Real Estate Administration: Physical Space Inventory Policy

 

Effective: September 14, 2001
Approved By: Senior Vice President, Business Affairs
Contact: Real Estate Administration Office

Note: Policy updated 12/05 to reflect departmental name change to Real Estate Administration

 

POLICY

The University of Arizona is required by State and Federal regulations to maintain an accurate physical space inventory of all buildings it owns or leases. The physical space inventory database provides the statistical basis for many internal, state and federal reports regarding campus buildings, their usage and occupants. The proper and appropriate classification of space is critical to the University's efforts to manage their physical assets and obtain resources from State and Federal agencies (e.g., building renewal dollars and indirect cost recovery rate).

The Office of Real Estate Administration has the designated responsibility for maintaining the University's physical space inventory. In order to comply with Arizona Board of Regents Policy Manual's Chapter VII and the federal Office of Management and Budget (OMB) Circular A-21, Real Estate Administration annually reviews and updates all University's physical space in collaboration with designated departmental representatives. It is important that the departmental representatives have first hand knowledge of departmental room use and the funding sources for the activities in individual rooms.

 

PROCEDURES

 

Annually a representative from Real Estate Administration will meet with the designated departmental representative to document the following:

 

1. Overall departmental space assignments.
2. Room description (office, research laboratory, conference room, etc.).
3. Room utilization (instruction, organized research, academic administration, etc.).
4. Room occupants (names and titles).
5. Funding information for the individuals occupying rooms to appropriately capture space use classifications.
6. Update floor plans for any recent renovations and other modifications.

 

For the complete physical space inventory process description and terminology, please refer to the Real Estate Administration's Physical Space Inventory Manual at http://www.realestateadmin.arizona.edu or call Real Estate Administration at 621-1813.