Office of Risk Management

Data Element Definitions

Facility Data Element Numeric List

Facility Data Element Alphabetic List

Back to top

UNIT 3010

DEFINITION: A one-character code indicating which of the sixteen units is reporting the facility.

CODING REQUIREMENTS

LENGTH: 1 position
DECIMAL POSITION: N/A
SPECIFICATIONS:

Code Unit abbr Institution
A MSN Madison
B MIL Milwaukee
C EAU Eau Claire
D GBY Green Bay
E LAC La Crosse
F OSH Oshkosh
G PKS Parkside
H PLT Platteville
J RVF River Falls
K STP Stevens Point
L STO Stout
M SUP Superior
N WTW Whitewater
R COL Colleges
T EXT Extension
W SYS System Administration

EXAMPLE: For UW-Green Bay , the element code is "D".

DEFAULTS:

EDIT CRITERIA

EDIT: 3010-11 A valid code for the reporting unit must be present.

NOTES: Refer to edits 3981-21, 3982-21, 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1999

Back to top

DIVISION 3020

DEFINITION: The level of organization immediately under Unit - generally a school/college, major administrative or program unit, or a campus of the Colleges. (Coding this element is required only for the UW Colleges and field stations.)

CODING REQUIREMENTS

LENGTH: 2 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Must be one of an institution's valid division codes per the UDDS table. One of the following codes must be present as required.

When Reporting Colleges Campuses; Unit (3010) = "R"

When Reporting Pigeon Lake Field Station; Unit (3010) = "J"

Division

Code Abbr Name
15 BRB Baraboo-Sauk
18 BRN Barron
20 FDL Fond du Lac
22 FOX Fox Valley
24 MAN Manitowoc
28 MTH Marathon
30 MNT Marinette
32 MSF Marshfield
34 RLN Richland Center
35 RCK Rock
37 SHB Sheboygan
38 WSH Washington
39 WAK Waukesha
88 PGL Pigeon Lake

EXAMPLE: For the Baraboo-Sauk campus in the UW Colleges, this element is "15".

DEFAULTS:

EDIT CRITERIA

EDIT: 3020-11 A valid code or blank spaces must be present.

3020-21

  1. A valid code must be present when the Unit (3010) is "R".
  2. If the code is "88", the Unit (3010) must be "J".

NOTES: Refer to edits 3981-21, 3982-21, 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities of UW Colleges, field stations
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1999

Back to top

Facility Number 3030

DEFINITION: A code to uniquely identify each facility and subdivision of a facility within each unit.

CODING REQUIREMENTS:

LENGTH: 5 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: First four positions = facility root number (digits). Fifth position = facility subunit identification.

Each facility must be assigned a unique four digit root number. When it is deemed necessary to subdivide a facility for clarity of identification, a fifth character, that must be a letter, may be added to the root number. When subunit identification is not necessary, the subunit identification position should be left blank.

EXAMPLE: Facility number 100 with two subunits can be coded: 0100A and 0100B.

DEFAULTS:

EDIT CRITERIA

EDIT: 3030-11 The facility root number must be greater than 0. The fifth position must contain a letter. Special characters are not valid.

NOTES: Refer to edits 3981-21, 3982-21, 3983-52

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2000

Back to top

Facility Name 3040

DEFINITION: The official name of the facility. Facilities which are not considered to be major, i.e., residential structures acquired through land acquisition, should be further identified with the street address.

CODING REQUIREMENTS

LENGTH: 40 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Facility names are restricted to 40 characters and spaces. If the name exceeds 40 characters, it should be abbreviated to reflect the name commonly used on campus.

Requests to name a facility after a person must be brought before the Board of Regents for discussion in closed session at least one month prior to requesting formal Regent action (Resolution 2112, 3/7/80).

Facility additions do not have to be identified as additions in the name. Any name may be assigned to facility additions. Non-building facility names should be descriptive of the object listed. When grouping non-building facilities, the number of facilities included should follow the name (e.g., campus signs (8); Stadium lighting (24); etc.

Facilities located outside of the campus city should include the city, county or state of location in the name.

EXAMPLE: Name is Music Annex (an acquired residential structure on Broadway): code should be "Music Annex, 1560 Broadway"

DEFAULTS:

EDIT CRITERIA

EDIT: 3040-11 Data must be present; cannot be all blank spaces.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1996

Back to top

Date of Construction 3050

DEFINITION: The Gregorian Calendar year during which all or a major portion of the facility was constructed.

CODING REQUIREMENTS

LENGTH: 4 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The four digit year number is used as the code.
In cases where facilities have more than one date of construction due to additions, two options are available:

  1. If the facility utilizes the subunit coding option, the Date of Construction for the addition should be recorded with each subunit, or,
  2. If the facility is inventoried without subunits, the Date of Construction for the original building should to be recorded.

EXAMPLE: Construction date is 1972; code is 1972.

DEFAULTS:

EDIT CRITERIA

EDIT: 3050-11 A number or blank spaces must be present.

3050-21 A four digit code must be present when Ownership (3060) is "O" or "A". Each number must be less then or equal to the current year and equal to or greater than 1874.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

Back to top

Ownership 3060

DEFINITION: The basis by which the facility of record is made available to the university.

CODING REQUIREMENTS

LENGTH: 1 positions
DECIMAL POSITION: N/A
SPECIFICATIONS:

Ownership

Code Description
O Owned by the university (state) or being paid for on a amortization schedule.
L Leased to the university (includes lease/purchase).
F Made available to the university free of charge.
A Owned by the university (state) or being paid for on an amortization schedule with more than 50% of the usable space being leased to a non-university agency (state or non-state).

EXAMPLE: Facility is leased to the university; code is "L".
DEFAULTS:

EDIT CRITERIA

EDIT:3060-11 A valid code must be present.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1999

Back to top

Type of Facility 3070

DEFINITION: A code to Identify the primary classification or use of the facility.

CODING REQUIREMENTS

LENGTH: 3 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The first position indicates whether the facility is a building or some other type of structure. A building by definition is; a roofed structure fully or partially enclosed, has minimum headroom of 6'6", and is used for permanent or temporary shelter of persons, animals, plants, or equipment. The second and third positions together further classify the facility.

First Position Coding:

Code Description
B Building type facility.
N Non-building type facility.

Second and Third Position Coding:

Code Description
01 ADMINISTRATIVE - General unit administration. Instructional faculty offices, including instructional administration, are considered to be academic - code 02.
02 ACADEMIC - Instructional facilities including instructional faculty offices and instructional administration. Excluded are Indoor Physical Education & Recreation - 03, Outdoor Physical Education & Recreation - 04, and instructional hospital and health facilities, Hospital/Health - 05.
03 INDOOR PHYSICAL EDUCATION/RECREATION - Indoor physical education & recreation facilities regardless of use; e.g., instruction, recreation, intercollegiate athletics.
04 OUTDOOR PHYSICAL EDUCATION/RECREATION - Outdoor physical education & recreation facilities regardless of use; e.g., instruction, recreation, intercollegiate athletics.
05 HOSPITAL/HEALTH - Teaching hospitals and other health instruction facilities and clinics, and student health care facilities.
06 RESEARCH - Facilities utilized primarily for the discovery and application of new knowledge.
07 STUDENT CENTER/UNION - Facilities supporting primarily the general student and faculty cultural and/or recreational activities of a unit, even though the facilities provide secondary services such as residence hall food services.
08 SINGLE STUDENT HOUSING - Facilities which provide living space for unmarried students.
09 FOOD SERVICE - Facilities which provide meal services to students and faculty, excepting those who provide such services as a secondary function such as student centers and unions.
10 MARRIED STUDENT HOUSING - Facilities which provide living space for married students and their families.
11 FACULTY HOUSING - Facilities governed by a unit and utilized to meet the housing needs of visiting faculty, chancellors, etc.
12 UTILITY - Facilities which contribute to the needed mechanical systems and services of a physical plant such as maintenance facilities, including vehicle servicing, storekeeping facilities, heating plants, mechanical, electrical and communications installations, and communication towers.
13 TRANSPORTATION - Facilities external to buildings, which are associated with the movement of people to, from, and about a unit or campus such as bus shelters and parking lots. Fleet vehicle storage is included while the vehicle service areas are excluded (Utility, 12).
14 ARBORETUM - Facilities which are considered to be part of or in support of an arboretum.
15 DEMONSTRATION SCHOOL - Facilities utilized by student teachers to observe and practice the principles of teaching.
16 EXPERIMENTAL FARMS - Facilities which are related to agricultural field service operations, including residential housing for field service facility caretakers.
17 FIELD STATIONS – Instructional, residential and utility facilities associated with, but not considered to be part of a main unit or campus.
18 ORNAMENTAL/HISTORICAL - Structures or environments of which the primary purpose is to add beauty or denote historical significance, such as statues, markers signing, gardens.
19 OUTREACH CENTER - Facilities which serve as a headquarters for the management and operation of off-campus educational services such as off-campus social work, education for handicapped persons, and specialized programs offering collegiate credit. Although servicing all areas of Wisconsin , the activities managed through these centers are not part of University Extension.
99 Other - Facilities which are not owned or insured by the reporting unit, though contents may be insured.

EXAMPLE: Facility is an instructional building; the code is "B02".

DEFAULTS:

EDIT CRITERIA

EDIT:3070-11 A valid code must be present.

NOTES: Refer to edit 3983-52

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

Back to top

Funding Source 3080

DEFINITION: Identification of the primary source of financial support for facility operating costs and debt service or lease payments.

CODING REQUIREMENTS

LENGTH: 1
DECIMAL POSITION: N/A
SPECIFICATIONS: The following codes are valid.

Code Description
G General Purpose Revenues (GPR)
P Program Revenue (PR)
C Combination of GPR and PR

EXAMPLE:

DEFAULTS:

EDIT CRITERIA

EDIT:3080-11 A valid code must be present.

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1996

Back to top

Area, Total Assignable 3090

DEFINITION: The sum of all areas on all horizontal levels of a facility assigned to or available for assignment to an occupant or specific use.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The numeric value expressed in square feet, which is the sum of the areas of the rooms/spaces in a facility that are classified in each of the categories listed below. Measurements should be made between the principal surfaces (walls or partitions) at or near the surface level of each room/space. The classification categories are defined in the Postsecondary Education Facilities Inventory and Classification Manual, U.W. Department of Education, Office of Educational Research and Improvement, November, 1992.

Series Facilities
100 series Classroom Facilities
200 series Laboratory Facilities
300 series Office Facilities
400 series Study Facilities
500 series Special Use Facilities
600 series General Use Facilities
700 series Support Facilities
800 series Health Care Facilities
900 series Residential Facilities

EXAMPLE: Facility has 35,605 assignable sq.ft; code is 035605.

DEFAULTS:

EDIT CRITERIA

EDIT:3090-11 A numeric value must be present.

NOTES:3090-21 A numeric value greater than zero must be present when the first position of Type of Facility (3070) is "B".

3090-52 The assignable area for each combination of Unit (3010), Division (3020), and Facility Number (3030) should not vary between submissions more than:

  1. 10% when the Area, Gross (3120) is less than 100,000 sq. ft.;
  2. 5% when the Area, Gross (3120) is more than 100,000 sq.ft.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

Back to top

Area, Total Unclassified 3100

DEFINITION: The sum of all assignable areas on all horizontal levels of a facility that are unassigned.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The number value expressed in square feet, which is the sum of the areas of the rooms/spaces in a facility that are classified in each of the categories listed below. Measurements should be made between the principal surfaces (walls or partitions) at or near the surface level of each room/space. The classification categories are defined in the Postsecondary Education Facilities Inventory and Classification Manual, U. W. Department of Education, Office of Educational Research and Improvement, November, 1992.

050 - Inactive Area

060 - Alteration or Conversion Area

070 - Unfinished Area

EXAMPLE: The facility has 605 square feet of unclassified area; code is 000605.
DEFAULTS:

EDIT CRITERIA

EDIT: 3100-11 A numeric value must be present.
3100-21 A numeric value greater than zero must be present when the first position of Type of Facility (3070) is "B".

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

Back to top

Area, Total Non-assignable 3110

DEFINITION: The sum of all areas on all horizontal levels of a facility which is not available for assignment to an occupant or specific use but necessary for the general operation of the facility.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The numeric value expressed in square feet, which is the sum of the areas of the rooms/spaces in a facility that are classified in each of the categories listed below. Measurements should be made between the principal surfaces (walls or partitions) at or near the surface level of each room/space. The classification categories are defined in the Postsecondary Education Facilities Inventory and Classification Manual, U.W. Department of Education, Office of Educational Research and Improvement, November, 1992.

WWW - Circulation Area

XXX - Building Service Area

YYY - Mechanical Area
EXAMPLE: The facility has 1,233 square feet of non-assignable area; code is 001233.

DEFAULTS:

EDIT CRITERIA

EDIT:3110-11 A numeric value must be present.

3110-21 A numeric value greater than zero must be present when the first position of Type of Facility (3070) is "B".

3110-52 The non-assignable area for each combination of Unit (3010), Division (3020), and Facility Number (3030) should not vary between submissions more than:

  1. 10% when the Area, Gross (3120) is less than 100,000 sq. ft.;
  2. 5% when the Area, Gross (3120) is more than 100,000 sq. ft..

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

Back to top

Area, Gross 3120

DEFINITION: The sum of all areas on all floors of a building included within the outside faces of its exterior walls, including floor penetration areas, however insignificant, for circulation and shaft areas that connect one floor to another.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter the number of square feet. This element must be zero filled for non-buildings.
EXAMPLE: Area is 853,500 square feet; code is 853500
DEFAULTS:

EDIT CRITERIA

EDIT: 3120-11 A numeric value must be present.

3120-21 A number greater than zero must be present for each combination of Unit (3010), Division (3020), and Facility Number (3030) when Ownership (3060) = A or O and Facility Type (3070) = B.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

Back to top

Address 1 3200

DEFINITION: The first line of the facility address. Do not use PO Box numbers.

** CODING REQUIREMENTS

LENGTH: 30 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter address of building.
EXAMPLE: 780 Regent Street
DEFAULTS:

** EDIT CRITERIA

EDIT: 3200-11 A value must be present.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

Back to top

Address 2 3210

DEFINITION: The second line of the facility address.

** CODING REQUIREMENTS

LENGTH: 30 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter address of building.
EXAMPLE:
DEFAULTS:

** EDIT CRITERIA

EDIT: 3210-11 A value must be present.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

Back to top

Municipality 3220

DEFINITION: The city or town or village that the facility is located.

** CODING REQUIREMENTS

LENGTH: 50 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter municipality
EXAMPLE: City of Madison
DEFAULTS: No Abbreviations

** EDIT CRITERIA

EDIT: 3220-11 Will be either City of ____, Town of ___, or Village of ___

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

Back to top

State 3230

DEFINITION: The abbreviation of the state the facility is located in.

** CODING REQUIREMENTS

LENGTH: 2 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter state's two letter abbreviation
EXAMPLE: WI
DEFAULTS:

** EDIT CRITERIA

EDIT: 3230-11 Default is 'WI'.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

Back to top

Zip Code 3240

DEFINITION: The first line of the facility address. Do not use PO Box numbers.

** CODING REQUIREMENTS

LENGTH: 9 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter zip code.
EXAMPLE: 537152635
DEFAULTS:

** EDIT CRITERIA

EDIT: 3240-11 Must be zip plus four. Do not enter a dash separator.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

Back to top

County 3250

DEFINITION: The county that the facility is located in.

** CODING REQUIREMENTS

LENGTH: 30 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter county name.
EXAMPLE: Dane
DEFAULTS:

** EDIT CRITERIA

EDIT:

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

Back to top

Area, Total Net 3400

DEFINITION: The sum of all interior areas of a facility; the sum of the Area, Total Assignable (3090) and Area, Total Unclassified (3100), Area, Total Non-assignable (3110).

** CODING REQUIREMENTS

LENGTH: 5 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Derived.

Area, Total Net Assignable = Area, Total Assignable (3090) + Area, Total Unclassified (3100) + Area, Total Non-assignable (3110).

EXAMPLE:
DEFAULTS:

** EDIT CRITERIA
EDIT:

NOTES:

** APPLICABILITY

UNITS: All DATE OF RECORD: N/A
POPULATION: All buildings
SUBMISSION DATE: N/A
DATE ISSUED: January, 1996

Back to top

Unit Reporting Contents 3510

DEFINITION: A three-character code indicating one of the sixteen unit/divisions reporting and insuring the contents associated with a facility.

** CODING REQUIREMENTS

LENGTH: 3 positions
DECIMAL POSITION: N/A
SPECIFICATIONS:

Code Unit Abbr. Unit Name
A MSN Madison
B MIL Milwaukee
C EAU Eau Claire
D GBY Green Bay
E LAC La Crosse
F OSH Oshkosh
G PKS Parkside
H PLT Platteville
J RVF River Falls
K STP Stevens Point
L STO Stout
M SUP Superior
N WTW Whitewater
R COL Colleges
T EXT Extension
W SYS System Administration

EXAMPLE: For UW-Green Bay, the element code is "D".

DEFAULTS:

** EDIT CRITERIA
EDIT:3510-11
A valid code or blank spaces must be present.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: All facilities
SUBMISSION DATE: June 15
DATE ISSUED: June, 1995

Back to top

Division Reporting Contents 3520

DEFINITION: The level of organization immediately under Unit - generally a school/college, major administrative or program unit, or a campus of the Centers. ( Coding this element is required only for the , the UW Colleges, and field stations. )

** CODING REQUIREMENTS

LENGTH: 2 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: One of the following codes must be present as required. When Reporting College Campuses; Unit (3510) = "R" When Reporting Pigeon Lake Field Station; Unit (3510) = "J"

Code Abbr. Name
15 BRB Baraboo-Sauk
18 BRN Barron
20 FDL Fond du Lac
22 FOX Fox Valley
24 MAN Manitowoc
28 MTH Marathon
30 MNT Marinette
32 MSF Marshfield
34 RLN Richland Center
35 RCK Rock
37 SHB Sheboygan
38 WSH Washington
39 WAK Waukesha
88 PGL Pigeon Lake

EXAMPLE: For the Baraboo-Sauk campus, this element code is "15".

DEFAULTS:

**EDIT CRITERIA

EDITS:3520-11 A valid code or blank spaces must be present.

3520-21

  1. A valid code must be present when the Unit (3510) is "R".
  2. If the code is "88", the Unit (3510) must be "J".

NOTES: Refer to edits 3981-21, 3982-21, 3983-52.

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: All facilities of UW Colleges, Pigeon Lake and field stations.
SUBMISSION DATE: June 15
DATE ISSUED: June, 1995

Back to top

Unit/Division Insuring Facility 3530

DEFINITION: Identifies the campus or outside organization insuring the facility. Does not pertain to facility contents insurance coverage.

** CODING REQUIREMENTS

LENGTH: 3
DECIMAL POSITION: N/A
SPECIFICATIONS:This element is coded with the unit code and division code of the unit insuring the facility EXCEPT :

  1. When the reporting unit is responsible for providing insurance coverage on the facility then this element must be left blank.
  2. When the facility is insured by an agency outside of the University System this element is coded with the word 'OUT'.

This element uses the same campus unit codes and division codes as elements 3010 and 3020 (Unit and Division, Reporting Facility). (Refer to elements 3010 and 3020 for a list of valid codes).

EXAMPLE: The facility leased by Sheboygan is insured by the County of Sheboygan . Code = OUT

DEFAULTS:

**EDIT CRITERIA

EDIT:3530-1 Element must contain one of the following:

  1. The Reporting Unit (DE 3010) and division code
    (DEA3020)of the Insuring Unit (DE 3530)
  2. The code "OUT", or
  3. Blank spaces.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: Each insured facility
SUBMISSION DATE: June 15
DATE ISSUED: June, 1995

Back to top

Unit Reporting Property 3610

DEFINITION: A one-character code indicating one of the sixteen units reporting and insuring property other than facilities or contents, that is, auto, business interruption, and moveable equipment.

** CODING REQUIREMENTS

LENGTH: 1 position
DECIMAL POSITION: N/A
SPECIFICATIONS:

Code Unit
ABBR.

UNIT NAME

A MSN Madison
B MIL Milwaukee
C EAU Eau Claire
D GBY Green Bay
E LAC La Crosse
F OSH Oshkosh
G PKS Parkside
H PLT Platteville
J RVF River Falls
K STP Stevens Point
L STO Stout
M SUP Superior
N WTW Whitewater
R COL Colleges
T EXT Extension
W SYS System Administration

EXAMPLE: For UW-Green Bay , the element code is "D".

DEFAULTS:

**EDIT CRITERIA

EDITS: 3610-1A A valid code or blank spaces must be present.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: All facilities
SUBMISSION DATE: June 15
DATE ISSUED: June, 1995

Back to top

Current Value 3630

DEFINITION: The Current Value is the depreciated value as determined by the following characteristics:

  1. Age The bid date for new facilities and the appraisal date for older facilities.
  2. Type of construction
    • Fire Resistant--Concrete and steel construction with steel encased in concrete; 4 hour rating
    • Ordinary Construction--Concrete and steel construction with exposed steel; 2 hour rating
    • Frame Construction--Wood frame construction
  3. Condition
    • Good
    • Fair
    • Poor

** CODING REQUIREMENTS

LENGTH: 12
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars
EXAMPLE: Value is $269,000 Code = 000269000
DEFAULTS:

**EDIT CRITERIA

EDITS: 3630-1 This element must be zero if one of the following conditions are true:

  1. The Insuring Unit (DE 3530) is "OUT".
  2. The Insuring Unit (DE 3530) is not blank and not equal to the Reporting Unit (DE 3010).
  3. The Insurance Value Indicator (DE 3680) is "X".

3630-2 This element must be greater than zero whenever:

  1. The Insuring Unit (DE 3530) equals the Reporting Unit (DE 3010) or
  2. When the Insuring Unit (DE 3530) is blank and the Insurance Value Indicator (DE 3680) is "X".

3630-3 Value cannot be greater than Replacement Cost (DE 3640).

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: July 1
POPULATION: Each insured facility
SUBMISSION DATE: May 1
DATE ISSUED: June, 1995

Back to top

Replacement Value 3640

DEFINITION: The cost of reconstructing the facility in the present construction market. For facilities which have been remodeled or expanded, the value is the sum of the independent projects; original facility, remodelings and additions.

** CODING REQUIREMENTS

LENGTH: 12
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars
EXAMPLE: Value is $2,561,000 Code = 002561000
DEFAULTS:

** EDIT CRITERIA

EDIT:3640-1 This element must be zero if one of the following conditions are true:

  1. The Insuring Unit (DE 3530) is "OUT".
  2. The Insuring Unit (DE 3530) is not blank and not equal to the Reporting Unit (DE 3010).
  3. The Insurance Value Indicator (DE 3680) is "X".

3640-2 This element must be greater than zero whenever:

  1. The Insuring Unit (DE 3530) equals the Reporting Unit (DE 3010) or
  2. When the Insuring Unit (DE 3530) is blank and the Insurance Value Indicator (DE 3680) is "X".

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: July 1
POPULATION: Insured Each Facility
SUBMISSION DATE: May 1
DATE ISSUED: June, 1995

Back to top

Contents Value 3650

DEFINITION: The value of the non-capital and capital contents of a facility.

** CODING REQUIREMENTS

LENGTH: 9
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars
EXAMPLE: Value is $105,250 Code = 0000105250
DEFAULTS:

** EDIT CRITERIA

EDIT: 3650-1 Value must be numeric; deviations of more than 15% from the previous year content value for a facility are flagged with this error code.

3650-2 If the Insurance Value Indicator (DE 3680) id an "X" then this element must be greater than 0.

NOTES: This is a derived element.

** APPLICABILITY

UNITS: All
DATE OF RECORD: N/A
POPULATION: Applies to building only
SUBMISSION DATE: N/A
DATE ISSUED: June, 1995

Back to top

Insurance Rate 3660

DEFINITION: A price or appraised charge for facility or property insurance established by the System Office of Risk Management, dependent upon the appropriate property classification.

** CODING REQUIREMENTS

LENGTH: 5
DECIMAL POSITION: 4
SPECIFICATIONS: Expressed in dollars and cents (to three decimals) per $100 of facility value.
EXAMPLE: Rate is 1.013 Code = 10130
DEFAULTS:

** EDIT CRITERIA 

EDIT:3660-1 Value must be numeric.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: June 1
POPULATION: All Insured Property
SUBMISSION DATE: June 1
DATE ISSUED: June, 1995

Back to top

DOA Mismatch Indicator 3670

DEFINITION: A code to indicate whether each unit and facility number combination in the System data base is known to be missing or present in the State facilities data base managed by the Department of State Facilities. Places an X when the System record does not match DSF record for a facility.

** CODING REQUIREMENTS

LENGTH: 1
DECIMAL POSITION: 0
SPECIFICATIONS: X = Data Bases do not match on associated unit and facility number.
EXAMPLE: The facility is not in both data bases. System database shows Statue. DSF database has no record.

Code = X; a mismatch.

DEFAULTS:

**EDIT CRITERIA

EDITS: 3670-1 If the facility is not on DOA files, this element should be "X". If

DOA carries the facility, this element should be blank.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: N/A
POPULATION: All facilities
SUBMISSION DATE: N / A
DATE ISSUED: June, 1995

Back to top

Insurance Value Indicator 3680

DEFINITION: A code identifying whether the Facility Replacement Value (DE 3640) is the value base used for determining the insurance premium for each facility. The value base is either replacement value or insuring contents only.

** CODING REQUIREMENTS

LENGTH: 1
DECIMAL POSITION: 0
SPECIFICATIONS:

Insurance Value Indicator

Code Description
R The Facility Replacement Value.
X Insuring contents of facility only.

EXAMPLE: Value based upon Replacement Value Code = R
DEFAULTS:

**EDIT CRITERIA

EDITS: 3680-1 A valid code must be present (R, or X).

3680-2 When the Facility Current Value (DE 3630) or the Facility Replacement Value (DE 3640) is greater than zero, then this element must contain an "R".

•  If Facility Current Value (DE 3630) or Facility Replacement Value (DE 3640) is greater than zero, then this element cannot be "X".

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: All building records
SUBMISSION DATE: June 15
DATE ISSUED: June, 1995

Back to top

Property Classification 3685

DEFINITION: A code specifying the type of construction of a facility or other property type as defined by risk management insurance criteria.

** CODING REQUIREMENTS

LENGTH: 1
DECIMAL POSITION: 0
SPECIFICATIONS:
Facilities

Code Description
1 Fire Resistant Construction
2 Ordinary Construction
3 Frame Construction
4 Facility Under Construction

Other Property

5 Vehicles (Auto)
6 Moveable Equipment
7 Business Interruption

EXAMPLE: Building is determined to be of frame construction. Code = 3

DEFAULTS:

** EDIT CRITERIA
EDIT:3685-1
A valid code (1, 2, 3, 4, 5, 6, 7) must be present.

3685-2 This code must match the construction class code submitted on the Division of State Facilities file for facilities.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: Insured Property
SUBMISSION DATE: June 15
DATE ISSUED: June, 1995

Back to top

Property Value 3690

DEFINITION: The amount of the value of property (other than facility & contents) per unit and property classification.

** CODING REQUIREMENTS

LENGTH: 9
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars
EXAMPLE: Value is $605,250 Code = 000605250
DEFAULTS:

** EDIT CRITERIA

EDITS: 3690-1 Value must be numeric; deviations of more than 15% from the previous year property value for a property classification are flagged with this error code.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: May 15
POPULATION: Applies to non facility
SUBMISSION DATE: June 15 property
DATE ISSUED: June, 1995

Back to top

Facility Insurance Premium 4000

DEFINITION: Takes individual facility values and multiplies them by corresponding insurance rate for facilities' property classification.

** CODING REQUIREMENTS

LENGTH: 6
DECIMAL POSITION: 0
SPECIFICATIONS: The premium is a numeric expression of whole dollars.
EXAMPLE: Premium is $29,000
Code = 029000
DEFAULTS:

** EDIT CRITERIA

EDITS: 4000-1 Value must be numeric.

4000-2 The element must be zero when facility value is zero.

NOTES: This is a derived element.
Facility Insurance Premium (DE 3690) =

Facility Value (DE 3630 or DE 3640) * Insurance Rate (DE 3660)

** APPLICABILITY

UNITS: All
DATE OF RECORD: N/A
POPULATION: All Facilities
SUBMISSION DATE: N/A
DATE ISSUED: June, 1995

Back to top

Content Insurance Premium 4010

DEFINITION: Takes individual facility content values and multiplies them by corresponding insurance rate for facilities' property classification.

** CODING REQUIREMENTS

LENGTH: 6
DECIMAL POSITION: 0
SPECIFICATIONS: The premium is a numeric expression of whole dollars.
EXAMPLE: Premium is $29,000
Code = 029000
DEFAULTS:

** EDIT CRITERIA

EDITS: 4010-1 Value must be numeric.

4010-2 The element must be zero when content value is zero.

NOTES: This is a derived element.
Content Insurance Premium (DE 4010) =

Contents Value (DE 3650) * Insurance Rate (DE 3660)

** APPLICABILITY

UNITS: All
DATE OF RECORD: N/A
POPULATION: All Building
SUBMISSION DATE: N/A
DATE ISSUED: June, 1995

Back to top

Unit Facility Class Amount 4100

DEFINITION: Sum of the individual campus' facility values (3640) for each of the three facility related property classifications.

** CODING REQUIREMENTS

LENGTH: 11
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars.
EXAMPLE: Value is $2,500,500 Code = 00002500500
DEFAULTS:

**EDIT CRITERIA

EDITS:
NOTES:
This is a derived element.

These cells should add up the individual campus' facility values (DE 3630 or DE 3640) for each of the three construction classes and place that total in its respective cell.

** APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Unit Class Total 4130

DEFINITION: Sum of the individual campus' facility value, and contents value for each of the three facility related property classifications.

CODING REQUIREMENTS

LENGTH: 11
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars.
EXAMPLE: Value is $2,500,500 Code = 00002500500
DEFAULTS:

EDIT CRITERIA

EDITS:
NOTES:
This is a derived element.

These cells should sum up the individual campus' facility values (DE 3630 or DE 3640), content values (DE 3650) for each of the three construction classes and place that sum in its respective cell.

Unit Class Total = Facility Value (DE 3630 or 3640) + Content Value (DE 3650) for each Unit for each Class

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Unit Facility Amount 4140

DEFINITION: Sum of the total value of facilities (property class 1, 2, & 3) on each individual campus.

CODING REQUIREMENTS

LENGTH: 11
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars.
EXAMPLE: Value is $2,500,500
DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:
NOTES: This is a derived element.

This is the total value of facilities (constr. class 1, 2 & 3) on each individual campus.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Unit Content Amount 4150

DEFINITION: Sum of the total value of contents (capital, non-capital and supplies) on each individual campus.

CODING REQUIREMENTS

LENGTH: 11
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars.
EXAMPLE: Value is $2,500,500
DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This should add up the total value of contents (DE 3650) (capital, non-capital and supplies) on each individual campus.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Unit Total 4160

DEFINITION: Sum of the total property value for each individual campus (facilities, contents, auto, moveable equipment, and business interruption).

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This cell should sum up the total value for each individual campus (facilities, contents, auto, moveable equip, and business interruption)

Unit Total = Facilities + Contents + Auto + ME + BI

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Facility Class Amount 4200

DEFINITION: Sum of the facility values for all campuses for each of the three facility related property classifications.

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

Code = 00002500500

DEFAULTS:

EDIT CRITERIA

EDITS: :

NOTES: This is a derived element.

These cells should sum up all of the facility values (DE 3630 or DE 3640) for the three construction classes and place that total in its respective cell.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Class Total 4230

DEFINITION: Sum of the facility values, content values, for all campuses for each of the three facility related property classifications.

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

Code = 00002500500

DEFAULTS:

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

These cells should sum up all of the facility values (DE 3630 or DE 3640), content values (DE 3650) for the three construction classes and place that total in its respective cell.

Class Total = Facility Value (DE 3630 or 3640) + Content Value (DE 3650) for each Class

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Facility Amount 4240

DEFINITION: Sum of the total facility values for all campuses.

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS: :

NOTES: This is a derived element.

This cell should sum up the total facility values (DE 3630 and or 3640) for all campuses.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Content Amount 4250

DEFINITION: Sum of the total content values for all campuses . Adds content values.

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars

EXAMPLE: Value is $2,500,500

Code = 00002500500

DEFAULTS:

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This cell should sum up the total content value for all campuses.

Content Amount (DE 3650) = (DE 3650) + Non-capital Values (DE 3254)

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Auto Amount 4260

DEFINITION: Sum of the total auto values for all campuses .

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This cell should sum up the total auto values for all campuses.

APPLICABILITY

UNITS: All DATE OF RECORD:

POPULATION:SUBMISSION DATE:

DATE ISSUED:

Back to top

UWSA Moveable Amount 4270

DEFINITION: Sum of the total moveable equipment values for all campuses .

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This cell should sum up the total moveable equipment values for all campuses.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Business Amount 4280

NUMBER: 4280

NAME: UWSA Business Amount

DEFINITION: Sum of the total business interruption values for all campuses .

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This cell should sum up the total business interruption values for all campuses.

APPLICABILITY

UNITS: All DATE OF RECORD:

POPULATION:SUBMISSION DATE:

DATE ISSUED:

Back to top

UWSA Total Value 4290

DEFINITION: Sum of the total property values for all campuses.

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS: :

NOTES: This is a derived element.

This cell should sum up all of the total values for each of the campuses.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Unit Class Premium Amount 4300

DEFINITION: Property premium amount for each campus per property class (premium amt = property value * rate per property class).

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

These cells should take the total property class values for each campus and multiply it by that class's corresponding rate.

Premium amount = Property value * Insurance Rate (DE 3660)

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Unit Premium Total 4310

DEFINITION: Sum of the total premiums for each individual campus.

CODING REQUIREMENTS

LENGTH: 11
DECIMAL POSITION: 0
SPECIFICATIONS: The value is a numeric expression of whole dollars.
EXAMPLE: Value is $2,500,500
DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

This cell should sum up the facility, contents, auto, moveable equipment, and business interruption premiums for each individual campus.

Unit Premium Total = Sum premiums for Prop Classes 1 + 2 + 3 + 4 + 5 + 6

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Class Premium Amount 4320

DEFINITION: Sum of the premium amounts for all campuses per property class (premium amt = property value * rate per property class).

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars.

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

These cells should sum up the total property class premium values for all campuses.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

UWSA Premium Total 4330

DEFINITION: This cell should sum up the total premiums for all the campuses.

CODING REQUIREMENTS

LENGTH: 11

DECIMAL POSITION: 0

SPECIFICATIONS: The value is a numeric expression of whole dollars

EXAMPLE: Value is $2,500,500

DEFAULTS: Code = 00002500500

EDIT CRITERIA

EDITS:

NOTES: This is a derived element.

APPLICABILITY

UNITS: All
DATE OF RECORD:
POPULATION:
SUBMISSION DATE:
DATE ISSUED:

Back to top

Utility Indicator 4340

DEFINITION: Whether facility is connected to a central heating and/or chilling plant.

CODING REQUIREMENTS

LENGTH: 1 position

DECIMAL POSITION: N/A

SPECIFICATIONS: A code of 'Y' indicates facility is connected to a central heating and/or chilling plant.

A code of 'N' indicates facility is not connected to a central heating and/or chilling plant.

No code indicates we don't know whether a facility is connectyed to a central heating and/or chilling plant.

EDIT CRITERIA

EDITS: If present, must be 'Y' or 'N'.

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: August
POPULATION: All Facilities
SUBMISSION DATE:
DATE ISSUED:
August, 2000

Back to top

Content Factor 4350

DEFINITION: Whether facility is connected to a central heating and/or chilling plant.

CODING REQUIREMENTS

LENGTH: 5 positions
DECIMAL POSITION: 2
SPECIFICATIONS: Numeric value with up to 3 integers and 2 decimal places.

EDIT CRITERIA

EDITS: None

NOTES: Used in factored (Calculation Type(4360) is 'F' Capital Contents Value Calculation.

APPLICABILITY

UNITS: All
DATE OF RECORD: August
POPULATION: All Facilities
SUBMISSION DATE: None
DATE ISSUED: August, 2000

Back to top

Calculation Type 4360

DEFINITION: Describes whether Capital Content Value (3652) was manually entered or derived from a predetermined calculation.

CODING REQUIREMENTS

LENGTH: 1 positions

DECIMAL POSITION: N/A

SPECIFICATIONS: Must be 'F' or 'O'. Must be 'O' for all 'outside' content records (unit/div reporting contents is different than unit/div where contents are located).

EDIT CRITERIA

EDITS: Must be 'F' or 'O'

Required for all content records.

Must be 'O' for all 'outside' content records (unit/div reporting contents is different than unit/div where contents are located).

NOTES: Must be 'O' for all 'outside' content records (unit/division reporting contents is different than unit/division where contents are located). This is because the Area, Total Assignable (3090) used in the factored calculation reflects the location unit/division's assignable, not the reporting unit/division's assignable.

APPLICABILITY

UNITS: All
DATE OF RECORD: August
POPULATION: All Facilities with contents
SUBMISSION DATE: None
DATE ISSUED: August, 2000

Back to top

Calculation Type 4370

DEFINITION: Indicates whether a building is connected to central chilled water utility system, originating either at the central heating plant and/or from a district chilled water system.

CODING REQUIREMENTS

LENGTH: 1 position

DECIMAL POSITION: N/A

SPECIFICATIONS: Y/N. - A code of 'Y' indicates facility is connected to a central chilled water utility system.

EDIT CRITERIA

EDITS: Value must be Y or N, null values are not acceptable.

NOTES: District chilled water systems have a chiller located in one building that serves multiple buildings through a network of piping, typically underground in between buildings, but occasionally through other and inter-connected buildings.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W.
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: November 2008 

Back to top

Calculation Type 4380

DEFINITION: Indicates whether a building is connected to central chilled steam and condensate system

CODING REQUIREMENTS

LENGTH: 1 position

DECIMAL POSITION: N/A

SPECIFICATIONS: A code of 'Y' indicates facility is connected to a central chilled steam and condensate system 
A code of 'N' indicates facility is not connected to a central chilled steam and condensate system

EDIT CRITERIA

EDITS: Value must be Y or N, null values are not acceptable.

NOTES:

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W.
DATE OF RECORD: August
POPULATION: All Buildings                           
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: November 2008

Back to top

Calculation Type 4390

DEFINITION: The percentage of the building's gross area which is allocated to General Purpose Revenue funded operations and programs for the purposes of capital maintenance and renewal , as per Board of Regents Policy 19-8 "Funding of University Facilities and Capital Costs" (formerly 90-3).

CODING REQUIREMENTS

LENGTH: 5 positions

DECIMAL POSITION: 2

SPECIFICATIONS: Numeric value with up to 3 integers and 2 decimal places.

EXAMPLE: Percent is 100%; code is 10000

DEFAULTS: Not Applicable

EDIT CRITERIA

EDITS: 4390-11

Value must be positive and between 0.00 and 100.00

NOTES: The value is typically calculated based on assignable square feet space allocations and multiplying by the building's efficiency factor. Related to "#### - Area, Gross PR %". This value may also be calculated based on scheduled use between or among various departments and programs.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W.
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: November 2008

Back to top

Condition Rating, Functional 4400

DEFINITION:The suitability or functionality of the space for its assigned use at the time of the inventory or audit. The coding of space suitability is intended to reflect a judgment about how well the design of a space supports the function of the space and the organizational unit to which the space is assigned. (Based on US Department of Education Institute of Education Sciences, National Center for Education Statistics, Postsecondary Education Facilities Inventory and classification Manual (FICM): 2006 Edition, Chapter 5 Data Analysis and Reporting, Section 5.5.5 Space Suitability <http://nces.ed.gov/pubs2006/2006160.pdf>.)

CODING REQUIREMENTS

LENGTH: 1

DECIMAL POSITION: 0

SPECIFICATIONS: Character value A, B, C, D, F, or I

A:  Excellent, Highly Suited - Highly suited or optimally matched to the original design intent and configuration of the space. The architectural features of the space support the use/activity. Appropriate building infrastructure and services are easily and readily available to support the use. The approximate remodeling cost is less than 5 percent of building replacement value.
B:  Satisfactory - Suitable for continued use and provides adequate support for program delivery. Although the space is not optimal for the use, minor modification may be desired to improve the suitability. The approximate remodeling cost is 5-15 percent of building replacement value.
C:  Conditional - Requires limited renovation to support the use on a continued basis. The approximate remodeling cost is 15-25 percent of building replacement value.
D:  Development Required - Requires significant renovation to support the assigned use on a continuing basis. The space significantly inhibits program delivery. The approximate remodeling cost is 25-50 percent of building replacement value.
F:  Unsatisfactory - Is unsatisfactory for the assigned use. Renovating the space to fit the use would not be cost-effective. The approximate remodeling cost is 50-100 percent of building replacement value.
I:  Inappropriate - Not appropriate for current use but may be appropriate for other uses. It may be appropriate to relocate the activity to another location and use this space for more suitable activity.

EXAMPLE: Building is brand new, construction just completed, the functional condition rating is "A".

DEFAULTS: Not Applicable

EDIT CRITERIA Value must equal A, B, C, D, F, or I

NOTES:The evaluation of a space for functional suitability should be based on the judgment of a departmental representative (rather than the individual user assigned to the space) and the institution’s facility planning or physical plant personnel. Only permanent architectural features and fixed equipment should be considered in rating the space’s suitability; the configuration, age, condition, or amount of movable furniture and equipment should not affect the rating. The rating of space suitability can change significantly from one inventory or audit date to the next if, in the intervening period, the space has been reassigned to a different function or organizational unit, even though no physical alterations have been undertaken.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W for building records only (Element 3070, Type of Facility values B01-B19)
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: March 2014

Back to top

Condition Rating, Physical 4410

DEFINITION:The physical status of the building at the time of the inventory or audit, based on the best judgment of those persons familiar with the physical characteristics and condition of the campus. Building condition ratings are based on the extent of renovation or restoration required. (Based on US Department of Education Institute of Education Sciences, National Center for Education Statistics, Postsecondary Education Facilities Inventory and classification Manual (FICM): 2006 Edition, Chapter 5 Data Analysis and Reporting, Section 5.5.4 Building Condition <http://nces.ed.gov/pubs2006/2006160.pdf>.)

CODING REQUIREMENTS

LENGTH: 3

DECIMAL POSITION: 0

SPECIFICATIONS:Character value i, ii, iii, iv, v, vi, or vii. Pad values with leading spaces for those ratings with only 1 or 2 characters.

i:  Good - Suitable for continued use with normal maintenance. The approximate restoration cost is less than 5 percent of building replacement value.
ii:  Satisfactory - Requires restoration to present acceptable conditions. The approximate restoration cost is 5–15 percent of building replacement value.
iii:  Fair - Requires updating or restoration. The approximate restoration cost is 15–30 percent of building replacement value. The physical conditions may have an affect upon building operations.
iv:  Poor - Requires significant updating or restoration. The approximate restoration cost is 30–45 percent of building replacement value. The physical conditions adversely affect building operations.
v:  Unsatisfactory - Requires major restoration with possible need to overhaul building subsystems. The approximate restoration cost is 45–60 percent of building replacement value. Consideration of actual restoration requirements may lead to classifying the facility as being in need of replacement.
vi:  Replace - Should be demolished or abandoned because the building is unsafe and/or structurally unsound, irrespective of the need for the space or the availability of funds for a replacement. Additionally, this category takes precedence over categories i-v. If a building is scheduled for demolition, its condition is reported in this category, regardless of condition.
vii:  Termination - Planned termination or relinquishment of occupancy of the building for reasons other than unsafeness or structural unsoundness, such as abandonment of temporary units or vacating of leased space. Additionally, this category takes precedence over categories i-vi. If a building is scheduled for termination, its condition is reported in this category, regardless of its condition.

EXAMPLE:Building is brand new, construction just completed, the physical condition rating is "i".

DEFAULTS: Not Applicable

EDIT CRITERIA Value must equal i, ii, iii, iv, v, vi, or vii. 

NOTES:The most useful facilities management information is produced when the inventory or audit rates each subsystem or space within a building. This approach documents the rating of each space or subsystem, as well as the overall composite rating of all spaces and all subsystems within a building, and provides information about needed repairs or replacements. A facilities audit should tie space, subsystem, and overall composite ratings to the estimated building replacement value to provide a rough estimate of the cost of rehabilitating or renovating the facility, space, or subsystem.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W for building records only (Element 3070, Type of Facility values B01-B19)
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: March 2014