SCOPES FOR FILES REQUIRED IN THE BUILDING SPACE INVENTORY
UNIT RECORD COLLECTIONS
Version: 15 December 2006
The date for the building space inventory is
theoretically set for 31 December of the reporting year, but practical
considerations dictate that each institution be allowed to set a date for
itself as close as possible to the end of the reporting year.
This approach is necessitated by the fact
that the proration of space according to PCS and CESM categories, inter alia requires staff information
which is only available at the end of each reporting year.
1.1 General principles
Include
one record for each campus as defined in Element 201 (Campus code).
1.2 Number of records
The
number of records will be equal to the number of campuses.
1.3 Elements to be reported in the Campus
File
The
elements for which data are to be reported in records in the Campus File are
listed in the File Structure section of this document.
1.4 Links to other files
The
data in records in the Campus File will be linked in the National database to
data in records in the Building File through Element 201 (Campus code), and
concatenated with Element 205 (Building code).
This relationship is described in Section 2.3 below. In the case of the
Room File, the linkage is through Element 201 (Campus code), concatenated with
Element 205 (Building code), and concatenated with Element 214 (Room number)
and Element 215 (Room proration key).
1.5 Submissions of the Campus File
There
will be only one submission of the Campus File.
This submission will be made at the same time as the submission of the
Building File and Room File.
|
CONTENTS |
DATES FOR DATA FOR THE 2007 COLLECTION YEAR |
DATES FOR DATA FOR THE 2008 COLLECTION YEAR |
|
All
elements |
Collection
year:
1/1/2007
to 31/12/2007 |
Collection
year:
1/1/2008
to 31/12/2008 |
|
Submission
date:
31st
March 2008 or as per DoE correspondence |
Submission
date:
31st
March 2009 or as per DoE correspondence |
2.1 Records to be included
Include
one record for each building owned or used by the Institution
as defined in Element 205 (Building code).
2.2 Elements
to be reported in the Building File
The
elements for which data are to be reported in records in the Building File are
listed in the File Structure section of this document.
2.3 Links to other files
The
data in records in the Building File will be linked in the National database to
data in records in the Room File through Element 201 (Campus code),
concatenated with Element 205 (Building code), and concatenated with Element
215 (Room number). There will be a
"one to many" relationship between records
in the Building File and records in the Room File. This means that there will be only one record
in the Building File having a particular value for Element 205 (Building code)
but in the Room File there can be more than one record having that value of
Element 205 (Building code) concatenated with Element 214 (Room number) and
Element 215 (Room proration key).
The
data in records in the Building File will be linked in the National database to
data in records in the Campus File through Element 201 (Campus code) concatenated with Element 205 (Building code). There will be a "many to one"
relationship between records in the Building File and records in the Campus
File. This means that there will be more
than one record in the Building File having a particular value for Element 201
(Campus code) concatenated with Element 205 (Building code) but in the Campus
File there can only be one record having that value of Element 201 (Campus
code).
2.4 Submission of the Institution Building
File
There
will be only one submission of the Building File:
|
CONTENTS |
DATES FOR DATA FOR THE 2007 COLLECTION YEAR |
DATES FOR DATA FOR THE 2008 COLLECTION YEAR |
|
All
elements |
Collection
year:
1/1/2007
to 31/12/2007 |
Collection
year:
1/1/2008
to 31/12/2008 |
|
Submission
date:
31st
March 2008 or as per DoE correspondence |
Submission
date:
31st
March 2009 or as per DoE correspondence |
3.1 General principles
Include
records for each room as defined in Element 214 (Room number) and Element 215
(Room proration key).
3.2 Number of records
There
will be at least one matching record in the Room File for each record in the
Building File: the matching value would be in terms of Element 205 (Building
code) concatenated with Element 214 (Room number).
The
number of records in the Room File will depend on the number of rooms in each
building, and on whether or not:
(a)
a room could be prorated into more than one area each having a unique
space use classification code;
(b)
the prorated area was utilized within more than one PCS programme category; and/or
(c)
if the programme category
code reported through Element 219 (PCS code) is 010 or 020, the programme in which the prorated area has been utilized, has
been coded to more than one CESM category through Element 220 (CESM code).
In many cases there will be
more than one record in the Room File for each record in the Building File. The
Room proration key in Element 215 captures the multiplicity of the proration of
a room.
However, there will
be only one record with a particular value for Element 201 (Campus code),
concatenated with Element 205 (Building code), concatenated with Element 214
(Room number), concatenated with Element 215 (Room proration key).
3.3 Elements to be reported in the Room
File
The
elements for which data are to be reported in records in the Room File are
listed in the File Structure section of this document.
Of particular importance is
Element 217 (Square metres) and Element 218 (Number
of stations). For each room, these
Elements are to be prorated (where required) and additional records are to be
created strictly in the following sequence:
The room must first of all
be prorated into one or more areas each having a unique space use category
Element 216 (Space use category). The assignable square metres
of (and number of stations in) each area are then to be determined. As an
interim step, separate interim (space) records are then created for each of theses areas within a room.
The square metres of (and the number of stations in) each of the said
areas in a room (if assignable) must then be prorated and reported on in terms
of the programmes Element 219 (PCS code) within which
a particular space had been used. Each interim (space) record are replaced by a set of records reflecting the proration
according to the PCS distribution.
Finally, if part of an area
within a room had been used within the Instruction (1.0) or Research (2.0) programmes, that particular record is replaced by a set of
records reflecting the proration according to the CESM study field distribution
Element 220 (CESM code).
If a particular area in a
room was only used within one PCS programme and/or
CESM category (if applicable), then the full square metres
of (and the total number of stations in) the area can be reported in one
record.
However, if an area was
used within more than one PCS programme, and/or the
area was utilized within more than one CESM category, then the square metres of (and the number of stations in) the room will
need to be split on a pro rata basis and reported in separate records. However,
the sum of the square metres (and the sum of the
stations) reported in such records would have to add up to the total square metres and total number of stations of the area.
Where an area in a
room was used within a partnership agreement, that portion of the square metres
of (and the number of stations in) the area used for the “partner programme”
should be associated with the Independent Operations Programme (110).
3.4 Links to other files
The
data in records in the Room File will be linked in the National database to
data in records in the Campus File and the Building File through Element 201
(Campus code), concatenated with Element 205 (Building code), concatenated with
Element 214 (Room number) and Element 215 (Room proration key).
3.5 Submissions of the Room File
There
will be only one submission of the Room File.
This submission will be made at the same time as the submission of the
Campus File and the Building File.
|
CONTENTS |
DATES FOR DATA FOR THE 2007 COLLECTION YEAR |
DATES FOR DATA FOR THE 2008 COLLECTION YEAR |
|
All
elements |
Collection
year:
1/1/2007
to 31/12/2007 |
Collection
year:
1/1/2008
to 31/12/2008 |
|
Submission
date:
31st
March 2008 or as per DoE correspondence |
Submission
date:
31st
March 2009 or as per DoE correspondence |