Area Inventory (AI) File, Revised November 10, 1999

 

File Description

The Area Inventory (AI) file contains one record for each area in a physical structure reported in the Physical Structure Inventory (PS) file. This file reflects the status of areas as of the 15th day of autumn term.

Submission Schedule

The Area Inventory (AI) file is submitted for autumn term once per year.  The window for this file is December 1 - February 6.

Relationship to Other File Submissions

The Area Inventory (AI) file must be submitted after the Physical Structure Inventory (PS) file has been submitted, edited with zero errors, and loaded onto the HEI database. For each record in the Area Inventory (AI) file, a corresponding structure record must exist in the Physical Structure Inventory (PS) file. Also, a record must exist in the Area Inventory (AI) file for every area of each structure reported in the Physical Structure Inventory (PS) file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus  Enter a code from Institution/Campus Codes. Alphanumeric 
4 characters 
Columns 1-4
Structure Identifier Enter the institution-assigned identifier. Alphanumeric 
20 characters 
Columns 5-24
Addition Identifier Enter the institution-assigned identifier, or NA (not applicable). Alphanumeric 
20 characters 
Columns 25-44
Area Identifier Enter the institution-assigned identifier. Alphanumeric 
20 characters 
Columns 45-64
Net Square Footage  Enter the net square footage of the reported area. Numeric 
6 characters 
Columns 65-70
Capacity Enter the operating capacity of the room. Numeric 
4 characters 
Columns 71-74
Function Enter a code from Function Codes. Numeric 
2 characters 
Columns 75-76
Subject  Enter a code from Subject Codes or NA (not applicable). Alphanumeric 
6 characters 
Columns 77-82
Area Type Enter a code from Area Type Codes. Explanation of Area Type Codes. Numeric 
3 characters 
Columns 83-85
Network Connection Enter a code from Network Connection Codes. Alphanumeric 
1 character 
Column 86
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic
1 character 
Column 87

Additional Explanations

Very few Area Type Codes are allowed to be combined with the Nonassignable Function Code (Function Code 00). For instance, an area identified as classroom (Area Type 110) should not have a Nonassignable Function Code (Function Code 00). Refer to the Function Code/Area Type matrix for a complete list of allowable combinations of functions and areas.

Definitions and Descriptions of Data Fields

Campus: This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution.

Structure Identifier: This institution-assigned code uniquely identifies the structure in which the area being reported is located. This code must correspond to a code entered in the Physical Structure Inventory (PS) file.

Addition Identifier: This institution-assigned code is assigned to areas that are located in building additions. This code must correspond to a code entered in the Physical Structure Inventory (PS) file. If the area is not located in an addition, enter NA (not applicable).

Area Identifier: This institution-assigned code uniquely identifies this area. The area should be located within a roofed structure. In most cases, an area will be a room enclosed with four walls, but an area may also be a hallway, lobby, etc.

Net Square Footage: This number represents the amount of functionally usable area. Enter square footage to the nearest foot.

Capacity: The capacity reflects the operating capacity of areas. Enter the maximum number of usable student stations. Only report capacity for areas reported with Area Type Codes 110 or 210. For all other Area Type Codes, enter 0000.

Function: This code describes the area's function. More information on these can be found in Appendix B of the Postsecondary Education Facilities Inventory and Classification Manual

  • 00 - Nonassignable: Not associated with a specific activity, but necessary for the general operation of the building.
  • 10 - Instruction and Instructional Support: Any activity which is directly associated with the organization, administration, and presentation of programs of instruction. Included is all graduate student instruction of a non-research nature for which credit is given. Excluded is instruction which is classified as "continuing education" or "extension."
  • 21 - General Research: Any activity for which the primary objective is discovery or application of knowledge. Included are research activities related to the training of graduate students and university-supported faculty research which is considered a part of "normal load."
  • 22 - Separately Budgeted Research: Any research activity (as described in Function Code 21, General Research) which is funded from sources external to the university.
  • 30 - Public Service: Any activity which is devoted to making available (to the general public) instruction, research, and development results. The form of such activity might range from activities of a cultural nature to those frequently described as "continuing education" or "extension." Offices, classrooms, and rooms devoted to publication and other communication media associated with the above activities are included. The use of space by non-university related "public" groups is not included (see Function Code 70).
  • 40 - Library: All activities related to the institution's collection, use, and display of library materials. Activities included are those usually under a "Director of Libraries." Collections, while they may be decentralized, should be available for use by more than one department. Collections which are available for the use of one and only one department should be classified as Instruction and Instructional Support (Function Code 10). Exhibit and museum space meeting the above conditions is also classified as Library.
  • 51 - General Administration: Usually denoted as activities for general planning, supervision, coordination, and evaluation of programs of instruction, research, and public service of the institution. These activities are commonly referred to as academic, fiscal, and personnel functions. Included is academic administration that cannot be associated with specific departments or programs of instruction. For example, include college-level administration, but exclude academic departmental administration.
  • 52 - Student Services: Activities such as counseling, testing, job placement, organized student activities, and other areas not previously mentioned which are administered by offices commonly referred to as "Dean of Students." Excluded are student health services and recreational activities related to residence halls. These categories are generally classified as auxiliary service (Function Code 61).
  • 53 - Plant Operation and Maintenance: Activities such as custodial services, maintenance and repair of buildings, campus security, and maintenance of grounds are included. Space for housing people and equipment associated with these activities, and space for housing college or university utilities are included.
  • 54 - General Service: Activities not including administrative or instructional activities related to the general operation of the institution such as alumni offices, public information, college publications, data processing, shipping and receiving, and any other general services provided for the institution as a whole and not better classified in another category.
  • 61 - General Auxiliary Services: Included are all activities not related to instruction, research, and public service functions which are of an income-producing nature. Activities primarily associated with residence and dining halls, student unions, bookstores, airports, intercollegiate athletics, and student health services are included in this functional category.
  • 62 - Medical Center: Included are the activities of the medical and dental schools that are income producing. Generally, this is all space related to diagnosis, treatment, and patient care in the field of human medicine. Excluded is student health service which is classified as General Auxiliary Service.
  • 63 - Veterinary Medicine Center: Included are activities of the veterinary medicine school that are income producing. Generally, this is all space related to diagnosis, treatment, and patient care in the field of veterinary medicine.
  • 70 - Non-institutional Use: Functions related to public and/or private agencies not under supervision or control of the institution but which occupy institutional space.
  • 81 - Inactive or Storage: An assignable space which is not in use or not assignable in the term of the inventory.
  • 82 - Construction or Rehabilitation: An assignable space which is under construction (new building or addition) or rehabilitation in the term of the inventory.

Subject: The Subject Code best describes the subject which this area serves the majority of the time. Report only Subject Codes for areas that meet two conditions:

  1. The area is reported with Function Code 10 (Instruction and Instruction Support) or Function Code 21 (General Research).
  2. The area is reported with an Area Type Code that is not in the 100 (Classroom) series.

For example, an area that is reported with Function Code 21 and Area Type Code 210 would be reported with a Subject Code. An area reported with Function Code 10 and Area Type Code 110 would not be reported with a Subject Code.

If an area does not meet the two conditions above, report NA (not applicable).

Area Type Codes and Descriptions: The Area Type Code provides the physical description of this area, regardless of functional use.

Network Connection: The Network Connection Code describes the capability of connecting to a campus wide area network from within this area. Y or N must be entered for areas reported with Area Type Codes 110 or 210; U is an invalid code for Area Type Codes 110 or 210. For all other Area Type Codes, all three codes are valid.

  • Y - Yes: The area has a network connection.
  • N - No: The area does not have a network connection.
  • U - Unreported: The area may or may not have a network connection; it is unreported.

Edit and Load Specifications

Revised March 30, 2004

 

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

001

The Campus Code is not in the Institution/Campus Codes table

If Campus Code does not exist in the Campus Code Column of the Institution/Campus code verification table

003

Subject Code is not in Subject Code verification table

If Subject field is not NA in first two character positions and is not in Subject table for header year autumn term

013

The Delete Switch is not Y or N

If Delete Switch is not Y and not N

040

The Campus code in the input record does not correspond to the login Institution code

If the Campus Code is in the Institution/Campus code verification table and does not relate to the Institution Code in the current login

404

Net Assignable Square Feet is not numeric

If Net Square Footage field is not numeric

405

Capacity is not numeric

If Capacity field is not numeric

407

Function code is not in the Function Codes Table

If Function field is not in the function table for header year

410

Area Type is not in Area Type Codes table

If Area field is not in Area Type table for the header year

411

Structure Identifier and Addition Identifier is not in the Physical Structure Inventory table

If  a row does not appear in the PS table for this Campus field, Structure Identifier field, Addition Identifier field and header year

439

No record to delete with same Campus, Year, Structure Identifier, Addition Identifier, and Area Identifier in Area Inventory table

If Delete Switch is Y and there is no row in the Area Inventory table for this campus code field, physical structure id field, addition id, area id field and header year

473

Two records reported with this Campus, Year, Structure Identifier, and Area Identifier and Delete Switch

If there is more than one record in the data submission file with the same campus code field, physical structure id field, addition id, area id field, and Delete Switch

495

Area Type not allowed with Function Code 00

If Function field is 00 and Area and Function combination is not in the Area Type Function table for the header year

496

Network Connection code is not the Network Connection Codes table.

If  Network Connection field is not in the network connection table

810

Structural area cannot be negative. NSF total must not exceed the GSF reported for this structure in the PS.

Structural area cannot be negative. NSF total must not exceed the GSF reported for this structure in the PS.

823

Network code is not Y or N

If area type code is equal to 110 or 210 and network code is equal U

895

Capacity not submitted for classroom/laboratory

If Area field is either (210 or 110) and Capacity field is 0000

990

Campus, Structure Identifier, Addition Identifier, and Submission year exist in (CS) Course Section Schedule Table

If Delete Switch is Y and there are rows in course section schedule for this Campus, Structure Identifier, Addition Identifier, and Submission Year

994

Campus, Structure Identifier, Addition Identifier, and Submission year exist in (OR) Other Use of Instructional Room Table

If Delete Switch is Y and there are rows in other use of instructional rooms for this Campus, Structure Identifier, Addition Identifier, and Submission Year

A63

Subject Code is not related to any course section in Summer and Fall term

If Subject field is not NA in the first two character positions and if the Subject field summarized at the first two characters does not agree with a Subject summarized at the first two characters of any course enrolled in either summer or fall term of the header year and campus of this submission

A73

Structure Identifiers in PS do not have records in AI. See Warning Value for structures appearing in PS and not AI

For each combination of campus code field, header year, physical structure id field, and addition id contained in the Physical Structure Inventory which is neither in the Area Inventory table for this Campus, header Year, Structure Identifier, and Addition Identifier nor in this submission file for this Campus, header Year, Structure Identifier, and Addition Identifier

A77

Structural area is less than 5% or greater than 35% for the OWNED Status structures

Calculate the percentage of structural square footage to gross square footage using the sum of the net square footage for the numerator and the value in the gross square footage column for this Campus, Year, Structure Identifier and Addition identifier in the Physical Structure Inventory table as the denominator. If the Percentage of NSF to Gross Square Footage for any Structure Identifier, Addition Identifier, Campus, and Year where the ownership status is OWN is less the 5% or greater than 35%

B47

Ratio of NASF to capacity is not 5 to 50 square feet

If Area field is 110 AND the ratio of Net Square Footage /Capacity is not 5 to 50 square feet (inclusive)/1

B48

Ratio of NASF to capacity is not 10 to 400 square feet

If Area field is 210 AND the ratio of Net Square Footage to Capacity is not 10 to 400 square feet (inclusive)/1

B52

Net Assignable Square Feet is 000000

If Net Square Footage field is 000000

 

B55

Subject should be provided for this area

If Area field is in the Area Type table and Area field is (not 110 and not 115) and Function field is either (10 or 21) and Subject field is NA in first two character positions

B68

I&G Function Code combined with area type 740 & 745

If function code is 10, 21, 22, 30, 40, 51, 52, 53, or 54 and area type code is 740 or 745