THE GEORGE WASHINGTON UNIVERSITY WASHINGTON, DC September 20, 2012 Dear Ashwin and Abby, We have reviewed the Student Association Report on Student Space and were impressed with the research and hard work that was evident in your report. We particularly appreciate the clear recommendations and your acknowledgement that while there may be things that can be done in the short term, some solutions must occur over time. ln order to ensure a coordinated response to this report, we held a meeting on September 10, 2012 with key members of our staffs to discuss the report and recommendations and determine potential ways that the university could respond to the ideas raised. As an output of that meeting, the university has begun to take a variety of steps to be responsive to your report and to address the findings and recommendations you have presented. While these topics are complex and sometimes span multiple areas, we have organized this response to address each recommendation, which we hope will shape our future discussions. Recommendation: Develop a 24-hour schedule for all academic buildings. Response: For a variety of operational reasons, the University is unable to operate all of its buildings for extended hours. Limiting factors include our need to conduct housekeeping, maintain security, and limit the amount of energy resources we utilize during low-activity times, as well as other logistical issues. However, in order to address the desire for more late-night study spaces for students, the University will extend building closing hours in Funger Hall/Duques Hall from 10pm to 2am Sunday thru Thursday evenings (into the following morning). This will be accomplished by providing controlled access to GW students between 10pm - 2am (students will be required to show GWorld ID to enter the building). This change will provide opportunities for student study space/etc., but space reservations will not be available beyond 10pm due to support requirements. Timeframe - New hours to go into effect on October 1, 2012 Recommendation: Open Street, GDUB Java and Mount Vernon eateries during the weekend Response: Many eateries are not open on the weekend due to lack of student demand, however, in many cases, the associated seating areas are accessible even when the eateries are closed Street/Columbian Square, MVC venues). There also are other eating options on or near campus on the weekends. The seating area associated with GDUB lava is unable to be accessed while the venue is closed due to the layout of the space and the inability to separate the cash register/service area from the seating area. However, to enhance the spaces for students in Funger/Duques, we will add some seating - envisioned as caf? tables and chairs - in the first floor lobby of Funger Hall. This solution also has the added benefit of being open 24/7 for students waiting for the Vern Express. Timeframe - Furniture order by October 1, 2012; installation upon receipt Recommendation: Open the Sm Floor of the Marvin Center to student organizational use after hours Response: The new space on the floor of the Marvin Center is designed to allow certain meeting spaces along the perimeter to be accessed by students/student organizations after normal Colonial Crossroads business hours (7pm) and will be added to the Marvin Center scheduling system. The floor building lobby is also accessible during Marvin Center building hours and available for open use as are the ground floor meeting rooms which opened last year. The conference spaces within the secured area of Colonial Crossroads are unable to be opened due to security issues. Timeframe - Inclusion of the available meeting spaces will be implemented by October 15, 2012 Recommendation: Eliminate all academic space resen/ation fees, GWPD requirements and technology Response: Provision of certain services, such as GWPD (as required) and special housekeeping set up, has an associated cost that cannot be waived due to additional staffing needed to provide these services. In response to the overall concern of costs, we agree with your recommendation to eliminate the General Purpose Classroom reservation fees charged to student organizations for single events. Regarding fees for the use of General Purpose Classroom technology, we propose that the Provost's office and the Student Association pilot a shared cost model to cover the expenses associated with providing these services. Under this shared cost pilot, each entity will contribute $8,000 as a flat rate to allow usage by student organizations for events where GW students are the majority of the participants without an additional charge. During the pilot period, usage and associated costs to support senzices will be monitored, and if utilization increases dramatically, the shared cost model will be readdressed in the next academic year. [Notez We will not waive the room or technology fees for outside groups that broadly market events as an independent entity and charge substantial attendance fees.] Timeframe - Fees for single event use of General Purpose Classrooms will be eliminated effective October 1, 2012. The new shared cost model for use of General Purpose Classroom technology will be implemented upon approval of the Student Association and will be effective for all events occurring from that date through June 30, 2013. Recommendation: Improve Columbian Square in the Marvin Center Response: In determining the best space solution for Columbian Square, we must balance the request for soft seating with the number of traditional tables/chairs available to patrons during the busy times for food service (generally, lunchtime) and the ability to utilize the space in a flexible manner to serve many different purposes. However, we believe that more soft seating may be possible and will prepare a solution for discussion with student leaders to accomplish both goals. We will consider infrastructure opportunities (power, phone chargers, etc.) and the change out of traditional tables/chairs in the space in future capital budgeting cycles. Timeframe - Prepare solution for discussion with student leaders by October 1, 2012 Recommendation: Establish student representation on all future building projects the University undertakes Response: The University regularly engages students in discussions about design of projects, with more detailed discussions occurring in areas where more "student space" is possible. For example, multiple meetings were held during the Gelman Library renovation design process to ensure that the new student study space meets the needs of our students. In order to create a more active dialogue regarding projects, we will set up meetings with SA representatives, the Division of Student Affairs, and the SAVP for Operations to provide updates on projects and also hear concerns and suggestions. Timeframe - Ongoing, Recommendation: Renovate the floor terrace of Marvin Center Response: An addition to the l\/larvin Center is contemplated in the campus plan. However, it is a major capital project and given other capital priorities, there is no timeline presently in place for this project. We will continue to consider the 3" floor terrace as a possible campus expansion opportunity in the future. Timeframe -TBD Recommendation: Add traffic technology for Gelman Library Response: We will evaluate potential methods of providing information to students about the spaces that may be more/less populated to assist in directing students to less densely populated areas. Timeframe - TBD Recommendation: Replace deteriorating amenities in residence halls Response: We regularly replace furniture in study lounges when we execute renovations and upgrades to existing residence halls. In order to provide better amenities in these spaces, we will work with student leadership to gather suggestions for upgrades and lay out a plan for enhancements to 2-3 residence hall lounges each year, and where possible execute these in conjunction with planned renovation/upgrade projects in the annual capital plan. Timeframe - Provide a plan for discussion with student leaders during fall 2012 semester Recommendation: The townhouses vacated by offices in the move to Colonial Crossroads should be renovated into student space. Response: As space becomes available on campus we consistently work to balance the various needs and requests and reallocate space to the highest needs. We will continue to work to identify spaces that might be available for "student space" where appropriate support and security provisions are in place. With respect to the particular space you are referencing associated with the opening of Colonial Crossroads, this space has already been allocated to new uses, as follows: Townhouse floor formerly housing Student Engagement has been reassigned to the Graduate School of Education and Human Development (existing occupant of the remainder of the townhouse) Old Main space formerly occupied by Career Center has been reassigned to the International Services Office (which will be relocating shortly), to bring additional student service functions back onto campus and further the ITF leased space initiative Marvin Center floor space has been reassigned to student organization/student space use and $276,000 was allocated in the capital budget for renovations to this space. A plan is being developed with student leaders for these renovations. 812 20"' Street (Parsonage building) has not been reassigned as we are evaluating potential repair work that may be needed in the building, which may require the building to be vacant for repairs. We hope that these responses evidence our commitment to continue to improve the spaces available to students on campus, as well as our continued focus on providing quality academic and residential facilities. ln order to implement the immediate work to be done, please coordinate with Lynsay Belshe, senior advisor to the executive vice president and treasurer, so that we might continue to provide a coordinated and quality response to the ideas you have raised. Sincerely, Steve Lerman Lou Katz Provost Executive Vice President and Treasurer