This program will be effective campus-wide beginning July 2026. Submit off-schedule HVAC requests at least 5 business days in advance.
UCLA Facilities Management (FM) Energy Services operates building HVAC systems during each building’s regularly scheduled operating hours at no cost to your department. Building HVAC operating schedules are not changing — each building continues to run on its existing regular schedule. The Smart HVAC Scheduling Program reduces or turns off non-essential heating and cooling during off-hours, weekends, and all university holidays, with a more extensive closure during the winter holidays.
If your department needs heated or cooled air outside of those regularly scheduled hours — for events, after-hours research, weekend activities, or any special use — you must submit a request in advance and receive a quote for the cost of service. Once the request is approved, FM will ensure utilities are running throughout your event.
About the Program
The Smart HVAC Scheduling Program is part of a campus-wide effort to reduce energy consumption and align operations with the University of California’s sustainability commitments. With the State-funded Plant Utilities (PU) budget under significant pressure, aligning HVAC operation with each building’s scheduled occupancy — and recovering the cost of service for off-schedule activation — supports both UCLA’s budget priorities and its long-standing conservation goals.
The program also aligns with the University of California’s Sustainable Practices Policy, which sets systemwide goals for energy conservation, carbon reduction, and responsible operation of campus facilities. It applies to State-funded and student-fee requestors. Recharge units, which already pay their utility share, are not affected.
How to Request After-Hours HVAC Service
- Complete the Smart HVAC Scheduling Exception Application form, specifying the exact dates and times service is needed.
- Submit the completed form at least 5 business days in advance to allow Energy Services to reprogram the building fans to the new schedule.
- Energy Services will review your request and respond with an approval status and a cost quote for your records.
- Once the changes are confirmed by the Building Automation team, you will receive a confirmation email. FM will then ensure utilities are running during your scheduled event.
- After approval, submit a Facilities Service Request (FSR) at fsr.admin.ucla.edu to pay for the utility cost.
Where to Send Your Request
| Gabrielle Nardecchia Energy Engineer, UCLA Facilities Management Email: gnardecchia@fm.ucla.edu | Ray Oey Energy Engineer, UCLA Facilities Management Email: roey@fm.ucla.edu |
Cost of Service
There is no fee for activity that falls entirely within a building’s regular operating schedule. Off-schedule activation requests — heated or cooled air needed outside of those scheduled hours — are billed for the cost of service.
When you submit an off-schedule activation request, the Energy Services team uses an estimating tool to develop a cost estimate based on the specific rooms, floor, or full-building HVAC systems you have requested to turn on. The tool evaluates the equipment that must be activated, the runtime, and the utilities involved, and returns an authoritative cost quote for your records before service is scheduled.
Rates cover the cost of utilities and administrative fees and are reassessed annually.
