AI File, Revised November 10, 1999 Page 1 of5

OHIO BOARD OF REGENTS

HEI Facilities Data Submissions

Area Inventory (AI) FileRevised November 10, 1999

File Description

The Area Inventory (AI) file contains one record for each area in a physical structure reported in the PhysicalStructure Inventory (PS) file.

Fall term 1998marked the beginning of production reporting in HEI. Therefore, a complete Area Inventory (AI)file for that year, and each subsequent year, must be submitted.

This file reflects the status of areas as of the 15th day of autumn term.

Submission Schedule

The Area Inventory (AI) file is submitted for autumn term once per year. The window for this file is December1 - February 6.

Relationship to Other File Submissions

The Area Inventory (AI) file must be submitted after the Physical Structure Inventory (PS) file has beensubmitted, edited with zero errors, and loaded onto the HEI database. For each record in the Area Inventory(AI) file, a corresponding structure record must exist in the Physical Structure Inventory (PS) file. Also, arecord must exist in the Area Inventory (AI) file for every area of each structure reported in the PhysicalStructure Inventory (PS) file.

Data Fields

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I Field Name I Field Attributes and I Data Format I

Procedures

I Campus I Entera codefrom

Alphanumeric4 charactersInstitution/Campus Codes.Columns 1-4

Structure Identifier Enter the institution- Alphanumericassigned identifier. 20 characters

Columns 5-24

AI File, Revised November 10, 1999

Addition Identifier

Area Identifier

Net Square Footage

I Capacity

I Function

I Subject

I Area TYPe

Network Connection

Delete Switch

Additional Explanations

Enter the institution-assigned identifier, or NA(not applicable).

Enter the institution-assigned identifier.

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Alphanumeric20 charactersColumns 25-44

Alphanumeric20 charactersColumns 45-64

Numeric6 charactersColumns 65-70

Numeric4 charactersColumns 71-74

Numeric2 charactersColumns 75-76

Alphanumeric6 charactersColumns 77-82

Numeric3 charactersColumns 83-85

Alphanumeric1 characterColumn 86

Enter Y if the record is to Alphabeticbe deleted from the 1 characterdatabase. Otherwise, enter Column 87N.

Very few Area Type Codes are allowed to be combined with the Nonassignable Function Code (Function Code00). For instance, an area identified as classroom (Area Type 110) should not have a Nonassignable FunctionCode (Function Code 00). Refer to Area Type/Function Codes for the list of allowable combinations of AreaType Codes and Function Code 00.

Definitions and Descriptions of Data Fields

Campus: This four-character OBR-assigned abbreviation uniquely identifies the campus (or branch) within aninstitution.

Structure Identifier: This institution-assigned code uniquely identifies the structure in which the area beingreported is located. This code must correspond to a code entered in the Physical Structure Inventory (PS) file.

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Addition Identifier: This institution-assigned code is assigned to areas that are located in building additions.This code must correspond to a code entered in the Physical Structure Inventory (PS) file. If the area is notlocated in an addition, enter NA (not applicable).

Area Identifier: This institution-assigned code uniquely identifies this area. The area should be located withina roofed structure. In most cases, an area will be a room enclosed with four walls, but an area may also be ahallway, lobby, etc.

Net Square Footage: This number represents the amount of functionally usable area. Enter square footage tothe nearest foot.

Capacity: The capacity reflects the operating capacity of areas. Enter the maximum number of usable studentstations. Only report capacity for areas reported with Area Type Codes 110 or 210. For all other Area TypeCodes, enter 0000.

Function: This code describes the area's function.

00 - Nonassignable: Not associated with a specific activity, but necessary for the general operationof the building.

10 - Instruction and Instructional Support: Any activity which is directly associated with theorganization, administration, and presentation of programs of instruction. Included is all graduatestudent instruction of a non-research nature for which credit is given. Excluded is instruction whichis classified as "continuing education" or "extension."

21 - General Research: Any activity for which the primary objective is discovery or application ofknowledge. Included are research activities related to the training of graduate students anduniversity-supported faculty research which is considered a part of "normal load."

22 - Separately Budgeted Research: Any research activity (as described in Function Code 21,General Research) which is funded from sources external to the university.

30 - Public Service: Any activity which is devoted to making available (to the general public)instruction, research, and development results. The form of such activity might range fromactivities of a cultural nature to those frequently described as "continuing education" or"extension." Offices, classrooms, and rooms devoted to publication and other communicationmedia associated with the above activities are included. The use of space by non-university related"public" groups is not included (see Function Code 70).

40 - Library: All activities related to the institution's collection, use, and display of librarymaterials. Activities included are those usually under a "Director of Libraries." Collections, whilethey may be decentralized, should be available for use by more than one department. Collectionswhich are available for the use of one and only one department should be classified as Instructionand Instructional Support (Function Code 10). Exhibit and museum space meeting the aboveconditions is also classified as Library.

51 - General Administration: Usually denoted as activities for general planning, supervision,coordination, and evaluation of programs of instruction, research, and public service of theinstitution. These activities are commonly referred to as academic, fiscal, and personnel functions.Included is academic administration that cannot be associated with specific departments orprograms of instruction. For example, include college-level administration, but exclude academicdepartmental administration.

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52 -Student Services: Activities such as counseling, testing, job placement, organized studentactivities, and other areas not previously mentioned which are administered by offices commonlyreferred to as "Dean of Students." Excluded are student health services and recreational activitiesrelated to residence halls. These categories are generally classified as auxiliary service (FunctionCode 61).

53 - Plant Operation and Maintenance: Activities such as custodial services, maintenance andrepair of buildings, campus security, and maintenance of grounds are included. Space for housingpeople and equipment associated with these activities, and space for housing college or universityutilities are included.

54 - General Service: Activities not including administrative or instructional activities related tothe general operation of the institution such as alumni offices, public information, collegepublications, data processing, shipping and receiving, and any other general services provided forthe institution as a whole and not better classified in another category.

61 - General Auxiliary Services: Included are all activities not related to instruction, research, andpublic service functions which are of an income-producing nature. Activities primarily associatedwith residence and dining halls, student unions, bookstores, airports, intercollegiate athletics, andstudent health services are included in this functional category.

62 - Medical Center: Included are the activities of the medical and dental schools that are incomeproducing. Generally, this is all space related to diagnosis, treatment, and patient care in the field ofhuman medicine. Excluded is student health service which is classified as General AuxiliaryService.

63 - Veterinary Medicine Center: Included are activities of the veterinary medicine school thatare income producing. Generally, this is all space related to diagnosis, treatment, and patient care inthe field of veterinary medicine.

70 - Non-institutional Use: Functions related to public and/or private agencies not undersupervision or control of the institution but which occupy institutional space.

81 - Inactive or Storage: An assignable space which is not in use or not assignable in the term ofthe inventory.

82 - Construction or Rehabilitation: An assignable space which is under construction (newbuilding or addition) or rehabilitation in the term of the inventory.

Subject: The Subject Code best describes the subject which this area serves the majority ofthe time. Reportonly Subject Codes for areas that meet two conditions:

1. The area is reported with Function Code 10 (Instruction and Instruction Support) or Function Code 21(General Research).

2. The area is reported with an Area Type Code that is not in the 100 (Classroom) series.

For example, an area that is reported with Function Code 21 and Area Type Code 210 would be reported with aSubject Code. An area reported with Function Code 10 and Area Type Code 110 would not be reported with aSubject Code.

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If an area does not meet the two conditions above, report NA (not applicable).

Area Type Codes and Descriptions: The Area Type Code provides the physical description of this area,regardless of functional use.

Network Connection: The Network Connection Code describes the capability of connecting to a campus widearea network from within this area. Y or N must be entered for areas reported with Area Type Codes 110 or210; U is an invalid code for Area Type Codes 110 or 210. For all other Area Type Codes, all three codes arevalid.

Y - Yes: The area has a network connection.

N - No: The area does not have a network connection.

U - Unreported: The area mayor may not have a network connection; it is unreported.

..w Return to Facilities Files

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