ADDENDUM 2000.07.03

Last update 2002.08.05

Since we start reviewing data from institutions, we find the needs to refine a lot of definitions. This will be a dynamic documents. We will keep modifying it. All the 'VALIDATE' will be implemented in the run 2 validation program. The run 1 validation is much looser.

GENERAL

Do not use comma and double-quote when submit data. Single quote is OK.
Do not use '$' when report costs.
Some data item can accept only values from a given list. These lists can be found in QckRfrnc.Doc at here.

SITE INFO

SiteCode --
The site ????-MISC is a dummy - no info will reproted for it and no building will reported under it. Any real site will have to have its own site code/id assigned by CCPE. Sorry, I just put what I was told here.
VALIDATE:: Must have.
DasSiteCode --
Only University and State College need to provide this information. It also known as 'Complex'. See DasCd.rtf at here.
VALIDATE:: Univ. and SC must have. CC must not have. 'Pending' is allowed in case of pending.
OwnershipStatus --
Please refer to QckRfrnc.doc for acceptable values.
VALIDATE::Must have and Must be values list in QckRfrnc.doc
AcreageArea --
There are cases we may like this field be entered as zeros. Currently we are looking at cases when Land is not include in the leasing agreements. For example when the ownership is LEASE or NO-FEE and the land is not part of the deal.
VALIDATE::Must have and must >=0. Do not report site:Misc.

BUILDING INFO

BuildingId --
This is to be a unique Id within a site. We prefer this to be an abbreviation of the building name. This allows it be used in a crowded reports where reader can still guess the building.
VALIDATE::Must be unique.
DasBuildingCode --
This only applys to University and State College and is a MUST have information. See DasCd.rtf at here.
VALIDATE:: Univ. and SC must have otherwise warning is issued.
CC must not have. Format: A number(<99999) followed by optional dash and a number(<99). 'PENDING' can be used to indicate pending status.
OptionalBuilding Number--
VALIDATE:: <= MaxLength.
OwnershipStatus, OperationalFundSource, LandmarkStatus --
See QckRfrnc.doc for acceptable values.
VALIDATE::Must be valid value.
ConstructionYear --
This is a must, please check records or provide best est.
VALIDATE::Must have and must >=1850.
AcqusitionYear --
Leave it BLANK unless your institution really acquired the building instead of constructing it.
Using the year leasing started for LEASED or NO-FEE building.
VALIDATE::Must be BLANK or must >= ConstructionYear. When = ConstructionYear, warning is given.
MajorRenovationOrAddYear --
Please indicate the year of the most recent MAJOR renovation or addtion. Check 'Data Elements and Definition' for the defintion of 'MAJOR renovation'.
VALIDATE::Must > Max(ConstructionYear, AcqusitionYear). Warning will be given for building that is more than 50 years old and do not have any renovation yet.
NumberOfFloors --
VALIDATE::Must >=1 int.
ConstructionType --
If more than one type are identified, please use the type that covers larger portion of the structure.
VALIDATE::Invalid value will be rejected
GrossArea --
Report just the part you are using for LEASED or NO-FEE building.
VALIDATE::Must have and must >0.
OrginalCost --
VALIDATE::For LEASED building, this field is saved but is not used by CCPE. Otherwise, it's a must for building that is less than 10 years old.
EstimateReplacementCost --
For LEASED building, this field is saved but is not used by CCPE. Otherwise, it's a must. Please based on formulas mentioned in 'Data Elements and Definition'.
VALIDATE::For LEASED, this field will be ignored. Otherwise, it's a must and must >= OriginalCost if exist.

ORGANIZATIONAL UNIT INFO

OrganizationalUnit --
This is to be a unique Id within an institution. We prefer this to be a kind of abbreviation so reader can guess what it is.

VALIDATE::

OrganizationalUnitName --
This is a FULL description of the organizational unit.

VALIDATE::

ROOM INFO

BuildingId --
This identifies the building all the rooms belong to. This must be the same BuildingId defined in the BUILDING INFO.
VALIDATE::Must be defined in < Building >.
RoomId --
VALIDATE::Must be unique within a building.
OrganizationalUnit --
This must be the same OrganizationalUnit defined in the ORGANIZATIONAL UNIT INFO.
VALIDATE::Must be defined in < OrganizationUnit >.
NetUsableArea --
VALIDATE::Must exist and >0 and addup to gross area of a building.
RoomUseCategory --
Refer to QckRfrnc.doc for a list of acceptable values and check NCES' Facility Classification Manual for detailed definition.
VALIDATE::Invalid value will be rejected. Warning is given for code 590(Other).
NumberOfStation --
If RoomUseCategory = 110, 112, 210 or 212, this field is a MUST.
VALIDATE::Must have for 110, 112,210,212 and must >=1. Sq.Ft. per station is calculated and is checked for adequacy.
RoomHour --
If RoomUseCategory = 110, 112, 210 or 212, this field is a MUST.
VALIDATE::Must have for 110, 112,210,212 and must >=0.
ContactHour --
If RoomUseCategory = 110, 112, 210 or 212, this field is a MUST.
VALIDATE::Must have for 110,112,210,212 and must >= 0 and must <= RoomHours X NumberOfStation.
OffsiteContactHour --
If RoomUseCategory = 112 or 212, this field is a MUST.
VALIDATE::Must have for 112,212 and must >=0.
OrganizationalUnitInst --
This is a new field for indicating rooms used by other institution. In this case, the Organizational Unit used should be obtained from the borrowing institution and list in a < OrganizaionalUnit > defined for that institution.
VALIDATE::If blank, the owner of the building is used. Otherwise, this will combined with OrganizationlUnit and checked for definition in < OrganizaionalUnit >.

OVERALL CHECKINGS

Every Building must have these entries:
1) Structural(VVV/ZZZ) room entries and 2) Assignable(Numberical room use code) or Mechanical(YYY) room entries.
VALIDATE::Existance will be checked.
Building's Gross Area=Sum of room's Net Usable Area(including structural areas)
VALIDATE::Equality will be checked.