University of Oregon Space Utilization and Classification Manual: Coding Space
[Version: May 2018]
Questions related to space classification and utilization: contact Marie Swarringim, Campus Planning and Facilities Management/Campus Planning office; 541-346-5055; email@example.com.
TABLE OF CONTENTS
Space is a valuable resource of the university. Information about university-owned and occupied space is maintained in UO Spaces, a live, web-based space management database created by University of Oregon personnel from CASIT, Campus GIS, and Campus Planning. UO Spaces is based on the national inventory and classification system used by most major American universities.1
The space database serves many functions. Most significantly, it helps the university meet federal requirements related to accurate tracking of all space under the university's control. It is an essential component in formulating the university's Facilites and Administrative (F&A) Cost rate. It allows us to provide consistent data to federal, state, and other agencies and to conduct and participate in benchmarking studies with our peer institutions.
Space management, academic planning, and capital projections are additional activities supported by UO Spaces. For this reason, accuracy and timeliness of the live data are essential. Data anlyses assess whether sufficient facilities resources exist in such categories as classrooms, research labs, residence halls, and administrative support to fulfill the university's mission. They are used in decision-making on how to maximize the use of existing space and to plan for future needs by answering basic questions about how much space is available, what kind of space it is, to whom it is assigned, and how efficiently it is being used.
The data also may be used by the schools and colleges, as well as individual units, to maintain allocation and utilization data on their own spaces for internal decision-making.
Additional potential for the UO Spaces application lies in its ability to link to other existing databases, such as operations and maintenance, equipment, land/property, and indirect cost recovery systems, providing a conjunction with financial, academic, human resources, and other programmatic databases.
1 Postsecondary Education Facilities Inventory and Classification Manual (FICM): 2006 Edition. National Center for Education Statistics. May 2006.
UO Spaces contains elements that describe the current utilization of all university-owned, leased, or otherwise occupied spaces. Either individually or in combination, these elements allow for analysis and reporting on many levels as described above.
The principal space utilization elements:
- Space Type
- Related Service
- Space Function, or Functional Use
- Occupant and Employee Information
- Percentage of Effort ("POE")
- Principal Investigator
- Area (net square feet)
These various elements, their descriptions, and purposes are described individually below.
All spaces are coded into one of ten comprehensive "Space Type Categories." Within each category are several descriptive codes ("Type Codes") that specify how a space is used (e.g., faculty office, class lab, conference room).
The comprehensive Type Categories are:
000 - Non-Assignable Areas
100 - Classroom Facilities
200 - Laboratory Facilities
300 - Office Facilities
400 - Study Facilities (generally used for UO Libraries)
500 - Special Use Facilities
600 - General Use Facilities
700 - Support Facilities
800 - Health Care Facilities
900 - Residential Facilities
The Type Codes are defined below in Appendix A.
Note: Type Code "000" should not be confused with Type Category 000 - Non-Assignable Areas. Type Code "000" in the UO Spaces Type field indicates that the departmental space editor should provide a current Type description.
A Related Service Code indicates a room or area that supports another space and further defines a Type Code; it is used with a Type Code that ends with "9" (319, 259, 929, etc.; see end of Type Code List below). For example, a workroom might support or be associated with a number of different Type Categories. If it supports a non-class lab, then the Type Code is "Non-Class Lab Support (259)" and the Related Service Code is "Workroom (97)"; if it supports an office complex, the Type Code is "Office Support (319)" and the Related Service Code is "Workroom (97)."
The three-digit codes 010 through 049 are Type Codes (used in the Type field) and are associated with non-assignable spaces, so are not likely to be used by departments.
The two-digit codes 50 through 99 indicate support or service areas and can be used only as Related Service codes.
Codes 100 through 999 generally are used as Type Codes (see Note 2 below).
Type Codes can sometimes be used as Related Service Codes if it is important to retain a specific Type Category.
For instance, a study room in the Knight Library would be Type Code "Study Room (412)". However, if the study room is exclusively associated with a residence hall (Type Category "900 - Residential Facilities"), then the Type Code would be "Residence Hall Facilities Support (929)" and the Related Service Code would be "Study Room (412)".
Departmental space editors may type directly into this field in the "Edit form. The field is for brief notes only. For longer notes, use the "Add note" function in the Edit form.
Following are appropriate uses for the Custom Type Information field:
 to create an "alias" by identifying a space that carries an official name of recognition, such as "Paul Olum Atrium" in Willamette Hall or "Hayden Gallery" in Lawrence Hall;
 to identify spaces with unusual or special type code descriptions such as "Graduate Student Hearth";
 to identify a specific allocation, especially in research areas, such as "Smith Lab";
 to provide a brief ote, such as the name of a new hire not yet in Banner; or to identify a special condition, such as "Held for xxx, on sabbatical fall 2019"; and
 to describe spaces that have no appropriate Type or Related Service Code descriptions, thus requiring the "code of last resort"--"Other special Use (593)"--for example, a Fingerprinting Room or Roof Access. Along with the use of "Other Special Use (593)" in the Type field, you must describe the special use in the Custom type Information field.
(also Function Codes)
Function Codes are two-digit numbers that classify allocated space across functional categories (e.g., instruction, research, public service, department administration) and identify a program or function within the university. Identification of the function may be based on various attributes, including, but not limited to, activity, budgetary support, type of space, departmental association, division of effort, or a combination of these.
Function Codes are used primarily to link space allocations to financial data or to institutional missions (e.g., the proportion of space used for sponsored research) or to analyze and compare space allocations across institutions according to commonly used functional categories. Function Codes rarely change unless, for example, a funding source changes (e.g., from "Department Research (40)" to "Sponsored Research (41)") or the primary activity within a room changes (e.g., from "Instructional Support (05)" to "Department Administration (11)").
The university's space classification system uses categories identified by about thirty Function Codes. These can be crosswalked with the Federal Office of Management and Budget's cost pools for establishing the university's "Facilities and Administrative Cost Rate" (indirect cost).
See the Functional Use Code list for details and definitions.
The way "Stations" are counted depends on the space Type. For offices, individual work stations are counted (not the number of occupants). For example, if two work stations may be shared by six students, the "Stations" field should show "2"; the "Occupant" field would contain the names of all six student employees.
For conference rooms, classrooms, seminar rooms, etc., "Stations" are the number of seats or people that can occupy the space; that figure is based on room arrangement, UO classroom standards, or fire/life safety capacities determined by Environmental Health and Safety personnel. Departments with departmentally controlled classrooms should contact EHS to obtain official room capacities.
Note: When prorating rooms (see below "Prorating Spaces") that have stations associated with them, do not duplicate the number of stations by listing the same stations in each prorate. If the same person or people are in both prorates (i.e., the space is prorated because of multiple room types, activities, or units), show the station(s) in one prorate only. However, if different people occupy the prorates and they have their own work stations, you may list the stations associated with each prorate.
• Graduate employee office with 3 work stations, 3 Graduate Employees, and 2 Function Codes (2 working on sponsored research and 1 teaching):
- Prorate 1 is Function Code "Sponsored Research (41)": 2 Graduate Employees (research / 2 stations)
- Prorate 2 is Function Code "Instructional Support (05)": 1 Graduate Employee (teaching / 1 station)
• Faculty office with 1 work station, 1 academic employee, and 2 Function Codes:
- Prorate 1 is Function Code "Sponsored Research (41)": Professor Mel Jones (1 station)
- Prorate 2 is Function Code "Instructional Support (05)": Professor Mel Jones (0 stations)
Occupants assigned to offices, laboratories, processing rooms, or like spaces are selected from the HRIS-linked database of all UO employees. When an Occupant's name is selected, specific employee information will be populated automatically. Data includes the Occupant's UO ID, Home Organization Code, Employee Type and Class, Rank, Jobs, Position Description(s), and Appointment Percent.
Note: If an office currently has no occupant (such as during an active search), use the "Pending occupant" check-box in the Edit form to indicate that the vacancy will be filled soon, and use the "Custom Type Information" field or the "Add note" function in the Edit form to indicate the anticipated fill date or to provide other relevant information.
The following general Employee Types are used to indicate the prevalent appointment type within a space; only one of these can be selected for each prorate for the "Prevalent appointment type" field. For example, if graduate employees and undergraduate employees share an office and the total FTE for graduate employees exceeds that of the undergraduates, you may use G (rather than S) as the Prevalent Appointment Type.
A - Academic (professor, associate professor, assistant professor, instructor)
C - Classified
E - Emeritus
G - Graduate employee
OA - Officer of Administration
R - Research assistant, research associate, post-doctoral fellow (employed)
S - Student
T - Trainee or fellow
M - Temporary employee
U - Unsupported graduate/undergraduate student, volunteer, or other
Briefly, this term is used by granting agencies to show the amount of effort spent on a particular activity (Function Code) in a particular room during a specified reporting period (to be determined by university processes and requirements). Work dedicated to an activity within a room is represented by a percentage ("Percent of Effort" or "POE"), with the total activities within a room equaling 100%. The individual percentages within a room will determine how much square footage should be allocated to each activity. In this sense it is dependent on human activities associated with the space.
However, for this space application, every space in the inventory must have a POE attached to it--regardless of whether or not there is an occupant--since this field determines how the application computes and displays the total square footage. Most rooms or spaces will not have multiple prorates and so will have only one POE (100%). Only those rooms with multiple types, functions, or units will have multiple POEs--in which case, the room's prorated percentages must total 100%.
Refer to the Appendix C - Percent of Effort for detailed information on figuring Percent of Effort for research spaces.
This field, required for spaces with Function Codes "Sponsored Research (41)", "University Research (42)", or "Sponsored Public Service (61)", contains the name(s) of the individual(s) responsible for the research either conducted in the space or supported by the space. As with the "Occupant" field, Principal Investigators are selected from the HRIS employee drop-down list.
This information is critical to the F&A process. The Principal Investigator field also is central to lab planning for new buildings, renovations, relocations, start-up costs, and space-to-grant ratios.
Note: At the discretion of each research center or institute, this field may be used to identify an assignment to a specific researcher or principal investigator even though the space may be used for non-sponsored research activities.
This field is populated automatically by linking to the GIS mapping system maintained by Campus GIS and Mapping personnel.
The database contains several square-footage categories needed for space management, building efficiency analysis, and capital planning. The "Area" displayed in each unit's room list is "Assignable Square Footage" (ASF), which is the measurement of the floor space defined by the inner edge of a room's walls. ASF indicates space available for programmatic or departmental use--offices, classrooms, labs, and affiliated spaces. The database also tracke non-assignable square feet within a building. These space types will not appear on your inventory; they are associated with building service (janitorial closets and restrooms), mechanical rooms, and circulation (halls, stairs, elevators, lobbies, etc.). These spaces, and no others, carry Function Codes "Building Ops (19)" or "Non-Assignable (91)", neither of which should be used by department space editors.
Also available in the database is the "Gross Square Footage" (GSF) of each building.
Gross Square Footage of a building is the total area of all floors measured from the outside edge of the building's exterior walls, excluding spaces that are not enclosed (e.g., covered or uncovered exterior terraces, porches, interior courtyards, and walkways). GSF includes enclosed rooftop mechanical penthouse spaces, interior vertical chases, and transportation shafts (e.g., an elevator shaft).
These GSF figures, which appear in the building summaries, are essential for meeting the maximum-build and density limits of the university's Campus Plan and Biennial Capacity Plan. GSF figures are also used to calculate eligibility for State capital improvement funds, define operations and maintenance needs, and respond to numerous data requests.
END OF SPACE DATA COMPONENTS