year
· FY14 – Birch Welch Roberts Restroom Renovations – Restrooms will be totally renovated and updated and will comply with all current codes and ADA standards.
· FY14 – Restroom Exhaust Systems – All restrooms exhaust systems will be evaluated for efficiency and modified if found to be inadequate.
· FY14 – Elevator Code Issues – Begin a five-year plan to bring all elevators within the DoR system to comply with current codes.
· FY14 – Common Area and Bedroom Furniture for Leased Apartments – This furniture will be purchased for “new” leased off-campus apartments opening fall 2014. When no longer needed in apartments, furniture will be used to replace aging furniture in existing residence halls rooms and common areas.
· FY14 – Willow Hall Mold Mitigation and Room Renovations – Remove current built-in furniture, insulate exterior walls (to gain thermal efficiency), replace floor and wall finishes and install new modular furniture in all resident rooms.
· FY14 – Wireless Upgrades – DOR is partnering with ISU Information Technology to add 1000 wireless access points in various locations across the housing system. In addition, existing wireless access points will be upgraded to new technology.
· FY16 – New Residence Hall – DOR is currently investigating the possibility of constructing new space.
DOR and ISU Dining had previously explored the consolidation of administrative offices in the former Friley Dining space. This project is no longer under consideration for this location, as the space is needed for an expansion of ISU Dining Retail service (see below). Should plans to construct additional residence hall spaces proceed, the DOR may consider consolidation of offices to this new building.
ISU Dining Projects Summary
· FY15 – ABE Café – construction fully funded by the Department of Agricultural and Biosystems Engineering
o The ABE department is building a major expansion into a new building and is including a cafe in the new location. This project is now scheduled to open for the fall of 2014 semester.
· All additional capital funds for FY15 are planned to address: venue changes, lifecycle paint, carpet and flooring, and large equipment replacement throughout various locations.
· ISU Dining is in conversations with Facilities Planning and Management regarding a new dining facility located in the old Friley Dining Space.
Five Year Breakdown of Reinvestments
Improvements / FY14 / FY15 / FY16 / FY17 / FY18
DOR - Fire Safety / $ 2,972,402 / $ 2,357,620 / $ 2,502,986 / $ 0 / $ 0
DOR - Building / $ 11,450,923 / $ 7,236,590 / $ 8,084,050 / $ 10,707,172 / $ 10,838,294
ISU Dining / $ 1,880,248 / $ 626,373 / $ 700,000 / $ 724,000 / $ 750,960
By FY17 all Fire Safety improvements, including sprinklering of all resident spaces, will be complete. No additional projects have been identified at this time.
D. Financial Forecasts for the Next Five Years - see Excel “Five Yr Plan” tab