Space Management Survey Instructions
The University is conducting a room by room inventory survey. The
survey's purpose is for two reasons. The first is to give UTHHSC
a base to negotiate the Indirect Cost Rate. The second is to capture
and maintain a file with the Texas Higher Education Coordinating Board
of the University's buildings.
Indirect Cost Recovery- The University of Texas receives a substantial
portion of funds for its general operation from indirect costs earned on
grants and contracts. The United States Office of Management and
Budget (OMB) reviews our proposal for determining the indirect cost rate,
including space inventory. They require that we annually survey our
departments to determine the percentage of use. Congress is
requiring the OMB to be much more thorough in its review of indirect cost
proposals in the wake of criticism of University practices.
Texas Higher Education Coordinating Board- Requires all Universities
in the State of Texas to keep a current inventory on a room-by-room basis.
This inventory is to include room numbers, room types, capacities, room
usage and area (Sq.Ft.). The Coordinating Board uses this inventory
when evaluating the University's requests for approvals of major construction,
new buildings and statistical history.
Detailed information on each room assigned to your department is provided.
You are requested to correct or add to this information in detail.
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Make changes, to the Space Inventory survey in red.
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Confirm only the rooms that are assigned to your department.
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If a room on your survey should not be assigned to you, highlight and mark
"Not
My Room". If you know who the room belongs to, please indicate the
department in which it is assigned.
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If a room or rooms is missing from your inventory, add it with a blank
form.
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Check each entry to make sure the building, floor and room number is correct.
You can compare the room number against the building plans, which are provided
with the inventory.
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Include Occupancy (# of people in a room) or Capacity for the following
room
types 110,
210,
220,
350,
410,
430,
610
and 680.
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Examine each room
type. Only one room
type per room.
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Determine room
use on a fractional basis. Review the room use codes and determine
room usage (All clinical trials with accounting fund 501 or 502 should
use room use codes 31 or 32). Each room must have at least one
room
use and a corresponding percentage. The percentage is based on
the amount of time spent for each use selection. Up to three room
use codes are allowed. The room
use percentages must total 100%. See Example 1-1 below:
Example 1-1: If room 1A is being use 50% of
the time for Organized Research (24) and 50% of the time for Instruction
(11), it would look like this.
| Room Use |
Code |
Percentage |
| Room Use #1 |
24 |
50% |
| Room Use #2 |
11 |
50% |
| Room Use #3 |
0 |
0% |
|
|
100% |
If Organized Research is conducted in a room, provide the account number(s)
of the research grant/contract which supports the activity.
See Example 1-2 below:
Example 1-2:
| Room Use #1 |
Percentage |
Account # |
| 24 |
50% |
201-2-4567 |
|
|
507-3-9863 |
|
|
400-4-7564 |
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Fill in the principal investigator, when applicable (Names should be abbreviated).
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Fill in the primary occupant, when applicable. Primary occupants
should have only one location (Names should be abbreviated).
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If architectural changes have been made to your area but have not been
captured on the drawings provided. Please circle the affected area.
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Fill in the contacts name, telephone #, signature and date on the form
provided.
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Return the entire packet to Bret Wandel or call for other arrangements.
If you have any questions or information concerning the University's
Space Inventory, please contact:
Bret Wandel
7000 University Center Tower Suite 1800
Houston, TX 77030
Phone # 500-3408
Pager # 905-0056
Juan
Jose Vargas
Last update: -