By Nadia Zhiri
As the old saying goes, there’s a time and place for everything – and this holds especially true in the design and construction of buildings, whether for a new build or a renovation project. Creating a new residence hall involves a series of interconnected phases, each with its own timeline, priorities, and challenges. While housing professionals aren’t expected to master every detail of these phases – that’s the role of facilities teams, architects, and construction managers – having a general understanding of the process empowers them to contribute meaningfully to the project. The expertise that campus housing professionals contribute to the process is essential to shaping a residence hall that truly supports the student experience. They understand the rhythms of student life, the programming needs of residential communities, and the operational realities of keeping a building running smoothly for years to come. With the right knowledge, housing staff can advocate for student needs at the moments when their voices can have the greatest effect.
The factors influencing these housing projects number in the dozens, if not the hundreds. There are representatives within the campus infrastructure for various elements, including fiscal, legal, political, and cultural aspects, among others. In addition, there is the practical aspect of designing and constructing the actual structure. To make sure that housing’s voice is heard in all this din, staff must secure a seat at the table, understand the language being spoken, and engage at the proper point within this detailed process.
Dan Gockley, executive director of housing and residence life at The University of Texas, San Antonio, frames the process in these terms: “Having a seat at the table means more than simply being present. It involves actively engaging with the language of design and understanding the entire process, including how decisions are made. Deadlines drive design, and timely feedback is critical. There are specific windows for input. If you miss the deadline, the process will proceed without your contribution. Stay aligned with the schedule and be prepared to participate when it matters most.”
When people picture the design and construction of a project, they often imagine blueprints, excavation, steel frameworks rising, and the final walk-through before a ceremonial ribbon-cutting. In reality, those portions of the process are just a fleeting moment in the project’s lifespan, a brief blip preceded by years of careful planning and followed by decades of daily use and upkeep. Long before construction begins, teams must assess feasibility and secure stakeholder buy-in. This process can span several years. Then, once the building is occupied and operational, its users must live with the outcomes of every decision made that got them to that point.
While many aspects of these processes may fall outside the direct control of housing professionals, understanding the roles of each stakeholder is essential. The institution typically serves as the contractual “owner,” while the facilities department acts as the “project manager.” Housing staff, as the “user,” bring invaluable expertise as the future operators of the space. Recognizing and embracing this role is critical – it not only ensures that the facility meets student needs but also earns housing professionals a meaningful seat at the decision-making table.
Ana Hernandez, associate vice president of auxiliary services at the University of South Florida, articulates housing’s role and responsibility when she urges housing staff to “be prepared and add value.” To achieve this, she stresses the need to “understand the purpose of the meeting, the topics that will be discussed, and how you can contribute. Preparation allows you to anticipate questions, offer insights, and make informed recommendations.”
Although the design and construction process accounts for only a brief moment in a facility’s overall lifespan, there are seven distinct and decision-heavy phases in it. Understanding each of these phases and what happens during them will guide housing officers on when and where to broach their concerns. To do so too early may mean that input falls on deaf ears. To do so too late may mean the opportunity window has closed. But when done at the proper moments in the process, the housing staff can truly shine. “The process is both collaborative and iterative. You may not get everything you ask for, but your input will shape the outcome,” says Gockley. “Trust that your voice is part of the conversation.”
The pre-design phase (PD) can be managed by a campus, an architect, or another consultant. It establishes the foundation for the entire project by defining, or confirming, the project’s scope, feasibility, and core requirements, as well as the planning and analysis necessary to achieve them. A central component of this phase is architectural programming, a research-driven decision-making process that translates a project's vision into a detailed list of building needs. This includes identifying required spaces, their sizes, functions, and any special considerations. The result is a clearly defined program, which outlines the scope of work to be designed and the project’s construction cost.
To ensure that the building supports both its intended purpose and long-term operations, early stakeholder engagement is essential. Involving hall directors, residence life staff, students, conferencing teams, and maintenance personnel at this stage leads to more informed decisions and a more functional final design. Each group brings valuable insights into daily operations (Will dedicated space be needed for package deliveries?), user needs (Where will conservatory students practice their instruments?), and long-term maintenance considerations (How much room is required to store custodial supplies?). The housing team can explain the building’s operational flow, considering aspects such as the front desk, trash removal, security concerns, and other relevant factors, while also providing input on aesthetics and materials. This phase is critical for setting a clear direction and ensuring that all stakeholders are aligned before design work begins. “The process is both collaborative and iterative. You may not get everything you ask for, but your input will shape the outcome,” Gockley explains. “Trust that your voice is part of the conversation.”
The PD phase culminates in an approved project summary that guides the formal design process. Key decisions made during this stage include establishing the overall vision and goals for the facility, defining space needs and operational adjacencies, determining the preferred living style and community size for students, and confirming that the financial pro forma supports the project’s long-term feasibility.
During schematic design (SD), the design team begins shaping the architectural and structural vision of the project in organization and character. In this stage, the architect translates the client’s program and project goals into conceptual design solutions, exploring spatial relationships, scale, form, and overall design intent. The outcomes of this phase typically include a clear understanding of site development and plan organization; preliminary decisions on mechanical, electrical, and plumbing systems; massing studies; and the overall architectural character of the building. Visual tools such as 3D renderings or models help stakeholders better understand the design concept, while a cost estimate is developed and reconciled with the project budget.
Key decisions during SD include determining plan layouts that support operational efficiency and the desired living style, confirming the number of beds and unit types in alignment with a feasible financial pro forma, selecting preliminary systems and materials, and agreeing on the building’s character and design direction. Approval of the cost estimate and final sign-off on the SD are required before the project can move forward to the next design phase.
Once the schematic design is approved, the design development (DD) explores systems and constructability. This step further refines the project’s architectural vision as the design team develops more precise technical solutions across all architectural, structural, mechanical, electrical, civil, and landscape systems, ensuring code compliance and constructability.
This phase translates conceptual ideas into coordinated, buildable solutions. Additionally, a revised cost estimate is typically produced and reconciled with the project budget to ensure continued alignment. Key decisions include confirming detailed operational and functional requirements, finalizing the layout and coordination of all building systems, selecting materials and products, and refining the building’s style, aesthetics, and character to align with the overall design intent.
These ideas and concepts continue to coalesce during the construction documents (CD) step. This is a critical time when the design is fully finalized and translated into comprehensive drawings and specifications. These documents are used for bidding, permitting, and, ultimately, construction. This step ensures that the project complies with all applicable building codes, regulations, and industry standards. The resulting documents – often referred to as contract documents – are the legal and technical foundation for the construction process and are referenced throughout the bidding and building phases.
Key decisions during this phase include confirming that all plans, systems, and materials meet expectations; verifying that the design aligns with operational and aesthetic goals; and making sure that the final cost estimate fits within the approved budget. Once these documents are approved and contracts are signed, they guide the construction process, with the architect overseeing implementation to ensure that the design intent is faithfully executed.
With concepts realized and plans in hand, the next step is to procure contracts with those who will bring the project to life. In the bidding phase, the architect assists the client in soliciting and evaluating bids or proposals from contractors for the project's construction. The primary goals of this phase are to ensure that construction costs align with the approved budget and to select a qualified, capable contractor. To promote transparency, competitiveness, and alignment with both financial and technical project goals, the bids are reviewed, terms and clarifying scope are negotiated, and the selection is finalized.
On most campuses, the final contracting decisions typically rest with the campus facilities office, since the institution is the legal owner in the contract. However, that does not mean that senior housing officers should not be highly involved in the evaluation process and in influencing the choice. Consider, for instance, that the determining factor isn’t simply what firm offers the lowest price. In that case, the housing department representatives should work to make sure that the selected contractor aligns with the project’s operational and programmatic priorities, such as whether the company has student housing experience, is familiar with specific materials and systems, and has scheduled strategies to make sure they meet the critical nature of a move-in day.
Once construction begins, one might think the housing department may have a chance to exhale and relax. The architect serves as the owner’s representative, ensuring that construction is executed in accordance with the design intent, contract documents, and established quality standards. However, this architectural phase of construction contract administration (CA) is essential for maintaining accountability, resolving issues in real time, and ensuring that the project is delivered as planned.
During this time, housing staff must be available to respond to requests for additional information, manage change orders, and address other issues as they arise. For example, a gas-powered fireplace in the lobby may have seemed like a fantastic idea during the design stage. Students would gather in front of it in the evenings to study and discuss the day's issues, and form life-long friendships. During a bi-weekly meeting with the architect and contractor, however, someone brings up the fact that the specified gas fireplace is suddenly twice as expensive as planned due to sourcing issues. How should the project proceed? Should the treasured fireplace be eliminated, or can costs be reduced somewhere to offset the higher cost? The contractor and architect present several options, such as selecting a less costly flooring material for the new lobby and lounge area or reducing the front desk’s size, cabinetry, and countertop. Housing’s input can help decide between the two options or potentially offer other places to cut dollars.
Eventually, the magical day arrives, and students move into the hall. Suddenly, there are hundreds of new people to offer their opinions on how well the design and construction process was executed. As Hemlata Javeri, senior associate vice chancellor at the University of California, San Diego, notes, “Despite all the steps and precautions taken to ensure everything is captured during the project's various phases, something is inevitably missed. This is why it is critical to ask questions, review meeting agendas, prepare comments, and ask more questions.”
This perspective underscores the importance of collaboration, curiosity, and continuous learning during the post-occupancy stage. There are various activities to assess whether the facility meets its intended goals, supports user needs, and operates efficiently. The insights gained during this phase are invaluable for informing future projects and fostering continuous improvement in design and operations. Housing staff, who work most closely with the students, are highly involved in these services as they are completed.
Post-occupancy evaluations are completed through surveys, interviews, and observations to assess user satisfaction and building performance. There may also be energy and utility performance analyses, space utilization studies, and feedback collected from maintenance and operations teams. All of this can be summarized in presentations that outline findings and lessons learned and, ultimately, recommendations for improvements or retrofits. These evaluations help close the feedback loop between design and real-world performance, encouraging innovation and refinement in future projects. And, even if it may be too late to make changes to the new hall, the information is tucked away for reference the next time the design and construction process begins anew.
Nadia Zhiri, a principal with Treanor, has dedicated her career to planning, programming, and designing student life facilities that connect people to their environment.
