State University Administrative Manual
Appendix A: Definitions
Academic Year (or AY): College year excluding summer term.
Appropriation: Funds made available through Budget Act
authorization or other special legislation.
Assignable Area or Square Feet: The floor area in any building
or structure. Sometimes referred to as net square feet or usable square feet.
Building Official: The senior building official in the Office
of the Chancellor (the Chief of Architecture and Engineering) who is responsible
for the overall administration and operational control of the building code. (See
also, Deputy Building Official).
California State University Contract Law: Public Contract Code,
Chapter 2.5, Sections 10700 et seq.
Campus: The California State University campus upon which the
project is located, and the campus president and other campus officials acting within
the scope of their designated duties.
Campus Consulting Master Plan Architect/Consulting Landscape
Architect: Professional firms appointed annually by the campus President
to advise the campus, Chancellor's Office and the Board of Trustees on the physical
development of the campus. See Trustees' Policy on the Roles in the Physical
Development of CSU campuses
Capital Outlay Budget Change Proposal (COBCP): Describes in detail
the nature of the program requested and supplies the detailed information
demonstrating the need for the project. Reference SAM Section 6818 at
http://sam.dgs.ca.gov. See definition of SAM
Capital Planning, Design and Construction (CPDC): The department
within the Division of Business and Finance of the Office of the Chancellor of the
California State University, responsible for all major capital outlay projects. There
are six organizational units within CPDC: 1) Executive, 2) Facilities Planning, 3)
Architecture & Engineering, 4) Construction Management, 5) Plant, Energy &
Utilities, and 6) Land Use Planning & Environmental Review.
College Year (or CY): Includes enrollments for summer, fall, winter
CY Main Campus Projected Enrollment: The main campus annualized FTE
planning estimates for fall, winter, spring and summer approved by Analytic Studies
in the Chancellor's Office.
Constructability Review: A review of the project construction
documents by an independent third party (apart from the project architect/design
team) for completeness and clarity of the documents, and the ability of a competent
contractor to build the public improvement based on the documents prior to bidding.
Reference PCC Section 10720.
Construction Administrator: The person delegated by the Trustees to
manage the construction phase of the project, and who is authorized to approve
changes to the contract.
Construction Contingency Funds: Funds included in the construction
appropriation, that are calculated as a percentage of the basic construction needs.
These funds are budgeted to cover any unforeseen construction contract change order
costs that occur during the construction phase.
Construction Inspector of Record: The Inspector of Record on the
project site who receives technical direction from the design professional and
administrative direction from the construction administrator. See SUAM XII, Section
Contract: A binding agreement set forth in writing and enforceable
by law between the State of California and a contractor for "public work."
A "public works contract" involves the erection, construction, alteration,
painting, repair, or improvement of any state structure, building, road, or other
state improvement of any kind regardless of total cost. (See Service Agreement.)
- Custodial Square Footage:
- State funded gross square footage: facilities and structures
constructed, leased, or both with state funds, and that house instructional,
administrative, and/or support functions.
- State-supported gross square footage: portions of a nonstate-supported
building that house instructional, administrative, or support programs.
- Non state-supported square footage: facilities or structures
constructed with nonstate monies, and house nonstate supported functions, i.e.
student unions, bookstores, alumni organizations.
- Farm square footage: a farm building, sitting on farm acreage, that
has a roof and is used for the processing of farm products, for the processing of
foods or seeds to provide shelter for animals. This includes barns, and structures
that house animals and their corresponding agricultural programs.
- Space: the assignable square footage (ASF) in any facility or
DOF: Department of Finance. Financial control agency for the State
Deputy Building Official: A campus appointed individual responsible
for campus-specific building code administrative and operational control. This
individual acts as a deputy under the authority of the CSU Building Official.
Design Professional: The person or organization, including the
authorized representatives thereof, commissioned by the Trustees for the design of
Encumbrance (Fiscal): A legally binding commitment of appropriated
funds usually committed through a contract.
- Equipment: Capital outlay equipment is categorized as either
Group 1 or Group 2 equipment.
- Group 1 equipment: installed equipment, such as heating and air
conditioning units, that is budgeted as a part of the construction phase.
- Group 2 equipment: movable equipment, such as tables and chairs (but
not replacement equipment) that is budgeted as its own project phase, typically
Expired Funds: Funds that are no longer available for encumbrance
pursuant to the Budget Act.
Extra Service Authorization: A [written] authorization for
additional work beyond that required to be provided under the terms of the base
professional service agreement. Examples of extra services include provision of
specialty design consultants (laboratory design, theater design, food service
designers, etc.), additional field investigations, revisions to work previously
Gross Square Feet: Sometimes referred to as outside square feet.
See SUAM V, Section 9050.02.
Infrastructure: The basic facilities, equipment, and installations
needed for the functioning of a system.
Liquidation Period: The liquidation period is the two (2) year
period after the funds expire regardless of term of initial availability. During
these two years, all contract encumbrances made prior to the fund expiration date
must be expended. Reference: Government Code Section 16304.1.
Major Capital Outlay: Capital outlay (construction) project where
the estimated total project cost is over $400,000. State site acquisition projects
regardless of amount, are funded in major capital outlay.
Minor Capital Outlay: Capital outlay (construction) project where
the estimated total project cost is $400,000 or less.
Non-streamlined Projects: These projects must be submitted to the
Board of Trustees for schematic approval, are governed by Section 2 of the Budget
Act, require the DOF approval of allocation of funds for each phase, and require the
PWB approval of preliminary plans.
Occupancy Year: The year the construction is complete. For a
streamlined project, this is usually three years after the initial budget year.
PCC: California Public Contract Code.
Period of Appropriation Availability: The Governor's Budget includes
only those projects or project phases for which funds can be encumbered within the
appropriation period. Budget Act and provisional language, Section 2.00 of the Budget
Act specifies that, in general, appropriations and re-appropriations for capital
outlay pursuant to that act are available for expenditure for three years (with an
additional two years for liquidation, per Government Code Section 16304.1);
appropriations for studies, preliminary plans, working drawings, or minor capital
outlay are available for encumbrance for a single year only. However, a construction
appropriation reverts to its source fund at the end of the first year of
appropriation availability if DOF has not allocated the funding through fund transfer
or approval to proceed to bid. A capital outlay appropriation provided through
special legislation is also available for expenditure for three years (followed by a
two-year liquidation period), unless otherwise specified or unless the chapter is
codified making the appropriation continuous. Reference: SAM Section 6812.
Prequalification: Performed by the Construction Management unit of
CPDC; prospective bidders must prequalify with Trustees prior to receiving bid
packages for any project estimated to cost $400,000 or more (see SUAM XII, Sections
9740 et seq.).
Program Specifications: Provides the detailed program information,
including scope and budget, to the project architect or engineer selected for
designing the project.
Project Administrator: This person is the university administrator
responsible for the total coordination of a project. The project administrator
actively monitors the progress of plan development through schematic, preliminary and
construction documents to confirm the project is in scope and budget.
Project Architect/Engineer Agreement: See Service Agreement.
Project Manager: The on-site representative of the construction
administrator, but without the authority to approve changes to the contract. See SUAM
XII, Section 9792.04.
PWB: Public Works Board. The state board empowered to oversee
administration of most state capital outlay projects; exercise eminent domain, make
augmentations, and establish final project scope through review of preliminary plans.
Public Works Project: The erection, construction, alteration,
painting, repair, or improvement of any state structure, building, road, or other
state improvement of any kind. Reference PCC Section 10701 and SUAM XII, Sections
9700 et seq.
Re-appropriation: Legislative authorization to extend availability
of existing funding for another period of time. Always check Budget Act Control
Section 2 and the language of the re-appropriation item for fund limitations.
Reverted Funds: Funds remaining in an appropriation at the end of
the liquidation period that are automatically returned (reverted) to the source
appropriation. Reversion of funds may occur prior to the expiration period by Public
Works Board action or by legislation.
SAM: State Administrative Manual is a reference source for
statewide policies, procedures, regulations and information developed by the
Governor's Office and other state agencies, and is located on the web at
http://sam.dgs.ca.gov. Capital outlay matters
are found in Chapter 6000 beginning with 6800.
Scope: The program as it relates to location, site, facility size,
shape, and use of assigned program space. The project scope is established initially
in the COBCP, with key elements reiterated (or restricted) in Supplemental Language
to the Budget Act. The preliminary plans, and later the working drawings, refine
scope in terms of the physical characteristics of the project. Reference SAM Section
Service Agreement: Agreements in connection with public works
construction contracts, including but not limited to agreements for architectural,
engineering, planning, testing, and general feasibility studies (executed pursuant to
the authority of Public Contract Code Section 10707 and in conformance with SUAM,
Sections X and XI, 9200 et seq).
Special Repair Projects: These types of projects are budgeted in
the operating expenses of the State Support Budget regardless of the amount. Special
repairs are not capital outlay. Special repair projects include, but are not limited
to, repainting, re-roofing, electrical rewiring, plumbing repairs, dredging of river
or stream beds to restore original flow capacity, replacing old equipment items, and
road repairs. Reference SAM Section 6806 and SUAM XII, Section 9701.02.
Streamlined Projects: Streamlined projects typically receive
funding for preliminary plans, working drawings, and construction phases within one
fiscal year and are governed by provisional language in the appropriation. These
projects must be submitted to the Board of Trustees for approval of schematics, and
completion of each subsequent phase must be submitted to CPDC.
Student/Faculty Ratio: Total student FTE divided by the total
Full-time Equivalent Faculty (FTEF). Unless otherwise noted, the Student/Faculty
Ratio (SFR) is taken from the Office of Human Resources.
SUAM: State University Administrative Manual at
SUAM is a CSU reference source for policies procedures, regulations, and information
from a variety of California statutory codes and Board of Trustees' policy provisions
and administrative direction, etc. Capital outlay matters are found in Section 9000.
Summer Projected Enrollment: The approved main campus annualized
FTE planning estimates for summer term from Analytic Studies.
Target Year: Two years after the completion of the project.
- Temporary Facilities: Temporary facilities are classified as
either 'Trailers' or 'Other.'
- Trailers: mobile structures which are readily movable to other sites.
Modular-type structures assembled at the site, that can be disassembled and moved
to other sites.
- Other: existing houses, apartments, barracks, farm buildings and
similar structures, and temporary initial buildings acquired or constructed for use
for a limited time.
Trustees: The Board of Trustees of the California State University
and their authorized representatives who act on behalf of the Trustees.
University Building Official: Term no longer used - see Building
YRO: Year Round Operations, see Feasibility Study on Year-Round
Operations, The California State University April 2000 at