Campus Operations Unplugged

In a recent ARC Facilities webinar panel discussion, moderated by Facilities Voices podcast host David Trask, and hosted by APPA, several higher education facilities management leaders came together to share insights, strategies, and a few battle-tested solutions.

Whether you're dealing with aging buildings, sustainability goals, or security challenges, the demands on campus operations are ever-growing. The panel featured some experienced voices who explored these issues, providing both broad perspectives and detailed strategies for success.

The Panelists

Maria O'Callaghan Cassidy, Senior Associate VP of Campus Operations at the University of Richmond, kicked things off with a focus on aging infrastructure. Joining her were Byron Woods, Dean of Facilities at the College of the Sequoias, and Philip Fleming, Director of Physical Plant and Facilities at Cypress College. Together, they brought decades of experience and a wealth of insights to the discussion.

Aging Infrastructure – A Big Deal Everywhere

The first issue tackled was one that’s prevalent in facilities management: aging infrastructure. Whether you’re managing a college campus or another type of facility, keeping up with repairs and upgrades while staying on budget is a huge challenge.

As Maria O'Callaghan Cassidy pointed out, “Aging infrastructure isn’t just a higher ed problem, but we’ve got our own unique set of challenges, especially since there’s no more downtime on campuses.”

Philip Fleming agreed, stressing the importance of “swing spaces” that can be used when areas are under renovation. It’s a way to keep things running smoothly without shutting down an entire building. Byron Woods added that newer campuses can come with their own challenges, especially when you’re juggling renovations between old and new facilities. His advice? Look at lifecycle costs and return on investment to guide decisions.

Energy Management – Sustainability Matters

Sustainability is a buzzword that’s here to stay, and energy management is a key component in facilities management. The panel discussed resources such as LED lighting, solar panels, and geothermal wells. But as Philip Fleming cautioned, it’s not always wise to jump on the solar bandwagon without fully understanding the costs. “Solar is popular,” he said, “but sometimes, when you do the math with your accountant, it doesn’t pencil out.” It’s all about doing your homework.

Maria emphasized that sustainability goals should be aligned with overall campus planning.

“A lot of universities are aiming for carbon neutrality, and those goals need to go hand-in-hand with capital projects,” she said.

Byron Woods offered his own experience with retrofitting outdated systems, noting that even small changes can have a big impact.

Emergency Preparedness and Security – Be Ready for Anything

The panelists didn’t shy away from discussing emergency preparedness, a topic that’s become increasingly critical in today’s world. Security measures like bulletproof glass film and access control systems are on the rise, but as Maria pointed out, you can’t just set these things up and forget about them. Regular reviews and staff training are key to staying ready.

Philip Fleming added that knowing every control point on your campus—whether it’s a water shut-off valve or a fire alarm panel—can save time and money in an emergency. Technology is your friend here, allowing facilities managers to track and control systems remotely.

“You need to be poised and ready for the unexpected,” Philip said. “Think through different scenarios and build out your response accordingly.”

Budget Constraints – A Constant Struggle

Let’s face it—facilities management is often at the mercy of tight budgets. All three panelists agreed that strategic planning and clear communication with leadership are essential to navigating budget constraints. Maria emphasized the need for proactive planning:

“You don’t want to be reactive because that leads to costly overtime. Being proactive allows us to make better financial decisions.”

Byron also recommended putting a stop to “band-aid fixes,” which might save money in the short term but ultimately cost more in the long run. “Present the real fix up front,” he advised. “It might seem expensive now, but it’ll save you so much more money down the road.”

Collaboration – The Key to Success

One of the most important themes throughout the panel was collaboration. Whether it’s with leadership, other departments, or your own facilities team, staying in constant communication is crucial.

Maria shared her approach to fostering relationships: “For someone new to the role, it’s all about relationships. You don’t want to make withdrawals from the goodwill bank—you’ve got to build that up over time.”

Byron added that capturing information—whether it’s related to budgets, emergencies, or ongoing projects—is critical for future success.

“As soon as you get the information, put it somewhere accessible,” he said. “You don’t want to be scrambling for it when you need it most.”

Key Takeaways

This panel covered a lot of ground, but the overarching takeaway is that facilities management in higher education requires a careful balance of strategy, foresight, and communication. Aging infrastructure, energy management, and security challenges are constant hurdles, but with the right approach, they can be managed effectively.

Here’s a quick recap of the key takeaways:

1. Aging Infrastructure: It’s a problem across all industries, but especially in higher ed. Plan strategically and use swing spaces during renovations.
2. Sustainability: Energy management is essential, but don’t rush into large-scale projects without fully understanding the costs.
3. Emergency Preparedness: Regular reviews, training, and remote system control can help you stay ahead of any potential issues.
4. Budget Constraints: Proactive planning and presenting long-term solutions can save money in the long run.
5. Collaboration: Strong relationships and clear communication are key to success.

Facilities management is no easy task, but with insight from seasoned pros like Maria, Byron, and Philip, you can find ways to navigate the challenges and keep your campus running smoothly.