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

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:

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