CRSP Policies and Procedures

The Committee for the Review of Space Planning (CRSP), an advisory group to the Provost and Building Committee, is the Institute’s primary body for making decisions and recommendations about projects and assignments related to space, planning, and capital projects. CRSP’s membership represents the academic, research, and operations of the Institute and is responsible for strategic planning. All requests, regardless of urgency, cost, or funding source, must be submitted to CRSP.

CRSP Policies
CRSP In Cycle Project Approval Process
Procedures for Space Change Requests and Increases in Space Allocation
Procedures for Planning Study Request

CRSP Policies

1. Space Changes

In general, a space change may be defined as a significant renovation that costs $10,000 or more and includes work by two or more construction trades, such as plumbing, electrical, or carpentry.

These items illustrate projects that do not qualify as space changes under CRSP guidelines:

Air conditioning
Telephone and data cabling installations
Moving expenses (unrelated to space changes)
New equipment purchases (research or general purpose)
Furnishings (non-fixed)
Disposal of equipment and furnishings
Acquisition of new real estate

Please note: Any or all of the above items might be funded as part of a space change project, but they do not qualify for CRSP funding as stand-alone, individual projects.

2. Space Allocations

A space allocation request is for the re-assignment or increase of space. All departments, laboratories, and centers (DLCs) are expected to resolve modest space needs within their respective DLC or School. CRSP will only consider requests within the current fiscal year cycle that demonstrate a viable need for an increase in space.

Space resulting from any vacancy due to the relocation or discontinuation of activities will be automatically classified as "Provost Reserve" space and will be considered a resource for resolving current and future space needs of the Institute.

3. Evaluation Criteria for Space Change Requests and Space Allocations

CRSP evaluates space change requests and requests for space allocations by taking into account the following criteria:

The relevance to the academic goals and priorities of the Institute;
Prioritization assigned by the dean and/or senior officer;
An understanding of the true costs and benefits of the request, such as relocating another activity or required upgrades to building systems.

4. Prospective Faculty Space Needs Assessment

Much of the CRSP budget each year is devoted to the accommodation of new faculty. CRSP is working to expedite the process of reviewing new faculty space change requests and budget decisions in order to reconcile time-critical recruitment needs with the need for efficient use of Institute resources.

DLCs are expected to identify space to accommodate new faculty prior to making offers. The space requirements of new faculty vary significantly. They range from standard office space to complex research labs, which often have implications for building infrastructure, location, and sensitivity to environmental conditions such as vibration and EMI. These conditions can significantly affect the estimated project cost and the time required to obtain the estimate.

Once a prospective faculty member is identified, the DLC should work with the respective Dean’s Office to arrange a space needs assessment. The assessment team may interview the prospective faculty member. A department faculty member with technical understanding of the research requirements can make valuable contributions to the process. A Prospective Faculty Space Needs Assessment Form (pdf) can help begin this process as soon as possible.

5. Funding

CRSP has an annual budget that supports renovations and planning studies. The budget for a particular project is established based on conservative cost estimates. Each project should be completed within the budget and a reasonable timeframe. DLCs and schools are expected to either fully fund or contribute to projects. Surplus funds remaining at the completion of a project will be distributed proportionate to the projects funding sources.

6. Leasing Space

All requests for leasing space must be submitted to CRSP through the department, laboratory, or center’s senior officer and should be considered within the Institute’s annual space planning process. If CRSP approval is granted, lease opportunities may be pursued through the MIT Real Estate Office. No lease will be considered unless it has been negotiated via the MIT Real Estate Office and an appropriate funding source has been identified. Following lease negotiations, the terms are again reviewed and approved by CRSP. All leases require the signature of the executive vice president or the managing director of real estate.

7. Capital Project

Capital projects are major renovations or building projects estimated to exceed more than $5 million. Capital projects are funded primarily by major gifts and, in some cases, supplemented by capital debt. The prospects for successful fundraising will be an important factor in selecting projects for the Institute’s Capital Plan. Units anticipating a capital project must discuss this with their senior officer and obtain approval to submit a request to CRSP for a planning study.

8. Community Space

Common spaces include public corridors and lobbies and as such are required to meet certain design guidelines. Any space change that has an impact on these spaces will be reviewed by Campus Planning and Design then approved by CRSP.

9. Provost Reserve Space

The use of Provost Reserve Space is intended for short-term occupancy by groups that have an exit strategy. Groups that are presently in Provost Reserve Space will be given as much advance notice as possible if the space they are using is to be reassigned.

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CRSP In Cycle Project Approval Process

Beginning in the fall term, CRSP engages in an annual space planning process that is linked to the Institute’s annual budgeting process. The CRSP review process applies to all potential space changes, space allocations, studies, or leases, regardless of the funding source. Even projects to be funded through departmental sources must be reviewed, approved, and overseen by CRSP. The steps in this process for FY2011:

December

Senior Officer submittal of draft update to Capital Plan.
Submit all CRSP Request Forms endorsed by Department Head and Senior Officer.

From December through February

Project cost estimates issued by the Department of Facilities Project Management Division (PMD) and distributed to Associate Provost, DLCs and Senior Officers.

February/March

Senior Officer prioritized Requests.

Please submit all documents to the Department of Facilities Project Management Division, Attention: Mike Lieberman at mmlieb@mit.edu; x 2-4954; Room NE49-2300.

Senior Officers may revise initial project priorities upon review of cost estimates by contacting John Dunbar at dunbar@mit.edu; x 3-4014; Room 3-234.

In early March, PMD will issue an Interim Status Report with the status of Project Definition and Estimates for each Space Change Request.

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Procedures for Space Change Requests and Increases in Space Allocation

Space change request forms are required to initiate a new space change project, request additional space, or request a planning study. Completed original forms, endorsed by the Department Head and Senior Officer, are to be submitted to the Department of Facilities Project Management Division, Attention: Mike Lieberman at mmlieb@mit.edu; x 2-4954; Room NE49-2300.

Request forms are to be completed by the DLC user and must contain all required information. Only those requests endorsed by a Senior Officer will be estimated by the Department of Facilities and reviewed by CRSP. An estimate of project costs is not required to be included in the Space Change Request.

The Space Change Process and Definitions webpage details the review and approval process after the Space Change Request has been submitted. Each request for a Space Change or Space Allocation will consist of three parts:

1. Project Summary/Space Request Form

This form requests specific information on the space: renovations, sources of funding, primary DLC user of the space, contact person, estimated schedule for completion.

2. Letters of Endorsement

A letter of endorsement should be prepared and signed by the department head or center/laboratory director and cosigned by the relevant senior officer (dean or vice president). This letter should describe the following:

The research or activities currently taking place in the space;
The proposed future use including a description of the specific changes requested i.e., laboratory renovations, reconfiguration of existing space;
The rationale for the space change/increase in space including a description of the likely benefits and the consequences of not going forward;
A description of the likely beneficiaries of this change as well as a description of others who might be affected by it, including adjacent space users;
An explanation of why this specific request is important both to the mission of the DLC requesting it and to the strategic priorities of the unit;
A description of available sources of non-CRSP funding (cost- sharing) to support the request.

For a Space Allocation Request that includes a specific location, a Letter of Agreement signed by both the requester and the present assignee is also required.

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Procedures for Planning Study Request

A study or feasibility review to consider alternatives and the best course of action is often useful when a department, laboratory, or center anticipates significant changes in its size or operations.

Projects may be referred for further study by CRSP or DLCs may request this assistance directly. DLCs may be asked to contribute funds for all or part of the study. Use the Project Request Form (PDF), with supplementary materials, to initiate a planning study request. The department head or laboratory/center director as well as the senior officer must sign all requests for a planning study.

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The Process

1. Project Definition:

Project Development staff will work with the client to review the request and existing conditions, clarify issues to be addressed, and review potential approaches to solution. Allow one to four months for this step.

2. Planning Study:

Staff will undertake an appropriate study such as a strategic plan, feasibility study, site selection, master plan, or concept design, typically including these steps:

Confirm goals and analyze existing conditions
Benchmarking and review of trends in area
Identify problems and opportunities
Develop and evaluate alternative solutions
Select and refine a preferred solution
Develop an implementation plan and final documentation

The planning study may involve consultant or architectural services and structured participation by the users. This process may take three to 18 months, depending on complexity.

3. Recommend a Course of Action

CRSP will consider action on the recommendations from the planning study process. This may include approval, referral to the MIT Building Committee, or other actions.

The Institute’s current space and budgetary constraints may limit new projects or expansion of current activities. DLCs should house these activities within currently assigned spaces. All space negotiations must be approved and recorded by CRSP. Resources to undertake studies are limited, so while informal consultation is always available, formal studies should be requested only where necessary.

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