Physical Structure Inventory (PS) File, Revised April 1, 2016

• File Description
• Data Fields
• Edit and Load Specifications

 

File Description

The Physical Structure Inventory (PS) file contains one record for all physical structures which meet one of the following criteria: physical structures owned by the institution; physical structures of which a major part (50 percent or more) is leased by the institution; and all physical structures of which a minor part (less than 50 percent) is leased by the institution and for which the institution is responsible for maintenance and has authority to make structural changes. Records for physical structures that are under construction and not expected to be available for use in the autumn term are not to be submitted. Physical Structures which are owned by the institution exclusively for real estate investment purposes and which are not related to any programs of the institution are not to be reported.

This file reflects the status of physical structures as of the 15th day of autumn term.

Submission Schedule

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

Relationship to Other File Submissions

Each structure reported in the Physical Structure Inventory (PS) file is to be reported with its combination of rooms and areas in the Area Inventory (AI) file.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
Campus	Enter a campus code from Institution/Campus Codes.	Alphabetic 4 characters  Columns 1-4
Structure Identifier	Enter an institution-assigned identifier.	Alphanumeric  20 characters  Columns 5-24
Structure Name	Enter the official name of the structure.	Alphanumeric  50 characters  Columns 25-74
Addition Identifier	Enter an institution-assigned identifier or NA (not applicable).	Alphanumeric  20 characters  Columns 75-94
Addition Name	Enter the official name of the addition or NA.	Alphanumeric  50 characters  Columns 95-144
ZIP Code	Enter the nine-digit ZIP code associated with the structure. If only the five-digit ZIP code is available, enter zeroes in the last four positions.	Numeric  9 characters  Columns 145-153
Ownership Status	Enter a code from Ownership Status Codes.	Alphabetic  3 characters  Columns 154-156
Physical Condition Status	Enter a code from Physical Condition Status Codes or NA.	Alphabetic  2 characters  Columns 157-158
Functional Condition Status	Enter a code from Functional Condition Status Codes or NA.	Alphabetic  2 characters  Columns 159-160
Year of Construction	Enter the year construction was complete or 0000.	Numeric  4 characters  Columns 161-164
Year of Acquisition	Enter the year of acquisition or initial occupancy by the institution or 0000.	Numeric  4 characters  Columns 165-168
Gross Square Footage	Enter the total Gross Square Footage. Format is now 7 numeric characters - 0000000.	Numeric  7 characters  Columns 169-175
Replacement Value	Enter the estimated replacement value.	Numeric  10 characters  Columns 176-185
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic  1 character  Column 186

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.

Structure Name: The official name of the structure is assigned by the institution.

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.

Addition Name: The official name of the addition is institution-assigned. If the addition does not have a name that is separate from the structure name, enter NA.

ZIP Code: For all structures located within the United States, the nine-digit ZIP code associated with this structure should be the ZIP code assigned by the United States Postal Service. If only the five-digit ZIP code is available, enter zeroes in the last four positions. For all structures located outside the United States, enter FOREIGNCS.

Ownership Status: The following codes describe the ownership of the structure.

• Owned (OWN): The title for the structure is vested in the institution or the State, and the structure is owned outright or is being paid for.
• Leased (LEA): The structure is not owned by the institution, but is being leased or rented.
• Non-institutional (NON): The title for the structure is vested in an organization other than the institution, such as a holding company, development fund, building corporation, parent organization, or equivalent, and the structure is not being leased.

Physical Condition Status: This field must be reported for all owned and non-institutional structures. If the structure is leased, enter NA. The following codes reflect a qualitative judgment of the physical (or structural) condition of the structure. This evaluation includes considerations based on the age of the structure and its systems (HVAC, electrical, plumbing, etc.) as well as safety issues and federal regulations (ADA, OSHA, etc.).

• Satisfactory (SA): Suitable for continued use with normal maintenance.
• Minor Rehabilitation (MI): Needs minor physical rehabilitation or repair. The approximate cost of physical rehabilitation is less than 25 percent of the replacement value of the structure.
• Rehabilitation (RE): Needs physical rehabilitation or repair. The approximate cost of physical rehabilitation is at least 25 percent, but less than 50 percent of the replacement value of the structure.
• Major Rehabilitation (MA): Needs a major physical rehabilitation. The approximate cost of rehabilitation is 50 percent or more of the replacement value of the structure.
• Physically Obsolete (PO): Physically inadequate and not feasible to renovate. The structure should be evaluated for demolition.

Functional Condition Status: This field must be reported for all owned and non-institutional structures. If the structure is leased, enter NA. The following codes reflect a qualitative judgment of the functional capabilities of the structure. Evaluation of a structure for functional condition should reflect how well the structure is able to serve the program(s) to which the structure is assigned. Note that a building may be in good physical condition but not suited for its function. For example, a house may be donated to an institution with the intention that the house be a library. Such a structure might be coded as physically adequate but functionally obsolete.

• Satisfactory (SA): Suitable for continued use with normal maintenance.
• Minor Rehabilitation (MI): Needs minor functional rehabilitation or repair. The approximate cost of functional rehabilitation is less than 25 percent of the replacement value of the structure.
• Rehabilitation (RE): Needs functional rehabilitation or repair. The approximate cost of functional rehabilitation is at least 25 percent, but less than 50 percent of the replacement value of the structure.
• Major Rehabilitation (MA): The structure needs a major functional rehabilitation. The approximate cost of rehabilitation is 50 percent or more of the replacement value of the structure.
• Functionally Obsolete (FO): The structure is functionally inadequate in its present use and requires physical modifications. It may be used for another function.

Year of Construction: This field must be reported for all owned and non-institutional structures. If the structure is leased, enter 0000. The year of construction reflects when construction was complete on the structure, or the best estimate if the actual year is not known.

Year of Acquisition: This field must be reported for all owned and non-institutional structures. If the structure is leased, enter 0000. The year of acquisition or initial occupancy by the institution is entered for structures acquired, leased, or used and not constructed by the institution. If the structure was constructed by the institution and not later acquired by purchase, gift, etc., enter 0000.

Gross Square Footage: The gross square footage is the sum of the floor areas included within the outside faces of exterior walls for all stories or areas which have floor surfaces. If the structure reported is an addition, report only the square footage for the addition.

Use this calculation when calculating gross square footage:

Gross Square Footage = Net Assignable Area + Nonassignable Area

If a portion of the structure is being leased by the institution, enter only the leased square footage.

Replacement Value: This field must be reported for all owned and non-institutional structures. The replacement value of the structure should be rounded to the nearest dollar. If the structure is leased, report 0000000000. The estimated replacement value of the structure (including its foundation and connecting utilities) and of the fixed equipment is based on the current worth of the facilities. This number may be equivalent to the full insurable value. This estimate and its method should be documented for later reference if required. If the structure is an addition, report only the value of the addition.

Edit and Load Specifications

Revised May 13, 2003

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
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
400	Structure Identifier is blank in first character position	If Structure Identifier is blank in the first character position
401	Addition Identifier is blank in first character position	If Addition Identifier is blank in the first character position
408	If Addition Identifier is NA, Addition Name must also be NA	If Addition Identifier is NA and Addition Name is not NA
413	Addition Name is blank in first character position	If Addition Name is blank in first character position
414	ZIP code is not in ZIP codes table	If the ZIP code is not FOREIGNCS and the first 5 characters of the ZIP code is not in the ZIP codes table
415	Ownership Status is not in Ownership Status Codes table	If Ownership Status code is not in the Ownership Status Codes table for the submission year
416	Physical Condition Status code is not in the Physical Condition Status Codes table	If Physical Condition Status code is not NA in the first two character positions and not in the Physical Condition Status Codes table for the submission year
417	Functional Condition Status code is not in the Functional Condition Status Codes table	If Functional Condition Status code is not NA in the first two character positions and not in the Functional Condition Status Codes table for the submission year
418	Year of Construction is not numeric or NA	If Year of Construction is not numeric
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, Structure Identifier, Addition Identifier, and Delete Switch
431	Year of Acquisition is not numeric or NA	If Year of Acquisition is not numeric
434	Gross Square Footage is not numeric	If Gross Square Footage is not numeric
435	Replacement Value is not numeric	If Replacement Value is not numeric
436	No row to delete in the Physical Structure Inventory table with this Campus, Year, Structure Identifier, and Addition Identifier	If Delete Switch is Y and there is no row in the Physical Structure Inventory table for this Campus, Structure Identifier, and Addition Identifier for the submission year
446	Structure Name is blank in first character position	If Structure Name is blank in first character position
470	Date of Construction is earlier than 1700	If Year of Construction is greater than 0000 and less than 1700
474	Year of Acquisition is prior to 1800	If Year of Acquisition is greater than 0000 and less than 1800
475	Areas exist the Area Inventory table for this Physical Structure and Addition Identifier	If Delete Switch is Y and there are rows  in the Area Inventory Table for this Campus, Structure Identifier, Addition Identifier, and submission year
476	Gross Square Footage is 0000000	If Gross Square Footage is 0000000
477	Physical Condition Status code must be entered for this structure	If Physical Condition Status code is NA in the first two character positions and Ownership Status is not LEA
478	Functional Condition Status code must be entered for this structure	If Functional Condition Status code is NA in the first two character positions and Ownership Status is not LEA
479	Date of Construction must be entered for this structure	If Year of Construction is 0000 and Ownership Status is not LEA
480	Replacement value must be entered	If Replacement Value is 0000000 and Ownership Status is not LEA
481	Year of Acquisition is greater than submission date	If year of Acquisition is greater than submission year
482	Year of Construction is greater than submission date	If year of Construction is greater than submission year
799	+4 Zip Code is not valid. Contains text not allowed or is blank.	If last 4 characters of ZIP code are not GNCS or numeric
801	Do not submit Year of Construction for leased space; enter 0000	If Ownership status is LEA and Year of Construction is not 0000
802	Do not submit Year of Acquisition for leased space; enter 0000	If Ownership status is LEA and Year of Acquisition is not 0000
803	Do not submit Replacement Value for leased space; enter 0000000000	If Ownership status is LEA and Replacement Value is not 0000000000
804	Do not submit Physical Condition Status for leased space; enter NA	If Ownership status is LEA and Physical Condition Status is not NA
805	Do not submit Functional Condition Status for leased space; enter NA	If Ownership status is LEA and Functional Condition Status is not NA
878	Year of Acquisition is less than year of construction	If acquisition year is greater than 0000 and less than year of construction
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
B56	More than 10% of structures have the same Structure Name	If the structure identifier and the addition identifier in the physical structure file matches a previous structure identifier and previous addition identifier in the facility id change table and does not have a match for new structure identifier and new addition identifier in the facility id change table
B69	This structure/addition Id was changed in the Id file. The structure/addition Id is now considered a new physical structure.	If there are 10 or more records in the submission file AND if 20% or more of those records have the same Structure Name
B86	Year of Acquisition field is not identical to Year of Acquisition field in previous year's submission	If a row exists in the Physical Structure Inventory Table for this Campus, previous year, Physical Structure Identifier, and Addition Identifier AND Year of Acquisition in the submission is not identical to Year of Acquisition in the row in Physical Structure Inventory Table
B87	Year of Construction is not identical to Year of Construction in previous year's submission	If a row exists in the Physical Structure Inventory Table for this Campus, previous year, Physical Structure Identifier, and Addition Identifier AND Year of Construction in submission record is not identical to Year of Construction in row in Physical Structure Inventory