CPE Data Guidelines - Building and Room Record
Type B, Fall 2023
General Instructions
The building and room record files should reflect the status of the inventory as of the current fall semester. The complete building and room files are to be submitted once a year and should include any additions, deletions, or other changes since the previous submission.
An institution’s building and room files of the Comprehensive Data Base should contain complete information for all buildings that house university activities, including leased facilities and space made available at little or no charge. Institutions should use the definitions included in Table 18 to identify the appropriate reporting categories. Report all space used for any purpose, including leased space and space made available at no cost.
- Building Record – All numeric fields must be right justified and zero Do not include any char- acters other than 0-9 for these fields. All other fields must be left justified.
- Room Record – All numeric fields must be right justified and zero Do not include any charac- ters other than 0-9 for these fields. All other fields must be left justified.
For this record, the following information is needed:
- Acquisition Year – The four-digit year that the building came into the possession of the institution, regard- less of where the title is vested or when the building was constructed.
- Actual Number of Student Stations – A count of the number of desks or chairs for students in a room used for instruction. Report only if room used codes 110, 210, and 220; all others zero fill.
- Building Name – The name identification by which the building is generally
- Building Number – The unique up to ten-digit code that has been assigned to the
- Campus Number – This number is 00 when an institution has only one The campus number isused with the institution number to form the institution identification. Refer to Table 8 for campus number. Use the KPEDS KATS system for updating Campus Codes.
- Construction Year – The four-digit calendar year that the original building was completed regardless of any later date of acquisition.
- Date of Inventory – Month and four-digit year that the inventory is
- Date Record Updated – Month and four-digit year record
- Gross Square Feet – The sum of the floor areas and floor
- Basis for measurement: Gross area should be computed by measuring from the outside face of exterior walls, disregarding cornices, pilasters, buttresses, , which extend beyond the wall face. Refer to NCHEMS Technical Report 36, Appendix 6.5, item 1 NCES Facilities Inventory and Classifi- cation Manual, NCES 92-165, for a complete description.
- Institution Number –The six-digit code number assigned to the institution by the Federal Interagency Com- mittee on Education (FICE). Refer to Table 9 for FICE Codes.
- Land Holdings – The number of acres of property either owned or leased by a university or an affiliated or unaffiliated corporation. Refer to Table 21 for land holdings ownership codes.
- Net Assignable Square Feet – The sum of all areas on all floors of a building assigned to or available for assignment to an occupant, including every type of space functionally usable by an Custodial, cir- culation, mechanical, and structural areas are excluded. Refer to NCES Facilities Inventory and Classification Manual, NCES 92-165, for a complete description.
- Original Cost – The number of dollars of “actual capital investment” expended by the institution to acquire the building. Original cost does not include subsequent renovation and reconstruction costs.
- Building Ownership – This code indicates the agency with which the title to the building Refer to Ta- ble 18 for complete descriptions of ownership codes.
- Reconstruction Cost – The total dollar amount that has been spent by the institution to reconstruct the building during the reconstruction year. This cost applies when the building has sustained serious dam- age through some occurrence, such as fire, flood, or earthquake, and has been rebuilt and restored to its pre-damage usefulness.
- Reconstruction Year – The year that reconstruction work was last done on the
- Renovation Cost – The total dollar amount that has been spent by the institution to totally refurbish thebuilding during the renovation This amount does not include normal maintenance or minor im- provements to the building.
- Renovation Year – The year that the total refurbishing was last made to the
- Room Number and Suffix – The up to eleven-digit number with one-digit suffix that has been assigned to the room within the building being surveyed.
- Room Square Footage – The sum of the floor area included within the inside faces of the interior walls- which form the boundaries of each Deductions should not be made for necessary building columns and minor projections.
- Student Station Type – Report “F” if fixed station, and “M” if movable Report only if room used- codes 110, 210, and 220
- Use of Room (Room Use) – The room use codes are listed in Table Refer to NCES 92-165, “4.3.1 Space Use Codes: Definitions, Descriptions, and Limitations,” for a complete description.
- Estimated Building Replacement Cost – The estimated dollar expenditure to replace the building at the time of the inventory.
- Basis for determination: Cost to replace the building’s assignable floor area at current costs in accordance with current building codes, standard construction methods, and currently accepted practices. The replacement cost of fixed equipment in the building should be included.
- Building Condition Code (NCHEMS) – The physical status and quality of the building at the time of the inventory, based on the best judgment of those responsible for campus Refer to Table 23 for complete descriptions of the NCHEMS Condition Codes.
- Space Assignment Categories – See Table 26 for definitions of the space assignment This report- ing of space is intended to present a functional classification pattern of space use based on program areas.
FORMAT OF TYPE B (BUILDING) RECORD
|
Columns |
Char |
Description |
|
1-6 |
6 |
Institution Number - FICE Code - see Table 8 |
|
7-8 |
2 |
Campus Number - see Table 8 |
|
9-12 |
4 |
BLANK |
|
13-32 |
20 |
Building Name - left justify, blank fill |
|
33 |
1 |
Building Ownership Code - see Table 16 |
|
34-37 |
4 |
Construction Year |
|
38-41 |
4 |
Acquisition Year |
|
42-50 |
9 |
Original Cost - right justify, zero fill |
|
51-59 |
9 |
Estimated Building Replacement Cost - right justify, zero fill |
|
60-66 |
7 |
Net Assignable Square Feet - right justify, zero fill |
|
67-73 |
7 |
Gross Square Feet - right justify, zero fill |
|
74 |
1 |
BLANK |
|
75-78 |
4 |
Major Renovation Year |
|
79-86 |
8 |
Major Renovation Cost - right justify, zero fill |
|
87 |
1 |
BLANK |
|
88-91 |
4 |
Reconstruction Year - right justify, zero fill |
|
92-99 |
8 |
Reconstruction Cost - right justify, zero fill |
|
100-105 |
6 |
Date of Inventory - mmyyyy |
|
106-111 |
6 |
Date Record Updated - mmyyyy |
|
112 |
1 |
Building Condition (NCHEMS) - see Table 23 |
|
113-118 |
6 |
Academic Year - Example - 202324 |
|
119-128 |
10 |
Building Number - right justify, zero fill |
FORMAT OF TYPE R (ROOM) RECORD
|
Columns |
Char |
Description |
|
1-6 |
6 |
Institution Number - FICE Code - see Table 8 |
|
7-8 |
2 |
Campus Number - see Table 8 |
|
9-12 |
4 |
BLANK |
|
13-18 |
6 |
BLANK |
|
19-20 |
2 |
Space Assignment Category - see Table 26 |
|
21-25 |
5 |
Room Square Footage - right justify, zero fill |
|
26-28 |
3 |
Room Use - see Table 17 |
|
29 |
1 |
Student Station Type (F/M) |
|
30-34 |
5 |
Actual Number of Stations for Rooms with Fixed Stations Only - right justify, zero fill |
|
35-40 |
6 |
Date of Inventory - mmyyyy |
|
41-46 |
6 |
Date Record Updated - mmyyyy |
|
47-53 |
7 |
BLANK |
|
54-69 |
6 |
Academic Year - Example - 202324 |
|
60-69 |
10 |
Building Number - right justify, zero fill |
|
70-81 |
12 |
Room Number and Suffix - right justi- fy, zero fill room number; if no suffix, blank fill |
Last Updated: 7/3/2023