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N€€Rœtæ[ÍAµ'› õgM5€‚ÿP*ãu& €T€€€‚ÿCEtechnologys SPACE MANAGEMENT SYSTEM:h%ÝO l€3€Rœtæ[ÍAµ'› õgM5€‚€€‚‚€€‚ÿEducators will have 30 days to try our software FREE. It can be used by institutions of all sizes - Universities, Colleges, Community Colleges, K12 School Districts, Charter Schools; State Departments of Education as a state standard; Urban, Suburban and Rural School Districts; By Schools and Colleges within major Universities.If you have any questions about our application, please "e-mail" us at "edmoll@cetechnology.com" or "cmoll@cetechnology.com". We have included a Fast Tips Button on most of the major screens. SelectRuzK d€¥€Rœtæ[ÍAµ'› õgM5€‚€ ‚€‚‚‚‚ÿthis button to get a quick overview of how this screen works. For more detail go to the Full Help System.This option will expedite your learning curve and is highly recommended.Cetechnologys Space Management System is adaptable by Local Government and Military Bases; Adaptable by anyone who has to use, schedule, manage and account for space. At the end of 30 days if the program is not purchased the software will shut down. When you're ready to order call or email CEtechnology and you will be assigned a valid registration number at that time. To complete the transaction send your check or money order for $1,500.00 along with a purchase order and signed CEtechnology License Agreement to "CEtechnology, 241 Warner Rd, Lancaster, NY 14086". (Soon the order/credit card payment process will be automated via our web site. Look for it.)äÝ‘ 3 4€É€€‚€€‚‚‚‚‚‚‚‚‚ÿAutomate the functions of your Facilities Management and Academic Planning Offices with one package that will serve as the foundation for both and which will help you address:.Institutional Research.Grants and Sponsored Programs.Enrollment Management .Individualized Capital Campaigns Linked to Campus Physical Space and Signage .Environmental Health and Safety.Technology and Infrastructure.Academic and Special Events Scheduling.Short and Long Range Strategic PlanningD zÕ 7 <€€€‚‚€€‚‚‚‚‚‚‚‚‚‚‚‚ÿ.Risk ManagementCEtechnology's Space Management System consists of components that manage and support:.Buildings, .Room Use,.Organization Unit with Name and Address Component and Email Interfaces,.NACUBO Taxonomy of Functions,.NCES/CIP Academic Disciplines,.Room Suitability, .ADA Accessibility Standards, .Space Area and Time Prorations, .Mailing Letters and Labels, .Extensive Analysis Capabilities with User Defineable Query, .Space Reporting by Organization, Functional Category and Academic Discipline,Z)‘ /1 0€S€€‚‚‚‚‚‚‚€€‚ÿ.Integrated Databases with Mass Change Features to the PSI, .NCES/1992 FICM compliant, .CEtechnology enhanced,.Integrable with AutoCad, Pictures, MS Office, ArcView GIS, GPS, & the Internet,.Y2K compliant, and.So Much More! We include in our Space Management System all the physical features (attributes, amenities) necessary to schedule your space given access to locational data (computerized campus maps), departmental preferences, current enrollment figures and special events. Comparisons of the capacity of the facilities with their actual utilization requires only that you link the facilities files with current utilization records. Space Use Indicators (eg. assignable square feet per student) are also available by combining facilities inventory data with other institutional data sets. .óÕ iA; D€ç€€‚€€‚‚€€‚‚€€‚ÿWe will be releasing a Site Characteristics Inventory and Site Use Inventory Component shortly that will allow you to manipulate site data in the /iAxsame manner that you do building and room use inventories.Also we are pleased to announce a new Site/Building/Space Condition Assessment Module that will complement the PSI. Look for it about November 1, 1999.You can even Customize Your Space Management System! Just email CEtechnology your requirements. We'll reply within 2 working days.î/‚D+ $€Ý€€‚€€‚ÿIntegrable with AutoCad, Pictures, MS Office, ArcView GIS, GPS, LPS and the Internet. Y2K compliant. Can be used by K12 and Higher Education Facility Managers and Academic Planners. All information can be displayed on Screen or Printed in a variety of Formats and/or in different Orders. We provide Query capabilities that permit you to select records from databases, based upon the data in a field or fields. We give you the ability to select Departments and Staff from your databases and send personalized letters from an inventory of letters. A planned Email interface will allow you to communicate physical space inventory information electronically to interested parties and department heads across the campus and throughout the community. õiA¢F+ $€ë€€‚€€‚ÿOur Space Management System is Intergated with MicroSoft Office to enable you to take advantage of existing skills and state of the art technology. In fact we are so confident of our product that we are willing to allow you to install it on one of your machine for 30 days, so that you can examine it in detail. Our Space Management Application provides Clients with a full complement of support services which allows in-house personnel to direct and control future developments with confidence.B‚DäH3 4€€€‚€€‚‚€€‚ÿNCESFICM WinHelp Text Retrieval System Option: We now offer a WinHelp Text Retrieval capability integrated with our NCES/FICM compliant Space Management System for an additional $250.00. This product supports information dissemination and enterprise-wide consensus building as well as on-going file maintenance activity and can be ordered seperately.Internet/Intranet Access: Your Space Management System can be web enabled for ready access over your Internet/Intranet and WinHelp files can be converted to HTML Help.<¢F J6 :€ €€‚€€‚‚ã3iB#‰€ ‚ÿTell us what your application needs are, or just let us know how we can help you! Got an idea for an application that you feel needs to be addressed? Send it to us as an attachment to our email edmoll@cetechnology.com and we'll reply asap.See ContentsBäHbJ? N€€Rœtæ[ÍAµ'› õgM5€‚ÿB J¤J1k ÿÿÿÿ¤JKJ‡License Agreement`8bJK( €p€°Œ€€‚ÿCEtechnology (Earth Info Sciences) License Agreement<¤J@M* "€%€€‚‚‚‚‚‚‚ÿ (c) 1987-1999 Cetechnology (Earth Info Sciences).By installing this software you indicate your acceptance of the CEtechnology License Agreement. CEtechnology License: This is a legal agreement between you, the end user, and Cetechnology.GRANT OF LICENSE: This license agreement permits you to use one copy of the program on a single computer. Installation on a network server is subject to the additional per-user charge as stipulated in the purchase agreement; this applies to both development and executable versions..Kz€' €€€‚‚‚‚ÿWARRANTY: The software and any data are offered "as is" without warranty of any kind including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. The entire risk as to performance and results of the software is assumed by you. We're in the information business. What you see is what you get. All sales final (upgrades only, no refunds).In no event shall CEtechnology or its suppliers be liable for any damages whatsoever (including without limitations, damages for loss of business profits, business interruption, loss of business information, or any other pecuniary loss) arising out of the use, misuse or inab@Mz€bJility to use this product or data, even if CEtechnology has been advised of the possibility of such damages.0 @Mª‚% €€€‚‚ÿCONFIDENTIALITY: In-house use only (not authorized for use by outside consultants). User acknowleges that the software and related materials are proprietary to CEtechnology and its suppliers. From date of receipt user agrees to employ its best efforts to protect the software and related materials from unauthorized use, reproduction, distribution, or publication using a reasonable standard of care. User shall notify its employees who obtain access to this software and related materials of the obligations hereunder.íz€¾…' €Û€€‚‚‚‚ÿCOPYRIGHT: Software and related materials are owned by Cetechnology or its suppliers and are protected by United States copyright laws and applicable international treaties and/or conventions.RESTRICTIONS: You may not transfer, rent, lease, make derivative works, bypass encryption techniques, decompile, disassemble, or reverse engineer the software or related materials. If installed in a developer environment responsibility for resolving any user implemented program modifications and any resultant effect on overall system performance adhere to the user. User has a royalty-free right to produce and distribute copies of executable files of user developed software add-ons within their own organization that don't encompass our software .Jª‚‡4 6€-€€‚‚‚ã3iB#‰€ ‚€‚ÿACKNOWLEDGEMENT: User acknowledges they read this Limited Warranty, understand it, and agree to be bound by its terms and conditions including the need to incorporate the "CEtechnology Source Reference statement in all materials or work products produced.See ContentsB¾…J‡? N€€Rœtæ[ÍAµ'› õgM5€‚ÿ> ‡ˆ‡1 ÿÿÿÿÿÿÿÿˆ‡ŠùÄHelp ContentsYJ‡á‰@ N€5€€†"€€ € € €‚€ ‚‚‚‚ÿ (c) 1987-2000 CEtechnologys Facilities Inventory & Classification Manual 241 Warner Rd U.S. Department of EducationLancaster, NY 14086 Postsecondary Education National Center for Education Statistics (716) 685-4230 Internet: http://www.cetechnology.com Email: edmoll@cetechnology.com&ˆ‡Š# €€€ ‚ÿ9á‰@Š$ €*€€‚‚ÿTABLE OF CONTENTS,ŠlŠ) "€€„!Q‡€‚ÿj1@ŠÖŠ9 B€b€ã=Ž˜€‰€‚ã»(¹æ€‰€‚ÿOverviewCetechnology License Agreement.lŠ‹* $€€„!Q‡€‚‚ÿ"ÂÖŠ&` Ž€…€ã뀉‚ã≂ã㉂ã䉂ã剂ã扂‚ã牂‚‚‚‚ãÞý‰‚ÿListTables LIST OF TABLES AND ILLUSTRATIONSWorkingGroup WORKING GROUP ON POSTSECONDARY PHYSICAL FACILITIESForward FOREWORDAcknowledgements ACKNOWLEDGMENTSPreface PREFACEIntroduction CHAPTER 1: INTRODUCTIONBasics CHAPTER 2: BASIC PRINCIPLES AND COMPONENTS Basic Principles Concepts And Components Of A Building Inventory Building Measurement TermsPrinciples CHAPTER 2: PRINCIPLES FOR ROOM INVENTORY AND CLASSIFICATION׋AD V€¯€€‚ãßý‰‚‚‚‚‚‚ã艂‚‚‚‚‚ã鉂‚ÿCoding OUTLINE OF BUILDING AND ROOM DATA ELEMENTS Recommended Building Data Elements Optional Building Data Elements Recommended Room Data Elements Optional Room Data ElementsGettingStarted CHAPTER 3: GETTING STARTED Data Collection Practical Tips The Facilities Database And Institutional Management Other Intra- And Inter-Institutional Data UsesBuildingData CHAPTER 4: BUILDING DEFINITIONS AND DATA ELEMENTS Definitions Of Building AreasÎ&[Á@ N€€€‚‚‚ãꉂ‚‚‚‚‚‚ã_þ‰‚‚‚‚‚‚‚ÿ Other Building Information Parking StructuresRoomUse CHAPTER 5: ROOM USE CODES The Room Use Category Structure PA[ÁJ‡rimary Use Service Codes Room Name Local Options For Additional CodesCodes ROOM USE CODES: Definitions, Descriptions, And Limitations 100 - Classroom Facilities 200 - Laboratory Facilities 300 - Office Facilities 400 - Study Facilities 500 - Special Use Facilities 600 - General Use Facilities:ÞA•Ã\ †€½€€‚‚‚‚‚‚‚ãý‰‚‚ãò9 ›‰‚ãó9 ›‰‚ãô9 ›‰‚ãõ9 ›‰‚ãö9 ›‰‚ã÷9 ›‰‚ÿ 700 - Support Facilities 800 - Health Care Facilities 900 - Residential Facilities 000 - Unclassified Nonassignable Area Structural AreaQuestions CHAPTER 6: QUESTIONS AND ANSWERSAppendix1 ACCESSIBILITY STANDARDSAppendix2 NACUBO TAXONOMY OF FUNCTIONSAppendix3 NCES/CIP CODING FOR ACADEMIC DISCIPLINESAppendix4 ARCHITECTURAL FEATURES RELATED TO ROOM USEAppendix5 ROOM SUITABILITYAppendix6 ARCHITECTURAL DRAWINGS FOR BUILDING AREASd"[ÁùÄB R€E€ãø9 ›€‰‚‚‚ãù9 ›‰‚ãú9 ›‰‚ãºQÖꉂ‚ÿAppendix7 USING FACILITIES INVENTORY DATA FOR INTER-INSTITUTIONALDATA EXCHANGE AND REPORTING Data Exchange on Postsecondary Physical FacilitiesAppendix8 CHANGES IN ROOM USE STRUCTURE FROM 1973 MANUALAppendix9 CROSSWALK OF 1973 AND 1992 ROOM USE CATEGORIESGlossary GLOSSARY1•Ã*Å1·ÿÿÿÿÿÿÿÿ*ÅvÅüÇL%ùÄvÅ' €J€€€‚‚ÿLIST OF TABLES AND ILLUSTRATIONSÔ*Å}Ç3 4€©€€‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚ÿ TABLESTABLE 1: Summary of Functional CategoriesTABLE 2: Types of Building and Room InformationTABLE 3: Outline of Room Use Codes ILLUSTRATIONSFIGURESFIGURE 1: Conceptual Framework for Analyzing Building SpaceFIGURE 2: Room Coding for Architectural FeaturesDRAWINGSDRAWING 1: Gross AreaDRAWING 2: Assignable AreaDRAWING 3: Building Service AreaWvÅüÇ( €®€€‚‚‚‚‚‚ÿDRAWING 4: Circulation AreaDRAWING 5: Mechanical AreaDRAWING 6: Structural Area1}Ç-È1B ÿÿÿÿÿÿÿÿ-ȔȻg@üÇ”È' €€€€€‚‚ÿWORKING GROUP ON COLLEGE AND UNIVERSITY PHYSICAL FACILITIESØ-È–Ê* "€±€€‚‚‚‚‚‚‚ÿJ. Michael Mullen (Chair) Dennis JonesCouncil of Higher Education National Center for Higherfor Virginia Education Management SystemsHarlan D. Bareither Harvey H. KaiserUniversity of Illinois Syracuse University=”ÈÓÌ+ $€%€€‚‚‚‚‚‚‚‚ÿGary Bishop John KeltonUniversity of Nevada-Reno Davidson CollegeJoanne D. Cate Lucie LapovskyUniversity of California System Goucher CollegeRobert L. Clowers Charles S. LenthCouncil of Higher Education State Higher Education#ø–ÊöÎ+ $€ñ€€‚‚‚‚‚‚‚‚ÿfor Virginia Executive OfficersDenis J. Curry David D. McFaddenMGT of America North Carolina Higher Education Facilities CommissionKreon L. CyrosMassachusetts Institute of Joan Racki0ÓÌ2) €€€‚‚‚‚‚‚ÿTechnology Idaho State Board of EducationJohn A. Dunn, Jr. For National Center for EducationCenteröÎ2üÇ for Planning Information Statistics, Postsecondary EducationTufts University Statistics Division: Samuel S. Peng3 öÎe* "€€€‚‚‚‚‚‚‚ÿJames W. Firnberg Roslyn KorbHigher Education Consultant For National Science Foundation,Trudis Heinecke University & Colleges Study Group:University of California System James Hoehn Judith F. CoakleyV12»% €b€€‚‚‚ÿCarol S. HollinsJohn Tyler Community College1eì1 ÿÿÿÿÿÿÿÿì$ú8»$* $€€€€‚€‚ÿFOREWORD³ì×& €€€‚‚‚ÿNCES is pleased to release the 1992 Facilities Inventory and Classification Manual FICM). It is a major update of the types and uses of postsecondary institutions' physical facilities and re-establishes current and consistent definitions and classification codes to collect, report, and exchange comparable data on institutional facilities.At the outset of this effort, the only existing national standards for facilities data had been published by NCES in 1973 and thus were almost 20 years old. Because the planning for and use of facilities have evolved over that period of time, many states and individual institutions had devised, or were beginning to devise their own, unique classification structures and definitions. As a result, problems with comparing facilities information became increasingly severe and the need to undertake an update of the national standards became more and more critical.K&$" % €M€€‚‚ÿThis national effort was initiated by a small group of dedicated individuals, but quickly evolved into a collaborative and collegial activity that encompassed many individuals from diverse sectors of the postsecondary education community. These included not only the members of the Working Group on Postsecondary Physical Facilities who drafted several versions of the updated manual, but also the over 200 individuals from postsecondary education institutions and state higher education agencies who reviewed and commented on the several drafts.)×K & €€‚‹€‚ÿE"  & €?€€‚‚‚ÿNCES has a strong commitment to provide technical assistance and support to the education community to facilitate the collection, reporting, and use of high quality education data. This manual is one outcome of that commitment. In the future NCES hopes to support the development of additional manuals and to update them on more regular cycles.That the 1973 Facilities Inventory and Classification Manual was considered the standard to be followed for so many years and is the basis for the current manual testifies to the work of those individuals who conceived the original strategy for describing facilities in postsecondary institutions. We are confident that once the education community begins using this 1992 FICM, it will have the same lasting value and utility as its 1973 predecessor.jAK ú) €ƒ€€‚‚‚‚‚‚ÿPaul Planchon Roslyn A. KorbAssociate Commissioner Acting ChiefPostsecondary Education Statistics Cross Sectional StudiesDivision Branch1 +1ˆÿÿÿÿÿÿÿÿ+f‰M;úf' €(€€€‚‚ÿACKNOWLEDGMENTS ä+|D& €É €€‚‚‚ÿFrom its inception to completion, this project has reflected voluntary cooperation and genuine collaboration among f|Dúmany individuals and organizations. In several instances, the circumstances and extent of this involvement deserve specific acknowledgment.J. Michael Mullen of the State Council of Higher Education for Virginia, who became involved as a result of his participation on a higher education facilities panel at the annual forum of the Association for Institutional Research in 1989, subsequently chaired the working group assembled to revise and update the 1973 facilities manual. John A. Dunn, who was then president of the Society for College and University Planning (SCUP), organized a well-attended meeting at the close of the SCUP annual conference in mid-1989. His support and contributions have been steadfast throughout the project, including drafting several new chapters. Also in 1989, Charles S. Lenth of the State Higher Education Executive Officers (SHEEO) organization became involved as a reflection of state interest in encouraging greater comparability in facilities data. He assumed responsibility for organizing meetings,assembling materials, coordinating the field review, editing, and other aspects of the project.˜sfI% €ç€€‚‚ÿSHEEO assembled the Working Group on College and University Physical Facilities in late 1989, attempting to involve and draw on diverse perspectives, institutional and state needs, and individual expertise. Without the direct and substantive contributions of the working group, this project could not have been carried out. Several individuals took on primary responsibility for drafting chapters of the revised manual and incorporating field review comments; others participated in numerous meetings and contributed their experience and perspectives. Special acknowledgment should be given to the contributions of David D. McFadden, who chaired the subcommittee on room use codes; Kreon L. Cyros, who contributed the building definitions sections and chaired that subcommittee; Joanne D. Cate, who contributed to many sections of the manual and prepared a data exchange instrument; Joan Racki, who wrote the question and answer chapter; and Denis J. Curry, whose experience and advice helped to shape many parts of the manual. Robert L. Clowers and Adrienne Sack played essential roles in assembling and formatting the revised manual.¬‡|DÀK% €€€‚‚ÿThe working group met numerous times from late 1989 through 1991 to prepare drafts, review comments and attempt to forge a true consensus approach suitable for the collection and exchange of data on physical facilities. Acknowledgment must also be made for the effort and contributions by the many practitioners throughout the country who contributed comments, suggestions and ideas as part of the extensive field review of early drafts of this revised manual, and to the organizations and state higher education offices who helped to facilitate the field review. Their contributions were essential tothe consensus sought by the working group.É£I‰M& €G€€‚‚‚ÿIn many ways this project has been a new venture in joint federal, state, institutional, organizational and individual professional collaboration. All who have been involved have and can continue to benefit from such a process. The 1973 physical facilities data manual lasted, more or less intact, for nearly 20 years. All who were involved hope that this update of that manual will be equally useful and enduring.1ÀKºM13ÿÿÿÿÿÿÿÿºMíMµ 3 ‰MíM' €€€€‚‚ÿPREFACE]3ºMV* "€g€€€€‚ÿScratch the surface of any higher education facilities data system and you are more than likely to find "FICM," the 1973 Higher Education Facilities Inventory and Classification Manual 1 , Published by the National Center for Edcuation Statistics (NCES). The manual was developed by a group of facilities experts under a contract to the National Center for Higher Education Management Systems (NCHEMS) from the then Office of Education in the U.S. Department of Health, Education and WeíMV‰Mlfare (HEW). It evolved through several versions and was issued and used with the imprimatur of professional groups, state agencies and institutional associations. Last published by NCES in 1974, the manual has been widely used and adapted and, for the most part, has faithfully withstood the test of time and multiple purposes.-íMƒ„% €€€‚‚ÿFor at least a decade, however, practitioners in the field, facilities managers and policy makers have recognized the need to update and reissue the FICM manual. Building types and room uses have changed substantially, the nomenclature and technologies for data collection have been advanced, and the types of information needed have shifted. Many institutions, associations of cooperating institutions, and states have accommodated these changes through modifications or additions to the definitions and categories established by FICM. The result, of course, is detrimental to the comparability of data collected on higher education facilities, and has reduced the availability and usefulness of information to facilities managers, planners, policy makers and the public.G"Vʈ% €E€€‚‚ÿThis manual is intended to supersede the 1973 edition of FICM. As with the earlier manual, this revised and updated version provides a common framework and coding structure to be used in collecting and reporting inventory data on college and university "buildings," and on the space within those structures, primarily "rooms." Physical "facilities" is used as a more generic term to include other types of structures, real property and fixed assets, although "buildings" and "rooms" will typically be the two primary components of a facilities inventory system. The manual suggests to institutions a pattern for compiling essential data on their physical facilities and provides a set of common building definitions and room codes so that the reported data are reasonably consistent and comparable across institutions and states. The 1973 manual also provided the definitions used for the last federal survey of college and university facilities, which was part of the Higher Education General Information Survey (HEGIS IX) for the 1974-75 academic year.#ôƒ„íŠ/ ,€é€€‚€€‚‚‚‚‚ÿ1 Leonard C. Romney, Higher Education Facilities Inventory and Classification Manual, 1973, produced by the National Center for Higher Education Management Systems at WICHE under contract with the U.S. Department of Health, Education and Welfare. Washington, D.C.: U.S. Government Printing Office, 1974.Revisions, modifications and additions to the 1973 manual have been made in order to: 1. Account for changes in building structures and room uses that have occurred in the interveningÖʈïŒ, &€­€€‚‚‚‚‚‚‚‚‚ÿ years; 2. Reflect current practices and nomenclature in facilities inventory systems and postsecondary education; and 3. Make the manual as clear and easy to use as possible.Changes in these areas reflect the judgment of the working group that assembled this revised manual, as well as the many comments and suggestions made from the field.Users of the previous 1973 manual will need to note the following changes in this revised version:N%íŠ=) €K€€‚€‚‚ÿ.1. Title and ApplicationIn recognition of the diversity and proliferation of postsecondary education providers, the title has been changed and the intended application of this manual expanded to include all postsecondary institutions, schools, organizations and other data providers within the universe of the Integrated Postsecondary Education Data System (IPEDS) administered by the National Center for Education Statistics. Not all sections will be relevant to the facilities inventories of smaller schools, institutions and organizations.ÎïŒ^ÄG \€ €€‚€€‚‚‚€€‚€€€€€€‚ÿ.2. OrganizationSections have been rearranged to simplify the organization of the manual and to incorporate materials t=^ĉMhat were previously in appendices into the appropriate sections. Building data definitions and codes are now in Chapter 4, and the room use definitions and codes are in Chapter 5..3. Nomenclature and Program Classification StructuresThe 1973 manual used the NCHEMS' Program Classification Structure (PCS) to assign space to functional program areas (e.g., Instruction, Organized Research, Public Service, etc.) and the Taxonomy of Instructional Programs in Higher Education (the HEGIS discipline codes) to further classify some functional areas to standard academic discipline categories. The former codes were referred to as "programs" and the latter as "program categories." To help avoid the ambiguity in these similar terms, this revised manual refers to the first coding structure as function codes or functional categories. For functional coding, this revised manual recommends the structure of the National Association of College and University Business Officers (NACUBO) that is widely used for financial reporting. This structure is introduced in Chapter 2 and outlined in Appendix 2.î=}Ç1 0€Ý€€‚€€€€‚ÿFor coding space by the type of academic or instructional use, this revised manual uses the nomenclature academic discipline. Since the HEGIS academic discipline codes are no longer used by the National Center for Education Statistics (NCES), this manual recommends that institutions and states use a disciplinary or academic organization structure that is appropriate for their institution(s). For purposes of external reporting, it is further recommended that these academic discipline or organizational codes be capable of being crosswalked to the NCES Classification of Instructional Programs (CIP) at an appropriate level of detail. This academic program reporting structure is also introduced in Chapter 2 and is outlined in Appendix 3.tH^ÄñÉ, &€‘€€‚€€‚‚ÿ.4. Data ElementsThis revised manual suggests several new or additional data elements for buildings and rooms to reflect current data needs and uses. Chapter 2 divides these building and room data elements into recommended and optional categories, and provides technical definitions and explanations for these data fields. The categories are intended as guidelines for constructing an inventory system and for data exchange across institutions, without inhibiting institutions from collecting additional information or accommodating their information needs through other means.Î}ÇóË4 6€€€‚€€‚‚‚€€‚ÿ.5. Room Use CodesThe structure of the 1973 room use codes remains essentially intact in the updated Room Use Category Structure found in Chapter 5. Definitions have been clarified and codes added or combined when necessary to reflect new room categories or prevailing room use patterns. Appendix 8 provides an overview of major code changes, and Appendix 9 a crosswalk of the 1973 codes to the revised room codes..6. Condition Codes/Suitability CodesÇŽñɺÏ9 @€€€€€€€‚‚€€‚‚ÿThe codes used for the condition of space have been retained from the 1973 manual and are included in Chapter 4. Optional suitability codes (suitability of the room for its current uses), based on codes developed and used by the National Science Foundation (NSF), are provided in Appendix 5..7. Adaptation to Current PracticesThe previous manual was published at a time when many institutions collected and compiled facilities data using "paper" forms and hand calculations. Computerized systems were found mainly in larger institutions (or states) and relied on card entry to mainframe computer systems. This revised manual is intended to accommodate today's diverse data base management equipment and practices, including the use of microcomputers, minicomputers, mainframes or some combination of these systems. Institutions without a developed system should see Chapter 3, "How to Get Started."ÝóËÈ% €»€€‚‚ÿIt should be emphasized that, aºÏȉMs with the 1973 version, the title refers to facilities inventory, but the definitions and procedures pertain only to buildings and rooms. Other types of institutional facilities, such as playing fields, uncovered parking areas, and utility networks, are not included. It is recommended that institutions and states include these other types of facilities as well as land and capital equipment in their broader, fixed-asset inventory systems.—rºÏ_% €å€€‚‚ÿDuring the development of this document, the requirements of the Americans with Disabilities Act (P.L. 101-336) began to be implemented. It is clear that physical barriers within rooms or at entrances to buildings could limit access to programs and services housed within such locations. However, some aspects of the interpretation and implementation of this Act as applied to colleges and universities may remain unresolved for some time. The 1991 publication of the Association of Higher Education Facilities Officers, Removing the Barriers: Accessibility Guidelines and Specifications, by S.R. Colter, provides guidance on what information should be included in an institution's facilities inventory and accessibility reviews. Rather than attempting to establish a suggested coding structure, this manual identifies access to facilities and programs as a major issue and refers readers to the most recent federal and industry publications for detailed requirements, such as the Uniform Federal Accessibility Standards or the ADA Accessibility Guidelines developed by the Architectural and Transportation Barriers Compliance Board.20 È ' €€€‚‚‚‚ÿ2 Section 504 of the Rehabilitation Act of 1973 prohibits discrimination against individuals with disabilities in programs or activities that receive or benefit from financial assistance from the U.S. Government. In addition, Title II of the Americans with Disabilities Act (ADA) of 1990 prohibits discrimination on the basis of disability in state and local government programs.Currently, the Section 504 Regulation reference the Uniform Federal Accessibility Standards (UFAS), which provide accessibility standards for the disabled for existing facilities as well as new construction. Under Title II of the ADA, moreover, state and local government entities must comply with either UFAS or the ADA Accessibility Guidelines. An overview of the Section 504 program accessibility standards and the accessibility standards under ADA is provided in Appendix 1. More comprehensive standards are available from the Elementary and Secondary Education Policy Division of the Office of Civil Rights of the U.S. Department of Education.&_µ # €€€‚ÿ1 æ 1.!ÿÿÿÿÿÿÿÿ æ . 0‰Hµ . * $€<€€€‚€‚ÿCHAPTER 1 - INTRODUCTIONŸ{æ Í $ €÷€€‚ÿPostsecondary institutions typically serve multiple missions of instruction, research and many types of public service. In the past two decades, new and diverse roles and services have been added to these traditional missions, while more specialized postsecondary organizations and providers also have proliferated. To carry out these diverse missions, institutions use an array of resources including faculty, staff, library holdings and equipment to serve students and the public. These resources are housed within the institutions' physical facilities, a major component of the fixed or capital assets of postsecondary education.P(. )@( €Q€€‚‚‚‚‚ÿMany institutions and states regularly collect and use data about physical facilities. These activities are not, however, as universal as reporting on many other aspects of postsecondary education operationsand resources. As a result, data sharing and comparative statistics are limited.To help meet the needs for comparability across existing data systems, greater universality in data collection and additional sources of reliable statistics, this manual:.1. Provides practitioners in the field with a current and coÍ )@µ mmon framework of terms and@Í iE) €/ €€‚‚‚‚‚‚ÿ definitions around which to build their data systems on physical facilities;.2. Helps institutions not yet regularly compiling such data to establish an appropriate sys-tem; and.3. Assists the external sharing and reporting of facilities data in comparable formats and in forms useful to analysts and policy makers at the institutional, state and national levels.The responsibility to use and maintain its physical facilities in an effective and efficient manner rests with each postsecondary institution. It follows that the maintenance of data and information systems on physical facilities is primarily the responsibility of the individual institution. This means that the design of the system, the level of detail and the specific needs or issues to be addressed should be determined by the institution and its governing board. In exercising this responsibility, it is often advantageous to develop systems that are compatible with those of other institutions, and it is frequently required that selected data components be reported to other levels (system, state or national) or to the public. While these external uses of data require less detail than internal management, the various levels of data collection and reporting need to be related both conceptually and definitionally.̧)@5H% €O€€‚‚ÿThis manual provides the conceptual and definitional relationships for reporting on the major components of postsecondary physical facilities; namely, buildings and the use of space within those buildings. The manual facilitates the classification of the types of buildings and identifies detailed categories of room use through definitions, classification systems and codes that describe and quantify building areas. Information and analyses derived from the data are necessary for the effective management and use of existing facilities, in planning for future expansions or retirement of unnecessary facilities, and in budgeting for necessary maintenance and modification.a6iE–J+ $€m€€‚‚‚‚‚‚‚‚ÿBuildings play an important part in the delivery of educational services and other aspects of institutional missions. Good planning and management of college and university buildings are essential for many reasons, including:.1. The amount and suitability of building space directly affect the scope and quality of educational services provided..2. Buildings are the largest component of an institution's capital budget and require a significant portion of its annual operating revenues. Inappropriate facilities can increase the consumption of è5H¨L* "€Ñ€€‚‚‚‚‚‚‚ÿ scarce resources and reduce the resources available for direct program delivery..3. Acquisition of any capital asset represents a major commitment of current and projected financial resources. Decisions to construct or acquire new buildings represent major, long-term financial commitments and will affect program offerings for a significant period of time..4. Buildings are highly visible components of an institution. Architectural design, construction quality, 2–JÚN+ $€€€‚‚‚‚‚‚‚‚ÿ building usage, campus accessibility, and maintenance standards play a significant role in creating the environment in which education and scholarship are conducted and in shaping external perceptions of an institution.In addition, in terms of the day-to-day management of resources, building and room inventorysystems can be used for:.1. Scheduling and assigning space for program delivery and development;.2. Accounting for the use of space in calculating program costs or indirect cost rates;iA¨LOƒ( €ƒ€€‚‚‚‚‚ÿ.3. Planning construction, renovation and maintenance; and.4. Providing useful cross-institutional comparisons to help inform managerial and administrative decisions.Since the definitions, codes and procedures in this manual are limited to buildÚNOƒµ ings and the rooms within those buildings, the guidelines which are outlined are intended to be only part of a total facilities and capital assets inventory process or system. Institutions may find it useful to include other types of structures and fixed assets in their total facilities inventory systems. Additionally, the coding structures provided are not intended to define completely the requirements for institutional definitions, classifications or terminology. Institutions may need to add greater detail and specificity in order to make the procedures contained in this manual consistent with their own needs and purposes for a facilities inventory. In addition, the manual does not include procedures for utilization studies or for projecting future needs. Both are valuable additions at the institution and state levels.̧ÚN†% €O€€‚‚ÿThe chapters that follow define the key organizing principles, purposes, and components of a facilities inventory system. Chapter 2 discusses basic concepts and definitions recommended by this manual. Chapter 3 provides some guidance for starting such a system, particularly for institutions not yet engaged in this type of reporting and analysis. Chapter 4 integrates the primary concepts related to building definitions, measurements and data elements. Chapter 5 contains the materials relevant to room use definitions, including the extensive room use coding structure. Chapter 6 provides a list of commonly asked questions and answers arising from the use of this manual.ïÊOƒ ‰% €•€€‚‚ÿThe appendices that follow provide greater detail on the coding structures, discuss optional data elements related to architectural features and room suitability, and provide crosswalks and overviews of coding changes contained in this revised manual. Appendix 7 discusses using facilities inventory data for multi-institutional data exchange and reporting, and provides a sample format for this purpose. The glossary serves as an index in providing location references for the definitions of basic inventory terms and components. In addition, the glossary provides brief definitions for generic facilities terms and other data elements as well as explanations of acronyms and abbreviations used in the manual.&†0‰# €€€‚ÿ3 ‰c‰1Ð6ÿÿÿÿÿÿÿÿ c‰ĉ"JS6a40‰ĉ- *€h€€€€‚€‚ÿ CHAPTER 2 - BASIC PRINCIPLES, AND COMPONENTSßc‰É‹& €¿€€‚‚‚ÿThis chapter provides an overview of the central concepts and components of a facilities inventory and classification system. It is intended as an introduction to the use of this manual and as an aid to understanding how the key components fit together. Additional explanatory detail, technical definitions, and procedures are provided in subsequent chapters and the appendices.The central concepts and components outlined in the following sections of this chapter include: âªĉ«Ž8 >€U€€‚‚‚‚‚‚€€‚€‚€‚ÿ.1. basic principles underlying the structure and uses of this manual;.2. the building inventory components and measurement terms;.3. the principles and coding structures for the room (or space) inventory; and.4. the data elements (or types of information) appropriate to buildings and rooms within the data system.Basic PrinciplesThis Manual Is Designed Primarily For Institutional Use. A comprehensive, reliable and up-to-date facilities inventory is an important tool for the planning and management of an institution of higher education or other postsecondary facility. Accordingly, this manual is written primarily for use at the institution or campus level.ۨɋ’Â3 4€Q€€‚€€‚‚€€‚ÿFacilities Inventory Data Should Be Capable of Uniform Aggregation For External Use. Facilities information is also important for interinstitutional comparison, for planning and management of public systems of higher education, and for development of national policy. The information ga«Ž’Â0‰thered in the inventory should be structured to make valid comparisons and summaries possible.Facilities Inventory Systems Contain Data About Buildings and About Rooms Within Buildings. A facilities inventory may incorporate data about many types of structures and physical assets, the most important of which relate to buildings and rooms. Building information includes such items as gross area, assignable area, and replacement cost. Room information includes such items as room area, room use, and number of stations. Recommended and optional data elements for both buildings and rooms are defined in subsequent sections of this chapter.H«ŽÚÆ3 4€+€€‚€€‚‚€€‚ÿEach Building And Room Needs A Unique Identifier. The initial step in a facilities inventory is to assign each building and room a unique code to identify a "record" or set of data fields within the inventory. These identifiers are then used to link rooms to buildings, and to link the facilities inventory records to other institutional information such as plant asset records, the registrar's course schedule, and equipment inventories.Each Building And Room Record Has Several "Fields" Of Data. Each building or room has a separate "field" for each type or element of information. For a given room, its identifying code or room number, room use category, functional assignment, and area are essential types of data. Other items such as the number of occupants it can accommodate, architectural features and suitability for specific uses also may be important. Each of these pieces of information is recorded in a separate field within the room record. Merging of different kinds of information into a single field should be avoided.ê’ÂïÈ+ $€Õ€€‚€€‚ÿThis Manual Provides Basic Coding Structures To Which Institutions Can Add. The manual outlines a set of definitions and codes that is as simple as possible while still covering the range of important building and room information. Most interinstitutional comparisons, system reports and national surveys can be satisfactorily derived from this structure. Institutions should build from this conceptual framework to enhance the inventory's usefulness for individual campus management.ѬÚÆÀË% €Y€€‚‚ÿInstitutions may wish to add additional detail to the coding structures. For example, a college or university might add sub-codes to the general category of Laboratory Service Rooms to keep track of cold rooms, hot rooms, darkrooms, laboratory stockrooms and the like. Some institutions may wish to differentiate between classrooms assigned to individual departments and those centrally controlled by the registrar or dean's office. Others may wish to identify study rooms or labs with specialized equipment for mediated instruction or study. This may be done with suffixes or by creating subsidiary codes that can be aggregated to Laboratory Service Rooms for external reporting.3ïÈ - (€ €€‚‚‚€€‚ÿAnother way institutions can build on the basic inventory is to add fields to record other kinds of data. The manual identifies a basic or "recommended" set of data elements or fields, and also identifies a number of optional elements that would be useful for many institutions. These are defined later in this chapter. Institutions may also add their own data fields to respond to local campus needs or require- ments.Some Data Elements Are Important For Campus Use But Are of Limited Use In Multi-Institutional Summaries. The list of data elements includes some items that are important for campus use but lose their meaning in interinstitutional, state or national summaries. For instance, identifiers such as names for particular buildings and rooms are essential for campus use, but not in a state summary. Similarly, organizational unit identifiers (e.g., departments) are important on a particular campus but become less meaningful when summarized across institutions because of different organizational structures.ÀË 0‰D ÀËP9 @€€€‚€€‚€‚€€€‚ÿConcepts And Components Of A Building InventoryDefinition of "Building." A "building" is defined as a roofed structure for permanent or temporary shelter of persons, animals, plants, materials, or equipment. The building inventory may encompass many different types of structures, including marine and space structures (whether staffed or not); research vessels; aquarium structures; and trailers that are not on wheels and are used for offices, residences, or storage. (See technical definitions in Chapter 4.)î l. *€Ý€€‚€€€‚ÿBuildings to be Included. The inventory should include buildings that are under the jurisdiction or control of the institution's governing board, regardless of their location. Where the institution occupies space in buildings not owned by the institution or that is shared with other tenants, include in the inventory only that portion of the building leased or controlled by the institution and its prorata share of gross, assignable area and nonassignable area (see definitions below).¦uP1 0€ë€€‚€€‚‚‚‚‚‚‚ÿInstitutions will normally exclude various minor structures from their inventory based on various criteria. As guidelines, separate, minor structures should be included in the inventory if all of the following criteria are met:.1. They are attached to a foundation;.2. They are roofed;.3. They are serviced by a utility, exclusive of lighting; and.4. They are a source of significant maintenance and repair activities.Following these guidelines, an example of a minor structure to be included in a building inventory is a traffic control or information booth, roofed, attached to a concrete pad, with lights and at least one other utility service, and on a regular maintenance schedule. An example of a separate structure not meeting the above criteria is a bus shelter, which is roofed and attached to the concrete sidewalk, but which has only lights as a utility service.ïl1 0 .€ß€€‚‚‚€€€‚ÿInstitutions may choose to include parking structures and field buildings that do not meet all of the above criteria in their inventories because of requirements to manage and maintain such facilities. The inclusion of such facilities permits the space to be assignable to specific functions, disciplines, and organizational units. Additional clarification and examples are provided in Chapter 4.Buildings to be Excluded. The following types of buildings should not be in the inventory.Äõ5 8€ €€‚‚‚‚‚‚‚‚€€€‚ÿ.1. Investment properties that are buildings used only for revenue generation and not for institutional purposes..2. Hospitals not owned by the institution, except for any space in the hospital leased or controlled by the institution..3. Public schools not owned by the institution, but used for practice teaching..4. Federal contract research centers identified by the Federal Office of Management and Budget (OMB).Other Plant Assets. For management purposes, institutions are encouraged to inventory all physical plant assets. Examples of such assets not encompassed in the definition of a "building" include: uncovered swimming pools, athletic tracks, bleachers and additional playing fields that otherwise do not qualify as gross area. Institutions are also encouraged to itemize the infrastructure components. Examples include utility distribution systems (heating, cooling, power, water, and waste disposal) and support facilities which provide access or safety related services (roads, campus lighting, etc.). Additionally, institutions may wish to maintain inventory data on land holdings, capital equipment, and movable equipment.])1 ^B4 6€S€€‚€€‚‚‚€€‚ÿBuilding Measurement TermsIn a building inventory, it is important to be able to determine the amount of space that can be assigned to people or programs. However, buildings necessarily contain other types of sõ^B0‰pace as well. Technical definitions and examples of types of space are given in Chapter 4.The amount of space that can be used for programs is known as the Assignable Area.3 The Assignable Area of a room is the area measured within the interior walls of the room. Total Assignable Area of a building or in an inventory is the sum of the space allocated to the ten major room use categories: classrooms, laboratories, offices, study areas, special use space, general use areas, support rooms, health care, residential, and unclassified space. These categories are further identified below.Cûõ¡EH ^€÷€€‚€€‚‚€€€€€€€€€‚ÿAssignable Area = Sum of the Ten Major Room Use Categories of Assignable SpaceThere are various kinds of other spaces within a building that are essential but which are not assigned directly to support programs. Building Service Area is the sum of all areas of a building used to support its cleaning and public hygiene functions. Circulation Area is the sum of all areas required for physical access to floors or subdivisions of space within the building, whether directly bounded by partitions or not. Mechanical Area is that area of a building designed to house mechanical equipment and utility services, and shaft areas. The sum of Building Service Area, Circulation Area, and Mechanical Area is known as the Nonassignable Area of a building.9ê^BÚGO l€Õ€€‚€€‚‚€€€‚‚€€‚‚€€€€€‚ÿNonassignable Area = Building Service + Circulation + Mechanical AreasThe aggregate interior area of a building, known as the Net Usable Area, is the sum of Assignable Area and Nonassignable Area.Net Usable Area = Assignable Area + Nonassignable AreaIt is also important to know that the Gross Area of a building is the floor area of a structure within the outside faces of the exterior walls. This value is either physically measured or scaled from as-built drawings."í¡EüI5 8€Û€€‚‚‚€€‚‚€€‚ÿ3 This is also conventionally referred to as Net Assignable Area or Net Assignable Square Feet (NASF).The difference between the exterior or Gross Area and the interior or Net Usable Area is the Structural Area, the floor area upon which the exterior and interior walls sit and the unusable areas in attics and basements. Structural area may be calculated as the difference between the net usable area and the gross area of a building.Structural Area = Gross Area - Net Usable Area&ÚG"J# €€€‚ÿ4üIVJ1Ë<ÿÿÿÿÿÿÿÿ VJÈJCS6ArD"JÈJ. ,€ˆ€€‚€€‚€‚ÿCHAPTER 2 - PRINCIPLES FOR ROOM INVENTORY AND CLASSIFICATION ùVJèL' €ó€€‚‚‚‚ÿBuildings typically contain numerous rooms used for a variety of purposes. Most of the detailed data on how space is used, by whom, for what purposes, and other important variables are linked to the inventory of rooms (or Assignable Space). This manual follows three well-established principles for this room or space inventory..1. All assignable space should be allocated to one of ten standard room-use categories intended to encompass all postsecondary activities requiring assignable space.k;ÈJ_€0 .€w€€‚‚‚‚‚‚€€‚ÿ.2. In most instances, rooms will be coded to one of these categories based on primary use..3. Additional coding structures may be used to derive other important statistics across all assignable space.These principles of a room inventory are examined below.Room Use Categories. All assignable space should be classified into one of the ten major use categories listed below. Each of these broad categories encompasses several sub-categories of more specialized uses (e.g., different types of laboratories). Coding of rooms is normally done at the level of subcategories and, as necessary, aggregated to the more general categories. The numerical codes along with the detailed technical definitions, descriptions, and limitations fèL_€"Jor each category and standard subcategory of room uses are provided in Chapter 5."êèL‚8 >€Õ€€‚€‚‚€€‚‚€€‚ÿAll assignable space should be classified according to the following ten major use categories.100 Classrooms General purpose classrooms, lecture halls, recitation rooms, seminar rooms, and other rooms used primarily for scheduled nonlaboratory in-struction. 200 Laboratory Facilities Rooms characterized by special purpose equipment or a specific configuration that ties instructional or research activities to a particular discipline or a closely related group of disciplines.y>_€ú„; D€}€€‚€€‚‚€€‚‚€€‚ÿ300 Office Facilities Offices and conference rooms specifically assigned to each of the various academic, administrative, and service functions.400 Study Facilities Study rooms, stacks, open-stack reading rooms, and library processing rooms.500 Special Use Facilities Military training rooms, athletic and physical education spaces, media production rooms, clinics, demonstration areas, field buildings, animal quarters, greenhouses and other room categories which are sufficiently specialized in their primary activity or function to merit a unique room code.8‚2‡3 4€ €€‚€€‚‚€€‚ÿ600 General Use Facilities Assembly rooms, exhibition space, food facilities, lounges, merchandising facilities, recreational facilities, meeting rooms, child and adult care rooms and other facilities that are characterized by a broader availability to faculty, students, staff or the public than are special use areas.700 Support Facilities Computing facilities, shops, central storage areas, vehicle storage areas and central service space that provide centralized support for the activi-ties of a campus.Vú„ˆ‰F Z€!€€‚€€‚‚€€‚‚€€‚‚€€€‚ÿ800 Health Care Facilities Facilities used to provide patient care (human and animal).900 Residential Facilities Housing facilities for students, faculty, staff and visitors to the campus.000 Unclassified Facilities Inactive or unfinished areas, or areas in the process of conversion.Room Use Codes Are Assigned Based On Primary Use. Most rooms in an institution fall readily into one room use code. In some cases, however, individual rooms or groups of rooms have multiple uses (e.g., office and art studio).è2‡—Œ' €Ñ€€‚‚‚‚ÿIf a room inventory system uses only a single code to indicate room use, the coding should be based on the primary use of the space. Thus, a room that is a laboratory by appearance or design but is currently being used primarily as a classroom is coded as a classroom rather than as a laboratory. As another example, a room equipped and used principally for research, but which also includes some occasionally used office space, should be coded as a laboratory facility.Where multiple room use codes can be accommodated in the database, a system to prorate space may be used (see below). Primary use or proration also applies to the assignment of rooms to organizational units, functional areas, or academic discipline as discussed below.ðˆ‰‡. *€…€€‚€€€‚ÿSpace May be Prorated by Institutions. It is recommended that a room's use, function, and organiza- tional unit normally be coded on the basis of a single, primary classification. Where a room serves several purposes or users, however, the institution may choose to prorate and allocate the square footage between two or more room uses, functions, organizational units, etc. For institutions with major sponsored research activities, proration of multiple use rooms may be necessary to identify accurately how each room is used. Proration can be done either on the basis of relative time expended on each activity or on the basis of the proportion of the area in the room dedicated to each activity.õ—Œ­Á% €ë€€‚‚ÿThere are numerous approaches to proration. One method is to prorate from floor pl‡­Á"Jans by the insertion of "phantom walls," indicated by dashed lines or other artificial boundaries on floor plans to separate adjacent uses or assignments. The use of phantom walls requires that each part of the room be given a unique room identifier, which can be accomplished by adding an additional digit or character to the existing room identifier. For example, Room 210, which is used as a storage room by bothj:‡Å0 .€u€€‚‚‚€€€‚ÿBiology and Chemistry could be identified as Room 210A and Room 210B, and the prorata organizational assignment and share of space can be identified with each. Another method is to apply percentage figures to each use, function, etc. being prorated. Whatever method is used, the resulting information should be capable of summarization into standard room use codes and related categories for external reports, utilization studies, and institutional planning.Service Codes Are Used For Associated Support Rooms. Many major room categories have minor supporting rooms associated with them. For example, an office may have a supply room or a labora- tory may have a stock room. These supporting rooms are coded as service rooms, and their room use will follow the coding of the major rooms to which they provide service.¦y­Á½Ê- (€ó €€‚‚‚€€‚ÿIt is important to maintain the integrity of the concept of service codes in order to reduce the hundreds of support room use types to a small set of service codes. As described in Chapter 5, the use of a code ending in "5" to represent service space for a primary activity area, which has a corresponding code ending in "0" (e.g., 315 serves 310), adds power and flexibility to the room use classifications.Actual Use Should Be Determined Prior To Coding. An accurate determination of the actual use of a room and its contained equipment should be made prior to coding. A room's actual use must meet the stated definition before an accurate coding can be made. For example, as outlined in Chapter 5, a "learning laboratory" may be either a 220-Open Laboratory or 410-Study Room, depending on whether the room contains discipline-restrictive equipment or configuration, as stated in the introduc-tion to the 200 (Laboratory Facilities) series. If the learning laboratory contains microcomputer stations, for example, the machines must be restricted by installed software or accessory devices to a particular discipline or discipline group before the room can qualify as a laboratory. If the machines are configured for general use by students in a variety of course subjects, the microcomputers become synonymous with books as basic study tools and the 410-Study Room code is more appropriate.ʟŇÏ+ $€? €€‚€€‚ÿCoding for Organizational Unit, Discipline, or Program. Information and coding schemes to identify the organizational unit, discipline or program to which a room (or space) is assigned are institution specific; that is, they are based on the institutionally-determined names or conventions to identify the organizational unit (school, department, division, etc.) to which the room is assigned at the time of the inventory. Since these organizational structures and names vary across institutions, these data are not useful for interinstitutional comparisons or reporting. To overcome this lack of comparability, the 1973 FICM manual recommended the use of the HEGIS Taxonomy of Disciplines. This taxonomy has not been updated since 1970 and is no longer used by the National Center for Educational Statistics, although it continues to be used by many institutions and states for data collection, usually with some local adaptations or modifications to meet changing disciplinary areas and nomenclature. Other users have adopted the NCES Classification of Instructional Programs (CIP) or some local or state adaptation of these coding structures for academic fields or programs.óνʆ% €€€‚‚ÿFor external reporting and interinstitutional use of facilities inventory data, th‡Ï†"Jis updated manual recommends that the academic discipline coding scheme adopted by an institution be consistent with or capable of being "crosswalked" to the categories defined by the NCES Classification of Instructional Programs, as used for standard federal reporting. Appendix 3 provides the current Classification of Instructional Programs at the two-digit level. This crosswalk to standard instructional programs is applicable only for space assigned to appropriate academic functions (e.g., instruction, research, academic support) and not for nonacademic functional categories (e.g., student services, institutional support).]/‡Ïã. *€_€€‚€€€‚ÿUse of Standard Functional Codes. In addition to Room Use Categories and organizational unit assignment, facilities inventory systems commonly contain a set of categories or codes to allocate space across functional areas (e.g., instruction, research, public service, academic support). This is used primarily to link space allocations to financial data or to institutional missions (e.g., the proportion of space used for public service) or to analyze and compare space allocations across institutions according to commonly used functional categories. Ô†ð9 @€©€€‚€€‚‚€€€€‚ÿThe taxonomy of functions recommended for this purpose, outlined in Table 1, is adapted from standard financial reporting categories. Appendix 2 provides the definitions for these categories as adapted from standard NACUBO financial reporting guidelines. Coding for function requires identifi- cation of the primary (or prorated) functional use of each room.Some Kinds Of Rooms Can Have Many "Stations." The concept of stations is an important one for classrooms, laboratories and other similar space, since it can help determine the number of occupants the room is designed to accommodate. This information is vital for comparing designed capacity to actual utilization, or in assigning or scheduling the space.Àã° 0 .€!€€‚€€€‚‚‚ÿDistinctive Architectural Features Can Be Noted. An optional data element with specific codes may be used to identify unique architectural characteristics or special utility services. This information is used in scheduling and maintenance planning. This is also important in understanding cost differences in initial construction, renovations, repairs, and operations.While this coding can usually be determined from up-to-date drawings or the general knowledge of the physical plant staff, these characteristics may be difficult to identify from original designs or original as-built drawings and may require actual inspection of some facilities.ÓðÁ > J€§€€‚€€‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚ÿTABLE 1: Summary of Functional Categories 41 Instruction 1.1 General Academic Instruction 1.2 Vocational/Technical Instruction 1.3 Special Session Instruction 1.4 Community Education1.5 Preparatory/Remedial Instruction2 Research 2.1 Institutes and Research Centers 2.2 Individual and Project Research 3 Public Service 3.1 Community Services 3.2 Cooperative Extension Services 3.3 Public Broadcasting Services 4 Academic Support 4.1 Libraries Ü° Ò5 8€¹€€‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚ÿ4.2 Museums and Galleries4.3 Educational Media Services 4.4 Academic Computing Services 4.5 Ancillary Support 4.6 Academic Administration 4.7 Academic Personnel Development 4.8 Course and Curriculum Development 5 Student Services5.1 Student Services Administration5.2 Social and Cultural Development5.3 Counseling and Career Guidance5.4 Financial Aid Administration5.5 Student Admissions5.6 Student Records5.7 Student Health Services6 Institutional Support ÔÁ ç@5 8€©€€‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚‚ÿ 6.1 Executive Management 6.2 Fiscal Operations 6.3 General Administrative and Logistical Services 6.4 Administrative Computing Services6.5 Public Relations/Development7 Operation and Maintenance of Plant 7.1 Physical Plant Administration 7Òç@"J.2 Building Maintenance 7.3 Custodial Services 7.4 Utilities 7.5 Landscape and Grounds 7.6 Major Repairs and Renovations8 Scholarships and Fellowships (Not used in Facilities Inventory)9 Auxiliary Enterprises ×ÒðB2 2€¯€€‚‚‚‚‚‚‚‚€€‚ÿ 9.1 Auxiliary Enterprises-Student 9.2 Auxiliary Enterprises-Faculty/Staff 9.3 Intercollegiate Athletics10 Independent Operations11 Hospitals* This taxonomy is adapted from the Financial Accounting and Reporting Manual for Higher Education by NACUBO. For facilities inventory systems, the financial area of Scholarships and Fellowships has been dropped, and categories for Independent Operations and Hospitals have been added. See Appendix 2 for definitions.&ç@C# €€€‚ÿ4ðBJC1yGÿÿÿÿÿÿÿÿ JC¶CHS6Bl>C¶C. ,€|€€‚€€‚€‚ÿCHAPTER 2 - OUTLINE OF BUILDING AND ROOM DATA ELEMENTS‰cJC?F& €Ç€€‚‚‚ÿTable 2 lists the recommended and optional items of information for each building and room in an inventory. These data elements are briefly outlined in this chapter. The technical definitions and coding structures are provided in Chapter 4 for buildings and Chapter 5 for rooms.This list is intended to indicate and provide guidance on which data elements are generally viewed as ost important and useful for institutional management or external reporting. Neither category should be viewed as prescriptive, and institutions typically vary in which data elements are included in their facilities inventory.ضCYHB R€±€€‚€€‚€€‚€€€€‚‚‚‚ÿTABLE 2: Types of Building and Room InformationBuilding InformationRecommended Data Elements Optional Data ElementsInstitutional Identifier Location or Street Address Mailing Address (Number, Street, City, St, Zip)Campus Identifier Official (Building) Name,?F…J) €€€‚‚‚‚‚‚ÿCampus/Site Identifier Local (Building) NameBuilding Identifier Number of FloorsOwnership Status Type of ConstructionEstimated Replacement Cost Landmark StatusYear of Construction Original Building CostYear of Beneficial Occupancy Cost of Latest Major Renovationá­YHfM4 6€[€€‚‚‚‚‚€‚€‚€‚ÿYear of Latest Major Renovation Fixed EquipmentDisabled Access to Building Building Service AreaBuilding Condition Circulation AreaGross Area Mechanical AreaAssignable Area Structural AreaRecommended Building Data ElementsInstitutional Identifier (BINSTIDN/C-10) A code (such as the FICE code or IPEDS Unit-ID) that identifies the institution; may be used for reporting as part of a multi-institutional (comparative, state, or national) reporting effort.ˆM…J €; D€›€€‚€€‚‚€€‚‚€€‚ÿCampus Identifier (BCAMPUS/C-10) A code assigned by the institution to identify the unique physical description of the campus where the building is located (e.g., "Main" or "West" campus.)Building Identifier (BBLDABR/C-6) A unique identifier assigned by the institution to the specific building (a unique building name or a code consisting of numbers or letters).Ownership Status (BOWNER/C-2) The agency with which the ownership of the building resides (also may include data on the conditions of ownership, terms of a lease, etc.). Suggested codes are provided in Chapter 4.fM €C=úfMI‚C T€õ€€‚€€‚‚€€‚‚€€‚‚€€‚ÿEstimated Replacement Cost (BRCN/N-8) Estimated building replacement cost at time of inventory.Year of Construction (BYRBLT/D-8) The year the construction of the building was completed (year built).Year of Beneficial Occupancy (BOCCUYR/D-8) The year the institution occupied the building.Year of Latest Major Renovation (BRENOYR/D-8) The year of the most recent renovation that cost 25% or more of the estimated replacement cost of the building and significantly extended its useful life.ì €`†+ $€Ù€€‚€€‚ÿDisabled Access to Building (BADACMP/C-10)(Y-yes/ N-no + Desc) Indication that there are no exterior site or architectural barriers to access to the building by a mobility-impaired person. Access to Building means the ability to physically approach and enter the building without assistance; floor accessibility is noted by the room accessibility data element. Requirements of the 1990 Americans with Disability Act (P.L 101-336) specify that new facilities and renovated buildings must provide "a high degree of convenient access," if first occupancy is after January 26, 1993 or alterations were begun after January 26, 1992. Disabled students, employees, and the general public must be able to get to, enter, and use the institution's facilities. Compliance should be measured using the Uniform Federal Accessibility Standards or the ADA Accessibility Standards, developed by the Architectural and Transportation Barriers Compliance Board. A summary of these standards is provided in Appendix 1. íI‚€ˆ3 4€Û€€‚€€‚‚€€‚ÿSee also the definitions for Disabled Access to Room provided below and the comprehensive regulations and definitions under the 1990 Americans with Disabilities Act (ADA). For example, see S.R. Colter, Removing the Barriers: Accessibility Guidelines and Specifications, Association of Higher Education Facilities Officers, Alexandria, VA, 1991.Building Condition (BPHYCND/C-1) The physical status of the building at the time of the inventory. (See suggested categories in Chapter 4.)¶y`†6‹= H€ó€€‚€€‚‚€€‚‚‚€‚€‚ÿGross Area (BGFA/N-7) The total floor area of the structure within the outside faces of the exterior walls.Assignable Area (BNASF/N-7) The sum of all areas on all floors of a building assigned to, or available for assignment to, an occupant or use, excluding spaces defined as building service, circulation, mechanical, and structural areas. This is also referred to as Net Assignable Square Feet (NASF).Optional Building Data ElementsSite Identifier (BCAMPSITE/C-10) A code assigned by the institution to identify the unique physical description of the campus site where the building is located (e.g., "Main/Towers.)4倈jO l€Ë€€‚€€‚€‚‚‚‚‚€‚€€‚‚€€‚‚€‚€‚ÿLocation or Street Address The specific location at which structure can be found (mailing address). (BSTRADR1/C-20) (BSTRADR2/C-20) (BADRCTY/C-20) (BADRST/C-2) (BADRZIP/C-10)Building Name (BNAME/C-50) The official name given to the building.Local Name (BLOCNME/C-20) The local name commonly given to the building.Number of Floors (BFLR/N-3) The number of floors in the structure, including basements, attics, and roof-top structures that have assignable area.6û6‹ ; D€÷€€‚€€‚€‚€‚‚€€‚ÿType of Construction (BCNSTYP/C-10)(Code + Desc) A code assigned by the institution to indicate the type of construction used in the building.Landmark Status (BLNDMRK/C-10)(Code + Desc) Indication that the building is listed on the National Register of Historic Buildings or on some other official listing that limits the character of changes that can be made in the building's use or appearance.Original Building Cost (BORGCOST/N-8) The total original cost of the building to the institution.<jèÁ; D€€€‚€€‚‚€€‚‚€€‚ÿCost of Latest Major Renovation (B èÁCRENOCOST/N-8) The dollar value of the latest renovation that cost in excess of 25% of the estimated replacement cost of the structure and that significantly extended its useful life.Fixed Equipment (BFIXEQP/C-10) Information assigned by the institution to indicate the presence of special fixed equipment such as chillers or elevators.Building Service Area (BSVCAREA/N-7) The sum of all areas of a building used to support its cleaning and public hygiene functions.‰K qÄ> J€—€€‚€€‚‚€€‚‚€€€‚ÿCirculation Area (BCIRAREA/N-7) The sum of all areas required for physical access to some subdivision of space within the building, whether directly bounded by partitions or not.Mechanical Area (BMECAREA/N-7) The portion of the gross area of a building designed to house mechanical equipment, utility services, and shaft areas.Structural Area (BSTRAREA/N-7) may also be included as an element, is a non-measured area calculated as the difference between gross area and the sum of assignable and nonassignable space. (See Chapter 4 definitions of building area components.)6ëèÁ§ÆK d€×€€‚€€‚‚€€‚‚‚€€‚€€€€‚‚‚ÿResidential Area (BRSDSF/N-7) The portion of the gross area of a building designed to house residents.Non-Residential Area (BNONRSDSF/N-7) The portion of the gross area of a building designed to house non-residents.Room InformationRecommended Data Elements Optional Data ElementsInstitutional Identifier Local Room NameBuilding Identifier SuitabilityŠRqÄ1Ê8 >€¥€€‚‚‚‚‚‚‚‚‚€‚€‚€‚ÿUnique Space or Room Identifier Room Architectural FeaturesOrganizational Unit Room Fixed EquipmentAssignable Area Room Moveable EquipmentRoom Use CategoryAcademic DisciplineFunctional UseNumber of StationsDisabled Access to RoomRecommended Room Data ElementsSome items listed below are institutionally-defined data elements (e.g., building identifier and organizational unit) that are unique to the institution and not intended for external reporting. For other items (e.g., room use and functional categories), standard coding structures included in this manual are intended both to serve institu-tional data systems and to provide comparability in the data for interinstitutional use and external reporting.ûº§Æ,ÍA P€u€€‚€€‚‚€€‚‚€€€€‚ÿInstitutional Identifier (PINSTIDN/C-10) A code or other means to indicate the campus or site of the building where the room is located. For use when institutional room data are reported as part of a larger multi-campus system or statewide reporting effort.Building Identifier (PBLDABR/C-6) The unique identifier determined by the institution for the building where the room is located. May be a unique name, number, letter, or combination of these.Unique Space or Room Identifier (PPSIKEY/C-14) A code assigned by the institution to identify the specific room. This code should incorporate the floor number. Cetechnology standard incorporates the (PBLDABR + PP + PFR +PRM +PS +PL).#ð1ÊOÏ3 4€á€€‚€€‚‚€€‚ÿOrganizational Unit Code (PACCTNO/C-10) An institutionally-determined code to identify the organizational unit to which the room is assigned at the time of inventory (e.g., school, department, division, etc.).Assignable Area (PNASQFT/N-6) The assignable floor area of the room, measured in assignable square feet or meters. This is the total floor area of the room available to the assigned occupant or use. If the space is prorated, assignable area should be proportionately allocated.p=,ÍË3 4€{€€‚€€‚‚€€‚ÿRoom Use Category (PSPTY/C-4) Code indicating the classification of a room based on primary use or activity which occurs iOÏËCn the room at the time of the inventory. May be either a room use name or a numerical code or both. The standard classifications of room use and their definitions are outlined earlier in this section, and they are defined in detail in Chapter 5.CIP Academic Discipline Code (PCIPCDE/C-7) Identifies the academic unit field, discipline, or program area the room is assigned for space assignable to instruction, research, and academic support.ÞOÏÜ3 4€½€€‚€€‚‚€€‚ÿNACUBO Functional Use Code (PCTGCDE/C-4) Identifies the function of space assigned to academic and support functions. (See Appendix 2 for codes.)Number of Stations (PNOST/N-4) Identifies the capacity of the room for selected room use categories where information about capacity (number of workstations, seats, or beds, for example) is useful in assigning or scheduling the space. The room use codes for which this information is useful includes: Classroom, Class Laboratory, Open Laboratory, Research/Nonclass Laboratory, Conference Room, Study Room, Open-Stack Study Room, Athletic Facility Spectator Seating, Assembly, Food Facility, Meeting Room, Patient Bedroom, Staff On-Call Facility, and Sleep/Study. (See Chapter 5.)$ùË+ $€ó€€‚€€‚ÿDisabled Access to Room (PADACMP/C-10)(Y-yes/ N-no + Desc) Indicates whether the room is barrier-free for its assigned use, normally through a simple notation for accessibility. This indicates that the room can be approached, entered, and used, without assistance, by a mobility-impaired person. Floor accessibility is, therefore, indicated by this notation at the room level. If the site and the building are not accessible, no notations of disabled access to rooms in that building should be made.!äÜ! = H€É€€‚‚€‚€‚€‚€‚‚€€‚ÿOptional Room Data ElementsCampus Identifier (PCAMPUS/C-10) A code assigned by the institution to identify the unique physical description of the campus where the building is located (e.g., "Main" or "West" campus.)Site Identifier (PCAMPSITE/C-10) A code assigned by the institution to identify the unique physical description of the campus site where the building is located (e.g., "Main/Towers.)Building Name (PBLDGNAME/C-50) The official name given to the building.Õ) 3 4€«€€‚€€‚‚€€‚ÿLocal Room Name (PSPACENAME/C-25) The name commonly given to the room, such as the "Anderson Hydro Lab," or the "Multi-discipline Teaching Laboratory." This is the locally used name for the room rather than the name of the room use category.Organizational Unit Description (PACCTDESC/C-50) An institutionally-determined name to identify the organizational unit to which the room is assigned at the time of inventory (e.g., school, department, division, etc.).‘^! º 3 4€½€€‚€€‚‚€€‚ÿRoom Use Category Description (PSPACEDESC/C-50) Description indicating the classification of a room based on primary use or activity which occurs in the room at the time of the inventory. May be either a room use name or a numerical code or both. The standard classifications of room use and their definitions are outlined earlier in this section, and they are defined in detail in Chapter 5.CIP Academic Discipline Discription (PCIPDSC/C-50) Identifies the academic unit field, discipline, or program area the room is assigned for space assignable to instruction, research, and academic support.wD) =@3 4€‰€€‚€€‚‚€€‚ÿNACUBO Functional Use Discription (PCTGDSC/C-50) Identifies the function of space assigned to academic and support functions. (See Appendix 2 for codes.)Room Suitability Code (PRMSUITCD/C-1) Evaluation of the suitability or functionality of the room for its assigned use and function at the time of the inventory, based on the design, configuration and fixed equipment in the room. The evaluation of room suitability may change as its use, function or assigned organizational unit is changed. Detailed definitions for codinº =@Cg room suitability are presented in Appendix 5.6 º sB+ $€€€‚€€‚ÿRoom Architectural Features Identifies the physical characteristics of the room which are built into its architectural design and which affect the assignment or use of the room. These include structural features such as high bay space or a sloped floor; and the type and amount of utility service provided. The coding of architectural features would not change, regardless of room use or function, unless the room was remodeled. Detailed definitions for coding room architectural features are presented in Appendix 4.˜e=@ E3 4€Ë€€‚€€‚‚€€‚ÿ .Room Structural Design (PSTRDSG/C-2) Identifies the physical characteristics of the room which are built into its architectural design and which affect the assignment or use of the room. These include structural features such as high bay space or a sloped floor. .Room Special Characteristics (PSPCCHR/C-20) include such architectural features as wall or door arrangements to eliminate light, projection booths or rear-view projection, sound deadening, electromagnetic screening, X-ray blocking, vibration damping, special insulation in cold or hot rooms, and heavy security doors and walls in vaults.ÃsB G? L€‡€€‚€€€‚‚ãõ9 ›‰‚‚‚€€‚ÿ .Utility Services Coding (PUTLCOM/C-1, etc) The following categories may be used to indicate the availability of identified utility services: communications, electric, plumbing, temperature control, ventilation, and water service See Appendix4 ARCHITECTURAL FEATURES RELATED TO ROOM USERoom Fixed Equipment (PRMFIXEQP/C-20) Identifies special fixed equipment that allows the room to be used for specific purposes, such as a fume hood. Ý EH, &€»€€‚€€‚‚ÿRoom Movable Equipment (PRMMOVEQP/C-20) Identifies movable equipment assigned to a room. It is suggested that current practices set forth in OMB Circular A-21, A-110, and the like, be considered as guidelines here.1 GGH1ì9ÿÿÿÿÿÿÿÿ GHHÍ@IHH* $€>€€€‚€‚ÿCHAPTER 3 GETTING STARTED@GHÐK8 >€€€‚‚€€€€€€‚ÿMany institutions already maintain sophisticated facilities inventories; others may not have collected facilities data or may find their inventories so out of date that they will wish to start over. This chapter is provided primarily for those who are starting fresh.Designing The Database. In Chapter 2, some items of information are described as recommended (e.g., a unique space or room identifier, the area of the room, the organizational unit to /which it is assigned, and the room use category) while others are optional (e.g., physical characteristics of the room). In designing the facilities database, it is good practice to provide space for both the recommended and the optional data elements, even though not all the data may be collected at the outset.Š_HZN+ $€¿€€‚€€‚ÿTechnological Alternatives. Electronic storage, maintenance, analysis and reporting of inventory data are now practical and cost-effective, even for the smallest institutions. Microcomputer, minicomputer, local or wide area network systems, or mainframes are accessible on most campuses; software to support inventories is available and can be modified inexpensively for particular institutional uses. Decentralization of computing resources through departmental, campus, regional and national networks is emerging as a common and cost effective means of making inventory information widely available.ìÐKw€% €Ù€€‚‚ÿThe facilities inventory information for a small institution can usually be stored in a desk-top microcomputer, using database, spreadsheet, or word processing software. Larger institutions may wish to design their own system, utilize an available commercial system or package, or share a consortial or state-provided system. Mainframe or distributed environment systems should proviZNw€Hde interfaces to individual workstation or microcomputer applications to enhance intrainstitutional uses.Û­ZNRƒ. *€[€€‚‚‚‚€€‚ÿMany institutions also may wish to use electronic technology to collect their facilities data. Options include developing and using machine readable data collection forms, entering the data directly using hand-held computers while conducting the physical inventory, and digitizing scaled floor plans.Data CollectionWorking From Drawings. On most campuses, the physical plant office or a department of facilities planning will have architectural drawings of most buildings. An initial set of building and room data can be compiled from these drawings, including assigning unique identifiers to each building and room, and scaling building and room dimensions from the drawings.„]w€Ö…' €»€€‚‚‚‚ÿA growing number of institutions are setting up and maintaining building drawings in electronic (CAD) form, digitizing present drawings to set up those files. In the electronic form, these drawings can easily be kept up to date with subsequent renovations. These electronic files can be linked with the inventory files so that both files can be updated simultaneously.A word of caution: when scaling buildings from drawings as a way to get started, remember that photocopies of drawings may alter their scale. A sample of actual rooms should be checked to be sure the drawings are accurate to scale.¬Rƒ‚ˆ- (€ÿ€€‚€€‚‚‚ÿWalking The Campus. An essential step in an inventory is to check the configuration and use of each room. There may be discrepancies between the drawings and the actual buildings and rooms; this can be an opportunity to update the drawings. Furthermore, some recommended and optional room data should be ascertained or verified by inspection (e.g., the room use category, academic discipline category, number of stations, suitability for curr