Annual Space Survey Overview

What is the Space Survey?

The Space Survey is a campus-wide effort to document how every room and facility is utilized throughout the year. It ensures that our space records reflect current occupancy and usage, helping us make informed choices about how we manage our buildings and resources.

Each space is reviewed and categorized based on:

• Departmental Use
  Which department(s), center(s), or administrative unit(s) are using the space, and what share of the space each one occupies.

• Function of the Space
  The primary activity occurring in the space—such as instruction, research, office use, or support functions—along with estimated percentages of use.

• Occupants
  Faculty, staff, researchers, or others who are regularly assigned to or working in the space.

Why Does Accurate Space Data Matter?

Collecting detailed and accurate space data plays an essential role in many areas of university operations:

1. Compliance & Reporting

• Space data is used to meet reporting requirements from federal and state agencies.

• It directly influences how Facilities and Administrative (F&A) cost rates are calculated for research grants, which affects funding recovery.

2. Strategic Campus Planning

• Helps evaluate how space is being used and whether it aligns with academic and operational goals.

• Supports decisions about renovations, new construction, and long-term facility needs.

• Enables more equitable and efficient allocation of space across departments.

3. Financial Management

• Assists in tracking the depreciation of buildings and capital equipment.

• Helps estimate operations and maintenance costs tied to different types of spaces and usage.

• Supports budget planning for facility upkeep and improvements.

Who Completes the Survey?

The survey is typically managed by Research & Finance and departmental space coordinators or designated administrative staff. These individuals collaborate with faculty and unit leadership to ensure data accuracy and completeness. Training and support are provided by the Research & Finance team.

How & When is the Survey Conducted?

The Space Survey takes place once per year, typically towards the end of the spring semester. Departments receive instructions and deadlines in advance. Data is submitted using the university’s space management system, and assistance is available for departments that need help navigating the process.

Questions or Support

For help with the survey or to request training or system access, please contact the Space Planning & Management Office at *******************

Directs:

Labor

Consumables

Core Usage

Indirects:

(Currently as of January 2025)

58% of total grant award

Example:

$10,000 (Direct)

&5,800(Indirect)