The space utilization survey is the most critical part of the Facilities and Administrative (F&A) or indirect cost proposal. The results of the survey determine how most of the facility costs (depreciation, interest, and operations and maintenance expenses) in the F&A cost proposal will be allocated to University functions such as instruction and organized research. Because space has a substantial impact upon the F&A rate, it is essential to accurately determine and assign the utilization of each room to the correct function(s).

What is the Space Utilization Survey and Functional Coding?

The space utilization survey is the process of assigning the actual functional use coding and percent of use to campus space. Put another way, the space utilization survey gathers data on the specific use of campus space. This differs from the space inventory in that the inventory determines and assigns codes on the general use of space (i.e., primary use). Functional use codes used for the space utilization survey are based on guidance from OMB Circular A-21 and defined in the University's Space Functional Use Definitions .

General Instructions

View space survey instructions.

Training Schedule

To assist you with this key data accumulation process, MAA is offering a series of training classes as outlined below.

Tuesday, February 19, 2008 Space Functionalization 9:00am-12:00pm HUB 106B
Wednesday, February 20, 2008 School of Medicine Space Functionalization 10:00am-12:30pm T531
Monday, March 10, 2008 School of Medicine Space Functionalization 3:00pm-5:00pm T435
Tuesday, March 11, 2008 Space Functionalization 2:30pm-5:00pm T625

To help us better plan and tailor content for the sessions, please RSVP to the session you or your staff plan to attend - Registration (forthcoming)

In addition to the general sessions, we are available to train you individually. Please contact us for details.


Deadlines for departments to provide this data are as follows:

Friday, April 18, 2008 All Colleges and Schools not listed below
Thursday, May 1, 2008 College of Arts and Sciences
Thursday, March 15, 2008 School of Public Health and College of Ocean and Fishery Sciences
Thursday, May 29, 2008 College of Engineering and Health Sciences Administration
Friday, June 13, 2008 School of Medicine