Other Use of Instructional Rooms (OR) File, Revised December 6, 2000

 

File Description

The Other Use of Instructional Rooms (OR) file is a partial report that reflects utilization for activity that is not part of scheduled degree-credit class time (as reported in the Course Section Schedule (CS) file). Unless the activity is professional level medical instruction, that is not reported in the Course Enrollment (CN) file. A record should be reported for each activity type in any area identified as Area Type code 110 (Classroom) or 210 (Class Laboratory) in the Area Inventory (AI) file. This file reflects activity for the fifteen week autumn semester, please do not include hours that are outside these parameters.

Submission Schedule

The Other Use of Instructional Rooms (OR) file is submitted once every other year for odd numbered years. The window for this file is December 1 - February 6.

Capture Date

The capture date is the 30th day after the last day of the autumn term.

Relationship to Other File Submissions

The Other Use of Instructional Rooms (OR) file must be submitted after the Physical Structure Inventory (PS) file,  the Area Inventory (AI) file, and the Course Section Schedule (CS) file have been edited with zero errors and loaded onto the database. Every structure identified in the Other Use of Instructional Rooms (OR) file must have a corresponding record in the Physical Structure Inventory (PS) file. Every area identified in the Other Use of Instructional Rooms (OR) file must have a corresponding record in the Area Inventory (AI) file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus  Enter a code from Institution/Campus Codes.

Alphabetic 
4 characters

Columns 1-4

Structure Identifier Enter the institution-assigned structure identifier.  Alphanumeric
20 characters 
Columns 5-24
Addition Identifier Enter the institution-assigned addition identifier or NA (not applicable). Alphanumeric
20 characters 
Columns 25-44
Area Identifier Enter the institution-assigned area identifier. Alphanumeric
20 characters
Columns 45-64
Activity Enter a code from Activity Codes. Alphabetic 
2 characters 
Columns 65-66
Daytime Hours Enter the total number of daytime hours during the entire term that the activity occurred in this location. Numeric 
4 characters 
Columns 67-70
Evening Hours Enter the total number of evening hours during the entire term that the activity occurred in this location.  Numeric 
4 characters 
Columns 71-74
Nighttime Hours Enter the total number of nighttime hours during the entire term that the activity occurred in this location.  Numeric 
4 characters 
Columns 75-78
Weekend Hours Enter the total number of weekend hours during the entire term that the activity occurred in this location. Numeric 
4 characters 
Columns 79-82
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 83

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

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

Area Identifier: This institution-assigned identifier uniquely identifies this area. This identifier must correspond to a code entered in the Area Inventory (AI) file.

Activity: The activity code describes the activity that occurred in this area. No single activity should be grouped into two different activity codes. For example, if the activity could be considered a non-credit educational activity and a community service activity, the activity must be summarized with one activity code: either the non-credit educational activity or the community service activity, but not both. No entry should be made for scheduled credit-related course activity unless the activity is professional level medical instruction, that is not reported in the Course Enrollment (CN) file.

  • NC - Noncredit Educational Activity: Any noncredit class activity. This includes regional workforce development, continuing education programs, cultural and personal enrichment, health, lifestyle, and recreational programs related to the institution's mission.
  • AA - Academic Activity: Any noncredit activity associated with campus academic endeavors. This includes conferences, meetings, review sessions, special class presentations, tutoring services, consolidated midterm and final examinations, student orientation, testing, and other similar activities. It also includes activity associated with laboratories or studios such as open laboratory activity (where students may complete assignments outside of class time in an "unscheduled" environment), lab prep, or breakdown.
  • CS - Community Service: Any activity associated with campus or community organizations.
  • MP - Medical and Professional: Professional level medical instruction that cannot be reported in the Course Enrollment (CN) file. This would include the following:
  • OA - Other State-funded Higher Education Activity: Use of the room by another State-funded Higher Education institution. This code should be used when a campus lends its room to a different institution for a class. (Note: this code should not be used for co-located campuses lending space to the campus with which they are co-located).
    • Medical instruction leading to an MD;
    • Dental instruction leading to either a DDS or a DMD;
    • Optometry instruction leading to an OD Opt;
    • Veterinary Medical instruction leading to a DVM;
    • Clinical Psychology (Wright State University only);
    • Osteopathic Medical instruction leading to a DO.

Daytime Hours: For daytime activity (activity between 8:00 a.m. and 3:59 p.m.), enter the total number of hours during the entire term that the reported activity occurred in this location. Do not report weekend activity. The  total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour.  If not applicable, enter 0000.

Evening Hours: For evening activity (between 4:00 p.m. and 11:59 p.m.), enter the total number of hours during the entire term that the reported activity occurred in this location. Do not report weekend activity. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

Nighttime Hours: For nighttime activity (between 12:00 a.m. and 7:59 a.m.), enter the total number of hours during the entire term that the reported activity occurred in this location. Do not report weekend activity. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

Weekend Hours: For weekend activity (between 12:00 a.m. Saturday and 11:59 p.m. Sunday), enter the total number of hours during the entire term that the reported activity occurred in this location. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

Edit and Load Specifications

Revised January 10, 2000

 

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 field is not in the Institution Campus table 

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 Campus field does not correspond to login Institution Code

403

Area Type is not 110 or 210

If Campus Code is in the institution campus table and if a row appears in the physical structure inventory table for this Campus field, header year, Structure Identifier field, and Addition Identifier field and if a row exists in the area inventory table for this Campus field, header year, Structure Identifier field, Addition Identifier field, and Area Identifier field, and Area type for this Area Identifier is not (110 or 210)

411

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

If Campus field is in the institution campus table and if a row does not appear in the physical structure inventory table for this Campus field, header year, Structure Identifier field, and Addition Identifier field 

426

Activity code is not in Activity Codes table

If there is not a row in the activity codes table for this Activity field and header year

427

No row to delete in the Other Use of Inst. Rooms table with this Campus, Year, Term, Structure Identifier, and Addition Identifier

If Delete Switch is Y and there is no row in the other use of instructional room table for this Campus field, submission Year, Structure Identifier field, Addition Identifier field, Area Identifier field, and Activity field

428

Two records have been reported with this Campus, Year, Term, Structure Identifier, Addition Identifier and Delete Switch

If there is more than one record in the data submission file with the same Campus field, Structure Identifier field, Addition Identifier field, Area Identifier field, Activity field and Delete Switch

445

Area ID does not appear in Area Inventory table for this Campus, Year, Structure Identifier, and Addition Identifier

If Campus field is in the institution campus table and not in the borrowing campus column of the Co-located Campus table and Structure Identifier is not LEASEDCLASS and not LEASEDLAB and a row does not exist in the area inventory table for this Campus field, header Year, Structure Identifier field, Addition Identifier field, and Area Identifier field

445

Area ID does not appear in Area Inventory table for this Campus, Year, Structure Identifier, and Addition Identifier

If Campus field is in the institution campus table and IS in the borrowing campus column of the Co-located Campus table identify value in lending campus column of Co-located campus table for this borrowing campus. Let this value equal Lending Campus field and Structure Identifier is not LEASEDCLASS and not LEASEDLAB and a row does not exist in the area inventory table for this Campus field OR Lending Campus Field, header Year, Structure Identifier field, Addition Identifier field, and Area Identifier field

486

A row already exists in the OR table with this Structure, Addition, Area, and Activity Identifier

If Delete Switch is N and there is a row in the other use of instructional room table for this Campus, submission Year, Structure Identifier, Addition Identifier, Area Identifier, and Activity Code

493

Daytime Hours is not numeric

If Daytime Hours field is not numeric

494

Nighttime Hours is not numeric

If Nighttime Hours field is not numeric

499

Evening Hours is not numeric

If Evening Hours field is not numeric

800

Weekend Hours is not numeric

If Weekend Hours field is not numeric

879

Your campus is not authorized to teach professional level medical instruction.

If activity code is MP and campus code is not CINC, OHSU, OHUN or WSUN

880

ERROR: Daytime hours total exceeds number of available hours after credit activity has been computed in the Course Section Schedule

If, in the academic calendar table, the term code is S for this Institution code (header), header year, Autumn Term then for every occurrence of campus, header year, physical structure identifier, addition identifier, area identifier extract from the room utilization table, the room day use, multiply room day use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Then extract the room irregular daytime use column (also in room utilization table). Multiply room irregular daytime use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Add the result to obtain the CS calculated hours. Then, in the OR submission file and in the other use of instructional room table, sum total daytime hours (in submission) and daytime hours number (in table) for every occurrence of Campus field, header year, Structure Identifier field, Addition Identifier field, Area Identifier field (and corresponding columns in table). Add to that product CS calculated hours to get total calculated hours. If total calculated hours is more than 400

881

ERROR: Evening Hours total exceeds number of available hours after credit activity has been computed in the Course Section Schedule

If, in the academic calendar table, the term code is S for this Institution code (header), header year, Autumn Term then for every occurrence of campus, header year, physical structure identifier, addition identifier, area identifier extract from the room utilization table, the room evening use, multiply room evening use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Then extract the room irregular evening use column (also in room utilization table). Multiply room irregular evening use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Add the result to obtain the CS calculated hours. Then, in the OR submission file and in the other use of instructional room table, sum total evening hours (in submission) and evening hours number (in table) for every occurrence of Campus field, header year, Structure Identifier field, Addition Identifier field, Area Identifier field (and corresponding columns in table). Add to that product CS calculated hours to get total calculated hours. If total calculated hours is more than 600

882

ERROR: Nighttime Hrs total exceeds number of available hours after credit activity has been computed in the Course Section Schedule

If, in the academic calendar table, the term code is S for this Institution code (header), header year, Autumn Term then for every occurrence of campus, header year, physical structure identifier, addition identifier, area identifier extract from the room utilization table, the room nighttime use, multiply room nighttime use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Then extract the room irregular nighttime use column (also in room utilization table). Multiply room irregular nighttime use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Add the result to obtain the CS calculated hours. Then, in the OR submission file and in the other use of instructional room table, sum total nighttime hours (in submission) and nighttime hours number (in table) for every occurrence of Campus field, header year, Structure Identifier field, Addition Identifier field, Area Identifier field (and corresponding columns in table). Add to that product CS calculated hours to get total calculated hours. If total calculated hours is more than 600

883

ERROR: Weekend Hours total exceeds number of available hours after credit activity has been computed in the Course Section Schedule

If, in the academic calendar table, the term code is Q for this Institution code (header), header year, Autumn Term then for every occurrence of campus, header year, physical structure identifier, addition identifier, area identifier extract from the room utilization table, the room weekend use, multiply room weekend use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Then extract the room irregular weekend use column (also in room utilization table). Multiply room irregular weekend use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Add the result to obtain the CS calculated hours. Then, in the OR submission file and in the other use of instructional room table, sum total weekend hours (in submission) and weekend hours number (in table) for every occurrence of Campus field, header year, Structure Identifier field, Addition Identifier field, Area Identifier field (and corresponding columns in table). Add to that product CS calculated hours to get total calculated hours. If total calculated hours is more than 720