Facilities Identifier Change (FC) File, December 15, 1999

 

File Description

The Facilities Identifier Change (FC) file should be used when the identifier of a previously submitted physical structure or addition identifier needs to be changed. All past records associated with the previous identifier will be related to the new identifier.

Submission Schedule

Once a year, as needed.

Relationship to Other File Submissions

The Facilities Identifier Change (FC) file must be submitted before a new identifier is reported for a physical structure identifier or addition identifier in the Physical Structure (PS) file, Area Inventory (AI) file, Course Section Schedule (CS) file, or Other Use of Rooms (OR) file. All records collected under the newly established physical structure or addition identifier will be related to all records under the previous physical structure or addition identifier. All subsequent file submissions related to facility files for future years should use the newly established physical structure or addition identifier.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus  Enter a campus code from the Institution/Campus Codes. Alphabetic
4 characters 
Columns 1-4
Structure Identifier Enter an institution-assigned identifier.  Alphanumeric 
20 characters 
Columns 5-24
Addition Identifier Enter an institution-assigned identifier or NA (not applicable). Alphanumeric 
20 characters 
Columns 25-44
New Structure Identifier Enter the identifier, as it will be reported in future submissions.  Alphanumeric 
20 characters 
Columns 45-64
New Addition Identifier Enter the identifier as it will be reported in future submissions or NA (not applicable) Alphanumeric 
20 character 
Column 65-84

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 code is institution-assigned and uniquely identifies the structure. Physical structures include all buildings. A "building" is defined as a roofed structure for permanent or temporary shelter of persons, animals, plants, materials, or equipment. The following criteria may be considered guidelines for determining which structures should be submitted. Structures should be included if ALL of the following criteria are met:

  • they are attached to a foundation;
  • they are roofed;
  • they are serviced by a utility, exclusive of lighting; and
  • they are a source of significant maintenance and repair activities.

Addition Identifier: This identifier is institution-assigned and should uniquely distinguish this addition from other additions to the same structure. A structure should be reported as an addition if the structure can be defined to be structurally independent of the existing building regardless of the connections to the existing building. The purpose for classifying a structure as an addition is to identify an area independently from the main structure that may have a different condition status due to a construction or rehabilitation date that is different from the construction or rehabilitation date of the original structure. If this record is for an original structure and not for an addition, enter NA (not applicable). It is not necessary that a primary structure be designated for reporting purposes. The Structure Identifier and Addition Identifier will be used together as a unique identifier for each structure. For example, if a building is made up of three wings, and each of those wings is constructed in the same year, each wing is assigned a different addition number and reported with its own square footage.

New Structure Identifier: This replaces a previously reported structure identifier and uniquely identifies the structure. See structure identifier for complete definition.

New Addition Identifier: This replaces a previously reported addition identifier and uniquely identifies the structure. See addition  identifier for complete definition.

Edit and Load Specifications

Revised October 29, 1999

 

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 is not in the Institution/Campus Codes table

011

Blank records are not allowed

If the record is blank, do not run edit checks for this file on this record

035

There are non-blank characters beyond the allotted record length for this file

If there are non-blank characters beyond the allotted record length for this file

040

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

If Campus code does not correspond to login Institution code

400

Structure Identifier is blank in first character position,

If the Structure Identifier is blank in the first character position

401

Addition Identifier is blank in first character position,

If the addition identifier is blank in the first character position

872

Structure or addition ID is not found in any facility table,

If Previous Structure or Addition Identifier is not found in the physical structure inventory table

873

New structure or addition identifier is blank in the first character position,

If the New Physical Structure or Addition Identifier is blank in first character position

874

There are two or more rows with the same previous structure and addition identifier,

If there are two or more records with the same Previous Structure and Addition Identifier in this submission

875

If the previous structure and addition identifier matches any new structure and addition identifier in this submission,

If the Previous Structure and Addition Identifier matches any New Structure and Addition Identifier in this submission

876

There is already a record that exist with the same Physical Structure or Addition ID,

If as a result of this identifier change action a Primary Key Violation would result in any table. If new structure and addition ID are already in the physical structure inventory table.

877

There are two or more rows with the same NEW structure and addition identifier,

If there are two or more records with the same New Structure and Addition Identifier in this submission.