University of Kansas Space Survey Training FY 2014 July 1, 2013 - June 30, 2014

1. University of KansasSpace Survey TrainingFY 2014 July 1, 2013 - June 30, 2014

2. Training Session Topics • Overview • Functional Use Codes and Descriptions • Functional Use Definitions • Coding Space – Matching Space and Base • Coding Space – Sample Approach • Areas of Special Consideration • Next Steps

3. Overview: What is the purpose of a Space Survey? • The space survey is for departments and administrators to manage assigned space and to help develop KU’s facilities and administrative (F&A) cost rate proposal. • This rate is negotiated with the federal government and allows KU to recover the costs associated with supporting the research mission. • The recovery of these costs is critical to our ability to continue to engage in high quality research.

4. Overview: How is the Space Survey Used? • The space survey classifies rooms based on the activities performed in the rooms. • Space surveys are used to allocate the following F&A costs to research, instruction, and other functions: • --Operations and Maintenance (utilities, maintenance, etc.) • --Building Depreciation • --Interest • --Equipment Depreciation

5. Overview: Who Completes the Space Survey? • A successful space survey is a collaborative effort between Central Administration and each department. The collaboration must include all levels of the department to ensure that whoever is responsible for the space survey represents the current space activities accurately. • Information for the space survey comes from those who are familiar with the functional usage of the space. • --Department Space Coordinators or Administrators • --Department Chair and Principal Investigators provide information and approval • We expect that all space coordinators will conduct in-person interviews with faculty and professional staff who possess the best knowledge of their space.

6. Overview: What time period are we discussing? • The space inventory covers the current fiscal year, the period from July 1, 2013 to June 30, 2014. • Give your best estimate for how the space has been and will be used for the entire fiscal year

7. Functional Use Codes and Descriptions • Possible Functional Codes: Sponsored Research (SR) General Administration (GA) University Research (UR) Student Services Admin (SSA) Sponsored Instruction (SPIN) Spons Projects Admin (SPA) Instruction (IN) Library (LIB) Department Research (DR) Operations and Maintenance (OM) Other Sponsored Activities (OSA) Other Institutional Activities (OIA) Departmental Administration (DA) Vacant (VAC) Notes: You will not use all of these codes – please review the following slides for commonly used codes for your department. You do not have to functionalize (enter percentages) for offices, office service and conference rooms. You will however be required to enter occupants, projects and Room PIs (but not percentages) in rooms coded as office or office service. Percentages are only required for rooms coded as research lab or research lab service.

8. Functional Use Definitions • Sponsored Research (SR) • Space used for research and development activities that are: • --Separately budgeted and accounted for, OR • --Funded by external sources, OR • --Both Federal and non-Federal • Also includes activities supported by cost sharing • Excludes contract-for-service activity, community service programs, seminars, symposiums, etc. which are considered as either Sponsored Instruction or Other Sponsored Activities.

9. Functional Use Definitions • Departmental Research (DR) • Space used for research and development activities that are: • --Part of one’s professional interest • --Supported by gift or endowment funds for which no formal application/approval process was required. • If used to cost share a sponsored research activity, the space should be classified as Sponsored Research • --Includes seed funding and start-up funding • --Includes indirect cost recovery monies

10. Functional Use Definitions • Instruction (IN) • Space used for: • --The instructional activities of KU • Includes teaching, training, and advising activities, whether they are offered for credit toward a degree or certificate or on a non-credit basis, either through regular academic departments or separate divisions, such as a summer school or an extension division. • --Fellowships and instructional training grants (normally referred to as sponsored instruction and training). • --Classrooms and Class Laboratories are typically coded 100% Instruction

11. Functional Use Definitions • Sponsored Instruction (SPIN) --Space used for: • Specific instructional or training activities established by external grants, contracts, or cooperative agreements, that are related to teaching credit and non-credit courses or providing training to students.

12. Functional Use Definitions • Other Sponsored Activities (OSA) • --Space used for activities that are: • Sponsored by outside funding • Both Federal and non-Federal • Involve the performance of work other thanResearch or SponsoredInstruction • Contract for service activities, community service programs, IPAs, seminars, symposiums, and conferences, etc. funded by outside funding.

13. Functional Use Definitions • University Research (UR) • --Space used for research and development activities funded by KUCR that are separately budgeted and accounted for and awarded through an application process • --Types of funding include: • General research funds (GRF) • Research development funds (RDF)

14. Functional Use Definitions • Departmental Administration (DA) • --Space used for academic administrative and supportive activities that benefit common or joint departmental objectives • Includes academic department space that is not practical to define to any activity. • Examples include certain waiting and reception areas, lounges, departmental libraries, and storage areas. • --Generally located in offices of Deans, Chairpersons, Center Directors, and Division Heads • --Typical room types that have these activities: • Office Service Rooms (mail rooms, file rooms, copy rooms, etc.) • Conference Rooms • Offices (administrative in nature – or, the portion of the office that is used for administrative activities)

15. Functional Use Definitions • Other Institutional Activities (OIA) • --Space used in conducting activities which do not correspond to any of the other listed definitions. • Examples include space occupied by athletic facilities, residence halls, bookstores, coffee shops, theaters, museums, alumni, parking, and development areas. • --Includes space used by visiting faculty or scientists and most emeritus professors that are not paid by KU. • --Includes space used by or leased to outside agencies

16. Functional Use Definitions • Vacant (VAC) • --Space that is assignable to an occupant but is not in use. • The percentage of the year that the room was vacant should be assigned the OIA function. The remaining portion of the year should be assigned based on functional use during the period of occupancy. • --Please identify any space that was moved into during FY14. We will need to analyze each scenario on a case-by-case basis to determine proper treatment.

17. Coding Space – Matching Space and “Base” • Dollars (Base) • In the financial system, a function code is assigned to each program or project/grant based on its activities. Refer to the listing of projects in Jayspace for the preliminary F&A coding • Space • Function codes are also assigned to each room in the space survey. • Dollars and Space • The function code(s) assigned to the room must reflect the function code(s) of the funding source(s) for the activities in the room. The ratio of space to dollars may NOT necessarily be a one-to-one relationship. • Called matching “space” with “base” – SR space with SR direct costs (cost base)

18. Coding Space – Sample Approach • Determine the activities taking place in the room • Is it used for instruction, research, administrative activities, or something else? • If the room is used for research, determine the type of research (SR), (DR), (UR), or (OSA) • Typically need to look how people are being funded – if funded from sponsored research projects, then space is coded as SR. If funded from non-sponsored departmental funds, or not funded at all, then room is coded as DR. • If the room is funded by both sponsored and non-sponsored research, determine the appropriate mix • No real formula here – but headcount or FTE might help. Consider this example: 10 GRAs working in a lab – 8 are funded from an SR grant, 2 are funded by the department. All use the lab equally. A split of 80% SR and 20% DR might be a fair breakdown. • Consider another example: 4 GRAs work in a lab – 3 are funded from an SR grant and 1 is not funded at all. The non-funded student spends less time working in the lab as the funded GRAs. A split of 75% SR and 25% DR may not be accurate – a 95/5 split may be more justifiable. • Remember this is not a science! Use your best judgment based on your knowledge and the facts provided to you.

19. Areas of Special Consideration • Graduate Students • Space utilized by graduate students can be considered as SR space ONLY if the graduate student is 100% funded from SR projects • If any graduate students are conducting research in lab space and are being funded through departmental funds, that space should be coded as Department Research (DR) • If any graduate students are utilizing lab space and not being paid, that space should be coded as Instruction (IN) or Department Research (DR), depending on the activity of the student • If any graduate students are housed in research labs and don’t have a separate office, part of that room should be coded as Instruction (IN) to account for the time they spend on coursework (can be minimal, but should be recognized) • GRAs should be distinguished from GTAs – space used by GTAs should always be treated as Instruction (IN)

20. Areas of Special Consideration • Start-up Funds • Space used for research funded through start-up funds should be treated as Department Research (DR) • Visiting Faculty • If space is being used by visiting faculty who are not paid by KU (i.e. paid from their institution or country), the space should be treated as Other Institutional Activities (OIA) • Emeritus Faculty • If space is being used by faculty who are no longer on the payroll at KU, the space should be treated as Other Institutional Activities (OIA) • Cost Sharing • If research activity is being funded through cost sharing accounts, the space should be coded the same as the project.

21. Areas of Special Consideration • Multidisciplinary Research • It is possible to have research space in one department or center and the funding to be housed in another department or center. It is the use and the funding of the space that should drive the space coding – not where the dollars are housed. • Research in multiple rooms • If a PI has multiple research grants taking place in multiple rooms and using the same people, it is OK to take an average use of all rooms and apply the %s consistently across the rooms. This should only be done if the usage does not vary much (if at all) for the rooms. • Rooms coded 100% Sponsored Research • This is a red-flag – make sure anything that is coded as 100% SR can be supported • Use 5% as a minimum when coding rooms

22. Next Steps • We offer training for new departments or space coordinators who need a refresher. Contact us if you wish to schedule a training appointment. We will select some departments for an in-depth review of their survey methodologies. These selected departments will be contacted individually. • All space information should to be completed in Jayspace before April 28th, 2014. • Please contact us if you have questions or need assistance. • Beth at 4-3157 (ridenour@ku.edu) • Mariana at 4-3156 (marianat@ku.edu)