I have an occupant who is over-allocated, showing more than 100% of time. How do I correct it?
Adjust % of time by room to add up to 100%. Federal guidance limits a person to 1.0 FTE; the 100% of time aligns to 1.0 FTE
Does the total % of time need to add to 100% for all individuals?
No. This is because an individual may spend time in room(s) not related to research (or part of the Space Survey), which would leave them with a % of total time less than 100% in WebSpace.
Should PIs be automatically listed as a room occupant?
No, a PI should only be listed as an occupant, when performing work in that space. A PI should not be listed as an occupant if providing management and/or project oversight only.
If a lab has both recharge activities and research taking place, how should this be handled?
The lab should be split by amount of recharge and amount of research. This can be done by allocating % by room based on use of space usage (E.g., # workbenches, # hours/days of week).
How should Rotating Students, Moving Around Lab Space, be accounted for as Occupants? For example, 3 quarters of the year they rotate from lab to lab and then summer they remain in one lab and are paid from the grants
They should be listed in each lab occupied during the year, wherever they are doing rotation work for a reasonable length of time (e.g., quarter or pay period).
How do I handle graduate students?
If unpaid, only represent FTE that you can confirm with high-confidence level. If paid, be careful not to lose sight of instruction when trying to assess the type of work being performed.
How do I reflect a new project/budget that is currently not in the system?
WebSpace will be updated on a recurring basis during the Space Survey (January-April 2023). The new project/budget should be available within that time-frame so that the space can reflect latest project/budget activities.
What are the five components of Organized Research?
1. Research grants, contracts, and cooperative agreements sponsored by the Federal government and Non-Federal agencies and organizations (e.g., states, cities, foundations, corporations, etc.).
2. University funded research separately budgeted and accounted for on a specific project basis (e.g., Royalty Research Funds).
3. Sponsored research training of individuals in research techniques (or research training).
What is the difference between departmental research and organized research?
Departmental research includes research, development, and scholarly activities that are not separately budgeted and accounted for (e.g., bridge, start-up funding). Departmental research is funded from budgets that are not restricted to a specific project. Space used to conduct departmental research should be functionalized as departmental research as part of the Instruction & Departmental Research function (IDR).
What if a PI works at an SLU location but is paid from a non-SLU project (or vice versa)?
This may occur but in a minority of the SLU space. If there are questions as to budget funding, the department should follow-up with the Office of Sponsored Projects (OSP).