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TRANSCRIPT
University of Texas (UT) at AustinSpace Data Business Rules
OBJECTIVE:
To facilitate the uniform application of space data rules across the university through a standard interpretation of Texas Higher Education Coordinating Board (THECB), Department of Health and Human Services (DHHS), and UT coding guidelines.
KEY SPACE CONTACTS:
Institutional Reporting, Research, and Information Systems (IRRIS) Space Staff
(Space Updates System, THECB Coding, Building Walks)
Luke TapsakInformation Specialist
Technology Resources (TRecs) Location Information Services (LIS) Staff
(CADs, Square Footage, Room Numbering, Room Signs)
Sue StewartSenior Information Technology Manager
Bryan SloaneInformation Technology Coordinator II
Accounting & Financial Management Staff
(DHHS Coding, Facilities and Administrative [F&A] Rate Calculation)
Virginia OviedoFinance Manager
Armando VelaSenior Financial [email protected]
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Table of Contents
Space Use Codes............................................................................... 3
Function Codes……………………………………………………...7
Owning/Managing/Occupying Unit ………………………….......11
Primary Persons…………………………………………………....13
Occupants………………………………………………………….15
Capacity…………………………………………………………....16
Room Square Footage……………………………………………..17
Room Numbers…………………………………………………….18
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SPACE USE CODES
One Space Use Code is allowed per room and is determined by the room’s primary use. The code is audited by the THECB and DHHS. It answers the questions: what kind of room is this, what purpose does it serve?
Some rooms have multiple activities that could fall under different Space Use Codes. Apply the code that fits the most frequent use of the room. Function Codes can be used to illustrate the varying uses.
If a room has a mixture of occupant types, select the Space Use Code that reflects the majority of occupants. If occupant types are evenly split, pick the code of the highest ranking occupant group. Examples:
o An office has one Lecturer and two Graduate Research Assistants; the office would be coded as 3103-Graduate Student Office.
o An office has two Lecturers and two Graduate Research Assistants; the office would be coded 3102-Faculty Office-Non-Tenure.
If faculty/staff have multiple titles, assign a Space Use Code based on the highest ranking title.
o Example: an employee is a Post Doc and Lecturer. Since Lecturer is the higher ranking title, the room is coded 3102-Faculty Office-Non-Tenure (as opposed to 3105-Research Staff Office.)
o Exception: If an employee is paid only through one title, select the Space Use Code based on that title.
Example: if an employee has a 40 hour appointment as a Post Doc and a 0 hour appointment as a Lecturer, the room would be coded 3105.
Room capacity is required for Space Use Codes 1100, 1101, 1102, 1103, 1104, 1105, 2100, 2200, 3500, 4100, 4300, 6100, and 6800.
Key UT Space Use Code Definitions
Labs
2100 (Class Lab) : a space used primarily for formally or regularly scheduled instruction that requires special purpose equipment or a specific space configuration for student participation, experimentation, observation, or practice in an academic discipline. For this code to apply:
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o The special equipment in the room limits or precludes the space’s use by other disciplines
o Instructional activity is occurring
o The room is formally scheduled more (in terms of hours; >20 hours/week) than it is informally scheduled. If the room has more informally scheduled hours than formally scheduled hours, code the room as 2200 (Special Class Lab).
2200 (Special Class Lab) : a laboratory used primarily for individual or group instruction that is informally scheduled, unscheduled, or open. The equipment in the room serves a particular discipline. For this code to apply:
o The special equipment in the room limits or precludes the space’s use by other disciplines
o Instructional activity is occurring
o The room is informally scheduled more (in terms of hours; <20 hours/week) than it is formally scheduled. If the room has more formally scheduled hours than informally scheduled hours, code the room as 2100 (Class Lab).
2300 (Individual Study Lab) : primary purpose is individual experimentation, observation, or practice that depends on special equipment and/or room designs that limits use to certain disciplines
2500 (Research Lab) : used for lab experimentation, research, or training in research methods
Offices
3100 (Director/Dean/Chair Office) : applies to Directors, Deans, and Chairs (including associate and assistant deans, chairs, and all director titles); Vice Presidents, Provost, Senior Vice Provosts, and Vice Provost
3101 (Tenured Faculty Office) : applies to Professors, Associate Professors, and Assistant Professors
3102 (Non-Tenured Faculty Office) : applies to Instructors, Instructor in ________, Lecturers (Senior, Distinguished Senior), Professors Emeritus, Clinical Professors (Associate/Assistant), Clinical Instructor, Visiting Professors (Associate/Assistant), Professor of ______ (Associate/Assistant), Adjunct Professors (Associate/Assistant), Professor in Practice (Associate/Assistant), Specialists, Faculty Associates, Research Professors (Associate/Assistant)
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3103 (Graduate Student Office) : applies to Graduate Research Assistants (GRAs), Teaching Assistants (TAs), and Assistant Instructors (AIs), and Grad Student Organization offices
o Note: if a graduate student is in a “student staff position” performing administrative functions, the room should be coded 3106 (see definition below)
o Spaces assigned to PhD students as a work/study space for their dissertation are coded 3103 with Function Code IN-11.
3104 (Undergraduate Student Office) : applies to undergraduate student organization offices
o Note: if an undergrad student is in a “student staff position” performing administrative functions, the room should be coded 3106 (see definition below)
3105 ( Research Staff Office) : applies to Post Docs and research staff (titles relating to research functions, but excluding GRA’s)
3106 (Administrative/Technical Staff Office) : applies to administrative/technical staff. Includes student staff positions when students are performing administrative functions.
Easily Confused Space Use Codes
2300 (Individual Study Lab) vs. 4100 (Study Space) : Individual Study Labs contain special equipment/software/designs that restrict the use of the rooms to a particular subject or discipline. Study Spaces are general in nature so that any subject or discipline could be studied in the space.
3500 (Conference Room) vs. 6800 (Meeting Room) : Meeting Rooms are open to the public while Conference Rooms are for staff meetings and departmental activities.
Locker Rooms:
o 5250 (Athletic Service) : locker rooms that serve athletic facilities, whether for classes or recreation
o X020 (Janitor Room) : custodial locker rooms
o 8000 series (Health Care Facilities) : locker rooms in health care facilities use the corresponding – Service code in the 8000 series
o 6900 (Locker Room) : all other locker rooms
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6300 (Food Facility) vs. 6350 (Food Facility Service) : 6300 is for areas intended for the consumption of food and drink (cafeterias/dining halls) while 6350 is where food is prepared and/or sold (kitchens, serving counters)
7300 (Central Storage) vs. (xx5x) Service Code : 7300 is for storage that serves multiple space use categories, organizational units, or buildings. The vast majority of storage spaces on a campus are service rooms (xx5x) that support a group. Most closets used for storage for adjacent rooms/offices receive a service code based on the rooms for which they store materials.
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F UNCTION CODES
Function Codes reflect the activity occurring in the room, are tied to the funding of the department and/or Primary Person, and often are determined by whom the program serves. They are audited by DHHS and the THECB.
Research-related rooms may have up to 10 Function Codes per Primary Person. Prorated Function Codes must add up to 100 percent per Primary Person; this proration is audited by DHHS and the THECB.
To help determine correct coding, funding and human resource appointment reports can be requested from Federal Costing ([email protected]).
Non-research related rooms may have up to three Function Codes per Primary Person. Prorated Function Codes must add up to 100 percent per Primary Person; this proration is audited by the THECB.
Key Function Code Definitions
IN (Instruction) : Teaching and training activities. Excludes research training.
OR (Organized Research) : space used for research and development (R&D) activities that are separately budgeted and accounted for:
o Sponsored R&D activities are sponsored by federal and non-federal agencies and organizations
o Research training involves the training of individuals in research techniques where the trainee is paid from sponsored research training grants
o University-sponsored R&D activities that are separately budgeted by the institution under an internal application of funds
DR (Department Research) : R&D and scholarly activities that are not separately budgeted and accounted for. Includes start-up funding for investigators/faculty. Funding for this activity commonly provided from departmental budgets, indirect cost return, gifts, or endowment income.
DA (Departmental Administration) : Used for administrative and supporting services that benefit common or joint departmental activities or objectives. Includes department heads, deans, faculty, and clerical staff.
o DHHS considers reviewing, preparing, and writing proposals, and reporting project results to be DA, not research activity. Primary Investigators must include DA in their offices (Space Use Codes 3100-3102 or 3105) to capture this activity.
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o DA should not be used with Space Use Codes 2500, 2550, 3103, and 3104 (unless Post Docs reside in 3103 or 3104.)
o DA should be used in common-use spaces utilized by the entire department (e.g., 3150, 35xx, 65xx, or 68xx.)
OSA (Other Sponsored Activity) : Programs and projects sponsored by federal and non-federal agencies and organizations for work other than instruction and organized research. Examples include travel grants, conferences, health service programs, and community service programs/projects.
OIA (Other Institutional Activities) : Activities of an institution other than IN, DR, OR, and OSA. This includes auxiliaries, residence halls, dining halls, athletics, public museums, and development activities, for example.
o Space utilized by visiting professors or Emeritus must be classified as OIA unless they are paid on an organized research project.
SPA (Sponsored Project Administration) : only allowed for the following units:
o Unit 2685: Office of Technology & Commercializationo Unit 2688: Office of Research Supporto Unit 5025: Office of the VP – Researcho Unit 6420: Office of Sponsored Projects
OM (Operation & Maintenance) : Used by groups that have an Institutional wide scope of service (i.e. physical plant, Facilities Services, CPFM, Utilities, PMCS, Environmental Health and Safety, UTPD)
LIB (Library) : space utilized by university libraries & departmental libraries
o List of UT libraries: http://www.lib.utexas.edu/help/librarylist.html
SSA (Student Services Administration) : includes the following activities:
o Recruitment and Admissionso Student records (Registrars)o Career and Placement serviceso Financial Aid administrationo Student organization oversighto International student advising (academic advising = DA-46)
GA (General & Administrative) : space used for general, executive, and administrative offices of the university
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o Includes the Office of the President, Provost, and Vice Provosts, and Vice President offices reporting directly to the Office of the President, or Internal Audit (list not inclusive)
o Excludes spaces for units or activities listed above to other functions (for example, VP - Research office is coded to SPA and development activities to OIA)
VAC 04 (Vacant) : faculty, GRA, TA, and AI office space should only be marked vacant if not occupied in long semesters
IN-xx (Instruction Activities) : must be used with Space Use Codes 1100, 1101, 1102, 1103, 1104, 1105, 2100, 2200, and 2300; allowable with other Space Use Codes as well
NA-02 (Custodial Areas ): used with Space Use Codes XXXX, X010, X020, and X040
NA-03 (Mechanical Areas ): used with Space Use Codes YYYY, Y010, Y020, Y030, and Y040
NA-05 (Public Restrooms ): used with Space Use Codes X03M, X03U, and X03W
NA-06 (Shell Space) : used with Space Use Code 0700
NA-07 (Circulation Areas ): used with Space Use Codes WWWW, W010, W020, W030, W040, W050, W060, and W070
Function Code Notes
Space Use Codes 2500 and 2550 may only have the following Function Codes:
o IN-xx if students are in the laboratory
o DR-xx, OR-xx, or OSA/OIA-31-35 if the activity and principal investigator are funded using these sources of funding
o Research units/centers must utilize the function codes ending in “xx-21” Example: OR-21 = Organized Research, IN-21 = students work in lab
o VAC-04 may only be used if the space is truly unassigned, scheduled for demolition, or terminated
o All other function codes are not allowed
Organized Research Units (ORUs) are an academic center or institution established by the university to provide research complementary to the academic goals of the department. Research units/centers must utilize Function Codes ending in “xx-21”.
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o To determine if you are classified as an ORU institution or center, visit the Organized Research Units webpage: http://www.utexas.edu/provost/research/oru/
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OWNING/MANAGING/OCCUPYING UNIT
Academic Units
For academic units, space ownership should be delineated in a hierarchical fashion so that university leaders can determine how much space a college/school owns at a high level, how much space a department within a college/school owns at a mid-level, and how much space specific units within a department occupy.
Owning/Official : the college/school that “owns” the space
o Only 1 unit may be listed
Managing : the department within the college/school that “manages” the space
o Only 1 unit may be listed
Occupying : the center/sub-unit within the department that physically “occupies” the space
o Multiple Occupying Units may be in the same room
When there are multiple Occupying Units in a room, usage must be prorated among the units and the prorated total must add up to 100 percent.
o Primary Persons with funding from multiple units must ensure that each unit is listed in the Occupying Unit field.
Faculty Working for Multiple Units
When a faculty member performs work for more than one department/center/institute and has one office, list all entities in the Occupying Unit field.
When a faculty member performs work for more than one department/center/institute and has multiple offices, only list the unit for which that office serves.
Non-Assignable Areas
For non-assignable Space Use Codes beginning with W, X, Y, or Z, the Owning, Managing, and Occupying Entities are 5059000-Utilities Energy & Facilities Management.
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o Note: Space Use Codes XXXX – Building Service Area, X010 – Custodial Supply Closet, and X020 – Janitor Room are Managed and Occupied by 4500007 – Facilities Services Custodial Services.
Exception: Units that provide their own custodial services maintain ownership, management, and occupation of those spaces.
Unclassified Areas
For 0500 (Inactive Area), 0600 (Alteration or Conversion Area), and 0700 (Unfinished Area), the unit hierarchy should be as follows:
Owning/Official: 5020000-Executive Vice President & Provost
o Managing: 5055004-Unassigned Area
Occupying: 5055004-Unassigned Area
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PRIMARY PERSONS
The Primary Person controls the activity in the room and is not necessarily the occupant of the room. This field is audited by DHHS.
Multiple Primary Persons are allowed.o Within each Occupying Unit, Primary Person usage must be prorated and the total
must add up to 100 percent per Occupying Unit.
The Primary Person is the occupier 1 for:
Space Use Code 3100 (Director/Dean/Chair)
Space Use Code 3101 (Faculty Office – Tenure)
Space Use Code 3102 (Faculty Office – Non-Tenure). Please note, however, that visiting faculty members and Emeritus follow guidelines specified below, depending on how they are paid.
The Primary Person is the principal investigator 2 (PI) for:
Space Use Codes 2500 (Research/Non-Class Lab) and 2550 (Research/Non-Class Lab Service)
o Service rooms follow the same Primary Person listing and Function Codes as the lab it supports
Space Use Code 3105 (Research Staff Office)
Space Use Codes 5700 (Animal Facilities), 5750 (Animal Facilities Service), 5800 (Greenhouse), and 5850 (Greenhouse Service)
o Service rooms follow the same Primary Person listing and Function Code as the room it supports
A visiting faculty member or Emeritus when paid on a grant in Space Use Code 3102 (Non-Tenure Faculty Office)
GRAs in Space Use Code 3103 (Graduate Student Office)
Support staff paid on the PI’s sponsored award project accounts in Space Use Code 3106 (Admin/Tech Staff Office); otherwise “Unit Head” is the default
The Primary Person is “Unit Head” for:
1 Except for buildings deemed “sensitive”. Use “Unit Head” as the Primary Person in sensitive buildings like ARC.2 Except for buildings deemed “sensitive”. Use “Unit Head” as the Primary Person in sensitive buildings like ARC.
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Space Use Codes not identified above including:
o Classroom Facilities (11xx)
o Laboratory Space Use Codes 21xx, 22xx, and 23xx
o Office Space Use Codes 3104, 3150, 315P, 3500, 3550
o Study Facilities (4xxx)
o Special Use Facilities (5xxx) other than 5700, 5750, 5800, and 5850 which are principal investigator
o General Use Facilities (6xxx)
o Supporting Facilities (7xxx)
o Residential Facilities (9xxx)
o Unclassified Areas (0xxx)
o Non-Assignable Areas beginning with W, X, Y, or Z
A visiting faculty member or Emeritus when not paid on a grant in Space Use Code 3102 (Non-Tenure Faculty Office)
TAs and AIs in Space Use Code 3103 (Graduate Student Office)
Support staff not paid on a sponsored award project account in Space Use Code 3106 (Admin/Tech Staff Office)
Vivariums and sensitive-use buildings (ARC) in which it is best not to link an individual name to the room’s use for security reasons. For DHHS auditing purposes, Primary Persons and occupants for these rooms will be collected off-line by the Federal Costing team.
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OCCUPANTS
Many employees work in/around multiple rooms; do not include occupants in every room that they use. Only track where people have a desk at which they regularly sit. However, it is possible that faculty have multiple offices, especially if they are also a Department Director/ Dean/Chair. This field is audited by DHHS.
List all faculty and staff members who occupy a room if the room is not considered sensitive.
Do not list individual names in sensitive-use rooms for security reasons. A white list of sensitive buildings has been created and the system will not prompt you to list occupants for these buildings.
For the following groups, do not list individual names but instead select the appropriate generic category descriptor:
Contractor(s)
Graduate Student(s) (GRAs)
Teaching Assistants (TAs)/Assistant Instructors (AIs)
Undergraduate Student(s)
Visitor(s)
(For DHHS purposes, the names of the above occupants will be obtained off-line and gathered by the Federal Costing team.)
Offices should only be marked vacant if not occupied during long semesters.
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CAPACITY
Room capacity is required for Space Use Codes 1100, 1101, 1102, 1103, 1104, 1105, 2100, 2200, 3500, 4100, 4300, 6100, and 6800.
In most cases, capacity is defined as the number of chairs in a room, to include mobility-impaired spaces and folded chairs.
Capacity does not include instructor chairs or disability assistant/note-taker seats.
Capacity is not the fire marshal count unless the fire marshal count is less than the number of chairs in the room; in that case, the extra chairs should be removed if possible. If not possible, written documentation from the fire marshal will be required during THECB audits.
For any classroom that does not have recognizable seating or work stations, such as architecture, art, dance, or theatre classrooms, the average class enrollment requirement is used as the capacity.
Room capacity is audited by the THECB and affects UT’s annual Space Usage Efficiency (SUE) score, which in turn impacts future construction projects and funding approvals. For example; if a high room capacity is reported, but the room rarely is used to its fullest, the SUE score is impacted negatively.
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ROOM SQUARE FOOTAGE
Room square footage is measured by Technology Resources (TRecs) Location Information Services and audited by the THECB. To address square footage issues, contact [email protected].
Educational and General (E&G) square footage also is audited by the THECB and is based on the Functional Category Codes selected for the room and their proration.
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ROOM NUMBERS
Every room must have a sign by the door leading into the room showing its unique alphanumeric code. Room numbers on signage must match the room number on record in Space Updates. The THECB and DHHS audit whether rooms have signs and whether the number on the sign matches the room number in Space Updates. To add, delete, or adjust a room number, or to request a room sign, please contact TRECS Location Information Services at [email protected].
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