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 Uniform Guidance CFR 2, Part 200, Subpart E and defined in the University's Space Functional Use Definitions.

General Instructions – Updated Fall 2012

FY 2013 Space Survey Instructions

Training Schedule

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

To help us better plan and tailor content for the sessions, please RSVP via e-mail by clicking on the date of the session you or your staff plan to attend.

In addition to the general sessions, MAA will also provide a series of Hands-On training sessions in April and May.  These sessions, as well as other training opportunities, are listed on our F&A Proposal Training Schedule page.  Finally, we are available to meet with you individually to provide in-depth training. Please contact us for details.


Deadlines for departments to provide this data are as follows:

May 17th, 2013:

All Colleges and Schools not listed below

May 24th, 2013:

Schools of Public Health, Dentistry, Pharmacy, and Nursing

May 24th, 2013:

Health Sciences Administration

May 24th, 2013:

Office of Research

June 7th, 2013:

College of the Environment

June 14th, 2013

College of Arts and Sciences

June 28th, 2013

College of Engineering

July 12th, 2013

School of Medicine