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Instructions for Updating Room Inventory



A memo from Jerry Strawser, Vice President for Finance and Administration and Chief Financial Officer, regarding the purpose and importance of the 2017 Space Inventory Update can be found HERE.


To access links to the PDF forms for reporting your 2017 Space Inventory Updates:

     click on the “Download Update Files” tab in left margin of this page, or click  HERE.

   Brazos County Space Inventories DUE NO LATER THAN FRIDAY, AUGUST 18, 2017

             Non-Brazos County Space Inventories DUE NO LATER THAN FRIDAY, SEPTEMBER 8, 2017

 
Links to Printable Versions of Helpful Information:

 


 

Table of Contents: Room Detail Listing, Late Summer Moves

Attached for your use in updating your facilities inventory are the following code listings:

1. ROOM TYPE CODES
2. FUNCTION CODES
3. SYSTEM PART CODES
4. SAMPLE INVENTORY
5. PRORATION OF ROOM FUNCTION & PART OF THE TAMU SYSTEM

6. DEFINITIONS
7. ORGANIZATIONAL UNIT LISTING
8. CLASSROOM UTILIZATION EXAMPLE REPORT

Please read the instructions that follow and make necessary changes to your inventory reflecting space assignments as they will exist in the FALL. Should you require a hard copy version of the code listing shown above, please contact the Office of Facilities Coordination at (979) 845-8661.

DEPARTMENTAL ENDORSEMENT & SUBMITTAL 

After you complete the facilities inventory update, forward the inventory to your unit head for review and signature.  A memorandum forwarding the corrected inventory should be sent to the Office of Facilities Coordination, Suite 1001, General Services Complex, 1369 TAMU, OR email it to fcor@tamu.edu. Please retain a copy of the inventory file for your records.

 

If you have any questions, please contact:            

Katie Crowley:  (979)458-1227    kcrowley@tamu.edu

 

Ginger Urso:  (979)862-7793    gingerurso@tamu.edu 

 

David Morrison:  (979)845-8661    david-morrison@tamu.edu

 

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ROOM DETAIL LISTING

Please verify and make any necessary changes to the following room detail elements:

1. Floor Level/Room Number 

Please check the room numbers on the doors carefully against those listed on the inventory and make necessary corrections. Each room should have a unique and permanently affixed number. Important: the room numbers listed on the space inventory must coincide with the room numbers for annual equipment inventory purposes. 

2. Room Type Code and Description

This is the general description of what kind of room this is.  The nine overall categories defined by the Texas Higher Education Coordinating Board are:                 

  • Classroom
  • Laboratory     
  • Office    
  • Study    
  • Special Use
  • General Use  
  • Support 
  • Health Care
  • Residential

Within each category, a number of codes and associated descriptions are listed which specify the exact room type.  The individual codes can be found in the ROOM TYPE CODES section.  Please choose the most appropriate code based on the associated description.

3. Net Area 

Reflect the size of a room in square feet. If modifications have been made to alter square footage, please provide a sketch of the room(s) with the new dimensions.  Square footage is measured from the interior face of the walls.

4. Stations (CAPACITY REQUIRED)

  • The number of stations should be indicated for the following room types:
  • 110A - Classroom
  • 110B - Teaching Auditorium
  • 110D - Seminar Room
  • 210A - Teaching Laboratory
  • 210B - Computer Teaching Laboratory
  • 210C - Music Practice Room
  • 220A - Special Class Laboratory
  • 350A - Conference Room
  • 410A - Study Room
  • 430A - Open Stack Reading Room
  • 610A - Auditorium
  • 610B - Chapel
  • 610C - Livestock Judging Arena
  • 680A - Meeting Room
  • 680B - Extension Classroom

    Indicate the number of seats in the classroom or the number of stations in the lab.  This information is required by the Texas Higher Education Coordinating Board for the Classroom Utilization Report.  They compare the capacity of the classroom against the actual number of students being taught in a given room, thereby rating TAMU classroom utilization efficiency.

5.  Function Code, Part of System, and Percent  Prorate  

This section describes the specific type of functions which occur in the space AND the TAMU system part with which each activity is associated.  Following is the overall list of nine functions defined by the Texas Higher Education Coordinating Board:

  • Instruction
  • Research
  • Public Service
  • Academic Support
  • Student Service
  • Institutional Administration
  • Physical Plant
  • Student Financial Support
  • Independent Operations

6. Assignment of Room Numbers

All rooms will be numbered and appropriately labeled with a unique number. The rooms on each floor opening off of either side of a corridor shall be numbered consecutively in a clockwise direction from the primary entrance which shall be 100. If there is more than one main entrance to the building use the one mutually agreed to by the Building User, the Building Proctor, and the Office of Facilities Coordination.  If a room is not labeled or the label is incorrect, the Building Proctor or other responsible party should be notified to take corrective action (i.e. placement of room number).

Rooms and spaces not opening off a corridor shall carry the room number of the connecting room with an additional suffix letter (108A, B, C, etc.). Letter clockwise, if more than one room is involved.  Corridors, vestibules and other areas and spaces which have not been assigned numbers may be assigned numbers for reference in the space inventory.

 

Other related questions regarding room numbers should be directed to the Building Proctor or the Office of Facilities Coordination (979) 862-7793.

 

Within each category, a number of codes and associated descriptions are listed which specify the exact function within that category.  The individual codes can be found in the FUNCTION CODES section.  Choose the most appropriate code based on the associated description.  A laboratory can be used for instruction or research.  An office can be used for institutional administration or student service.  Most rooms serve more than one purpose, which is why a room can be prorated among three functions.

Each function must be directly associated with a  part of the TAMU system.  The codes for the TAMU system parts can be found in the PART OF SYSTEM section.

Please refer to the PRORATION OF ROOM FUNCTION & PART OF THE TAMU SYSTEM for a detailed explanation of the decision making criteria. 

LATE SUMMER MOVES

Since some departments may be in the process of moving at the time of this update, it may be difficult for them to report final room usages. If you have any questions, please contact the Office of Facilities Coordination at (979) 845-8661.

 

 

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