UAMS ADMINISTRATIVE GUIDE

NUMBER: 8.6.01
DATE: 10/01/93
REVISION: 1

SECTION: FINANCE DEPARTMENT
AREA: COST STUDIES/RECONCILIATION
SUBJECT: SPACE SURVEY

PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the purpose and requirements for completing a campus-wide Space Survey. The federal government requests that detailed information be provided to them concerning the use of university space associated with grant projects; asking specifically for a distinction between instructional and departmental research use, sponsored research, clinical practice, and other kinds of activities. To meet this objective, Cost Studies/Reconciliation conducts an Indirect Cost Study, and the Space Survey is a part of that study.

PROCEDURE

  1. Cost Studies/Reconciliation shall initiate the Space Survey at the beginning of May of each year by distributing the survey form to all appropriate department heads. A cover letter and instructions will be included with each survey form issued to each department.
  2. The survey shall consist of information concerning known space assignments to each department by building, room number, room function for each room listed. Room function descriptions will be provided with the form (see pg. 2).
  3. Departments completing the survey shall indicate any additions, deletions, and corrections to the survey form as necessary. If no corrections are made, the survey form may be returned as complete. The appropriate signature (Dean, Department Chair, or Business Administrator), extension number, and completion date must be included.
  4. Completed forms may be mailed to Cost Studies/Reconciliation, Slot 545.

ROOM FUNCTION DEFINITIONS

  1. The term "Instruction" shall describe space used for all teaching and training activities including course preparation, classroom instruction, academic advising of students by faculty members, and any other activities that involve credit or non-credit courses.
  2. The term "Sponsored Instruction" shall describe space used for instructional activities that are supported by specific instruction, training grants, or contracts.
  3. The term "Departmental Research" shall describe space used for general research that is not separately budgeted and accounted for. This should primarily include space that is used for grant and contract supported research and internally funded research only where there are specific projects that receive separate accounting treatment.
  4. The term "Organized (Sponsored) Research" shall describe space used in all research that is separately budgeted and accounted for. This should primarily include space that is used for grant and contract supported research and internally funded research only where there are specific projects that receive separate accounting treatment.
  5. The term "Other Sponsored Activities" shall describe space used for externally funded projects that are neither research nor instruction.
  6. The term "Hospital and Clinics" shall describe space used for the delivery of patient care.
  7. The term "Specialized Service Facilities" shall describe space used for highly specialized units that provide data processing, animal care, or other similar services.
  8. The term "Other Institutional Activities" shall describe space used for the development offices, residence halls, food service operations, and other auxiliary activities.
  9. The term "Operational and Maintenance" shall describe space used for the operation and maintenance of the physical plant.
  10. The term "General Administration" shall describe space for the general executive and administrative offices of the institution.
  11. The term "College Administration" shall describe space used by academic deans, their offices, and support staff.
  12. The term "Department Administration" shall describe space used by academic department heads, their offices, and support staff.
  13. The term "Sponsored Projects Administration" shall describe space used for separate organizational units established primarily to administer sponsored projects.
  14. The term "Library" shall describe buildings or rooms assigned for library facilities.
  15. The term "Student Administrative Services" shall describe space used in the administration of student affairs, such as for deans of students, admissions, registrars, student health and counseling, etc.
  16. The term "Joint Use Space" shall describe space not used more than 75% for any of the above functions.