While contiguous space is the ideal mode to foster team-building, especially among students, it is common for an ERC to begin life in discontinuous space across campus or "camped out" in temporary space. Faculty (and many students) will likely retain space in affiliated departments and conduct ERC research in those facilities. This situation continues for many existing centers. To date, few ERCs are housed in entirely new, contiguous space, although building is planned at several universities. The time to press for contiguous space is during the first year, when the pressure of the third-year renewal can be used to your advantage (see Chapter 2, Section 2.5.1.1).

6.6.1 Planning for Facilities

6.6.1.1 Defining Space Needs

When an Engineering Research Center is established, a planning group needs to define the center's space and facility needs. Here again, knowing your university environment is very important. Each campus offers unique challenges. The value of building a network of contacts across campus cannot be understated.

The questions that follow here need to be addressed.

• What space is currently available?
• Is major renovation needed?
• Has the university pledged to share the costs of renovation or development of new space?
• Will you need to raise funds for the new space?
• Will you need to move into temporary space during renovation?
• When is that space available? What is the impact on research likely to be?
• Who controls facilities management within the university system?
• Will you need to deal with an outside architectural firm?
• Will you need to hire outside contractors?
• Who will be the “ERC Facilities Manager” during the construction period?
• Who will be the “ERC Facilities Manager” after the Center occupies the new space?

Identifying long-term facility needs is critical. Keep research, education, and technology transfer goals in mind. At what phase of the ERC's life cycle will specialized facilities be required to accomplish the long-range goals of the ERC? Negotiate agreements for growth as the ERC matures. Some universities have established requirements for retaining or gaining facility space based upon grant dollars awarded and F & A costs returned to the university. Another option for some centers has been acquiring off-campus space. Check university policies regarding off-campus space prior to the planning stage.

6.6.1.2 Potential Space Needs

ERC functions to consider when identifying space needs include:

• research;
• conferences/meetings and seminars (needed for cross-disciplinary collaboration);
• student carrels (undergraduate and graduate);
• space for visitors (lab and office);
• computer network/workstation facilities;
• offices for administration, faculty, and staff;
• training facilities;
• multimedia laboratories and teleconferencing;
• storage rooms and closet space;
• security systems; and
• signage.

Identify who will be responsible for allocating space within the ERC. Prioritize future needs (data/network connections; administrative vs. laboratory vs. storage needs; new laboratories; etc.). Always try to build in flexibility for (unknown) future requirements. Identify who will be responsible for keeping a schedule for all rotating space (e.g., the conference room).

Tip: Although space for the annual site visit may only be required once each year, it's good to identify a suitable location for the event early in the center's life. Having a site that accommodates the poster sessions, breakout meeting rooms, and meals as well as the actual review meeting will help ensure that the event proceeds smoothly.

6.6.1.3 Shared Space

Will the ERC be housed in existing space with other engineering units, or will it be assigned independent space on campus? There are benefits to either situation. Common-use space shared with other departments or centers often comes with certain amenities (e.g., shared computer network facility costs; increased collaboration with other faculty members; and shared cost of laboratory renovation/remodeling and administrative support staff). If space is to be shared, be sure to secure written agreements, so as to avoid conflicts. Some ERCs have shared labs for specific research groups. Some provide offices for students, while others have common areas for students.

6.6.1.4 Funding

The ERC must identify the source of funds for the purchase and maintenance of equipment, laboratory renovations, computers, and furnishings. Annual budgeting should always include a thorough re-evaluation of facility and equipment needs. Pursue all available options for matching funds (e.g., university, dean, equipment grants, individual PI grants, private foundations). See also chapters on Leadership (2) and Research (3).

Space use is a sensitive issue on most campuses; high-quality laboratory space may be especially limited. Encourage realistic consideration of long-term needs with maximum efficiency in mind.

6.6.1.5 Building and Remodeling

It is critical that one person from the center be delegated to work with the appropriate architect, contractor(s), and building supervisor from the beginning to the end of the project. This individual will also work with ERC faculty and technical staff to oversee construction progress to: stage the move, keeping all parties informed of on-going experiments, research and teaching considerations, etc.; and plan for a transition with maximum efficiency and minimum disruptions.

It is helpful if this individual knows something about your technology and facility use. It is even more important, however, that s/he be a stickler for detail. You want someone overseeing the work on a daily basis who will be on-site, and who will nit-pick progress, estimates, and actual charges. Very significant savings can result from this careful attention to construction deadlines and costs.

Tip : Expect down-time for research and communications (phone, computer networks, etc.). Notify sponsors of service interruptions.

6.6.2 Facilities Support Systems and Services

6.6.2.1 Laboratory Facilities

If your center laboratories (or testbed) operate as a service center (i.e., charging user fees), your system must include detailed records of instrument use (including supplies used and technician time booked); billing or invoicing records; payments; and collection efforts. Facility planning must be an ongoing process throughout the life cycle of the ERC. Check with the appropriate university office concerning the proper establishment of a service center.

Some centers have found it very beneficial to build an integrated information management system that allows automatic, electronic transfer of data from the initial scheduling of user time on instruments, to the billing clerk, then to the accounting department, and so forth. While it takes time to develop such internal systems, they may become one of the key strategies for survival as the ERC grows, and as funding levels off or declines. An adjusted user fee schedule may be needed for sponsoring companies versus other users. See also Section 3.3.1.3, "Testbeds," in the Research Management chapter.

Tip : It may save time if you check with existing or matured ERC's that have Service Centers and review their information management system.

6.6.2.2 Equipment

Tracking all equipment received by the ERC whether it is purchased or a gift/in-kind is very important. An inventory database needs to be maintained from the beginning. A list of required information is included in Attachment 2 (Database Files and Fields). You will need detailed records of equipment purchases, maintenance contracts, equipment fabrication projects, and any documents proving value for the gift/in-kind. You may need to coordinate equipment fabrication projects with your property accounting and sponsored research offices. Often a special code is required on your documents and in your records, so that overhead charges and depreciation are handled correctly by the institution. You will probably want your system to be capable of tracking capital equipment authorizations, as well as actual expense as it hits your general ledger. You will also need a record of the portion of total cost born by different funding sources. Often, central university systems fail to give you this information. (See Section 6.7, "Information Management.") Knowing the location of equipment can be crucial during an audit.

Identify maintenance needs for equipment purchased. Service contracts can be very expensive but may, in the long run, save significantly on down-time, support personnel, and replacement costs.

6.6.2.3 Office Space and Services

The center must provide necessary services to faculty, students, and others on site. These may include access to keys, telephone and fax services, office supplies, computers, printers, copier, and mail/package delivery.

6.6.3 Staffing Facilities Management Functions

Assigning office space is usually the AD's job. In some cases, the Administrative Director is also directly responsible for overall facilities management. However, other centers have found it necessary to hire a lab manager, who works with the AD, faculty, and technical staff to oversee laboratories and equipment and to handle maintenance, cleanliness, and safety (ensuring that the ERC meets federal/state standards and training requirements). This decision depends on the size of the ERC, the level of university support provided, and the availability of funds to support equipment and facility development.

If the ERC does manage a large facility, it is important to assign a building supervisor. This person is responsible for making sure everything is working properly and knowing whom to call to get problems corrected. For example, attention to lights, air conditioning, fume evacuation systems, heating, elevators, fire alarms, et al, will be required. In some centers, this individual may also coordinate group tours.

Tip : Always have a floor plan of your building handy that shows where personnel are located. Network! Knowing whom to call for specific problems can make the difference between getting the problem corrected quickly, or suffering the frustration and expense of long delays.

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