STANFORD UNIVERSITY

FY 2018 SPACE INVENTORY INSTRUCTIONS

PREPARED BY OFFICE OF COST AND MANAGEMENT ANALYSIS STANFORD, CALIFORNIA 94305

JUNE 2018

COPYRIGHT  2018 BY THE BOARD OF TRUSTEES OF THE LELAND STANFORD JUNIOR MEMORIAL UNIVERSITY. ALL RIGHTS RESERVED. STANFORD UNIVERSITY - FY 2018 SPACE INVENTORY INSTRUCTIONS

STANFORD UNIVERSITY FY 2018 SPACE INVENTORY INSTRUCTIONS

Table of Contents Page

Overview

• Overview 1 • Certification Process 3 • Deadline 3 • If You Need Help 4

I. Changes/Key Points 5

II. Why Is a Space Inventory Required?

• University Tracking of Space 7 • Recovery of Indirect Costs 7 • Other Uses/Users 8

III. Updating the Space Inventory

• Update Process 9 • iSpace 10

IV. Coding the Data: Definitions and Guidelines

• Occupancy 11 • The Reporting Period 11 • Shared Room Use 12 • Level of Use to Report 12 • Types of Space Codes 13 • Room Type Codes 13 • Function Codes 15

V. Function Code Definitions

A. Academic Space 1. Instruction (I) 19 2. Departmental Administration (A) 20 3. Organized Research (R) 21 4. Departmental Research (L) 24 5. Other Institutional Activities (C) 25 6. Patient Care (P) 27

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Table of Contents (cont.) Page

V. Function Code Definitions (cont.)

B. Central Support Space 7. General & Administrative (G) 28 8. Sponsored Projects Administration (Q) 29 9. University Libraries (U) 29 10. Operation & Maintenance (M) 30 11. Student Administration & Services (S) 30

C. Auxiliaries, Hospital, and Non-Stanford Entities 12. Auxiliaries, Hospital & non-Stanford Entities (N) 31 13. Residence & Dining Enterprises (D) 32

D. Special Use Space 14. Special Service Facility – VSC (F) 32 15. SLAC (O) 33

E. Inactive or Temporarily Unassignable Space 16. Inactive (E) 33 17. Temporarily Unassignable (X) 34

F. Unassignable Space 18. Unassignable (Z) 34

V. Specific Coding Issues

• Academic Departments: Office Space (Room Type Codes 300 - 399) 35

• Academic Departments: Function-Specific Space 35

• Food Facilities in Academic Buildings 35

• Lounge Areas & Departmental Libraries 36

• Fundraising 37

• Service Centers 37 1. Academic 2. Administrative

• Entering Multiple Room Type / Department Codes 40

• Global Changes Assistance 41

• Private Use of Space 42

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Table of Contents (cont.)

Appendices

A. Listing of Room Type Codes B. Functional Classifications by University Area C. Guidelines for Documentation D. Sample iSpace Room Detail Report E. Sample Floor Plan F. Sample Certification Report G. Glossary of Terms H. Research Policy Handbook Excerpt on Categories of Sponsored Projects (13.2) and Cost Sharing Definitions (15.2)

Reference Documents (available separately)

iSpace Reference Manual Research Policy Handbook

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Overview

Overview Stanford University uses the iSpace1 system to track the occupancy and use of all the rooms in Stanford on campus buildings and in off campus buildings leased for Summary use by Stanford organizations. In addition to tracking the academic campus, we upload all the student housing/dining buildings and the Stanford Hospitals & Clinics buildings (due to the overlapping occupancy by the School of Medicine).

Every two years Stanford conducts an official Space Inventory to update the database for new space, renovated/re-purposed space, demolished space and department moves around the campus. The inventory is a full census of every room during which each department must review and update the information related to the occupancy and use of their space during the fiscal year. This process is known as “Updating and Certifying the Space Inventory”.

The data is of great importance to many groups on campus. Much of the analysis of space is for internal use. For example, the School of Medicine (a formula school) uses the data in their annual budgeting process and in space planning. And, of course, EH&S, PMO, ITS and many others depend on the accuracy of the data in accomplishing their work.

Perhaps, most importantly, the data supports negotiations with the Federal Government on the Indirect Cost Rate that is applied to sponsored projects. A large portion of the indirect cost recovered by the University depends on the Space Inventory results. The Cost and Management Analysis group (CMA) utilizes the room level functional use data to allocate building related costs that will impact the recovery of millions of dollars to Stanford University

As a department Space Coordinator, the information you provide during this inventory of campus space is an integral part of the process for understanding how our space is being used. Therefore, the accuracy of the coding, as updated by you, is of crucial importance. Feel free to ask questions if anything you read is unclear.

This document describes the policies and procedures for coding individual room usage in the Space Inventory. In addition to department occupancy and type of room, we need to know how the room is being used and track that usage with Function Codes. Although not all Function Codes are relevant to all users, everyone should understand which codes apply to your department. If you have any questions about which sections of the Space Inventory Instructions are relevant to your area, please contact CMA (see page 3).

The Space Inventory has several steps to be completed by the Space Coordinator: (1) Reviewing and updating the room data (2) Providing for documentation as needed (3) Certifying completion of the inventory

1 Stanford University’s Space Management database system

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Overview (cont.)

Review and All space coding must be reviewed and updated as required. Changes may have Updating occurred in your rooms that affect room coding in iSpace for the current inventory process. See page 10 for a detailed outline of the process.

CMA has increased its participation in space coding now and in the future to ensure the highest possible level of accuracy. This participation will differ depending on the type of your department: academic vs. administrative (including auxiliaries and non-Stanford entities).

Academic

CMA will focus its review of departmental entries primarily on the following items (versus a full census review of each department).

1. Space coded in iSpace2 to Organized Research.

2. PIs with Sponsored research and cost sharing accounts with expenditures as of June 2018.

All Departments

Prior to the archive of the iSpace data, CMA will perform reviews of the functional coding reported by departments to ensure its appropriateness.

Once all updates are made, each department is required to certify per the instructions on page 3.

Documentation Sufficient documentation to support the coding of your space must be maintained, primarily for space coded to Organized Research (OR). Documentation is important to support OR functional coding decisions in the event of audit by Internal Audit, external auditors, the Defense Contract Audit Agency (DCAA), and/or sponsoring agencies.

In FY18 we will document the use of this space as estimated by the responsible PIs through the use of the OR Documentation Form or a PI Email Interview. Written documentation is no longer optional; at a minimum, one OR Doc Form or PI Email is required for each PI with lab space coded to OR.

This documentation will assist CMA in its review of each department’s space. And during the IDC proposal DCAA audit, this form will reduce the impact on a department’s faculty and staff by providing written documentation. See Appendix C: Organized Research Documentation for detailed guidance on requirements and forms.

2 Stanford University’s Space Management database system

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GUIDELINES FOR DOCUMENTATION

Background

The objective of documentation is to allow an independent person to review a department's space and to understand the basis for its coding. Documentation is critical because the space inventory is subject to government and internal audits and often these audits take place many months after the space inventory has been completed and certified. The documentation maintained by each department must be sufficient to allow for this subsequent review.

Properly completed forms or PI email assist both your department staff and CMA in responding to the Government auditors from the Defense Contract Audit Agency (DCAA) during the audit of the Indirect Cost Rate Proposal by providing standardized, written documentation from the inventory year.

Documentation for Space Coded to Organized Research (OR)

The primary focus is on non-office space (labs and lab support, etc.) coded to OR; this space requires supporting documentation on the methodology used to determine the functional use(s) coded in iSpace. The best way of determining the functional use in the lab space is from an estimate made by the responsible PI on the activities in the lab.

In FY18 we will continue to document the use of lab space as estimated by the responsible PIs through the use of the OR Documentation Form or a PI Email Interview. Written documentation is required—at a minimum, one OR Doc Form or PI Email must be completed for each PI with lab space coded to OR. The documentation should clarify the following:

• Which rooms the Primary Investigator (PI) was using. • The PI’s estimated Percentage of Use for each functional activity in the space • What research was done, e.g., “Award #: xxxxx” or "Dr. Smith's NSF grant for…" • If not the PI, the name of other person(s) familiar with how the space was used. • If source other than the PI, how the Functional Use coding was determined.

A vital aspect of documentation for OR is identification of the research. You can use Award number(s), Sponsor, Title of research project(s), or other definitive description of the research. Or you can make reference to the projects listed in the “Fiscal Year Sponsored Project Expenditures Report by PI” available from Cost and Management Analysis (CMA).

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GUIDELINES FOR DOCUMENTATION (continued)

Alternative 1: Organized Research (OR) Documentation Form

The OR Documentation form has been designed to standardize the collection/reporting of the information required to support the functional coding of OR in a room. This form is used to document verbal communication with PIs about their activities and to support research rooms coded to PI ‘Shared’ or to the department chair.

On the form, you can also track the project numbers and participants, refer to supporting documents, add text stating how the coding decision was made and record the source of the data for determining functional use.

A blank form is provided in this appendix to copy and use.

Alternative 2: Primary Investigator Email Interview Guide

An alternative method for documenting the PIs use of their lab space is by email. The email guide explains the functional activities and requests the PI to estimate their level of effort for each use in their lab space.

The email guide is provided in this appendix. An electronic version will be emailed to you during the training cycle prior to the Space Inventory.

Additional Support Documentation to OR

The DCAA also accepts written documentation from the year of the inventory, including room assignments, use logs, interview notes.

This documentation could include the accumulation of information regularly created by the department that is available, such as room assignment rosters, graduate and teaching associate appointment sheets, etc. It is not always necessary to create new documentation; often the supporting information already exists and simply needs to be organized in a document file and retained.

Documents should be retained for three years after the calculated indirect cost rate is submitted, or until all litigation, claims or audit findings involving the records have been resolved. [OMB Circular A-110, Section 53(g)]. We prefer current plus two prior Space Inventory cycles.

iSpace Research Explanation Field for OR

iSpace contains a "Research Explanation" field attached to Function Code ‘R’ (Organized Research). It is a mandatory field that provides for entry of information related to how you are documenting the coding of this space. This field is for quick reference in the iSpace system. Supporting information may either be entered directly into this field, or a comment may refer to: where the supporting documentation is located, who has it, another associated room with the proper justification, or to completed OR Documentation Forms or PI emails.

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GUIDELINES FOR DOCUMENTATION (continued)

Documentation for Space Not Coded to Organized Research (OR)

The level of documentation detail depends on the situation. If the coding of a room is according to these instructions, routine or self-evident, documentation is not necessary. For example, the coding of a class lab room used by the Chemistry Department for Instruction does not need to be supported by detailed documentation. However, more complex situations may require comments to make clear to others why the space has been coded as shown in iSPACE. This may be space used by multiple departments, for multiple purposes or space changing regularly throughout the fiscal year.

For most space NOT coded to OR, using the iSpace data fields to record changes and the available “Comments” field to keep explanatory notes will suffice for documentation.

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PI Email Interview Guide:

FY16 STANFORD UNIVERSITY SPACE INVENTORY – RESEARCH LAB ACTIVITIES

Dear Professor ______

We are currently preparing the Space Inventory for FY18 (9/1/17 to 8/31/18) as required by the University (Research Financial Compliance and Services Office). We need to understand what may have changed in the activities in your labs from the last Space Inventory conducted in FY16.

This email interview is in lieu of a face to face meeting.

Here is the list of rooms that our records show you are using:

We assume that your research projects are being conducted equally across your assigned lab and lab support space. However, if you have any specific research projects taking place in a dedicated room/space, please list the location and project:

Please estimate the level of effort (%) in your labs for the following FOUR ACTIVITIES:

1) Sponsored research activities pertaining to sponsored projects, committed cost sharing, University research awards, Research Participation Agreements, Research Training Grants. (These are research contracts that have deliverables.) ______%

2) Independent research activities (also known as department research) encompasses any research activities unrelated to or not supporting your sponsored research projects. Usually funded by unrestricted funds, or gifts. ______%

3) Instructional activities, such as regularly held classes, TA activities, summer research scholar program or grad student dissertation when the researcher is not working on a sponsored project. Does not include training in research techniques/equipment. ______%

4) Any other non-research activities occurring at a measurable level (more than 3%). Please describe (e.g. patient care) ______%

For your reference, here is a list of your current sponsored research projects and/or expenditures:

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Overview (cont.)

Certification The certification is an acknowledgment by the department Space Coordinator that the Space Inventory was updated in accordance with the requirements set forth in these Space Inventory Instructions. Please be sure you understand these Instructions before updating your space inventory. Upon completion of your space inventory update, certify its completion (to the best of your knowledge) as follows:

(1) Print a Certification Report from iSpace for your department. (On iSpace Homepage, choose Reporting, choose Certification Report.)

(2) Review the report to insure that all changes are reflected.

(3) If all changes are not reflected, make the necessary changes and repeat step 1.

(4) If all changes are reflected, review the changes with the Department Manager. (For SoM, the Director of Finance & Administration)

(5) After the review, sign and date the report, managers may also sign. (For SoM, the department DFA will sign and date the report.)

(6) You must retain the signed Certification Report in your file in the event of an audit. This is the evidence of certification accepted by Internal Audit and the Government.

(7) Send your certification email to CMA that your space inventory update is complete. Please attach a scan of the signed Certification Report.

(For SoM, DFA will do notification and cc: to Medical School Office of Facilities and Planning Services, and to Department Chair)

Deadline • Send notification of completion and certification by:

September 30 (30 days after fiscal year close)

• Send notification of completion to…

For All Departments (incl. SoM): [email protected]

For SoM: [email protected]

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Overview (cont.)

Assistance It is not expected that everyone will understand fully all aspects of the Space Inventory Instructions. Assistance is readily available, and we encourage you to use it.

If You Need Help • Floor Plans, Room Issues, Measurements or Numbering: With University Departments Dobie Howard (3-3289)  EM: [email protected]

School of Medicine Tim Gadus (8-4426) EM: [email protected]

Paula Quintero (4-7360) EM: [email protected]

iSpace Access:

University Departments Dobie Howard (3-3289) EM: [email protected]

School of Medicine Paula Quintero (4-7360) EM: [email protected]

• Space Coding and any other questions/issues, call CMA:

Dave Ida, Senior Space Analyst 5-7565  EM: [email protected]

Record Retention Record retention for Space Inventory will be a rolling set of the three (3) most recent inventories conducted. (When you finish certifying for FY18 you may discard through FY12.)

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I. Changes/Key Points

Policy Changes Although we have changed from OMB A-21 to the Uniform Guidance, there are no major negotiated policy changes affecting space that have significantly changed these instructions from the prior issue in 2016. As always, due DCAA audit, accuracy and documentation is of utmost importance. Please review the following items to insure the accuracy of your space updating.

Organized In FY18 we will document the use of Organized Research space as estimated by Research the responsible PIs through the use of the OR Documentation Form or a PI Email Documentation Interview. Written documentation is required; at a minimum, one OR Doc Form Required for All PIs or PI Email must be completed for each PI with lab space coded to OR. See Appendix C: Organized Research Documentation for detailed guidance on requirements and forms.

Academic Office Clarification of exceptions to Academic department’s office space (Room Type space Clarification Codes 300 to 399) coding to Departmental Administration, Function Code A. See page 20.

Desk Space in Use of desk space in research labs for various activities had been identified as an Labs item of concern by the Government. Stanford has historically been coding many research labs acknowledging non-research activities (including desk use) where the activities are a measurable level of use. We are not changing the methodology for functional coding of the research labs in this Space Inventory.

OIA Clarification Clarification for space occupied by visiting scholars or emeritus faculty. See OIA on page 25.

Idle Space, e.g., Idle space is comprised of the following situations: (1) space that is inactive, or (2) renovations and space under out of service (under renovation). An important question in the inactive space decision on how to functionally code idle space is “how long the space was/will be idle?”

• If the space was/will be idle for 3 consecutive months or less, the space coding is dependent on the normal “activity” in the room.

• If the space was/will be idle for longer than 3 consecutive months, the space should be coded based on the idle situation - which is either Inactive (Function Code “E”) or Out of Service (Function Code “X”).

Please see the detailed discussion on how to code Inactive or Temporarily Unassignable Space starting on page 33.

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II. Why Is a Space Inventory Required?

University Tracking The primary purpose of the Space Inventory is to maintain accurate information of Space about space owned or rented by the University. The data is of great importance to many groups on campus and is used for a variety of purposes (see Other Uses).

Predominant, is the calculation of the Indirect Cost Rate that is applied to sponsored project expenditures. The Space Inventory provides a basis for the allocation of selected indirect costs, including building and equipment depreciation costs and some operation and maintenance (O&M) costs.

Recovery of The Federal Government requires accurate calculation of the University’s Indirect Indirect Costs Cost Rate. The calculation is performed to determine the costs of accommodating sponsored projects at Stanford University. These overhead costs can be reimbursed to Stanford by the government and other sponsors.

The Office of Management and Budget (OMB) “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”, provides the guiding principles and procedures for determining the costs applicable to work performed by colleges and universities under grants, contracts, and other agreements with the Federal Government and other sponsors.3

Additional guidance for Space Inventory classifications is provided by the "Post- Secondary Education Facilities Inventory and Classification Manual, 2006" (the Manual) published by the National Center for Education Statistics. Topics addressed in the Manual include Assignable Square Footage and Room Type Codes and definitions. These items are discussed in greater detail later in these Instructions.

Thus, the allocation and reimbursement of building and equipment depreciation and O&M costs, a major portion of total indirect costs, is directly affected by how departments code their space. It is crucial that you be as accurate as possible in updating the space inventory so that Stanford complies with its obligations under the applicable Federal Regulations.

3 2 CFR 200 Appendix III states that depreciation and O&M costs (two pools of costs within the indirect cost rate) "shall be allocated to the individual functions performed in each building on the basis of usable square feet of space, excluding common areas such as hallways, stairwells, and restrooms." This is why functional use information is collected through the space inventory.

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II. Why Is a Space Inventory Required? (cont.)

Other Uses/Users The iSpace database contains information about buildings used for a variety of purposes, including: • scheduling and assigning space • facilities planning by the University/schools/departments • departmental tracking of space use • Energy Conservation Incentive Program • School of Medicine (a formula school) annual budgeting and space planning

The user groups include the following:

. Capital Planning and Management . Medical Center Accounting . University Property Administration . Network for Student Information . Communications Services . Operations & Maintenance . Environmental Health & Safety Office . Public Safety . Facilities Project Management . Registrar's Office . Federal agencies - FEMA/DOE/NSF . Risk Management . School of Medicine Facilities . Fire Protection Services

Given the wide range of use of iSpace data, some information requested as part of the Space Inventory is necessary to update the database but is not used in the calculation of the University’s Indirect Cost Rate. All iSpace data fields are discussed in the iSpace Reference Manual.

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III. Updating the Space Inventory

A. UPDATE PROCESS

Update Process Department Space Coordinators need to review carefully all space used by their department and update iSpace as necessary. Each respondent must:

1. Ensure all of your departmental occupied space is coded correctly to the department’s org code in iSpace. You can review this in iSpace or on the iSpace Room FY Room Detail Report (FSM-Report A2). You can export to Excel to print the report.

2. Ensure that the physical layout is reflected accurately on the floor plans. Floor plans on website: http\\maps.stanford.edu. Confirm that room numbers listed on the Room Detail Report and floor plans match the actual room numbers for the space. Also check the square footage of each room to determine whether it appears reasonable. a. If it seems questionable or inaccurate, contact Maps and Records to arrange for someone to measure it. See "If You Need Help" on page 4. b. For a completed renovation or new rooms, also contact Maps and Records to arrange for a floor plan update in the new configuration.

3. Walk through your department's space (in all buildings) to verify physically each room's description and attributes. Redline the report, make notes.

4. Carefully assess the use of space in each room for all Time Period Allocations during the fiscal year to determine the correct Room Type Code and Function Code(s). A discussion of these codes begins on page 13.

5. Update iSpace room records for any changes found in the review and walk through process.

6. Now you can certify your space. See Certification Process on page 3.

B. IMPORTANCE OF ACCURATE RESPONSES

Accuracy is key, As discussed in prior sections of these Instructions, it is crucial that individuals, Timeliness helps who are appointed as Space Coordinators by their dean, department head or chair or director complete the Space Inventory accurately. Updated data is the sole basis for new and revised information in iSpace. Stanford requires space coordinators to update their Space Inventory on-line for changes or corrections and encourage you to do the updates as soon as possible after a change in usage occurs.

C. ASSISTANCE

We expect that some respondents will have questions about updating the Space Inventory. If you are unsure how to update your inventory, please see page 4 for the appropriate contacts.

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III. Updating the Space Inventory (cont.)

D. ISPACE DATABASE

iSpace System Stanford uses a database system for tracking the space inventory room information. This web-based system is called iSpace. The primary function of iSpace is to provide a simple and effective process for maintaining accurate information for each room in buildings the University owns or leases.

iSpace is a perpetual inventory system and can be updated whenever a change in the use of space occurs. The system can record more than one time period of use during the fiscal year. These multiple Time Period Allocations allow for tracking changes in room occupancy or use during the fiscal year easily without resorting to room splitting or ‘averaging’ the space use.

iSpace can record more than one department in a room. These multiple departments can each be shown with their percentage of use of the room without resorting to room splits.

iSpace tracks the individuals who are responsible for directing the activities in each room. This person is associated with each department in a room and is recorded in the Primary Individual field. Multiple individuals can each be shown with their percentage of occupancy in the room.

Functional Use coding for the activities in the space is associated with the Primary Individual(s) in a room. Multiple Function Codes can each be shown with their percentage of effort in the room.

iSpace Update The space inventory is accessed through iSpace and is available on-line as a web- Access enabled application. Anyone with SUNet access can view data in iSpace, however, only designated Department Space Coordinators can input and/or correct data in the system.

To use iSpace, you must be granted access through your SUNet ID. If you do not already have access, see page 4 for the appropriate contact for access and training. (If necessary, it is possible to update your inventory manually by noting any changes directly on your Space Inventory datasheets and sending them to CMA. You must pre-arrange this with CMA.)

If you have questions about using iSpace or if you need help printing your department's floor plans, contact the appropriate person (See page 4). Please note that floor plans for the University’s buildings are available at the following website: http\\maps.stanford.edu. You need a SUNet ID to access the floors plans.

See "If You Need Help" on page 3 for appropriate contacts. A sample iSpace Room Detail Report and floor plan is shown in Appendix D and Appendix E, respectively.

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IV. Coding the Data: Definitions and Guidelines

Occupancy… OCCUPANCY OF ROOMS

By Department The Space Inventory process tracks the use of rooms by the occupying department and responsible individuals. The system, iSpace does NOT record “ownership” of rooms. iSpace records occupancy of rooms, even if loaned or borrowed from another department. Thus, department space coordinators should ensure that the final space inventory for the department shows only the rooms that were occupied/used during the fiscal year by the department. The departments are represented by an Oracle Organization Code. It is assumed that Space Coordinators are already familiar with the Org Codes at Stanford.

Then Primary In addition to the department, we track the person responsible for directing the Individual (PI) activities (Functional Uses) within each room. This person is called the Primary Individual and is associated with each department occupying the room. There may be more than one individual per department recorded by their percentage share. The Primary Individual is one of the following: A) Faculty Member, especially Principal Investigators. These individuals are tracked by name to their offices and labs. B) Department Chair, Program Director, or School Dean. These individuals are responsible for the use of the ‘common departmental space’ and are tracked by position title, not by name. C) Administrative Department Senior Executive (Vice Provost, Director, etc.). These individuals are responsible for all space in a non- academic department and are tracked by position title, not by individual.

Function Codes for We track Functional Use Codes and estimated percentages to each person each PI responsible for directing the activities within each room. Each identified Primary Individual will have a segregate set of one or more Functional Use Codes recorded for the specific activities related to their occupancy of the room.

REPORTING PERIOD

Reporting Period In the fiscal year when a full census of the space inventory is performed, department space coordinators should consider how the space was used over the entire 12-month fiscal year (September 1 through August 31) and NOT how the space is being used at the moment the space inventory is being updated.

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IV. Coding the Data: Definitions and Guidelines (cont.)

Shared Rooms… SHARED ROOM USE

Full Year Use Department space coordinators must consider space use over the 12 months of the fiscal year and should code rooms based on use over that period, rather than at any one point in time. Over the course of the year a single room may have been used by more than one department and/or for more the one purpose (as defined by a Room Type Code).

Various coding options can be used to arrive at a composite picture of each room’s use over a full 12-month period. For instance, space that is used for more than one function at a time (e.g., Organized Research and Instruction) or that is used by more than one function at different times during the year should be coded to portray the correct percentage of use of each function.

Multiple Time In order to simplify complex occupancy or activity scenarios, iSpace can record Period Allocations more than one time period of use during the fiscal year. These multiple Time Period Allocations record start dates and stop dates for how a room was used over time. Thus if a room has changed occupancy, Room Type or Functional Use, we can end date the current Time Period Allocation (showing the existing usage) and start a new allocation for the changed use. This eliminates the requirement for ‘room splits’ or calculating ‘actual average’ usage.

Shared Occupancy Within each Time Period Allocation, iSpace allows for shared usage of a room And Multiple Uses for: multiple Departments; multiple Primary Individuals (PI’s) within each In Percentages department; and multiple Functional Use Codes for each PI. The shared usage is recorded at each level with the estimated percentage of use for each occupant, or functional use. Thus, both simple and very complex coding situations created by real life shared usage can be accommodated easily in the system without calculations to estimate annual average use.

Level of Use REPORT FUNCTIONAL USE ACTIVITY LEVELS THAT ARE to Report SIGNIFICANT ENOUGH TO BE MEASURABLE AND SUPPORTABLE.

The extent to which space is to be functionalized is dependent upon the extent it is accurate, material and supportable. Not all functional use can be directly measured; some estimating of percentage of use will be necessary. However, activities, which occur occasionally or only incidentally to the overall activities, duties, purposes, or functions of the people occupying the space, are not necessary to report. Examples include, a small portion of a sponsored project in a class lab, a student’s occasional use of laboratory space to do homework or fundraising phone calls done incidentally by faculty in their office. These Instructions attempt to define all recognized activities (in federal government terms), but you are not required to report minute nuances. The goal is supportable and material accuracy.

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IV. Coding the Data: Definitions and Guidelines (cont.)

TYPES OF SPACE CODES

Types of In updating the Space Inventory, there are a number of data fields for each room Space Codes for which information must be provided. Three data fields are the focus of these Instructions. The remaining data fields are identified and discussed in iSpace Reference Manual.

The three elements discussed in greater detail in these Instructions are:

(1) Room Type Code (2) Function Code These elements together comprise (3) Percentage of Use space functionalization.

Room Type Codes The first step in coding space is to determine the correct Room Type Code. The code tells us what kind of room this is. It is important to focus on this first step because Room Type coding influences the determination of the Function Codes that are appropriate to the activities in the room. Each room can be generally described as one of the following types of space.

A. UNASSIGNABLE AREAS

Unassignable areas (Room Type Codes 001 – 079) are those portions of a building that are not available for assignment to building occupants, but are necessary for general building operation. By definition, unassignable areas consist exclusively of general circulation, public restrooms, and custodial, mechanical, and structural space.

B. TEMPORARILY UNASSIGNABLE AREAS

Temporarily Unassignable areas (Room Type Codes 081 – 089) are those portions of a building that are (1) held by the provost (2) under alteration (including renovations and space waiting for renovation) or (3) unfinished or unusable.

(1) room type code 081 is used for inactive space held by the Provost where the actual room type codes are unknown.

(2) Space that is under alteration may be changed to room type code 082 for larger renovations where the floorplan will be completely different after the renovation with all new room numbers assigned to the space.

(3) Space that has not been finished for use (shell space) and completely unusable space should be assigned room type code 083, 084 or 085 until it is made ready for occupation.

Temporarily Unassignable space follows a 3 Month rule for functional coding. See page 34 for specific details.

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IV. Coding the Data: Definitions and Guidelines (cont.)

Room Type Codes C. ASSIGNABLE AREAS (cont.) Assignable areas (Room Type Codes 100 – 999) are those portions of a building that are available for assignment to building occupants. If the space changed room type during the year, the space should be coded appropriately for each proportion of time. This situation is discussed in greater detail in the “Recording Multiple Room Type and/or Department Codes” section on page 40.

The Room Type Code is a 3-digit numerical code that corresponds to a description for each type of room (e.g., seminar room, class lab, office-faculty). Each room must be assigned a Room Type Code. See Appendix A (Listing of Room Type Codes) for the complete list of codes and corresponding descriptions of the following Room Type Code categories:

Room Type Classification Ranges Descriptions Codes Unassignable Areas 001 – 079 Temporarily Unassignable Areas 080 – 089 Assignable Areas: Classrooms 100 – 199 Class Laboratories 200 – 249 Non-Class Laboratories 250 – 255 Special Lab Support 256 – 299 Offices 300 – 399 Library Facilities 400 – 499 Special Use Facilities 500 – 599 General Use Facilities 600 – 699 Support Facilities 700 – 799 Health Care Facilities 800 – 899 Residential Facilities 900 – 999

Clearly, rooms of the same or similar physical characteristics can be used for a variety of purposes. The physical characteristics of an office, a small conference room, a seminar room, and even a dormitory room are very similar, if not identical; it is the use of the room that is the distinguishing factor. Therefore, respondents should consider the primary or predominant purpose of the space when choosing the appropriate Room Type Code.

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IV. Coding the Data: Definitions and Guidelines (cont.)

Function Codes Functional coding of all rooms is a key part of the University’s compliance with federal requirements. These Function Codes designate how space is used based on the activities occurring in the space. You need to determine the functional use of all of your occupied assignable space (Room Type Code 081 or greater).

The following is a list of all functional activities derived from the OMB Uniform Guidance as defined at Stanford and the corresponding Function Code:

Function Code List FUNCTION FUNCTION CODE

A. Academic Space: (1) Instruction I (2) Departmental Administration A (3) Organized Research R (4) Departmental Research L (5) Other Institutional Activities C (6) Patient Care P

B. Central Support Space: (7) General & Administrative G (8) Sponsored Projects Administration Q (9) University Libraries U (10) Operation & Maintenance M (11) Student Administration & Services S

C. Auxiliaries, Hospital & Non-Stanford Entities Space: (12) Auxiliaries, Hospital & Non-Stanford Entities N (13) Dormitories and Housing & Dining Services D

D. Special Use Space: (14) Specialized Service Facility F (15) SLAC O

E. Inactive or Temporarily Unassignable Space: (16) Inactive E (17) Temporarily Unassignable X

F. Unassignable Space: (18) Unassignable Space Z

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IV. Coding the Data: Definitions and Guidelines (cont.)

Function Code Function Codes in some cases seem fairly self-evident, such as ‘Instruction’. Determination However, there are nuances to the activities in each Function Code as defined in the OMB Uniform Guidance document. You should read the definitions in section V for any of the function codes that may pertain to your space depending on the type of organization you are in: Academic (with or without sponsored research), Central Support or Special Use. Everyone should also understand the policy on inactive and unusable space.

The determination of room functional use is an integral step in updating your department’s space inventory. Use a reasonable best method of understanding the activities in a given room. Labs and other rooms that are coded with multi- functional use will require a higher level of scrutiny.

Rooms that have multiple activities with different functions codes will need to have the level of effort of each of these activities estimated and expressed as a percentage of the total use of the room.

After you become familiar with the definitions of the applicable function codes, one of several methods may be employed to decide each room’s function code and corresponding percentage of use:

(1) Interview(s) with the responsible and most knowledgeable person - for labs this would be the Principal Investigator (faculty).

(2) Interview(s) with the room occupant(s) For example, Lab managers, Research Assistants and/or Teaching Assistants (TA) would know the activities in the room.

(3) General knowledge of the activities performed in the room

(4) Use logs, staff rosters, room assignment lists, etc.

(5) Analysis of revenue (for service centers or labs that charge to use their facilities, e.g., Stanford Nanofabrication Facility). See page 37 for a detailed discussion of functional coding for service centers.

When interviewing people about room use, you must take care to ensure that the defined functional activities are clearly understood by the interviewees to ensure proper allocation of the space by Function Code.

You must keep verifiable documentation (including interview notes) as to how the room coding was determined in the event that an additional review or audit is required of any particular space. See Appendix C for detailed guidance on documentation for Organized Research.

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IV. Coding the Data: Definitions and Guidelines (cont.)

Function Code For most of the Function Codes, funding of the activities is not a factor in Determination cont determining the coding. For Organized Research and Departmental Research however, both funding and the nature of the activities in the space must be considered when coding rooms used for research at Stanford University.

Of particular interest is the coding of space used in the conduct of Organized Research (Sponsored and University research). To begin with, you must have one or more funded sponsored projects ongoing in the space to justify the functional coding to Organized research.

The source of funding for the research helps determine the coding, but still requires additional clarification. External funds are always Organized Research; but internal funding (including gifts) may be used to support Organized Research (OR) or Departmental Research (DR) based on additional criteria.

More importantly, the space should be coded in a manner consistent with the functional activities taking place in the room(s).

Let’s look at aspects of these concepts. First, the space coding should not be based solely on the salary funding of the person(s) occupying the space. To illustrate this…

Example 1 – RA with split salary: A research lab used 100% for Dr. Smith’s NIH-funded research. The sole occupant of the lab is a Research Assistant (RA) who receives part of his salary from the NIH-funded grant and the remainder from a department fellowship. Per discussions with Dr. Smith and the RA, it is determined that while in the lab the RA’s activities were all in support of the sponsored project and as such, are 100% Organized Research. In this example, the occupant’s split salary funding is not an accurate reflection of this room’s activity, and the functional coding of this room should be 100% OR.

Second, a look at space coding with two sources of project funding…

Example 2 - Lab with 2 sources of funding: A laboratory room is used solely for research and is funded 80% by an external sponsor(s) and 20% by the department operating budget.

If the operating budget portion supports the sponsored research activities: 1. during the active sponsored project’s period of performance, the room should be coded 100% to Organized Research. 2. before or after the active sponsored project’s period of performance (except for cost overruns), the room should be coded 100% to Departmental Research (DR) for unsponsored period of time.

If the operating budget portion does NOT support the sponsored research (it is for activities that are unrelated to any sponsored projects), the room should be coded 80% to OR and 20% to DR.

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IV. Coding the Data: Definitions and Guidelines (cont.)

Function Code Note: In the prior example, the PI estimated level of effort for the activities of OR Determination cont and DR may not be the same as the funding levels. If this is the case, you would use the PI estimated effort to allocate the percentage of use of the space to OR and DR.

Third, space coding should not be based solely on funding or on the intended use of the space; how different activities in the room can impact the coding of research space…

Example 3 - Looking at the activities in a room with a single source of funding: A laboratory room is used for a sponsored research project. Is the room 100% OR? At first glance, yes. However…looking a little further…

The Principal Investigator (PI), a technician, and two graduate RAs occupy the lab room. The PI also teaches, but the PI’s presence in the lab is to perform the research, not to grade papers, which the PI commonly does in his or her office. The RAs and technician are present to perform research for the PI. So far, so good…

However, in this example, the RAs are also TAs and hold a scheduled study lab session for their class in this lab room. Any non-research activity, if it occurs, should also be reported by function in the room coding.

Thus a portion of the room use should to be coded to Instruction, if measurable, even though the funding of the room is all through the sponsored project.

As with all functional reporting, measurable means occurring with regularity rather than sporadically in order to estimate a percentage of use.

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V. Function Code (FuncUse) Definitions

A. ACADEMIC SPACE

Academic Function The Academic areas are those in which the major activities of the University occur, Codes specifically, instruction and research, as well as various supporting activities. By extension, one can view all other areas (G&A, Housing, O&M, etc.) as facilitating Stanford’s academic functions.

Instruction 1. Instruction: Function Code I

Instruction space is used for the teaching and training activities of an institution. Instruction includes all teaching and training activities whether they are offered for credits toward a degree or certificate or on a non-credit basis, and whether they are offered through regular academic departments or separate divisions (such as a summer program or extension program). In research labs, Instruction would encompass time spent by a graduate student working specifically on their dissertation, performing teaching assistant activities or doing homework that is not part of a sponsored research activity.

Instruction does not include research training that is done as a part of sponsored research.

Administrative time expended in support of Instruction responsibilities, such as grading papers, constitutes time spent on Instruction. The exception is when the activities occur in office space (Room Type Codes 300 – 399); office space in academic departments is coded to Departmental Administration (see FuncUse A, page 20).

Instruction also includes Sponsored Instruction and training activities and Other Sponsored Activities, which are externally sponsored (see below).

Instruction thus encompasses the following: . General class instruction . Summer Session instruction . Continuing Studies instruction (inc. SoM Continuing Medical Education) . Residential Education Program . Center for Professional Development . Primary Care Associate Program (instructional activities) . SoM Residency Programs oversight and administration . Sponsored Instruction and training (see below) . Other Sponsored Activities (see below)

Sponsored Instruction and training (SI) means specific instructional or training grant activity (excluding “Research Training Grants”, see FuncUse R, page 22) funded by an external sponsor such as the federal, state or local government or a commercial or non-profit agency. (All research training activity, including that sponsored by a grant, should be coded as OR.)

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V. Function Code Definitions (cont.)

Instruction cont. 1. Instruction: Function Code I (cont.)

Other Sponsored Activities (OSA) means programs and projects funded by federal and non-federal agencies and organizations for activities other than research or training (which are included in OR or SI, respectively). Included in this category are travel grants, conferences, public service projects, health service programs, exhibits, or similar projects.

Examples of OSA include: CCRMA – Computer Music, Center for Biomedical Ethics and California Arts Council

Departmental 2. (Academic) Departmental Administration: Function Code A Administration Departmental Administration (DA) occurs in all academic office space (Room Type Codes 300 – 399) and some multiple-use rooms (e.g., stockrooms, shops, lounges) which service or provide support to academic school/department operations. This space is recognized as administrative or supporting service areas that benefit multiple departmental activities. DA activities support more than one functional activity in the department in proportions that cannot be readily approximated into separate functional activities.

Academic includes : All teaching/research departments, Hoover Institution, VP Undergraduate Education, Continuing Studies, VP Online Learning.

We do not survey academic office space as accepted by ONR 242 dated April 12, 2005; All academic departments should code office space to 100% DA, not according to the activities taking place in the office space. Thus, even if office space is used 100% in support of Organized Research, it should be coded as DA.

During the calculation of the University’s indirect cost rate, this space will be re- assigned to the other activities, e.g., Instruction, Research, Department Administration, etc. based on each department’s salary distribution to those activities.

Exceptions: 1) Because of their budgeting methodology, the School of Medicine will still continue to survey office space and code with the specific activities occurring during the year. (CMA will normalize this when calculating the IDC proposal.) 2) Patient Care activities should be coded to function code ‘P’ 3) Faculty effort expended in support of fund raising or consulting to non- government entities should be coded as Other Institutional Activities, Function Code ‘C’. 4) Visiting scholars and emeritus faculty, see page 26.

Also, if the space was Inactive or Temporarily Unassignable for any portion of the year, DA may not be the appropriate functional code. See pages 33/34 for detailed instructions on coding Inactive or Temporarily Unassignable space.

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V. Function Code Definitions (cont.)

Dept Admin 2. Departmental Administration: Function Code A (cont.) (cont.) In addition, department general service areas are normally coded in whole or in part to Departmental Administration. Examples include the following: - mail room (except department student mailboxes coded to Instruction) - general storage room - lounge area - merchandising space (e.g., vending machines)

FAQ PROPOSAL WRITING, WHAT IS IT?

Proposal writing is Departmental Administration if it is to acquire a grant or contract; proposal writing is OIA if it is to obtain a gift.

Organized 3. Organized Research: Function Code R Research Organized Research (OR) space is used for research and development activity that is either Sponsored Research or University Research as defined in Stanford’s policy on “Categories of Sponsored Projects” (Research Policy Handbook 3.4) 4 as follows:

Sponsored Research comprises research activities performed in accordance with a grant, contract or cooperative agreement from an external organization, i.e. federal/state agencies, corporations, foundations or other agencies. These external awards to Stanford are for the faculty to support their research activities and are separately budgeted and accounted for in the Oracle system.

Sponsored research also includes activities involving the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities. These activities may be on a formal “Research Training Grant” or a part of the lab efforts.

Other types of Sponsored Projects include: 1) A cooperative agreement is called a Research Participation Agreement (RPA). An RPA is a form of sponsored project in which services of University personnel, academic facilities, and/or laboratory equipment are employed on behalf of parties not otherwise affiliated with the University as faculty, staff or students. An RPA is different from other forms of sponsored research projects in that a significant portion of the responsibility for the intellectual direction, interpretation and/or outcome of the work rests with the outside user. 2) Industry sponsored clinical trials involving human subjects where the objective is testing new drugs, devices or treatments, or data collection to enhance safety and efficacy of drugs or treatments.

4 See Stanford's policy on "Categories of Sponsored Projects (RPH 13.2, 13.3, 15.3)" for specific explanations and differences among these types of research included in these Instructions as Appendix H. (This policy is contained in the Research Policy Handbook available on-line.)

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V. Function Code Definitions (cont.)

Org Research 3. Organized Research: Function Code R (cont.) cont. OR does not include Sponsored Instruction (SI) or Other Sponsored Activities (OSA) – see Instruction (Function Code I)

University Research is research activity supported by one of the following:

(a) Committed cost sharing expenditures borne by Stanford that directly support externally sponsored research and development awards.

(b) Funding that is derived from institutional funds (e.g., gifts, endowment income, interest income, technology licensing income, operating budget) that is awarded through a competitive application and award process, and the research activity has two or more characteristics similar to an externally sponsored research award such as:

1. A defined statement of work.

2. Detailed financial accountability with a line item budget detailing expenditures by activity, function and project period.

3. A specific commitment regarding deliverables and the level of personnel effort.

4. A formal report or response that summarized results or conclusions.

c) University funding used to cover cost overdrafts of externally sponsored research and development projects at the end of the project performance period.

It is important to note this distinction for space used in conducting Organized Research; it is the activities occurring in the room that determine whether the space should be coded to Organized Research, not just the source of the funding.

The source of funding for the research project helps determine the coding, but may need additional clarification. External funds are always Organized Research; but internal funding (including gifts) may be Organized Research or Departmental Research based on further evaluation.

Funding of Organized Research is primarily through the award for a sponsored project or internal University research funding (including any committed cost sharing by Stanford to an external award). However, faculty members may use their other non-sponsored funds (seed money, gifts, department budget, etc.) to cover costs incurred on behalf of external or University sponsored research above the project commitment. This faculty donated effort or other expenditures above that agreed to as part of the award constitutes non-binding additional time or materials and is termed ‘Voluntary Uncommitted Cost Sharing’ per the RPH.

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V. Function Code Definitions (cont.)

Org Research 3. Organized Research: Function Code R (cont.) cont. As a simple example, if a professor performs research that is funded by the NIH and has a research assistant that is paid partially by the grant and partially by the department operating budget or fellowship, but the activities in the lab are all performed in support of the sponsored project, the space related to that project would be coded to Organized Research.

For a better understanding, see the discussion of OR functional coding on page 17.

FAQ: WHAT ABOUT PROPOSAL WRITING? HINT: IT’S NOT OR

Proposal writing is Departmental Administration if it is to acquire a grant or contract; proposal writing is OIA if it is to obtain a gift.

FAQ: How do I code VISITING SCHOLARS?

If a visiting scholar is working (full- or part-time) on a Stanford research project or teaching, then the space occupied should be assigned the appropriate percentage to all applicable function codes (OR, DR, or I). However, if a visiting scholar has come to the University with his/her own funding and has been provided space as a courtesy, then the room occupied should be coded the appropriate percentage to Function Code “C” (OIA).

FAQ: How do I code EMERITUS FACULTY?

If an emeritus faculty is working (full- or part-time) on a Stanford research project or teaching, then the space occupied should be assigned the appropriate percentage to all applicable function codes (OR, DR, or I). However, if an emeritus faculty has been provided space as a courtesy, then the room occupied should be coded the appropriate percentage to Function Code “C” (OIA).

Non-office space, when used for administrative activities is coded to Organized Research as follows:

• Research participant’s administrative time expended in support of Organized Research responsibilities, such as completing a quarterly report for a federal grant, constitutes time spent on Organized Research and the corresponding space should be coded to OR.

• Other administrative activities may be performed in support of research (for example: the accounting for grants and contracts, filling research positions and ordering materials). These activities may support one or more sponsored project(s); if you can identify the benefiting sponsored project(s), the corresponding space should be coded to Organized Research.

Note: coding the space used for these activities does not fall under the constraints for direct charging to projects under the University’s “Charging for Administrative and Technical Expenses” policy.

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V. Function Code Definitions (cont.)

Org Research 3. Organized Research: Function Code R (cont.) cont. Separate or distinct organizations established to perform administrative services for contracts and grants are in Sponsored Projects Administration (see page 29).

It may be helpful to note, the Oracle Financial System distinguishes Organized Research s by the Award field: Awards in the range Pxxxx to Vxxxx are sponsored projects. Awards Wxxxx are University research.

In addition, you can use the Service Type Attribute field to sort out Sponsored/ University research expenditures.

Dept Research 4. Departmental Research: Function Code L

Departmental research (DR) space is used for research, development and scholarly activities that are not in support of external Sponsored Research nor competitively awarded University Research (both reported as Organized Research). This research may be funded by unrestricted operating budget, gifts by donors or affiliate program funds (i.e. any funds other than an externally funded sponsored grant, contract or cooperative agreement, or internally funded university sponsored project).

Departmental Research includes:

• on-going independent research unrelated to any Organized Research activities.

• research activities on faculty startup funds and non-competitive “seed monies” provided by schools or departments to initiate research that might later become sponsored. (Note: these funds could alternatively be used in support of sponsored activities as well.)

• interim periods of research occurring between active sponsored projects or funded periods of performance.

Department Research IS NOT any of the following:

• Committed cost sharing which may be the same activity but differs from DR in that cost sharing occurs during the active sponsored funding period and is specifically committed on sponsored project budgets. (In contrast to cost sharing, DR includes support for a research/development/scholarly activity that does not have current sponsored funding5.)

5 See also Stanford's "Cost Sharing Policy (RPH 15.3)" for an expanded explanation of cost sharing. This policy is contained in the Research Policy Handbook available on-line and in Appendix H.

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V. Function Code Definitions (cont.)

Dept Research 4. Departmental Research: Function Code L (cont.) Cont. Department Research IS NOT any of the following (cont):

• Cost overdrafts funded by the University to cover expenditures of externally sponsored research and development projects after the end of a project performance period,

• Voluntary Uncommitted Cost Sharing - faculty/researcher donated effort or other expenditures above that agreed to as part a sponsored award constitutes non-binding additional time or materials as delineated in Stanford’s Research Policy Handbook.

Cost sharing and cost overruns are University Research, a part of OR. Note that these are Oracle Awards that start with ‘W’ (Wxxxx). Voluntary Uncommitted Cost Sharing activities support OR.

Please see the discussion of Organized Research in these Instructions for further distinctions.

Other Institutional 5. Other Institutional Activities: Function Code C Activities (OIA) Other Institutional Activities (OIA) space is used for major activities of the University that the federal government will not allow to be charged directly or indirectly to contract and grants. OIA space includes the following:

• Fundraising and income enhancement activities (investments), which include the following central University departments: - Office of Development - Office of Technology Licensing - Stanford Management Company - Real Estate Operations

• School/department/faculty effort for fundraising or proposal writing to solicit donations, gifts, or contributions (at a measurable level). • Faculty consulting activities to non-Stanford entities (at a measurable level). • Visiting scholars on campus with their own funding and emeritus faculty on campus by courtesy. • General public relations activities (incl. Govt & Community Relations) • Alumni activities

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V. Function Code Definitions (cont.)

OIA cont. 5. Other Institutional Activities: Function Code C

• Student organization activities. Includes the space associated with student clubs, groups, and cultural/social organizations (e.g., intramural sports, student union, student publications). This category does not include student organization facilities when they are used for instructional purposes (e.g., the Law School Moot Court and the Law School Journal). • Theaters, concert halls and auditoria (Stanford Events and Lively Arts) with the exception of those portions used for University purposes. • Museums and art galleries • Memorial Church and other chapels • Staff and Faculty Housing Programs (administration and housing) • Community outreach activities (SoM free clinics, etc.) • New Service & University Communications (by CMA policy decision)

Below are examples of commonly occurring situations of OIA within an academic department.

Example 1 OIA: FUNDRAISING

If space is occupied by a person( including faculty) who solicits donations and/or arranges fundraising campaigns at the department, school or University level, then the room should be coded the appropriate percentage to Function Code “C” (OIA). Proposal writing is OIA if it is to obtain a donation.

Example 2 OIA: VISITING SCHOLARS

If a visiting scholar has come to the University with his/her own funding and has been provided any space as a courtesy, then the room occupied should be coded with the appropriate use percentage to Function Code “C” (OIA). However, if a visiting scholar is working (full- or part-time) on a Stanford project or teaching, then the room occupied should be assigned the appropriate percentage to all applicable function codes (DA, DR, OR, Instruction, OIA).

Example 3 OIA: EMERITUS FACULTY

If an emeritus faculty has been provided any space as a courtesy, then the room occupied should be coded with the appropriate use percentage to Function Code “C” (OIA). However, if an emeritus faculty is working (full- or part-time) on a Stanford project or teaching, then the room occupied should be assigned the appropriate percentage to all applicable function codes (DA, DR, OR, Instruction, OIA).

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V. Function Code Definitions (cont.)

Patient Care 6. Patient Care: Function Code P

This function code is for use by the School of Medicine only.

Patient Care activities are those associated with the diagnosis and treatment of patients, which are not related to Instruction, Departmental Research or Organized Research. Patient Care is clinical in nature and usually reimbursed from a health-care provider. Space used for these activities is coded to Function Code P.

Space where administrative activities occur in support of Patient Care responsibilities should be coded to Patient Care. Examples of administrative activities include: reviewing charts or dictating patient letters; patient scheduling and billing; and preparation and review of clinic budgets. (If the administrator also performed administrative activities for the academic mission (e.g. instruction and research) , these should be coded to Departmental Administration).

Space used for all activities related to patient treatment by a person in a residency program, e.g., interviews, reviewing charts, dictating patient letters, should also be coded as Patient Care. This does not include the faculty oversight and administration activities of the residency program (that is Instruction, see SII page19).

Activities NOT coded to Patient Care:

Note that apparent care of patients (both inside and outside the School of Medicine) may be associated with a sponsored project or a department-funded research project. Non-billable care related to research with human subjects should be coded OR (Function Code “R”) or DR (Function Code “L”) respectively, not Function Code “P” (Patient Care).

Space used for clinical trials should be coded based on the funding of the clinical trial. In most cases this funding, when provided by the government or a pharmaceutical company, is a sponsored project and should be coded OR (Function Code “R”).

Vaden Student Infirmary patient care activities are coded as “Student Administration and Services” (Function Code “S”).

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V. Function Code Definitions (cont.)

Central Support B. CENTRAL SUPPORT SPACE Central Support Space is used for General & Administrative activities and Operation & Maintenance activities, as well as other functions, which are discussed below.

General & 7. General & Administrative: Function Code G Administrative General & Administrative space is used for the general executive and central administrative activities (G&A) which serve the entire institution. Examples of space that is coded to G&A include the following:

(a) Various University offices, such as: . Office of the President . Office of Provost . Central office of Dean of Research . Vice Provost for Institutional Planning . General Counsel . Office of the CFO/Business Affairs . Faculty and Staff Services . Procurement Department

(b) General multi-purpose space, auditoriums and conference centers used by G&A or multiple departments across the University (all or partial):

Auditoriums Conference Centers Turing Auditorium Bechtel Conference Center Hartley Conference Center Merrell Lynch Room Newhall Conference Room Oak Conference Room (Tresidder) Wattis Conference Room

Please note that these university level activities are differentiated from Academic Departmental Administration.

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V. Function Code Definitions (cont.)

Sponsored Project 8. Sponsored Projects Administration: Function Code Q Administration Sponsored Projects Administration (SPA) space is limited by federal definition to specific campus units established to administer sponsored research. Presently, the only departments that should code their space to SPA are:

(a) Office of Sponsored Research (OSR) including Grant and Contract Accounting, Engineering Research Administration (ERA), and Research Management Group (RMG) (b) Dean of Research – Research Compliance Office (c) Research Financial Compliance & Services – CMA, RAPC, R&R

SPA space is used for administrative support efforts related to the financial, compliance, and pre-award/post-award policies and processing of sponsored projects. For example: indirect cost calculation, compliance to government requirements, proposal processing, budget development, reports to the sponsor, and changes in terms and conditions.

When these activities occur at the department level, the space associated with such activities should be reported as Departmental Administration. The exception would be for SPA activities that are chargeable to a specific contract or grant, in which case the space would be shown as OR.

University 9. University Libraries: Function Code U Libraries This function code should only include space occupied by the separately organized libraries of the Stanford University Library System and the coordinate libraries.

(a) University Libraries • Cecil H. Green Library • Lathrop Library • Branch Libraries: - Archive of Recorded Sound - Bowes Art & Architecture - Branner Earth Sciences & Rumsey Map Center - Classics - Cubberley Education - East Asia - Milller Marine Biology - Music - Ma Science Library for Bio, Chem, Chem Eng, Math - Special Collections & University Archives (in Green Library) - Stanford Auxiliary Library Facilities - Tanner Philosophy - Terman Engineering

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V. Function Code Definitions (cont.)

University 9. University Libraries: Function Code U (cont.) Libraries cont. (b) Coordinate Libraries: • Business Library • Hoover Library and Archives • Lane Medical Library • Robert Crown Law Library

All other libraries are departmental libraries. Departmental libraries should be coded to DA to reflect their multiple functional support to the departments that they service. If, however, you feel that this coding is inappropriate for your particular situation, please contact CMA. In all instances, departmental library space is Room Type Code 461.

10. Operation & Maintenance: Function Code M Operation and Maintenance (O&M) represents space devoted to the administration, supervision, operation, maintenance, preservation, and protection of the University's plant. Space associated with the following services is included:

(a) Utilities (e) Environmental Health and Safety (b) Fire Protection (f) Public Safety (c) O&M Shops (g) Transportation Programs (d) Mail & Delivery Services (h) Facilities Planning

11. Student Administration & Services: Function Code S

Student services space is used for those activities necessary to bring a student to the University, to maintain appropriate records, and to provide matriculation assistance while the student is working for his/her degree. This category includes the following activities both at the University and the school/department levels:

(c) admissions (c) registration (c) student advising (d) career planning (e) Vaden health services/infirmary

Note, however, that this category does not include space used for student organizations. This space would be coded to OIA (discussed in that section).

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V. Function Code Definitions (cont.)

Auxiliaries, C. AUXILIARIES, HOSPITAL AND NON-STANFORD ENTITIES SPACE Hospital & Non-Stanford Auxiliaries, Hospital & Non-Stanford Entities (AHN) related space is used for Entities (AHN) activities that are Other Institutional Activities with a specific purpose. This category applies to auxiliary enterprises, Stanford Hospitals & Clinics, and non- Stanford entities.

AHN 12. Auxiliaries, Hospital and Non-Stanford Entities: Function Code N

All auxiliaries and non-Stanford entities space should be coded to Function N. Examples of both auxiliaries and non-Stanford entities are shown below:

(a) Auxiliary Enterprises • Alumni Association • Bing Nursery School • DAPER (Dept of Athletics, Physical Education and Recreation) • Highwire Press (Library) • Media Solutions (Library) • Overseas Centers • Radio Station KZSU • Residential Subdivision (& Residential Leaseholders) • Schwab Residential Center • Stanford in Washington (Room & Board space only) • University Press • Video Group (News Service)

(b) Non-Stanford Entities • Bike Shop • Bookstore • Carnegie Institute • Children’s Center of the Stanford Community (and other child care facilities) • Faculty Club • Howard Hughes Medical Institute (HHMI) • Physicians for Social Responsibility • Retail entities, e.g., Wells Fargo, Jamba Juice • Stanford Equestrian Center • Stanford Historical Society • U.S. Post Office

(c) Stanford Hospital & Clinics • Stanford Hospital & Clinics • Lucille Packard Children’s Hospital • Blood Center (FY16 transferred to SHC)

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V. Function Code Definitions (cont.)

Residence & 13. Residence & Dining Services: Function Code D Dining Ent. Function code ‘D’ is a unique auxiliary enterprise code to identify the space used for all activities encompassed by Residential and Dining Enterprises:

1. Residential activities include student residences, dormitories (including subcontracts like Schwab Residential Center) and administrative functions (including Housing Assignment Services).

2. Dining activities encompass both residence dining and dining venues operated across the campus serving students and staff.

3. Other space includes Conference Services and Hospitality & Auxiliary Services operations.

In addition, this code encompasses other residential rooms including those at Stanford in Washington and the Bridge Peer Counseling Center.

This function code would not be used for the Residential Education program (Function Code "I") or any other space occupied by the Dean of Student Affairs Office, which should be coded to the appropriate function, which is commonly Student Services (Function Code "S").

Nor does this function include Faculty Staff Housing, see Other Institutional Activities (Function Code “C”).

Special Use Space D. SPECIAL USE SPACE These function codes are assigned as needed to segregate special use space for indirect cost rate calculation purposes.

VSC 14. Specialized Service Facility: Function Code F

Uniform Guidance defines “Specialized Service Facilities” (SSF) as “institutional services involving the use of highly complex or specialized facilities such as electronic computers, wind tunnels, and reactors....” Because the language in the Uniform Guidance is not precise, the University has defined an SSF service center as one which meets all three of the following criteria.

(a) The center must incur annual expenses of at least one million dollars. (b) The center must “materially” affect Stanford’s Organized Research indirect cost rate (“materially” means by greater than one-tenth of a point). (c) The center’s services must not be easily available from an outside vendor.

Only the School of Medicine’s Veterinary Service Center (VSC) is a qualified SSF service center allowed to use this function code for their occupied space.

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V. Function Code Definitions (cont.)

Special Use cont. D. SPECIAL USE SPACE (CONT)

SLAC 15. Stanford Linear Accelerator (SLAC): Function Code O

This function code is used exclusively for space used in research on Stanford University campus (GLAM, Astrophysics) for contracts that are administered by SLAC (primarily DOE) and are segregated in IDC rate calculations to a separate cost pool.

Inactive or E. INACTIVE OR TEMPORARILY UNASSIGNABLE SPACE Temporarily Unassignable Inactive and Temporarily Unassignable space is not specific to any one area of the University and may be reported by all departments.

Inactive 16. Inactive: Function Code E

Inactive space is that which is usable and could be occupied, but voluntarily is not being used for longer than 3 consecutive months. This space should continue to be assigned its normal Room Type Code (e.g., office, lab, classroom) but be functionalized as "E" (Inactive) space.

However, if the space was/will be inactive for 3 consecutive months or less, the space should be coded based on one of the following criteria:

(a) If the space was not in use prior to becoming inactive, or has transferred to a new department, the space should be coded (room type and function) based on the projected use. Example: a student office in a new building which was opened during the fiscal year will not be filled until the following quarter.

(b) If the space was in use prior to becoming inactive, the space should maintain the coding (room type and function) as reported prior to its inactive status. Example: a student office that is not assigned for one quarter during the year.

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V. Function Code Definitions (cont.)

Temp 17. Temporarily Unassignable: Function Code X Unassignable

Temporarily Unassignable is space that is temporarily not usable because those portions of a building are either (1) unfinished/unusable or (2) under alteration (including space awaiting renovation). The space may continue to be assigned its normal Room Type Code, or may be re-classed to Room Type Codes 081 – 085 for multi-room spaces where the floor plan will change. See Appendix A.

If the space was/will be temporarily unassignable for longer than 3 consecutive months, it should be coded to the appropriate room type and Function Code “X”.

However, if the space was/will be temporarily unassignable for 3 consecutive months or less, the space should be coded based on one of the following criteria:

(a) If the projected functional use is known, the space should be treated as if it had been in service from the beginning of the renovation/build out and coded appropriately

(b) If the post-renovation functional coding is not known, the space may maintain the coding as reported prior to the renovation.

Unassignable F. UNASSIGNABLE SPACE Unassignable space is portions of a building that are not available for assignment to building occupants, but are necessary for general building operation. By definition, unassignable areas consist exclusively of general circulation, public restrooms, and custodial, mechanical, and structural space.

18. Unassignable Space: Function Code Z

This function code is used for all unassignable space in Room Type Codes less than 080.

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VI. Specific Coding Issues

A variety of issues have: either generated questions in the past; or are new topics that have arisen as part of the current Space Inventory Instructions. These issues are discussed below.

Academic Academic Office Space (Room Type Codes 300 – 399) Departments: Stanford University’s policy is that all academic office space (Room Type Codes All Office Space 300 - 399) will be coded initially to Departmental Administration to facilitate the (Room Type space inventory process and ensure accuracy in reporting the activities that are Codes 300 - 399) occurring. During the calculation of the University’s indirect cost rate, this space will be assigned to the other activities, e.g., Instruction, Organized Research, Student Services, based on each department’s salary distribution to those activities6. See Departmental Administration on page 20 for more details and exceptions.

Academic Academic Non-Office Space Departments: Non-Office space should be coded according to the functional use activities Function-Specific occurring in the room. Much of the multiuse space is under the responsibility of a Space named individual who directs the activities in specific rooms and can specify these activities.

Some space used in support of another specific use room may be coded differently than the supported room because the use is more focused. For example, labs with desks may have instructional activity that is not occurring in the lab support rooms.

For broader shared space (such as glasswash, equipment or storage), consideration should be given not only to how the space is used but also to who customarily accesses it.

Storage areas that support a department should be functionally coded based on the activity for which the contents are used.

Food Facilities Food Facilities Within Academic Buildings

Facilities within academic buildings used for food preparation and service that are not operated by an outside entity are usually coded to Departmental Administration. These facilities exist to provide service to the various people engaged in or supporting the academic functions carried on in and around the buildings which house the food facilities.

By contrast, if a food facility is located within a department area that is exclusively research, and the food facility is accessed primarily by people in that department as an extension meeting area, then it should also be coded to research. The facility is function-specific in this case, rather than broadly supportive of multiple activities or functions.

6 This methodology of using department salaries and wages to assign office space to benefiting functional use has been approved by the Office of Naval Research in ONR Letter to Stanford University dated 12 April 2005 on Subject: DCAA Report No. 4291-2002K19200001, dated 9/29/03.

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VI. Specific Coding Issues (cont.)

Food Facilities Food Facilities (cont.) Cont. Examples of food facilities in academic buildings that are operated by outside entities (coded to AHN), or run by Dining Services (coded to R&DE) follow: • Arrillaga Alumni Center (The Café) • Beckman (Beckman Bistro) • Bldg 160 (Olives) • Cantor Museum (Cool Café) • CCSR (Luttiken’s Deli) • Clark Center (Nexus Café, Peet’s Coffee) • Crown Quadrangle (Law Café) • Cubberley (Cubberley Café) • Huang Engineering (Forbes Family Café) • Jordan Hall (Thai Cafe) • Knight Management Center (Arbuckle Dining Pavilion, Coupa Cafe) • La Ka Shing Ctr (Med Café) • Packard Electrical Engineering (Bytes Café) • Psychiatry Building (Garden Cafe) • Student Union (Axe & Palm) • Tressider Memorial (Union Square, Coho, Treehouse, Subway, Jamba, etc.) • Wallenberg (Olives) • Y2E2 (Coupa Café) In all cases, these food facilities exclude any student lounge area, see below.

Lounges Lounge Areas

Lounge areas usually will be coded to Departmental Administration because they are managed by an academic department and benefit the department’s multiple functions as a whole. The use of lounge areas is not solely linked to the availability of food; lounges are often used late into the night, long after the food services close. These areas may provide food services (e.g., vending machines), but they also provide places frequented for study and for meetings related to instructional or research assignments. For example, the GSB lounge area was specifically designed to accommodate large groups of students engaged in group projects.

If the lounge area is function-specific, for example, surrounded by space coded to Organized Research and is used primarily by people engaged in that sponsored research, then the lounge area itself should also be coded to Organized Research. This is especially true when there are restrictions on food consumption in the labs.

Dept Libraries Departmental Libraries

This library space is used and maintained by the department only. The room is neither part of the Main University Library System nor one of the Coordinate Libraries. See discussion of the Library System on page 26. Departmental Libraries are most often coded as Departmental Administration.

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VI. Specific Coding Issues (cont.)

Fundraising Fundraising, whether located in the central Office of Development or located in a school (i.e., fundraising through department personnel who are specifically assigned fundraising activities) is unallowable per Uniform Guidance. Any non- office space occupied by individuals within an academic department whose function is to perform fundraising activities should be coded to OIA. See page 21 for a more detailed discussion of OIA and page 31 for a discussion of the appropriate level of use to report.

A distinction must be made as to what constitutes fundraising. Fundraising should not be confused with contract and grant development activities such as writing proposals (Departmental Administration), although both result in funds being awarded to the University. Fundraising means "organized" fundraising activities resulting in "gifts" and donations to the University. Fundraising includes financial campaigns, endowment drives, solicitation of gifts and bequests, and similar activities performed solely to raise capital or obtain contributions. These activities are performed primarily by personnel in the Office of Development and by selected individuals in certain schools (e.g., the School of Law, the School of Medicine, the Graduate School of Business, and the School of Engineering).

Reminder: All office space (Room Type Code 300 - 399) within an academic department is coded as Departmental Administration.

Service Centers Stanford University has several areas within departments which, based on the nature of their work, are service centers. The two categories of service centers are Academic and Administrative; the appropriate functional coding follows:

Academic Svc Ctrs 1. Academic Service Centers Service Centers are officially recognized groups charging users for specific services. Depending upon its main users, academic service center space will usually be coded to OR, DR, AHN, or DA. To determine the appropriate Function Code(s) and percentage of use, perform the following steps:

(1) Identify the room(s) where the service center activity occurs.

(2) Functional coding – use existing coding from prior space inventory or if a new service center code to Function Code A.

(3) An analysis of the service center's revenues should be performed. The percentage of revenues by activity, (e.g., OR, DR, AHN), of the total revenues will determine the percentage of use by Function Code for the space occupied. Revenue analysis is now assisted by CMA after the year end close and coding updated later.

(4) Copy Centers will be coded to Function Code ‘A’.

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VI. Specific Coding Issues (cont.)

Academic Svc Ctrs 1. Academic Service Centers (cont.) (cont.) The academic service center category includes:

School of Engineering CSD Computer Facility EE Photocopy Service Center Gates Building Photocopy Center High Performance Computer Facility ME HTGL Lab Facility ME Thermosciences Shop SNF Service Center System Prototyping Facility

School of H&S - Sciences Chemistry NMRS Center Physics Photocopy Center Physics Stockroom Physics Varian Machine Shop Also: Biology Stockroom (managed by Fisher) Chemistry Stockroom (managed by Fisher)

Center for Cognitive and Neurobio Imaging CNI GE MR 750

Ginzton Lab Crystal Polishing Shop

Dean of Research Mass Spectrometry-SUMS Macro Molecular Structure Knowledge Ctr

Stanford Nanosciences Shared Facility - SNSF Electron & Ion Microscopy Nanofabrication Tools and Facilities Soft Materials Facility (SMF) X-Ray & Surface Analysis

June 2018 Page 38 STANFORD UNIVERSITY - FY 2018 SPACE INVENTORY INSTRUCTIONS

VI. Specific Coding Issues (cont.)

Academic Svc Ctrs 1. Academic Service Centers (cont.) (cont.) School of Medicine BioADD Bioinformatics Resource Center Cell Sciences Imaging Facility CompMed Animal Histology Data Coordinating Center Functional Genomics Facility Fly Facility High Throughput Facility Gene Vector Virus Core Genetics BioInformatics Genome Service Center HIMC Human Immune Monitoring Center Lucas PET/MR MRSIC (Lucas Center) Neuroscience Microscopy Pathology – Histology Service Center Protein & Nucleic Acid (PAN) SBF Neuroscience Lab SCI3 (Small Animal Imaging) SCI3 (Small Animal Imaging) Porter Shared Fluorescence (FACS) Translational Applications - TASC Transgenic, Knockout & Tumor Model Veterinary Service Center – SSF use Function Code F

Admin Svc Ctrs 2. Administrative Service Centers Administrative level service center space will be coded to either G&A or O&M, depending upon its organizational affiliation. This category includes:

G&A (Function Code “G”) • ITS – Shared Services • CRC – Computer Resource Consulting • Technology Training

O&M (Function Code “M”) • Operation & Maintenance Shops, including Grounds • Labor/Event Services • Materials Management • Project Management • Capital Planning and University Architect • Utilities

June 2018 Page 39 STANFORD UNIVERSITY - FY 2018 SPACE INVENTORY INSTRUCTIONS

VI. Specific Coding Issues (cont.)

Entering Multiple Over the course of the fiscal year a single room may have been used by more than Room Type &/or one department and/or for more than one purpose (as defined by a Room Type Dept. Codes… Code). For major room usage changes affecting the Room Type Code iSpace Or a Large Block of allows multiple Time Period Allocations during the year. When the Room Type Changes changes, a new Time Period Allocation must be created and the current allocation closed. To simplify complex coding involving multiple departments, the process of "Room Sharing" has been incorporated into iSpace.

WithTime Periods 1. Time Period Allocations

When the Room Type changes, a new Time Period Allocation must be created and the current allocation closed.

Example 1 MULTIPLE ROOM TYPE CODES DURING THE YEAR

Room 100 use was as follows during the fiscal year:

(1) Fall Quarter - the room was used as an office for Post Doctoral student.

(2) Winter and Spring Quarters - the room was under renovation and temporarily unassignable.

(3) Summer Quarter - the room was used as a non-class lab where 10% of the activity was related to Departmental Research and 90% of the activity was related to Organized Research.

In order to record the multiple Room Type Codes that occurred during the year, Room 100 would be split into Time Period Allocations in iSPACE as follows.

(1) Sept 1 to Jan 10: Room Type Code 366 (Office - Post Doctoral), 100% DA [A(100)].

(2) Jan 11 to June 15: Room Type Code 082 (Under Alteration), 100% Temporarily Unassigned [X(100)].

(3) June 16 to Present: Room Type Code 251 (Non-class Lab), 10% DR and 90% OR (L[10], R[90]).

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VI. Specific Coding Issues (cont.)

With Shared Space 2. Room Sharing

"Room Sharing" involves reporting one physical room with multiple Department Codes or Primary Individuals (PI's) associated with the room during the fiscal year. The new system, iSpace allows for multiple departments with multiple PI's in any given Time Period Allocation. In addition, each PI may have multiple Function Codes. In all cases these multiple occupants/uses will be allocated their appropriate percentage of occupancy. All percentages must add to 100%.

Example 1 TWO OR MORE DEPARTMENTS SHARE SPACE

Department A and Department B "shared" Room 302 which is 100 square feet. Each department used 50% of the room. Functionally, Department A used the room solely for Organized Research (R) and Department B used the room solely for Instruction (I). The room would be entered in iSpace with 2 departments:

- Room 302: 50% Department A, 100% OR [R(100)] - 50% Department B, 100% Instruction [I(100)].

Global Changes 3. Global Changes Assistance Assistance in iSpace Help is available when you have a large number of rooms that need to be changed as a result of a large change in a building or for a department. This could result from a move to a new building, a whole floor renovation, or a change in the department’s org code.

The iSpace system administrator in Maps & Records in many cases can make changes to a large block of rooms in order to mitigate the burden of changing the rooms one by one by the space coordinator. There are several methods by which this is accomplished depending on the situation: these include SQL program changes or uploading data on new rooms from a user provided Excel spreadsheet.

You should contact the space analyst in CMA and discuss the following information so that we can evaluate if a global change can be done:

(a) User department (b) Building(s) identification (c) Room numbers affected (d) Description of the space and what you need to change (e) Time period related to the space change

Based on this discussion, if a global change appears feasible, a request will be submitted to the iSpace system administrator to proceed.

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Tracking Private Stanford is now tracking the ‘private use’ of space within buildings for tax Use of Space purposes. Tax-exempt bonds are generally not entitled to tax-exempt status if the limitations on private use are exceeded and the university would not be able to finance capital projects with the proceeds of CEFA bonds in affected buildings.

Non Stanford Entities, merchandising and corporate donor named rooms are uses that count toward the private use limit. Examples are cafes not operated by RD&E, the Stanford Bookstore, leases to third parties and conference rooms with donor names like the CEMEX Auditorium.

iSpace has several non-editable attribute fields used to track these rooms. Space coordinators are not expected to update these fields. However, if you become aware of changes related to a Non-Stanford Entity or named room (new or changing), please inform the iSpace Administrator listed on page 4. The iSpace team will follow up and forward the information to the Controller’s Office.

June 2018 Page 42 STANFORD UNIVERSITY – FY 2018 SPACE INVENTORY INSTRUCTIONS

APPENDICES

A. Listing of Room Type Codes

B. Functional Classifications by University Area

C. Guidelines for Documentation

D. Sample iSpace Room Detail Report

E. Sample Floor Plan

F. Sample Certification Report

G. Glossary of Terms

H. Classification of Sponsored, University and Departmental Research

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June 2018

APPENDIX A

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

SUMMARY OF ROOM TYPE CODES

UNASSIGNABLE AREAS LAB SUPPORT SPECIAL USE (Cont.) Shower: Men 006 Cold Room 256 Athletic/Phys Ed Service 525 Shower: Women 008 Constant Temperature Room 257 Athletic Locker Rm: Men 526 Shower: All-Gender 009 Equipment/Instrument Room 258 Athletic Locker Rm: Women 527 Mechanical Space 010 Fume Hood Room 259 Athletic Locker Rm: All-Gender 528 Duct Space 011 Glass Wash Room 260 Media Production 530 Janitorial Closet 012 Chemical Storage Room 261 Media Production Service 535 Electrical Equip Room 013 Iodination Hood Room 262 Demonstration 550 Mechanical Equip Room 014 Morgue 263 Demonstration Service 555 Telephone Equip Room 015 Special Procedure Room 264 Farm Building 560 Restroom: Men 016 Dark Room 265 Animal Quarters 570 Restroom: Women 018 Sound Controlled Room 266 Animal Quarters: Biohazard 571 Restroom: All Gender 019 Tissue Culture Room 268 Autoclave 572 Circulation 020 Warm Room 269 Irradiator 573 Structural 040 Animal Procedure Room 574 Parking Structure - Open 042 Animal Quarters Service 575 Other Significant Area 070 OFFICES Animal Surgery Room 576 Office: Sr Administrator 311 Animal Surgery Support 577 Office: Admin Staff 312 Diagnostic Laboratory 578 TEMPORARILY Office: Mgr/Professional Staff 313 Greenhouse 580 UNASSIGNABLE AREAS Office Service 315 Greenhouse Service 585 Inactive Unassigned (Provost) 081 Department Circulation 320 Other 590 Under Alteration 082 Office: Faculty 321 Student Organization 591 Unusable Area 083 Office: Student 322 Non-Stanford Entity 592 Unfinished Area 084 Office: Emeritus Faculty 326 Unfinished Temp Storage Use 085 Conference Room 351 GENERAL USE Conference Room Service 355 Auditorium 611 Office: Post Doc Fellow 366 Chapel 612 CLASSROOMS Office: Visiting Scholar 367 Theater 613 Classroom: Seminar Room 111 Office: Res Associate/Lecturer 368 Assembly Facility Service 615 Classroom: Lecture Room 112 Office: Clinical Educator 369 Public Telephone Booth 616 Classroom: Multipurpose 113 Museum 621 Classroom: Amphitheater 114 Art Gallery 622 Classroom Service 115 LIBRARY Museum/Gallery Service 625 Classroom: Auditorium 116 Library Seating: Uncontrolled 411 Cafeteria/Dining Area 631 Library Seating: Controlled 412 Snack Bar 632 Library Study Room 413 Pantry/Kitchenette 633 CLASS LABS Library Faculty Room 414 Food Facilities Service 635 Class Lab 210 Library Miscellaneous Room 415 Servery 636 Class Lab Service 215 Library Open Material 421 Kitchen 637 Open Lab 220 Library Closed Material 422 Dry Food Storage 638 Open Lab Service 225 Library Non-Book Materials 423 Wet Food Storage 639 Library Service 431 Day Care 640 Library Technical Processing 441 Day Care Service 645 RESEARCH LABS Library Related Office 451 Lounge 650 Research Lab: Wet 251 Departmental Library 461 Lounge Service 655 Research Lab: Dry 252 Merchandising Facility 660 Research Lab: Basic 253 Merchandising Facility Service 665 Research Lab Service 255 S P ECIAL US E Recreation Facility 670 Athletic/Phys Ed Facility 520 Recreation Facility Service 675 Spectator Seating Area 522 Meeting Room 680

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Page 1 APPENDIX A

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

SUMMARY OF ROOM TYPE CODES

GENERAL USE (Cont.) HEALTH CARE (Cont.) RESIDENTIAL Meeting Room Service 685 Surgery Student Residence Staff Lounge 691 Operating Room 841 Sleep/Living Room 911 Wellness Room 692 Delivery Room 842 Student Closet 912 Locker Room: Men 696 Labor Room 843 Lounge/Study Room 913 Locker Room: Women 697 Recovery Room 844 Guest Room 914 Locker Room: All-Gender 698 Sleep/Living Service 915 Locker Room: Storage 699 Treatment Hallway 916 Procdure Room 850 Living Room 917 S UPPORT FACILITIES Treatment Room 851 Private Shower 918 Computer/Networking Room 711 Examining Room 852 Private Bathroom 919 Specialized Computer Room 712 Therapy Room 853 Sleep/Living with Bath 920 PC Cluster Room 713 Recreation Room 854 Residence Shower: Men 924 Computer Facility Service 715 Dressing Room 855 Residence Shower: Women 925 Shops 720 X -Ray Treatment Room 856 Residence Shower: All-Gender 926 Shops Service 725 Viewing Room 857 Residence Restroom: Men 927 Central Storage 730 Observation Room 858 Residence Restroom: Women 928 General Storage 733 Consultation Room 859 Residence Restroom: All-Gender 929 Central Storage Service 735 Residence Service 935 Vehicle Storage 740 Specialized Support Laundry 936 Vehicle Storage Service 745 Hospital Laboratory 861 Storage Room 937 Central Services 750 Imaging Room 862 Central Services Support 755 X -Ray Film Storage 863 Hotel Hazardous Materials Storage 760 Work Room 864 Hotel Room 941 Hazardous Materials Service 765 Pharmacy 865 Hotel Service 945 Hazardous Waste Storage 770 Satellite Pharmacy 866 Hotel Private Bathroom 949 Hazardous Waste Service 775 Kitchenette 867 Unit Storage 780 Computer Room 868 Apartment Computer Service 869 Apartment: Whole Bldg 950 Sterilization Area 870 Apartment Bedroom 951 HEALTH CARE Miscellaneous Storage 871 Apartment Closet 952 Patient Pharmacy Supplies 872 Apartment Living Room 953 Patient Room 811 Linen Supplies 873 Apartment Kitchen 954 Nursery 812 Linen Collection 874 Apartment Service 955 Holding Beds 813 Apartment Hallway 956 Patient Isolation Room 814 Public Service Apartment Sleep/Living Room 957 Patient Anteroom 816 Public Waiting Area 881 Apartment Bathroom 959 Patient Bath with Tub 821 Solarium 882 Patient Bath with Shower 822 Patient Reception 883 House Patient Toilet Only 823 Circulation 884 House 970 Patient Shower 824 Education Room 885 House Service 975 Patient Washroom 825 Lobby 886 Public Telephone 887 Misc Living Quarters Support Stations Staff Living Quarters 980 Nurse Station 831 Health Care Facilities Service Living Quarters Service 985 Medication Room 832 Health Care Facilities Shower 890 Utility Room 833 Health Care Facilities Service 895 OTHER Physician Workroom 834 Unknown Room Type 999 Record Room 835

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STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

UNASSIGNABLE AREAS

Shower: Men 006 Men’s shower room. Has shower(s), may also include lockers, changing area or toilets. If part of athletic facility, see type 526.

Shower: Women 008 Women’s shower room. Has shower(s), may also include lockers, changing area or toilets. If part of athletic facility, see type 526.

Shower: All-Gender 009 All-Gender shower room. Has shower(s), may also include lockers, changing area or toilets. If part of athletic facility, see type 526.

Mechanical 010 Air conditioning and plumbing control rooms.

Duct Space 011 Shaft space containing piping/wiring (e.g. air conditioning, plumbing, electrical, etc.). This space is enclosed between two walls and is thus inaccessible. Typically, this space is coded when a new building or renovation is mapped. This code is not updated by departments.

Janitorial Room 012 Space for custodial/janitorial or housekeeping supplies & equipment, including sinks for wet mop activities. This encompasses storage space for supplies used by University maintenance personnel as well as space used to store departmental janitorial supplies.

Electrical Equipment Room 013 Rooms containing circuit/fuse boxes, transformers, fire alarm panels, etc.

Mechanical Equipment Room 014 Mechanical equipment control rooms housing items other than air conditioning or plumbing, which is included in Room Type Code 010, such as an elevator control room.

Telephone/Networking Equipment 015 Telephone/networking equipment room, which contains Room telephone/networking switching equipment and wiring that supports the building. Does not include telephone booths, which should be Room Type Code 636.

Restroom-Men 016 Men's restroom (including lounge areas).

Restroom-Women 018 Women's restroom (including lounge and lactation areas).

Restroom-Unisex 019 Unisex restroom for all gender identifications (includes lounge areas).

1 If no description is provided, the room type label is considered to be self-evident.

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STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

UNASSIGNABLE AREAS (cont.)

Circulation 020 Hallways/corridors, stairways/landings, lobbies/entries/atriums, inside loading areas, and lifts/escalators. This code is used both for hallways within general-access campus buildings as well as general use corridors within departments which serve as thoroughfares to other buildings or outside areas. Please note the following:

(1) Lobbies should be distinguished from office reception rooms which are Code 315. Lobbies are large entrance or waiting areas to a building (reception desk will be a virtual room). Reception rooms to a office area are smaller and usually used to access one department. (2) Hallways created by the installation of cubicles, all of which are in the same room are department circulation which is Code 320. (3) Hallways used exclusively for department purposes (such as one leading to a suite of offices) should be assigned Code 320.

Tunnel/Fully Enclosed Connector 021 Covered and walled tunnels/connectors/bridges connecting two buildings that extend beyond the building footprint. These spaces are used primarily as circulation spaces. Tunnels which house utilities such as steam lines and are not used as circulation areas are considered infrastructure and are not part of the building’s space. This code is not updated by departments.

Elevator Shaft 022 Elevator shafts on all floors. Separately identified for GSF calculations. This code is not updated by departments.

Structural 040 Walls (e.g. wall thickness), supports, and partitions and walled off space. Typically, this space is coded when a new building or renovation is mapped. This code is not updated by departments.

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STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

Exterior Covered - Immediate Above 071 Exterior area which is covered by a permanent structure of the building located directly above the area. These areas can include balconies, patios, decks, porches, breezeways and arcades that are attached to a building. Used in GSF calculations depending on agency. This code is not updated by departments.

Exterior Covered - By Roof Dripline 072 Exterior area which is not covered by a permanent structure located directly above, but is covered by either a higher above floor or the overall roof drip line. These areas can include balconies, patios, decks, porches and breezeways that are attached to a building. Used in GSF calculations depending on agency. This code is not updated by departments.

Other Significant Area 073 Significant area usually outside of a building such as uncovered courtyards, decks, porches, or carports. This can be used for crawl spaces if necessary. Not included in GSF of a building. This code is not updated by departments.

TEMPORARILY UNASSIGNABLE AREAS

Inactive Unassigned (Provost) 081 Inactive assignable space held by Provost, not currently given to a department for occupancy.

Under Alteration 082 Previously assigned space temporarily not in use due to alteration or renovation process.

Unusable Area 083 Previously assigned space requiring alteration or renovation before it can be assigned and used again.

Unfinished Area 084 Potentially assignable area in buildings that are under construction and not completely finished at the time of the inventory, including "shelled" space.

Unfinished/Temporary Storage 085 Unfinished shell space currently being used for temporary storage.

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STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

CLASSROOMS

Classroom-Seminar 111 Room used for seminars or small group instruction. Also breakout room for small groups.

Classroom-Lecture 112 Room used primarily for lectures, often has fixed seating.

Classroom-Multipurpose 113 Room with movable seating used primarily for lectures, but configurable for alternate instructional activities.

Classroom-Amphitheater 114 Large room with curved, tiered seating, used for lectures and presentations.

Classroom Service 115 Projection, preparation, storage, or other support rooms for Room Type Codes 111-114 and 116.

Classroom-Auditorium 116 Large room with fixed or tiered seating, usually straight, used for lectures and presentations. If the room is a multi- purpose auditorium used by multiple departments, it should be assigned to Room Type Code 611.

CLASS LABS

Lab-Class 210 Lab for regularly scheduled classes that require special- purpose equipment for student participation, experimentation, observation, or practice in a field of study. Includes computer rooms used for classes.

Lab-Class Service 215 A room that directly serves one or more class labs as an extension of the activities in those rooms, including stock rooms, material storage (including temporary hazardous materials storage), and other rooms supporting class labs2.

Lab-Open 220 Lab for irregularly or informally scheduled classes that usually require special-purpose equipment for student participation, experimentation, observation, or practice in a field of study. These rooms range from music/drama practice rooms to language labs to very specialized labs. Includes computer rooms used for open study (i.e. language labs or CAD labs).

Lab-Open Service 225 A room that directly serves one or more open labs as an extension of the activities in those rooms, including balance rooms, stock rooms, material storage (including temporary hazardous materials storage), and other rooms supporting open labs.

2 Also see Room Type Codes 256-267 for lab support rooms.

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ROOM TYPE CODE DESCRIPTION1

RESEARCH LABS

Lab-Research, Wet 251 Lab used primarily for laboratory experimentation, research or training in research methods; or professional research and observation; or structured creative activity within a specific program(s).

Room construction is driven by use of chemicals, biological agents, and/or other hazardous materials that have special infrastructure requirements for HVAC, exhaust air treatment, compressed air, gases, vacuum, electrical and/or plumbing. Rooms are typically built to accommodate the safe use of biological, chemical or radiological samples and outfitted with chemical resistant benches, chemical storage cabinets, eye wash showers, safety equipment and (in many cases) fume hoods.

Includes labs in fields such as molecular biology, cellular physiology, pathology, biology and chemistry.

Lab-Research, Dry 252 Lab used primarily for laboratory experimentation, research or training in research methods; or professional research and observation; or structured creative activity within a specific program(s).

Room construction is driven by specific research science requirements with limited or specialized chemical usage requirements. Rooms typically have special infrastructure requirements for HVAC, high electrical or plumbing demands and/or built in support equipment. Room may also have unique architectural elements due to vibration, acoustic, temperature, size or special ceiling/wall considerations.

Includes engine labs, laser labs, fluid dynamics labs, MRI and cyclotron facilities, materials analysis rooms etc.

Lab-Research, Basic 253 Lab used primarily for professional research and observation; data gathering; computational/theoretical or structured creative activity within a specific program(s).

Room has no and/or extremely limited use of chemicals and/or toxics and the resulting special equipment needs. This room may have lab benches, or may be setup with workstations, work tables or other furniture.

Includes computer lab rooms, layout/workrooms and interview/observation rooms used for research.

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Lab-Research Service 255 A room that directly serves one or more research labs as an extension of the activities in those rooms, including stock room, material storage (including temporary hazardous materials storage), equipment control room, rack room and other rooms supporting research labs3.

LAB SUPPORT TO RESEARCH LABS

Cold Room 256 Room in which the temperature is usually maintained several degrees above freezing (typically 4 C) for experimental processes and storage of material.

Constant Temperature Room 257 Room in which the temperature can be adjusted and maintained within a range between a cold room and a warm room.

Equipment/Instrument Room 258 Room containing movable or fixed equipment, typically shared, is not placed in a non-class lab due to its size, noise levels, heat load, and/or vibration.

Fume Hood Room 259 Room with hoods, vented to the air exhaust, are maintained for experimentation involving processes where chemical containment is necessary.

Glass Wash Room 260 Room for cleaning, drying and sterilization of glassware is performed; frequently used for media preparation and sterilization.

Chemical Storage Room 261 Room in which chemicals can be stored; level of containment is dependent on properties of the stored chemical.

Iodination Hood Room 262 Room contains specialized and dedicated fume hoods designed for work with radioactively-labeled iodine.

Morgue 263 Self-explanatory

3 Also see Room Type Codes 570-579 for animal quarters and support areas, and Room Type Codes 580-585 for greenhouses and support areas.

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ROOM TYPE CODE DESCRIPTION1

LAB SUPPORT TO RESEARCH LABS (cont.)

Special Procedure Room 264 Room for performing unique procedures/processes that will usually contain specialized equipment.

Dark Room 265 Photographic dark room

Sound Controlled Room 266 Room which is acoustically isolated.

Tissue Culture Room 268 Room for biological safety cabinets, typically where a higher degree of cleanliness is desired for experimentation.

Warm Room 269 Room in which higher than ambient temperatures can be adjusted and maintained.

OFFICES

Office-Administrator 311 Office occupied by senior administrative departmental personnel. This would include VPs, directors, department chairs and other executive level staff.

Office-Administrative Staff 312 Office occupied by administrative departmental personnel. This would include admin staff/assistants and student help (both graduate and undergraduate).

Office-Managerial/Professional Staff 313 Office occupied by director, manager or professional departmental personnel (legal, etc.)

Office Service 315 Support rooms in the office area such as a file room, copy room, printer room, kitchen/pantry, storage room (used regularly) or closet. Department specific mail room, waiting room, interview room, office area lounge (including student), study room or reception area. Also includes a PC cluster room or a private restroom located inside a suite of offices.

Department Circulation 320 Circulation within a department, as opposed to public building circulation. This includes hallways created by the installation of cubicles, all of which are in the same room, as well as hallways within a department (e.g., passageways leading to a suite of offices).

Office-Faculty 321 Office occupied by a person with a faculty appointment.

Office-Student 322 Office of a graduate student including teaching assistants and research assistants.

Office-Emeritus Faculty 326 Office occupied by a retired person who had a faculty appointment prior to retirement from Stanford University.

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ROOM TYPE CODE DESCRIPTION1

OFFICES cont.

Conference Room 351 A room serving an office complex and used principally for faculty and staff meetings as well as departmental activities other than scheduled classes. Use Room Type Code 680, "Meeting Room", for general-purpose meeting rooms and rooms used for student services. Student organization activities should be coded to Room Type Code 591, "Student Organization".

Conference Room Service 355 A room that directly serves one or more conference rooms as an extension of the activities in those rooms. This includes storage or A/V closets, kitchenettes, etc.

Office-Post Doc Fellow/Resident 366 Office for clinical fellows, research fellows, or residents who have already received a doctoral equivalent.

Office-Visiting Scholar 367 Office used by a visiting researcher.

Office-Research Staff/Lecturer 368 Office for research associates/staff (includes LSRA, LST). Also used for instructors and lecturers that do not have faculty appointments. Note that this does not include research assistants (i.e. Graduate students), see Room Type Code 32 or admin staff.

Office-Clinician Educator 369 School of Medicine ONLY. This office code is for the School of Medicine’s physicians in the ‘Clinician Educator’ line including Clinical Instructors, Clinical Assistant Professors, Clinical Associate Professors and Clinical Professors. (Note: also includes PhD psychologists)

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

LIBRARY FACILITIES (Except Room Type Code 461, all 400-series Room Type Codes are for use only in the University Libraries or the Coordinate Libraries.)

Library Study Seats - Uncontrolled 411 Seating in uncontrolled areas

Library Study Seats - Controlled 412 Seating in controlled areas

Library Study Room 413 Study Room.

Library Faculty Room 414 Study room for faculty members and/or visiting scholars

Library Misc. Room 415 Typing areas and benches or other transient seating at new book shelves, index tables, or card catalogs, microfiche, computer stations, or reception areas.

Library Open Material 421 Book shelving (stacks) open to most students: reading room shelving and open stacks (including government documents)

Library-Closed Material 422 Book shelving (stacks) closed to most students: locked stacks, closed reserves, and controlled-access reference shelves.

Library Non-Book Materials 423 Storage for materials such as sheet maps, manuscripts, tapes, discs, films, microtexts, and prints. "Non-Book" excludes government documents and pamphlets, but includes technical reports.

Library Service 431 Service staff and related equipment and resources, including shelving for personal or working materials, reference catalogs, storage areas, and circulation desk.

Library Technical Processing 441 Technical processing staff and related equipment, including shelving, shelf lifts, and storage areas

Library Related Office 451 Librarian and library staff offices in University, branch, or coordinate libraries

Departmental Library 461 A small library, generally a single room with undifferentiated space, maintained for departmental convenience. This is the only Room Type Code to be used for department libraries. This code may not be used by the University Library System or the Coordinate Libraries.

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

SPECIAL USE FACILITIES (Room Type Codes 520-525 are to be used only by DAPER.)

Athletic/Physical Education Facility 520 Area where actual athletic and sport activities occur including indoor gyms, courts, pools, etc. (Does not include offices or classrooms).

Spectator Seating Area 522 Permanent seating in gyms and pavilions (usually indoors). Does not include stadiums; these are not part of the space inventory.

Athletic/Physical Education Facility 525 Support room for athletic activities including equipment Service rooms, coaches' rooms, ticket booths, storage, etc.

Athletic Locker Rm: Men 526 Men’s locker room including lockers, changing areas, shower and toilet facilities. Not storage or meeting rooms.

Athletic Locker Rm: Women 527 Women’s locker room including lockers, changing areas, shower and toilet facilities. Not storage or meeting rooms.

Athletic Locker Rm: All-Gender 528 All-Gender locker room including lockers, changing areas, shower and toilet facilities. Not storage or meeting rooms.

Media Production 530 A room used for the production or distribution of multimedia materials or signals, including TV studios, radio studios, sound studios, photo studios, and media centers. These rooms have a clearly defined production or distribution function that serves a broader area than would a typical service room.

Media Production Service 535 A room that directly serves a media production or distribution room as an extension of the activities in that facility, including film, tape or cassette libraries or control rooms; media equipment storage rooms; studio control booths; recording rooms; and darkrooms.

Demonstration 550 Room or group of rooms used to practice, within an instructional program, the principles of certain disciplines, such as teaching, child care or development, and home management or economics. The key criterion is practice activity within an instructional program which closely simulates a real- world or occupational setting.

Demonstration Service 555 Room that directly serves a demonstration facility as an extension of the activities in that facility including storage areas.

Farm Building 560 A barn or similar agricultural structure used for animal shelters or for the handling, storage, or protection of farm products, supplies vehicles, or implementation.

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ROOM TYPE CODE DESCRIPTION1

SPECIAL USE FACILITIES (cont.)

Animal Quarters 570 Room that houses laboratory animals including all vertebrates , invertebrates (ex. arthropods, insects) and marine life used for research or instructional purposes.

Animal Quarters Biohazard 571 Animal quarters which are used for the housing of animals with biohazard agents.

Autoclave 572 Room that houses autoclaves, which are used to support specialized animal housing.

Irradiator 573 Room used to irradiate animals.

Animal Procedure Room 574 Room used to study animals and/or perform minor procedures.

Animal Quarters Service 575 Support area for the above, such as feed rooms, cage washing rooms, operating rooms, or storage areas.

Animal Surgery Room 576 Room used to perform surgeries on animals.

Animal Surgery Support 577 Room that supports the surgery room, i.e., animal prep, surgeon's prep., surgery storage.

Diagnostic Laboratory 578 Diagnostic laboratory used to support the animal research colonies.

Greenhouse 580 A building or room usually composed chiefly of glass, plastic, or other light transmitting material, which is used for the cultivation or protection of plants or seedlings for research or, instructional purposes.

Greenhouse Service 585 Room that directly serves a greenhouse facility as an extension of the activities in that facility including storage areas, etc.

Other 590 Category of last resort, to be used only with approval by the Cost and Management Analysis (CMA) department in ORA.

Student Organization Facility 591 Room used exclusively for student groups or activities including offices, meeting rooms and other space used for activities. (See page 24 for further definition.)

Non-Stanford Entity 592 Space occupied by groups that are not part of Stanford University such as Stanford Hospital, Government auditors (DCAA), bookstore, cafeteria operators, etc.

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ROOM TYPE CODE DESCRIPTION1

GENERAL USE FACILITIES

Auditorium 611 Facility is a multi-purpose auditorium used by multiple departments. If the facility is department-controlled and is used for either single, joint or multiple purposes, it should be coded to Room Type Code 116.

Chapel 612 Facility for worship serving the institution.

Theater 613 Facility for presentations not used as a classroom. If used as a classroom, code as "Open Lab", Room Type Code 220.

Assembly Facility Service 615 Support area for facilities coded 611, 612, or 613, such as checkroom, ticket booth, costume and property storage, or projection booth.

Public Phone Booth 616 Public accessible telephone booth usually located outside an assembly room.

Museum 621 Room used for public exhibitions in the museum.

Art Gallery 622 Room used for public exhibitions in an art gallery.

Museum/Gallery Service 625 Support area for facilities coded 621 and 622.

Cafeteria/Dining Area 631 Food facilities and eating areas serving the public or residences such as full service cafeterias, dining halls, delis, etc.

Snack Bar 632 Small-scale food facilities (usually with vending machines).

Pantry/Kitchenette 633 Department coffee rooms such as those containing coffee makers, microwaves, and mini refrigerators. These areas can be with or without a sink. This code is not used in an office area (see Room Type Code 315).

Food Facilities Service 635 Support areas for facilities coded to Room Type Codes 631 or 632. This would include miscellaneous service areas not broken out below such as dishwash or potscrub rooms, trash or other support functions.

Servery 636 Room where food is set up for serving including serving stations (counters), display cooking, kiosks, customer queuing and cashiers.

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

GENERAL USE FACILITIES (cont.)

Kitchen 637 Large kitchen in which food is prepared that support Cafeterias and Dining Areas. Dedicated to food production including preparation and cooking.

Dry Food Storage 638 Room dedicated to un-refrigerated storage of dry food and meal service supplies.

Cold Food Storage 639 Room dedicated to refrigerated or frozen storage of either wet or dry food. These would be walk-in refrigerators and freezers.

Day Care 640 Room used for providing day care services for children.

Lounge 650 Room used for rest and relaxation that is not restricted to a specific group of people, unit or area. This type of room differs from an office area or break room lounge (use Room Type Code 315) by virtue of its public availability.

Lounge Service 655 Room that directly serves a general use lounge facility, including kitchenettes, storage areas.

Merchandising Facilities 660 Room used to sell products or services, including bookstores, barber or beauty shops, post offices, or walk- away vending machines rooms.

Merchandising Facilities Service 665 Room that directly serves a merchandising facility as an extension of the activities in that facility.

Recreation Facilities 670 Room used by students, staff or the public for recreational purposes, including rooms for casual exercise, music playing and listening, hobbies, visual art, games, etc. Excludes athletics/ P.E. facilities and outdoor facilities (see Room Type Code 520)

Recreation Facilities Service 675 Room that directly serves a recreation facility as an extension of the activities in that facility.

Meeting Room 680 General-purpose meeting room used for a variety of meetings, supporting multiple university departments, outside groups or students. The key concept is public availability for access. If the room is used primarily for departmental meetings it should be Room Type Code 351. Or if the room is used for student organization activities it should be Room Type Code 591.

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

GENERAL USE FACILITIES (cont.)

Meeting Room Service 685 Room that serves a meeting room as an extension of the activities in that room including kitchenettes, A/V rooms, storage, etc.

Locker Room 690 Room for changing clothes or storing personal materials, used by students or staff. Excludes P.E./Athletics locker rooms.

Staff Lounge 691 Lounge area with or without lockers which are intended for use by faculty members and/or other Stanford University employees.

Wellness Room 692 Room provided for personal issues that cannot be managed in an open or shared office environment (e.g. personal phone calls, insulin injections, pumping milk etc.)

Locker Room: Men 696 Men’s room for changing clothes. If room has shower, use room type 006.

Locker Room: Women 697 Women’s room for changing clothes. . If room has shower, use room type 008.

Locker Room: All-Gender 698 All-Gender room for changing clothes. . If room has shower, use room type 009.

Locker Room: Storage 699 Room with lockers for storage of personal items. Not used for changing clothes.

SUPPORT FACILITIES

Computer/Networking Facility 711 Room containing computers, servers or networking equipment used for data processing and other activities. Room may have A/C upgrades. This, however, would not include equipment covered in Room Type Code 712.

Specialized Computer Room 712 Specially-designed computer rooms with raised floors, and/or specialized electrical wiring, specific air conditioning requirements, etc., including service support rooms for housing high power computers. Rooms may have water cooling without a raised floor.

Personal Computer (PC) Cluster Room 713 Room for multiple PC workstations normally used by students for personal purposes. Not for Research Labs or Class Labs (see Room Type Codes 253, 210)

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ROOM TYPE CODE DESCRIPTION1

SUPPORT FACILITIES

Computer/Networking Facility 711 Room containing computers, servers or networking equipment used for data processing and other activities. Room may have A/C upgrades. This, however, would not include equipment covered in Room Type Code 712.

Specialized Computer Room 712 Specially-designed computer rooms with raised floors, and/or specialized electrical wiring, specific air conditioning requirements, etc., including service support rooms for housing high power computers. Rooms may have water cooling without a raised floor.

Personal Computer (PC) Cluster Room 713 Room for multiple PC workstations normally used by students for personal purposes. Not for Research Labs or Class Labs (see Room Type Codes 253, 210)

Computer Facility Service 715 Support area for Codes 711/712/713, including media storage rooms, output processing rooms, PC repair/maintenance rooms, etc. (These rooms do not require special modification or renovation to function in their current capacity.)

Shops 720 Room used for the manufacture, repair, or maintenance of products or equipment, includes shops supporting research and plant maintenance. Shop examples: machine shops, fabrication shops, carpenter, plumbing, HVAC, electrical and painting shops, and similar physical plant maintenance facilities.

Shop Service 725 Room that directly serves a shop facility as an extension of the activities in that facility including storage areas, etc.

Central Storage 730 Room or building that is used to store equipment or materials supporting multiple organizational units, buildings, or room use categories. The concept of central or general is key to applying this code correctly. Central storage areas include areas commonly called warehouses, surplus storage, and central campus supply or storage.

Storage Room - General 733 Room used as departmental storage that is not in the office area and is not accessed on a daily basis. If room is actively used and close at hand, code as the appropriate category “service” room (in the office areas, this would be Room Type Code 315).

Central Storage Service 735 Room that directly serves a central storage facility as an extension of the activities in that facility.

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SUPPORT FACILITIES (cont.)

Vehicle Storage Service 745 Room that directly serves a vehicle storage facility as an extension of the activities in that facility.

Central Service 750 Room or area that is used for the processing, preparation, testing, or delivery of a complex-central or campus-wide support service. This category includes central food stores and laundries, central facilities for printing and duplicating, central mail room facilities, shipping and receiving areas, central power services.

Central Service Support 755 Room that serves a central service facility as an extension of the activities in that facility.

Hazardous Materials 760 Centralized facility used for the storage or treatment of hazardous or toxic materials for future use.

Hazardous Materials Service 765 Room that serves a centralized facility used for the storage or treatment of hazardous or toxic materials.

Hazardous Waste Storage 770 Centralized facility used for the storage, treatment, or disposal of hazardous or toxic waste materials.

Hazardous Waste Service 775 Room that serves a centralized facility used for the storage, treatment, or disposal of hazardous or toxic waste materials.

Unit Storage 780 Dedicated remote storage area or location under the control of a university department or school.

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ROOM TYPE CODE DESCRIPTION1

HEALTH CARE FACILITIES (Codes primarily for use by Stanford Health Center and Vaden Student Health Services only)

Patient Bedroom: Patient Room 811 Housing licensed bed(s), including bathroom if available.

Nursery 812 Housing babies

Holding beds 813 State-approved

Patient Isolation Room 814 Housing a licensed bed, including toilet and anteroom

Patient Anteroom 816 Serves patient isolation room

Patient Bath: Patient Bath with Tub 821 Bathroom with tub (with or without toilet)

Patient Bath with Shower 822 Bathroom with shower (with or without toilet)

Patient Toilet 823 Bathroom w/o tub or shower

Patient Shower 824 Shower room only

Patient Washroom 825 Sink only

Support Stations: Nurse Station 831 Self-explanatory

Medication Room 832 Self-explanatory

Utility Room 833 Self-explanatory

Physician Station 834 Self-explanatory

Record Room 835 Used for maintaining and storing patient charts while charts are being used in a specific clinic or unit.

Surgery: Operating Room 841 Self-explanatory

Delivery Room 842 Self-explanatory

Labor Room 843 Self-explanatory

Recovery Room 844 Self-explanatory

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

HEALTH CARE FACILITIES (cont.) (Codes primarily for use by Stanford Health Center and Vaden Student Health Services only)

Treatment: Treatment Room 851 Patient treatment room

Examining Room 852 Patient examination room

Therapy Room 853 Patient therapy room

Recreation Room 854 Patient recreation room

Dressing Room 855 Patient dressing room

X-Ray Treatment Room 856 Room for X-Ray treatments

Viewing Room 857 X-ray viewing, etc.

Observation Room 858 Patient observation room

Consultation Room 859 Patient consultation room

Support: Hospital Laboratory 861 Hospital use only.

Imaging 862 Room for X-Ray or Imaging procedures

X-Ray Film Storage 863 Self-explanatory

Work Room 864 Working area for hospital staff, nurses and doctors

Pharmacy 865 Self-explanatory

Satellite Pharmacy 866 Enlarged nursing-unit medication room staffed by a licensed pharmacist

Kitchenette 867 Kitchen facilities in hospital

Computer Room 868 Computer room supporting a nursing unit

Computer Service 869 Support areas for the above, such as equipment/storage rooms

Sterilization Area 870 Self-explanatory

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

HEALTH CARE FACILITIES (cont.) (Codes primarily for use by Stanford Health Center and Vaden Student Health Services only)

Supplies: Miscellaneous Storage 871 Self-explanatory

Pharmacy Supplies 872 Self-explanatory

Linen Collection 874 Chute or room for collection of soiled linen

Public Service: Public Waiting Area 881 Seating area located in patient care areas for patients and visitors.

Solarium 882 Sitting room for patients

Patient Reception 883 Reception room for patients to departments/buildings

Circulation 884 Circulation corridors used to provide access to patient rooms or general nursing units.

Education Room 885 Room used to educate patients and staff (clinical) which is not used by the Medical School for instruction (traditional school teaching).

Lobby 886 Lobby located in patient care areas for patients and visitors.

Public Telephone 887 Public telephone booths located in patient care areas for patients and visitors.

Health Care Facilities Service: Health Care Facilities Shower 890 Non-patient shower facility in hospital.

Health Care Facilities Service 895 Service areas not specifically listed above.

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ROOM TYPE CODE DESCRIPTION1

RESIDENTIAL FACILITIES4

Student Residence: Sleep/Living Room 911 Student residence room for sleep/study (whether combined or separate) without an internally connected toilet/bath.

Closet 912 Closet in a residence room.

Lounge/Study Room 913 Non-residence room that is open to residents for relaxing, or studying. Generally a quiet area.

Guest Room 914 Room reserved for use by Residence Deans for their cases and visiting faculty.

Sleep/Living Room Service 915 Private support area for Sleep/Living Rooms.

Hallway 916 Private hallway in a student residence not shared by residents and not available to general public.

Living Room 917 Private living area in a student residence. Includes living room, attached dining L’s, and alcoves.

Private Shower/Tub Room 918 Private shower for a student room not shared by residents and not available to general public. Shared shower facilities should be Room Type Code 017.

Private Bathroom 919 Private bathroom for a student room not shared by residents and not available to general public. Shared bathroom facilities s/be Room Type Code 016, 018, or 019.

Sleep/Living w/Bathroom 920 Student residence room for sleep/study (whether combined or separate) with an internally connected toilet/bath.

Residence Shower-Men 924 Men’s shower facility for resident’s use only.

Residence Shower-Women 925 Women’s shower facility for resident’s use only.

Residence Shower-Unisex 926 Unisex shower facility for resident’s use only.

Residence Restroom-Men 927 Men’s restroom for resident’s use only.

Residence Restroom-Women 928 Women’s restroom for resident’s use only

Residence Restroom-Unisex 929 Unisex restroom for resident’s use only.

4 Food facilities serving residences should be reported as Room Type Codes 631 to 639. Likewise, offices serving residences should be reported with the appropriate Room Type Code in the 300 series, general lounge/study rooms are Room Type Code 650 and recreational areas Room Type Code 670.

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LISTING OF ROOM TYPE CODES AND DESCRIPTIONS

ROOM TYPE CODE DESCRIPTION1

RESIDENTIAL FACILITIES (cont.)

Residence Support Rooms: Residence Service 935 Support areas for All residence building types (Dorms, Suites and Apartments). This includes kitchenettes, ice machine room, trash/recycling room, etc.

Residence Laundry 936 Laundry support room for all residence building types.

Residence Storage Room 937 Storage support room for all residence building types.

Hotel: Hotel Room 941 Room in hotel for temporary residence.

Hotel Service 945 Support rooms for hotel. This includes kitchen, ice machine room, trash/recycling, laundry/linen room, etc.

Hotel Private Bathroom 949 Private bathroom for a hotel room.

Apartment and Apartment Rooms: Apartment -Whole Building 950 A separate structure forming a complete set of living units. USE ONLY FOR AN ENTIRE APARTMENT BUILDING when not segregating the rooms with codes below.

Apartment Bedroom 951 Sleeping room in an apartment.

Apartment Closet 952 Closet in an apartment.

Apartment Living Room 953 Living area in an apartment. Includes living room, attached dining L’s, and alcoves.

Apartment Kitchen 954 Kitchen in an apartment.

Apartment Service 955 Support rooms inside apartment building.

Apartment Hallway (circulation) 956 Hallway/stairs in an apartment.

Apartment Sleep/Living Room 957 Used for studio apartments without separate living room.

Apartment Bathroom 959 Bathroom in an apartment.

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ROOM TYPE CODE DESCRIPTION1

RESIDENTIAL FACILITIES (cont.)

House: House 970 A separate structure forming a complete living unit. Can be used for rooms or an entire house building.

House Service 975 A separate structure that complements a house, e.g., garage, shed or barn.

Miscellaneous Living Quarters:

Staff Living Quarters 980 Examples include caretakers at Jasper Ridge or Hopkins.

Living Quarters Service 985 Support rooms for Staff Living Quarters.

OTHER

Unknown Room Type 999 Used only when new rooms are added to the space inventory, when room assignments are changed from one department to another, or when a Room Type Code is disputed. This code must be replaced with the appropriate Room Type Code as soon as possible.

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FUNCTIONAL CLASSIFICATIONS BY UNIVERSITY AREAS

CENTRAL TEMPORARILY ACADEMIC AHN SUPPORT UNASSIGNED

(Includes Academic Administration)

Instruction General & Administrative Auxiliaries Inactive

Departmental Administration Sponsored Projects Admin. Hospital Under Alteration

Organized Research University Libraries Non-Stanford Entities Unusable Areas

Departmental Research Operation & Maintenance SLAC (DOE) Unfinished Areas

Other Institutional Activities Student Administration Unfinished/Temporary & Services Storage Patient Care

Specialized Service Facilities

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GUIDELINES FOR DOCUMENTATION

Background

The objective of documentation is to allow an independent person to review a department's space and to understand the basis for its coding. Documentation is critical because the space inventory is subject to government and internal audits and often these audits take place many months after the space inventory has been completed and certified. The documentation maintained by each department must be sufficient to allow for this subsequent review.

Properly completed forms or PI email assist both your department staff and CMA in responding to the Government auditors from the Defense Contract Audit Agency (DCAA) during the audit of the Indirect Cost Rate Proposal by providing standardized, written documentation from the inventory year.

Documentation for Space Coded to Organized Research (OR)

The primary focus is on non-office space (labs and lab support, etc.) coded to OR; this space requires supporting documentation on the methodology used to determine the functional use(s) coded in iSpace. The best way of determining the functional use in the lab space is from an estimate made by the responsible PI on the activities in the lab.

In FY18 we will continue to document the use of lab space as estimated by the responsible PIs through the use of the OR Documentation Form or a PI Email Interview. Written documentation is required—at a minimum, one OR Doc Form or PI Email must be completed for each PI with lab space coded to OR. The documentation should clarify the following:

• Which rooms the Primary Investigator (PI) was using. • The PI’s estimated Percentage of Use for each functional activity in the space • What research was done, e.g., “Award #: xxxxx” or "Dr. Smith's NSF grant for…" • If not the PI, the name of other person(s) familiar with how the space was used. • If source other than the PI, how the Functional Use coding was determined.

A vital aspect of documentation for OR is identification of the research. You can use Award number(s), Sponsor, Title of research project(s), or other definitive description of the research. Or you can make reference to the projects listed in the “Fiscal Year Sponsored Project Expenditures Report by PI” available from Cost and Management Analysis (CMA).

June 2018

Page 1 APPENDIX C

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

GUIDELINES FOR DOCUMENTATION (continued)

Alternative 1: Organized Research (OR) Documentation Form

The OR Documentation form has been designed to standardize the collection/reporting of the information required to support the functional coding of OR in a room. This form is used to document verbal communication with PIs about their activities and to support research rooms coded to PI ‘Shared’ or to the department chair.

On the form, you can also track the project numbers and participants, refer to supporting documents, add text stating how the coding decision was made and record the source of the data for determining functional use.

A blank form is provided in this appendix to copy and use.

Alternative 2: Primary Investigator Email Interview Guide

An alternative method for documenting the PIs use of their lab space is by email. The email guide explains the functional activities and requests the PI to estimate their level of effort for each use in their lab space.

The email guide is provided in this appendix. An electronic version will be emailed to you during the training cycle prior to the Space Inventory.

Additional Support Documentation to OR

The DCAA also accepts written documentation from the year of the inventory, including room assignments, use logs, interview notes.

This documentation could include the accumulation of information regularly created by the department that is available, such as room assignment rosters, graduate and teaching associate appointment sheets, etc. It is not always necessary to create new documentation; often the supporting information already exists and simply needs to be organized in a document file and retained.

Documents should be retained for three years after the calculated indirect cost rate is submitted, or until all litigation, claims or audit findings involving the records have been resolved. [OMB Circular A-110, Section 53(g)]. We prefer current plus two prior Space Inventory cycles.

iSpace Research Explanation Field for OR

iSpace contains a "Research Explanation" field attached to Function Code ‘R’ (Organized Research). It is a mandatory field that provides for entry of information related to how you are documenting the coding of this space. This field is for quick reference in the iSpace system. Supporting information may either be entered directly into this field, or a comment may refer to: where the supporting documentation is located, who has it, another associated room with the proper justification, or to completed OR Documentation Forms or PI emails.

June 2018

Page 2 APPENDIX C

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

GUIDELINES FOR DOCUMENTATION (continued)

Documentation for Space Not Coded to Organized Research (OR)

The level of documentation detail depends on the situation. If the coding of a room is according to these instructions, routine or self-evident, documentation is not necessary. For example, the coding of a class lab room used by the Chemistry Department for Instruction does not need to be supported by detailed documentation. However, more complex situations may require comments to make clear to others why the space has been coded as shown in iSPACE. This may be space used by multiple departments, for multiple purposes or space changing regularly throughout the fiscal year.

For most space NOT coded to OR, using the iSpace data fields to record changes and the available “Comments” field to keep explanatory notes will suffice for documentation.

June 2018

Page 3 FY2018 ORGANIZED RESEARCH (OR) - DOCUMENTATION FORM (qd-bldg-flr-rm)

DEPT CODE: ROOM TYPE: ROOM(s): 1) How were the function code(s) and percentage(s) determined? interview(s) with responsible person(s) as listed below. general knowledge of room's use written documentation, (e.g. EMAIL, logs) List: 2) What activities took place in this room during the FY18 twelve-month fiscal year (9/1/2017 - 8/31/2018)? Note : If activity(ies) or level of effort (percentages) changed over the twelve months, please complete additional Activity Log(s) as necesary.

Time Period (if < full yr) Responsible Person Interviewed: Start Date Stop Date Principal Investigator (if different):

Percent Activity PTA or AWARD Notes/Research Participant(s) Position

Organized Research 1. Project #1

2. Project #2

3. Project #3

Departmental Research 4. Project #1

5. Project #2

6. Instruction (classes, dissertation)

7. Departmental Administration

8. Other Institutional Activities or Non-Stanford 9. Patient Care / Other (provide expanation)

Notes:

Dept. Representative: Date: Position: Phone: APPENDIX C

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

PI Email Interview Guide:

FY16 STANFORD UNIVERSITY SPACE INVENTORY – RESEARCH LAB ACTIVITIES

Dear Professor ______

We are currently preparing the Space Inventory for FY18 (9/1/17 to 8/31/18) as required by the University (Research Financial Compliance and Services Office). We need to understand what may have changed in the activities in your labs from the last Space Inventory conducted in FY16.

This email interview is in lieu of a face to face meeting.

Here is the list of rooms that our records show you are using:

We assume that your research projects are being conducted equally across your assigned lab and lab support space. However, if you have any specific research projects taking place in a dedicated room/space, please list the location and project:

Please estimate the level of effort (%) in your labs for the following FOUR ACTIVITIES:

1) Sponsored research activities pertaining to sponsored projects, committed cost sharing, University research awards, Research Participation Agreements, Research Training Grants. (These are research contracts that have deliverables.) ______%

2) Independent research activities (also known as department research) encompasses any research activities unrelated to or not supporting your sponsored research projects. Usually funded by unrestricted funds, or gifts. ______%

3) Instructional activities, such as regularly held classes, TA activities, summer research scholar program or grad student dissertation when the researcher is not working on a sponsored project. Does not include training in research techniques/equipment. ______%

4) Any other non-research activities occurring at a measurable level (more than 3%). Please describe (e.g. patient care) ______%

For your reference, here is a list of your current sponsored research projects and/or expenditures:

June 2018

Page 5 APPENDIX C

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

[This page is blank.]

June 2018

Page 6 i:i FSM-ReportA2 (D RUN DATE: 06/25/2010

8 Stanford University - iSpace

O Room Detail Report - Space Inventory - Export Search Criteria: Time Period: Most Recent Building: 01-010 Status: Open ROOM TOTAL SQUARE FOOTAGE: NET ASSIGNABLE UNASSIGNABLE TOTAL ROOM DEPT FUNC FUNC CALC Pl ASSN TEMP CUST/ ROOM ROOM ID BUILDING TYPE ROOM TYPE DESCRIPTION START DATE STOP DATE % DEPT DEPT NAME Pl % PRIMARY INDIVIDUAL % USE FUNCTION DESCRIPTION SOFT SUBTOTAL SOFT UNASSN MECH CIRC CONST SOFT 01-010 - PRESIDENT'S OFFICE 01-010-00-001 PRESIDENT'S OFFICE 014 MECHANICAL EQUIP. RM 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 46 46 46 46

01-010-00-002 PRESIDENT'S OFFICE 013 ELECTRICAL EQUIP RM 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 226 226 226 226

01-010-00-003 PRESIDENT'S OFFICE - 712 SPECIALIZED COMPUTER ROOM 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 28 28 28 28

01-010-00-CIRC01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 108 108 108 108

01-010-00-CON PRESIDENT'S OFFICE 040 STRUCTURAL 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 90 90 90 90

01-010-00-ELEV01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 USX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 45 45 45 10 45

01-010-00-STAIR1 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 58 58 58 58

01-010-01-101 PRESIDENT'S OFFICE 351 CONFERENCE ROOM 01-SEP-03 100 MDW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 244 244 244 244

01-010-01-102 PRESIDENT'S OFFICE 311 OFFICE - ADMINISTRATOR(S) 01-MAR-08 100 MDW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 124 124 124 124

01-010-01-103 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 182 182 182 182

01-010-01-104 PRESIDENT'S OFFICE 311 OFFICE - ADMINISTRATOR(S) 01-MAR-08 100 MDW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 243 243 243 243

01-010-01-105 PRESIDENT'S OFFICE 019 RESTROOM, UNISEX 01-SEP-03 100 USX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 54 54 54 54

01-010-01-106 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 187 187 187 187

01-010-01-107 PRESIDENT'S OFFICE 315 OFFICE SERVICE 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 62 62 62 62

01-010-01-108 PRESIDENT'S OFFICE 311 OFFICE - ADMINISTRATOR(S) 01-MAR-08 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 423 423 423 423

01-010-01-109 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 258 258 258 258

01-010-01-110 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 171 171 171 171 01-010-01-111 PRESIDENT'S OFFICE 312 OFFICE-AOMIN STAFF 01-SEP-03 100 MDW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 473 473 473 473 c3 01-010-01-112 PRESIDENT'S OFFICE 010 MECHANICAL RM 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE � 01-010-01-114 PRESIDENT'S OFFICE 315 OFFICE SERVICE 01-SEP-03 100 MDW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE ze 01-010-01-9999XC PRESIDENT'S OFFICE 070 OTHER SIGNIFICANT AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 2119 2119 2119 t'Tl 01-010-01-CIRC01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 153 153 153 153 ::,:, C/) 01-010-01-CIRC02 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 107 107 107 107 =i ,-<: 01-010-01-CON PRESIDENT'S OFFICE 040 STRUCTURAL 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 652 652 652 652 � 01-010-01-ELEV01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 45 45 45 45 I � 01-010-01-SHFT01 PRESIDENT'S OFFICE 011 DUCT SPACE 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 Z UNASSIGNABLE SPACE 17 17 17 17

01-010-01-SHFT02 PRESIDENT'S OFFICE 011 DUCT SPACE 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 Z UNASSIGNABLE SPACE 11 11 11 11

01-010-01-STAIR1 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 Z UNASSIGNABLE SPACE 42 42 42 42

100 2 UNASSIGNABLE SPACE 60 60 60 60 01-010-01-STAIR2 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE ::,:, ,-<: 01-010-01-STAIR3 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 2 UNASSIGNABLE SPACE 48 48 . 0 48 4S z >� 01-010-02-201 PRESIDENT'S OFFICE 311 OFFICE -ADMINISTRATOR(S) 01-MAR-08 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 234 234 234 234 C/)-, � G GENERAL & ADMINISTRATIVE 165 165 165 165 ::,:, � 01-010-02-202 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 C (; z 01-010-02-202A PRESIDENT'S OFFICE 315 OFFICE SERVICE 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 194 194 194 194 -, 0

15 6 01-010-02-2026 PRESIDENT'S OFFICE 315 OFFICE SERVICE 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 15 15 15 z C/) 01-010-02-203 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-03 100 MOW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 243 243 243 243 FSM-ReportA2 N RUN DATE: 06/25/2010 O Stanford University - !Space Room Detail Report - Space Inventory - Export Search Criteria: Time Period: Most Recent Building: 01-010 Status: Open

ROOM TOTAL SQUARE FOOTAGE: NET ASSIGNABLE UNASSIGNABLE TOTAL ROOM DEPT FUNC FUNC CALC Pl ASSN TEMP CUST/ ROOM ROOM ID BUILDING TYPE ROOM TYPE DESCRIPTION START DATE STOP DATE % DEPT DEPT NAME Pl % PRIMARY INDIVIDUAL % USE FUNCTION DESCRIPTION SOFT SUBTOTAL SOFT UNASSN MECH CIRC CONST SOFT

01-010-02-204 PRESIDENT'S OFFICE 315 OFFICE SERVICE 01-SEP-03 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 58 58 58 58 z 01-010-02-205 PRESIDENT'S OFFICE 019 RESTROOM, UNISEX 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 63 63 63 0 0 63

01-010-02-206 PRESIDENT'S OFFICE 315 OFFICE SERVICE 01-SEP-03 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 257 257 257 257

01-010-02-207 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-07 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 122 122 122 122

01-010-02-2076 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-07 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 125 125 125 125

01-010-02-208A PRESIDENT'S OFFICE 312 OFFICE-ADM IN STAFF 01-SEP-07 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 116 116 116 116

01-010-02-2086 PRESIDENT'S OFFICE 351 CONFERENCE ROOM 01-MAR-08 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 123 123 123 123

01-010-02-209 PRESIDENT'S OFFICE 312 OFFICE-ADM IN STAFF 01-SEP-07 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 114 114 114 114

01-010-02-2096 PRESIDENT'S OFFICE 312 OFFICE-ADMIN STAFF 01-SEP-07 100 AADW PRESIDENT'S OFFICE FINANCIALS 100 PRESIDENT/PROVOST, 100 G GENERAL & ADMINISTRATIVE 124 124 124 124 z 01-010-02-CIRC01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 218 218 218 0 218 z 01-010-02-CIRC02 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-07 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 90 90 90 0 90 z 01-010-02-CIRC03 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 70 70 70 0 70 '"l:) zzsx z 01-010-02-CON PRESIDENT'S OFFICE 040 STRUCTURAL 01-SEP-07 100 UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 663 663 663 663 z UNASSIGNABLE SPACE 45 45 I'-.) 01-010-02•ELEV01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01·SEP•03 100 ZZSX UNASSIGNABLE SPACE• UNIVERSI 100 UNASSIGNABLE 100 45 0 45 z 01-010-02-SHFT01 PRESIDENT'S OFFICE 011 DUCT SPACE 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 15 15 15 0 0 15 z I 01-010-02-SHFT02 PRESIDENT'S OFFICE 011 DUCT SPACE 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE C/l z 01-010-02-STAIR1 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 75 75 75 0 75 � z 1 (j 01-010-02-STAIR2 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 86 86 86 0 86 z 01-010-AT-2:1 PRESIDENT'S OFFICE 013 ELECTRICAL EQUIP RM 01-SEP-03 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE z 01-010-AT-AT PRESIDENT'S OFFICE 010 MECHANICAL RM 01-SEP-09 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 2804 2804 0 2804 0 0 2804 z z 01-010-AT-AT1 PRESIDENT'S OFFICE 010 MECHANICAL RM 01-SEP-09 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 49 49 49 0 0 49 ['I1 z 01-010-AT-CON PRESIDENT'S OFFICE 040 STRUCTURAL 01-SEP-09 100 ZZSX UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 27 27 27 27 zzsx z 01-010-AT-SHFT01 PRESIDENT'S OFFICE 020 CIRCULATION AREA 01-SEP-09 100 UNASSIGNABLE SPACE- UNIVERSI 100 UNASSIGNABLE 100 UNASSIGNABLE SPACE 45 45 45 0 45 ,. The only column that can be totaled on this report is Calculated Square Footage. • Roomsassigned to room type 070 (OTHER SIGNIFICANT AREA) should be removed before totaling the Calculated Square Footage column in this report. These spaces are typically considered exterior to the building. C/l n

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""d> C/) "'C n 2 -l � 0z � VJ � APPENDIXE

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

Floor plans are available on the Maps and Records website: http//rnaps.stanford.edu( (or just type 'maps' in the URL). Select "Floor Plans and Space Data", then select Facility InformationManagement System (FIMS).

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2 OF 4 07-340 June 2010 APPENDIXE

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

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June 2010 Page2 APPENDIX F

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

CERTIFICATION REPORT

This appendix contains several sample pages of the final Certification Report including the beginning of the report, the signature line and the shared space.

June 2014 Page 1 _.N 0�

FSM-CERTIACATION REPORT STANFORO UNIVERSJTY -iSPACE PAGE 1 of 10 RUN DATE : 06/20/2006 CERTIF1CATION REPORT- DEPARTMENT ANNUALIZED INVENTORY FOR09101/2003 TO 08131/2004 ORGANIZATIONWHIY

ROO ROOM ROOMTYPE FVNCFVNC USE CALC SQ Pl SUB NAS RM 10 TYPE DESCRIPTION DEPT DEPT NAME PRIMARYINOIVIOUAL FUNC% USE DESCRIPTION FT TOTAL

07-302 E.O. STONE - CENTRAL CORE FLOOR 01:

1122 312 OFFICE-AOMINSTAFF WHIY MEO/GASTROENT & HE BANERJEE,SUBHAS 67.0% P PATIENT CARE 121.2 121.2 181 SHARED 33.0% P PATIENT CARE 69.7 69.7 1137 321 OFFICE,FACULTYILEC WHIY MEOIGASTROENT& HE VAN DAM. JACQUES. M.0 .• PH.D. 100.0% P PATIENT CARE 166.0 165.0 165

07-304 E.O. STONE - EASTPAVILION FLOOR 01: p 110 (i:) Hl40 321 OFFtCE-FACULTYILEC WHIY MEOIGASTROENT& HE GERSON. LAUREN8 100.0% PATIENT CARE 119.0 119.0 l's.) no I H144 251 LAB-RESEARCH WHIY MEOIGASTROENT & HE VAN OAM. JACQUES. M.D •. PH.0. 100.0% R RESEARCH - ORGA 73.0 73

0

07-305 E.O. STONE - BOSWELL BUILDING FLOOR 01: z

A169 117 321 OFflCE-FACULTY/LEC WHIY MEOIGASTROENT& HE COOPER,ALLEN 0 100.0% E INACTIVE 16.3 16..3 tTl DAVILA, MARTA 100.0% P PATIEHTCARE 100.3 100.3

07-306 E.O. STONE- GRANTBUILDING FLOOR GR: ztTl G5 0 � COOSTANT TEMPERATU WHIY MEO/GASTROEHT & HE KEEFFE,EMMET 8. 5.0% R RESEARCH • ORGA > v:,z � Balance of room on report page 6 as shared with other departments ""e >-3 ;;:o :Z (") � >-3 �- [/Jz "Tl ...... § (1) N 0 +:a,.

FSM-CERTIACATION REPORT STANFORO UNIVERSITY -iSPACE RUN DATE : 06/20/2006 � CERTIACATION REPORT- DEPARTMENT ANNUALIZED INVENTORY FOR09/01/2 003 TO 08'31/2004 ORGANIZATION WHIY

ROOM ROOMTYPE FUNC FUNC USE CALCSQ PISUB ROO RM ID TYPE DESCRIPTION DEPT DEPT NAME PRIMARY INDIVIDUAL FUNC% USE DESCRIPTION FT TOTAL NAS

90-928R 750 WELCHRO - RENTAL FLOOR 02;

210 313 OFFICE-PROFESSSTA WHIY MEDIGASTROENT& HE KEEFFE, EMMET 8. 50.0% A DEPARTMENTAL AD 756.5 15\1.0 1511 50.0% p PATIE.NTCARE 756.5 "'ti iVv SQ.FT. SUB TOTALS FOR 90-928R -02 1511.0 1.511.0 [/) Ji TALS: All FLOORSIN90-928R 750WELCH RD - RENTAL 1511.0 1 511.0 ,-J

"T1� 0 ;:o CJ ez I certify that Ihave reviewed the above information for organizationWHIY , MEO/GASTROENT & HEPATOLOGY tor FY04 and verifiedthat the occupancy and useof the space is correct to the best of my knowledge. tTl< ;:o v:i ::J --<: Signature:------Date: [/) === '"O f) Signature line for certification not always on the last page tTl z< ztTl ,-J •space shared withotherdepartments is included at the end of the report (if cable) for your reference. You are NOTcertifying other departments 0 ,ocat,c:,os of the sharedspace. ;:o >< > z1/l "'el ,-J "'el Shared space starts on next page ;:o t'!".1 C:n :z ,-J c �- [/:J@ "!"j '-< ::s= N 0

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FSM-CERTIFICATION REPORT STANFORD UNIVERSITY -iSPACE PAGE 6of 10 RUN DA TE: 06/20/2006 CERTIFICATION REPORT-DEPARTMENT ANNUALIZED INVENTORY FOR09/01/2003 TO 08'31/2004 ORGANLZATION WHIY

ROOM ROOMTYPE FUNC FUNC USE CALC SQ Pl SUB ROOM RM ID TYPE DESCRIPTION DEPT DEPT NAME PRIMARYINDIVIDUAL FUNC% USE DESCRIPTION FT TOTAL NASF

�STONE - GRANT BUILDING FLOOR GR: � 257 CONSTANT TEMPE WXAA MEO/PULMONARY & CR SHARED 95 XOZ1< RAOONC/AAOIATION T SHARED

07-307 E.O. STONE· ALWAY BUILDING FLOOR 02: 07-307 M203 251 LAB-RESEARCH WETC MEOFMEDICINEOPERA TBA 268.1

07-307 E.O. STONE -ALWAY BUILDING FLOOR 02: 07-307 M203A 255 LAB-RESEARCH S WETC MEO/MEDICINE OPERA TBA 69.6 t21

07-307 E.D. STONE -ALWAY BUILDING FLOOR 02: 07-307 M207 251 LAB-RESEARCH WETC MED/MEDICINE OPERA SOM CHAIR. MEDICIN 753.1 1309

07-307 E.O. STONE -ALWAY BUILDING FLOOR 02: 07-307 M211 312 OFFICE-AOMIN S WETC MEO/MEDICINE OPERA SOM CHAIR. MEOICIN 160.9 459 KE MEOINEPHROLOGY MYERS, BRYAN 0 22.2 r/J MYERS, BRYAN 0 70.5

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i,,,,i � er,z "'!'J APPENDIX G

STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

Glossary of Terms

Below is a list of terms used in the Space Inventory process. For additional information on these topics, please refer to the page numbers noted at the end of each description.

Academic Department - A unit that performs the basic academic functions - Instruction and Research.

Administration Department - A unit that performs central activities which support the University as a whole in an administrative capacity such as defined in General & Administrative or Operation & Maintenance function codes.

Assignable Space – Rooms in a building that may be occupied and used by a department (not building support space). See page 13 for room type coding.

Auxiliaries, Hospital, and Non-Stanford Entity (AHN) - An entity that is affiliated with the University but operates as an independent unit (e.g., Stanford Hospital and Clinics, DAPER or the Bookstore). See page 31 for a detailed description.

CMA – Cost and Management Analysis group in the Office of Research Administration (ORA) that is responsible for the Space Inventory Certification process.

DCAA – The Defense Contract Audit Agency that performs the external audit of the Space Inventory at the request of the ONR.

Floor plan (aka Bible Sheet)- A small-scale drawing of floor plan, which is available by floor for each building. Accessed through FIMS. See Appendix E.

Function Code - An alpha code used to describe the functional use of a room. The Function Codes are listed below in alpha order. See page 15 for more details.

A Departmental Administration (DA) C Other Institutional Activities (OIA) D Dormitories and Housing & Dining Services E Inactive F Specialized Service Facility (SSF) G General & Administrative (G&A) I Instruction L Departmental Research (DR) M Operation & Maintenance (O&M) N Auxiliaries, Hospital & Non-Stanford Entities (AHN) O SLAC P Patient Care Q Sponsored Projects Administration (SPA) R Organized Research (OR) S Student Administration & Services (SS) U University Libraries X Temporarily Unassignable Z Unassignable Space

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Idle Space – Space that is not in use for one of two reasons. The space is inactive: usable, but not currently assigned or occupied. Or the space in out of service: unusable, unfinished or under renovation. See pages 33/34 for detailed descriptions of Function Code E – Inactive and Function Code X – Temporarily Unassignable. iSpace – The name used for the online Space Inventory database that encompasses both the GUI (iSpace) and the underlying database (FAMIS).

Maps & Records - The home organization that administers iSpace and creates/maintains the CAD floor plans for Stanford buildings.

ONR – Office of Naval Research is the Government office that oversees Stanford University in the negotiation of the Indirect Cost (IDC) Rate that is charge on sponsored research projects.

Org Code - The 4-digit alpha code used in iSpace to represents a Department or Division that occupies rooms/space in buildings. These org codes are the existing Oracle orgs. Space is held at the child level of an organization similar to financial transaction. See page 11 for more details.

OR Doc Form – The Organized Research Documentation Form. See Appendix C.

Primary Individual – The field in iSpace that shows who is responsible for the use of the space in a particular location. This may be a Principal Investigator (PI), a faculty member, or a titled position. See page 11 for a detailed description.

Room Type Code - A 3-digit numerical code, which assigns a description to each type of room (e.g., Room Type Code 113 is a Lecture Room). See page 13 for more details.

Service Center - An organizational unit providing specific services to users principally within the Stanford academic and administrative community that recovers the cost of its operations through charges to the users. Examples of service centers providing support in academic schools and departments include machine shops, fluorescent activated cell sorter facilities and magnetic resonance simulator facilities. See page 37 for coding treatment.

Three (3) Month Rule – Applies to idle space. The length of time a room may be unused or out of service before Stanford must change the functional use to Inactive ‘E’ or Temporarily Unassignable ‘X’.

Unassignable space – Building support space not occupied by departments in the building (corridors bathrooms, etc.). See page 13 for room type coding.

Walking Report – officially known as the Room Detail Report. This report is used to print out a list of rooms found in an iSpace search that shows the detailed percentages for occupancy, PI, and functional use in each room. Used to walk around the department space and redline for updates in the iSpace system.

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STANFORD UNIVERSITY SPACE INVENTORY INSTRUCTIONS

STANFORD UNIVERSITY POLICY

CLASSIFICATION OF SPONSORED, UNIVERSITY AND DEPARTMENTAL RESEARCH

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Research Policy Handbook (as of June 2018) 13.2 Categories of Sponsored Projects

Illustrates the major categories of sponsored projects, i.e., organized research (including both sponsored research and University research), sponsored instruction, and other sponsored activities. Establishes procedures to meet the requirements of July 15, 1993 revisions to OMB Circular A-21 and the incorporation of the Uniform Guidance effective December 26, 2014 regarding the definition of University Research.

See RPH 13.1 for the definition of a sponsored project, and for distinguishing characteristics from gifts or student aid.

1. General Categories of Sponsored Projects

Sponsored projects at Stanford University are categorized under the following general headings:

1. Organized Research, including Sponsored Research and University Research 2. Sponsored Instruction 3. Other Sponsored Activities

Classification of a sponsored project into one of these categories affects the calculation of Stanford’s Facilities & Administrative (F&A), i.e., indirect cost rates, and determines the appropriate rate to be charged. See Facilities & Administrative (Indirect Cost) and Fringe Benefit Rates: Definitions and Calculations, in the Research Policy Handbook.

Definitions and examples of these categories follow below.

2. Definitions

A. Organized Research

Research and scholarship activities include the rigorous inquiry, experiment or investigation to increase the scholarly understanding of the involved discipline. Organized research activities are funded by both external sponsors (Sponsored Research) and by Stanford University (University Research), and must be separately budgeted and accounted for. Together, these categories comprise the Organized Research distribution base, used to calculate the Organized Research F&A rate.

Any research and development activity that does not meet the criteria to be defined as Sponsored Research or University Research (Sections A.1 and A.2, below) shall be classified as Departmental Research, and shall be accounted for separately from Organized Research. Examples of Departmental

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Research include: new faculty start up funds which are provided on a non-competitive basis, funds from a faculty member's designated gift accounts expended for research that are not used to cover costs incurred on behalf of externally or University sponsored research, and University support of faculty salaries for non-sponsored research.

1. Sponsored Research

Research activities are properly classified as Sponsored Research if the research activity is sponsored (funded) by an external organization, i.e. a federal, state, or private organization or agency. The following are examples of sponsored research projects and, in all cases, these awards are made to Stanford University:

• awards for Stanford faculty to support their research activities • external Faculty "Career Awards" to support the research efforts of the faculty • external funding to maintain facilities or equipment and/or operation of a center or facility which will be used for research • external support for the writing of books, when the purpose of the writing is to publish research results • awards to departments, units or schools for the support of the research activities of Stanford University students or postdoctoral scholars, e.g., research training grants

1.a. Externally-funded Research Training Grants

Externally-funded research training grants are categorized as Sponsored Research (rather than Sponsored Instruction) where the primary activities of the trainees will be research.

The following characteristics indicate that a sponsored agreement should be treated as a research training grant:

• The primary purpose of the sponsored agreement is to provide research training to selected Stanford University students or postdoctoral scholars • The award is made to Stanford University, with the provision that Stanford may name the trainees • If a trainee leaves Stanford, the university may reassign the support to another qualified trainee • Funding is normally provided to support the trainee, rather than to accomplish a specified statement of work or research project. Note that a research project may be described in a proposal for research training grant support, but the primary purpose of the award is to support the trainee.

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2. University Research (UR)

Research activity is properly classified as University Research if the activity is supported by either of the following (1 or 2):

1. Funding that meets the following criteria:

a) derived from non-sponsored Stanford institutional funds, and

b) provided through a competitive application and award process, and

c) supported by statement of work or line of inquiry, and

d) providing assistance for a proposed activity which is characterized by the same factors which generally distinguish sponsored projects including:

• a requirement to return any unexpended funds at the end of the project or • detailed financial reporting (beyond an acknowledgment of funds) or • terms for the disposition of property (e.g. equipment, deliverables, data or intellectual property)

2. Cost Sharing (CS)

Cost sharing expenditures which are committed to be borne by Stanford rather than by the sponsor must be included in the OR base when the related sponsored activity is research. [See RPH 15.3.1.D on committed cost sharing]

B. Sponsored Instruction

Sponsored Instruction is defined as teaching and training activities funded by grants and contracts from federal or non-federal sponsors. Sponsored Instruction includes agreements which support curriculum development as well as teaching/training activities (other than research training) whether offered for credit toward a degree or certificate, on a non-credit basis, or through regular academic departments or by separate divisions, summer school, or external division.

Sponsored Instruction includes:

• curriculum development projects at any level, including projects which involve evaluation of curriculum or teaching methods; such evaluation may be considered "research" only when the preponderance of activity is data collection, evaluation, and reporting • projects which involve Stanford students in community service activities for which the Stanford students are receiving academic credit • general support for the writing of textbooks or reference books, video, or software to be used as instructional materials.

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• Cost sharing expenditures which are committed to be borne by Stanford rather than by the sponsor must be included in the Sponsored Instruction base when the related sponsored activity is instruction. [See RPH 15.3.1.D on committed cost sharing]

C. Other Sponsored Activities

Other Sponsored Activities (OSA) are defined as projects funded by sponsors that involve the performance of work other than Sponsored Instruction or Sponsored Research.

OSA may include:

• Travel grants • Support for conferences or seminars • Support for University public events such as "Lively Arts" • Publications by Stanford University Press • Support for students, staff, or teachers in elementary or secondary schools, or the general public, through outreach-related activities • Projects that involve Stanford faculty, staff, or students in community service activities (where the Stanford students are not receiving academic credit for their involvement) • Support for projects pertaining to library collections, acquisitions, bibliographies, or cataloging • Programs to enhance institutional resources, including data center expansion, computer enhancements, etc.

13.3 Specialized Categories of Sponsored Projects

In addition to sponsored projects as defined in the RPH: Categories of Sponsored Projects, the following specialized categories of agreements are defined and handled as sponsored projects.

1. Industry-Sponsored Clinical Trials

Clinical trials are a subset of clinical research and must include all four of the following factors in order to qualify for the clinical trial indirect cost rate:

1. The objective of the study is either:

a. testing of a drug, device, diagnostic, treatment, intervention, or preventive measure, including testing for an unapproved indication or

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b. data collection, or review of data generated or acquired in a clinical setting, to increase knowledge that would lead to enhanced safety and efficacy of a drug, device, diagnostic, treatment, intervention, or preventive measure.

2. The study will evaluate the effect of the drug, device, intervention on human subjects, or the review of patient care clinical data, with a focus on health-related biomedical or behavioral outcomes.

3. The study must be performed primarily in patient care space, clinical-quality space, or locations treated as off-campus space.

4. The study must be industry funded.

For information regarding rates for Industry-Sponsored Clinical Trials conducted elsewhere, the investigator should contact the School of Medicine's Research Management Group or the Office of Sponsored Research.

2. Research Participation Agreement

A Research Participation Agreement (RPA) is a form of sponsored project in which services of Stanford personnel, academic facilities, and/or laboratory equipment are employed on behalf of parties not otherwise affiliated with the University. A Research Participation Agreement is different from other forms of sponsored research projects in that a significant portion of the responsibility for the intellectual direction, interpretation, and/or outcome of the work rests with the outside user. Criteria for the establishment of Research Participation Agreements and process for their approval is outlined in RPH: Research Participation Agreements.

3. Beta Test Site Agreements

Beta Test Site Agreements are contracts by which commercial vendors test and evaluate early product development. The proposed agreements come from companies that have agreed to provide various products and/or software to academic departments in exchange for evaluation. Beta Test Site Agreements must be processed as sponsored research projects through the Office of Sponsored Research.

4. Equipment Loan Agreements

Equipment Loans are agreements whereby a sponsor may loan certain equipment to Stanford, such as hardware, software and/or documentation for research use. One such example is an agreement whereby Stanford and a private entity participate in a joint research program using the company's equipment and share the results, including data. This type of agreement usually does not involve money, but enables Stanford and industry researchers the opportunity to use each other's facilities.

5. Material Transfer Agreements

Material Transfer Agreements (MTAs) are contracts by which tangible research property, such as biological organisms, is provided by external sources to Stanford investigators for research, or by

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Stanford investigators to external researchers. Material Transfer Agreements are processed as sponsored research projects along with the fully endorsed MTA Routing Form through the Industrial Contracts Office within the Office of Technology Licensing.

6. Industrial Collaboration Agreements

Companies and universities are increasingly requiring documentation of inter-institutional research partnerships. Formal agreements in these cases will help to avoid misunderstandings and disputes over ownership of results. Collaboration contracts should be sent with a fully endorsed Proposal Routing and Development Form to the Industrial Contracts Office within the Office of Technology Licensing. Stanford has its own standard collaboration agreement that may be used as well.

7. Intergovernmental Personnel Act Agreements

An Intergovernmental Personnel Act Agreements (IPA) is a service agreement whereby Stanford employees may serve or cross train in federal agencies for limited periods of time. Some or all of their salary and staff benefits are paid by the federal agency under Title IV of the Intergovernmental Personnel Act, while they are still considered Stanford employees, and provision has been made for their return to Stanford. IPAs are not considered to be sponsored projects. However, in order to monitor compliance with applicable regulations, these agreements will be administered by Stanford's Office of Sponsored Research. IPA proposals should be submitted to each school dean's office. The dean will review the appropriateness of the arrangement, and the need for certification by Stanford that the participating employee will be returned to the same or similar position upon completion of the assignment. The dean's office will notify the Stanford employee of its decision and forward the approval to the Office of Sponsored Research for submission to the appropriate government agency.

15.3 Cost Sharing Policy

Establishes polices and procedures to meet federal requirements for proposing, spending, monitoring and reporting cost sharing.

2. Definitions

A. Cost Sharing

Cost sharing represents that portion of the total project costs not borne by the Sponsor. Cost sharing is typically in the form of an actual cash expenditure of funds.

B. Mandatory Cost Sharing

Mandatory cost sharing is required by the sponsor as a condition of obtaining an award. The cost sharing commitment must be included in the proposal to be considered by the sponsor.

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C. Voluntary Cost Sharing

Voluntary cost sharing is not required by the sponsor as a condition of obtaining an award. However, if cost sharing is offered, it must be included in the proposal.

Under the Uniform Guidance, voluntary cost sharing is not expected by Federal sponsors. It cannot be used as a factor during the merit review of applications or proposals unless specified in both the Federal awarding agency regulations and in a notice of funding opportunity.

D. Committed Cost Sharing

When an award is received in which there was a commitment by Stanford in the proposal to share in project cost, (voluntary or mandatory cost sharing or, matching) the activity becomes a binding commitment which the University must provide as part of the performance of the sponsored agreement. This commitment must be tracked in the accounting system as cost sharing.

E. Voluntary Uncommitted Cost Sharing

Voluntary Uncommitted Cost Sharing is faculty-donated effort or other direct costs above that agreed to as part of the award. Since it was not proposed and constitutes “additional” time or materials it is not considered a binding agreement and shall not be accounted for as cost sharing.

F. Matching

Matching is where the sponsor requires the University to match grant funds in some proportion with funds from another party, either from the University or more typically another sponsor (with both sponsors’ approval). Matching requirements may be in the form of actual cash expenditure of funds or may be an “in-kind” match, which is the value of non-cash contributions to the project including, with sponsor approval, the third-party organization’s approved federally negotiated indirect cost rate or, a rate in accordance with the Uniform Guidance. An in-kind or matching contribution made by a party other than Stanford requires documentation from the third party supporting the use of the funds as in-kind/matching and may require a certification of fair market value.

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