Procedure 5-17

Space Inventory Reporting

Responsible Officer: Vice President for Administration and Campus Operations

Sponsoring Department: Facilities Management

Revision Date: 30 March 2012

Errors or changes to: aim@uta.edu

Procedure Objective

This procedure provides information regarding the responsibilities of designated employees for collecting and reporting space inventory information reported annually to the Texas Higher Education Coordinating Board (THECB).

Scope

This procedure applies to each University of Texas at Arlington academic and administrative department.

Responsibilities

CASIM Administrator
  • Provide technical and THECB coding assistance Monday through Friday from 8:00 AM to 5:00 PM

Each Academic and Administrative Department
  • Review the THECB inventory codes in order to convey an accurate account of their space inventory to Facilities Management

  • Select at least one individual with a UTA NETID to be their department's Space Inventory Respondent

Facilities Management
  • Coordinate data collection

Space Inventory Respondents (SIRs)
  • Review and use the THECB codes in order to keep Facilities Management updated to departmental space changes

  • Install and operate the CASIM program on their desktop computer by following the instructions found on the Space Inventory Management website

  • Reference the THECB Code Manual in order to better understand the definitions detailing the space use codes, space function codes, and CIP codes

  • Attend the annual CASIM Survey Training sessions held in April

  • Walk/inspect each room for which they are reporting in order to verify the accuracy of their THECB coding selection.

  • Complete the annual CASIM Survey within the month of June

  • Provide notification of space inventory changes occurring outside the month of June to Facilities Management using the Online Notification Forms found on the Space Inventory Management website

Procedures

 

Section I. Designation of Departmental Space Inventory Respondent
  1. Each academic and administrative department is responsible for maintaining at least one current designated SIR.

  2. Should a current SIR leave for any reason, the department is responsible for replacing the SIR.

Section II. Annual Data Submission: CASIM Survey
  1. The SIR verifies and updates their department's space inventory annually during the month of June. It includes, for every room/space on campus:

    1. Space use
    2. Space function
    3. Classification of instructional program (CIP)
    4. Usage percent
    5. Student capacity (where applicable)
  2. Verification is accomplished by walking/inspecting each room for which they are reporting, in order to verify the accuracy of their THECB coding selection.

  3. Data collected from the departments who occupy campus space is coordinated by the Office of Facilities Management.

Section III. Changes and Updates to the Survey

All other space inventory changes, occurring outside the month of June, are conveyed to Facilities Management through the use of Online Notification Forms located on the Space Inventory Management website.

Section IV. CASIM Access and Installation
  1. A first time user of CASIM can request access to the system by filling out the CASIM access request.

  2. SIR's will install and operate the CASIM program on their desktop computer by following the instructions found on the space inventory management website.

Definitions

SIR (space inventory respondent): Individuals who are assigned by their department the responsibility of understanding THECB coding and keeping Facilities Management updated to departmental space changes through the CASIM Survey and the Online Notification Forms.

THECB: The Texas Higher Education Coordinating Board.

CASIM: Computer-Aided Space Inventory Management, an online database system purchased by Facilities Management to manage space inventory data.

CASIM Survey: The annual data submission in which the SIR verifies and updates their space inventory during the month of June.

Rationale

The University of Texas at Arlington is responsible for reporting its space inventory to the THECB on an annual basis. Annual submission of this space inventory data (excluding square footages) is supplied by the department occupying the space and the data collection is coordinated by the Office of Facilities Management.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
N/AN/A

Appendices

N/A

Contacts

If you have any questions about Procedure 5-17, Space Inventory Reporting, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in ProcedureCASIM Administrator(817) 272-0474awhatley@uta.edu
Website accessAdministrative Information Management(817) 272-0222aim@uta.edu
http://www.uta.edu/aim

Website Address for This Procedure