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 at http://www.calstate.edu/cpdc/Executive/.

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 below.

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 and spring.

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 9785.

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 structure.

DOF: Department of Finance. Financial control agency for the State of California.

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 the project.

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 following construction.

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 approved, etc.

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 6863.

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 http://www.calstate.edu/cpdc/SUAM/. 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 Official.

YRO: Year Round Operations, see Feasibility Study on Year-Round Operations, The California State University April 2000 at http://www.calstate.edu/YearRoundOps/.


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Last Updated: May 09, 2005