Field Definitions

Field Definition

FIELD	BUILDING ABBREVIATION
DEFINITION OF USE	Each campus should have an official list of buildings and abbreviations used by ALL offices of the campus. This list should be used for the building abbreviations. This list should also be coordinated with the building abbreviation used in the Building Characteristics Inventory (BCI), Course and Section Analysis (CASA), and the Property Control System (PCS).
ENTRY	ALPHA, NUMERIC, or ALPHA-NUMERIC not to exceed six (6) characters and having no embedded spaces.

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FIELD	ROOM NUMBERS
DEFINITION OF USE	Room numbers should reflect a standard space numbering system used on the campus. They must be identical to the space numbers as reported in the Course and Section Analysis Report (CASA) and the Property Control System (PCS). Also referred to as "space number."
ENTRY	Not more than six (6) ALPHA, NUMERIC, or ALPHA-NUMERIC Characters. No embedded spaces. If fewer than six (6) characters, the number will be left justified.

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FIELD	LINE NUMBER
DEFINITION OF USE	Multiple space use: status and/or department combinations can be assigned to a room through the use of the line number. Each line number record must have its respective time and space proration recorded (see proration). The line number makes the individual PSI room record unique in the file. Up to nine (9) entries are allowed per room. Where no proration occurs, the line number will be "1."
ENTRY	One numeric character. 1 - 9

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FIELD	STATUS CODE
DEFINITION OF USE	Status of the PSI room record. Each inventoried space must show one of the valid codes. If you use more than one status code (C, A, N and U) in any combination, the sum of their prorations must be 100%. Additionally, you may use P status independent of C, A, N, U and the total proration of P status must equal 100%.
ENTRY	C Current Use. The manner in which a space is being used at the time of inventory. If the space has been prorated, more than one "C" line may be used.
	N Inactive Space. Assignable space which is not in use at the time of inventory.
	A Alteration. Assignable space which is out of service due to its being rehabilitated or converted to other use.
	U Unusable. Space which is unfinished or in a condition which renders it unsuitable for use.
	P Projected Use. The manner in which the space will be used at a future date. Used for future buildings.

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FIELD	NUMBER OF STATIONS
DEFINITION OF USE	Number of Stations is used to show the occupancy of the space in relationship to the other descriptors. The following rules will apply when reporting the number of stations:
	The following stations require recording of number of stations.
	1001 Classroom	1100 Lecture Hall
	1300 Class Lab	1301 Special Class Lab
	1302 Indiv Study Lab (Prac)	9010 Dining Hall Seating
	1304 Auto-Tutorial Lab (Dry)	1303 Auto-Tutorial Lab (Wet)
	1306 Indiv Project Lab/Studio	1305 Remote Instruction Lab
	1652 Phys Ed Spectator Seating	1600 Phys Ed Class Act
	3001 Faculty Office	2001 Research Facility
	3200 Faculty Lab. Office	3100 Faculty Studio Office
	3500 Teaching Asst. Office	3300 Faculty Sec. Office
	3700 Research Office	3600 Technician’s Office
	5000 Administrative Office	4001 Library Seating
	6500 Assembly Seating Facility	6007 Auxiliary Food Facility
	9010 Dining Hall Seating	9001 Dormitory Rooms

	For other spaces optionally enter the number of people who are actually occupying the space. This will include shops, issue rooms, projection booths, keypunch rooms and other spaces whose functions require the presence of people. Generally a desk or work station will exist for each occupant.
	Storage rooms, xerox rooms, and other similar spaces where people may be present on a temporary or irregular basis should not show any stations.
	Toilets should show the number of people for whom provision has been made.

ENTRY

Numeric up to four (4) digits

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FIELD	NET SQUARE FEET
DEFINITION OF USE	The net area should be determined by measurement between walls at floor level deducting any protruding walls or abutments.
ENTRY	Five digits. Report to the nearest foot.

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FIELD	SPACE TYPE CODE
DEFINITION OF USE	A full understanding of the room types is essential before an inventory may be taken. To help this understanding, a list has been provided to explain the room types in detail.
ENTRY	From Room Type Code list entry is four-digit numeric.

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FIELD	USER CODE
DEFINITION OF USE	Campus defined field which can be optionally left blank.
ENTRY	Numeric four (4) digits.

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FIELD	NAME OF SPACE
DEFINITION OF USE	The space name be identified by the campus.
ENTRY	Not more than seventeen (17) characters.

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FIELD	CHART OF ACCOUNTS CODE
DEFINITION OF USE	The Chart of Accounts Code is comprised of ten (10) digits. The first two digits denote the major division, the third and forth digits denotes function, and the fifth and sixth digits denote a specific department or activity.
	Each campus has its own unique listing in "official" chart of account codes which are maintained by SUNY System Administration's finance office. Additionally, campuses may create additional department codes, unique to PSI space assignment, by contacting SUCF Information Services. Together these serve as the basis for all PSI space department assignments.
	Also referred to as "Department Number"
ENTRY	Ten- (10) character number to be entered from campus chart of accounts listing.

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FIELD	PRORATION
DEFINITION OF USE	These columns will be used in conjunction with Column 6 - Line Number. If Column 14 and 15 are left blank, no proration of the space is assumed (defaults to 100%). Proration may be used to record different uses of the same space (a class laboratory also used for research) or to assign responsibility for one space to more than one department (faculty office shared by members of two different departments) or combination of the two.
	Proration based on percent of space used (Column 14) means that a specific area within a room has been dedicated to a function or use which is different from that of the rest of the room. It may also mean that specific parts of a room are charged to different departments or activities.
	Proration based upon percent of time used (Column 15) means that a whole or part of a space is being used according to a time schedule by two or more departments or activities. The percentage is based upon a Monday through Friday, 8:00 AM to 5:00 PM scheduling window.
	When prorating space to other uses or departments, all lines should be filled out completely.
	The percentages entered in Columns 14 and 15 will be applied automatically against the total area of the room recorded in Column 9 of the first line. The product of this application will be printed out on computer reports to show how much area is being charged against use, department, or activity. Please note that each line of proration must have the identical net area entered in Column 9.
ENTRY	Entry is two digits indicating percentage (01-99).

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FIELD	CAMPUS FLAGS NO. 1-8
DEFINITION OF USE	Flags 1 -8 is for optional campus use.
	The campus can establish their own definitions and codes for these columns. The documentation for these columns should be maintained at the campus level.
ENTRY	Flags 1 through 7 are one (1) character
	Flag 8 is two (2) characters
	Flags are initially set to zero (0). Entry of any character is valid. An asterisk (*) will reset the flag to a zero (0).

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FIELD	HEIGHT OF ROOM
DEFINITION OF USE	Height of Room. The height of room is measured from the floor to the underside of the floor above. If the height varies in the same room, estimate the average height.
ENTRY	Height of Room - 4(four) characters. Enter the height using fractions of a foot, i.e., 6 1/2 ft. - 0650, 6 1/4 ft. = 0625, 17 3/4 ft. = 1775. If a room height is not entered, it will default 9 ft. (0900).

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FIELD	COMPUTER SUPPORT WORKSTATION
DEFINITION OF USE	If the room has the attribute described in the column heading, enter a "Y", otherwise leave blank.
ENTRY	(1 character each) Enter a "Y" or leave blank. An asterisk (*) will delete the data and leave the column blank.

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FIELD	HOSPITAL PATIENT ISOLATION ROOMS
DEFINITION OF USE	If the room has the attribute described in the column heading, enter a "Y", otherwise leave blank.
ENTRY	(1 character each) Enter a "Y" or leave blank. An asterisk (*) will delete the data and leave the column blank.

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FIELD	INCUBATOR LABS
DEFINITION OF USE	If the room has the attribute described in the column heading, enter a "Y", otherwise leave blank.
ENTRY	(1 character each) Enter a "Y" or leave blank. An asterisk (*) will delete the data and leave the column blank.

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FIELD	RADIATION IMAGING EQUIPMENT
DEFINITION OF USE	If the room has the attribute described in the column heading, enter a "Y", otherwise leave blank.
ENTRY	(1 character each) Enter a "Y" or leave blank. An asterisk (*) will delete the data and leave the column blank.

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FIELD	ICE RINK (S)
DEFINITION OF USE	Enter the numerical amount, if applicable.
ENTRY	Numeric - One (1) character. An asterisk (*) will delete the data and leave a zero (0) in the column.

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FIELD	WALK-IN ENVIRONMENTAL CHAMBER (S)
DEFINITION OF USE	Enter the numerical amount, if applicable.
ENTRY	Numeric up to two (2) digits. An asterisk (*) will delete the data and leave a zero (0) in the column.

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FIELD	SWIMMING POOL (S)
DEFINITION OF USE	Enter the numerical amount, if applicable.
ENTRY	Numeric - One (1) character. An asterisk (*) will delete the data and leave a zero (0) in the column.

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FIELD	WALK-IN COOLERS &/OR WALK-IN FREEZER
DEFINITION OF USE	Enter the numerical amount, if applicable.
ENTRY	Numeric up to two (2) digits. An asterisk (*) will delete the data and leave a zero (0) in the column.

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FIELD	PARKING LIGHTED?
DEFINITION OF USE	If the room has the attribute described in the column heading, enter a "Y", otherwise leave blank.
ENTRY	(1 character each) Enter a "Y" or leave blank. An asterisk (*) will delete the data and leave the column blank.

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FIELD	AIR CONDITIONED SPACE
DEFINITION OF USE	If the room has the attribute described in the column heading, enter a "Y", otherwise leave blank.
ENTRY	(1 character each) Enter a "Y" or leave blank. An asterisk (*) will delete the data and leave the column blank.

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FIELD	PARKING SQUARE FEET
DEFINITION OF USE	Enter the numerical amount, if applicable.
ENTRY	.Numeric up to seven (7) digits. An asterisk (*) will delete the data and leave a zero (0) in the column.

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FIELD	SYSTEM ADMINISTRATION FLAGS
DEFINITION OF USE	Five One (1) position flags
	Reserved for Systems Administration use only
ENTRY	ALPHA-NUMERIC not to exceed one (1) character

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