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Cornell University

Facilities Inventory: Function Code 7.2, Outside Agencies, Room Notes

When adding the function code 7.2 "Outside Agencies" to a room in the facilities inventory, please also add a room note to describe the use as described below.  It is not necessary to apply this function code to rooms with outside use which does not last longer than five days.We use function code 7.2 when a room is used by employees and visitors who are not paid by Cornell University.  University policy 2.7 describes this situation as shown in Figures 1 and 2 below.

Policy 2.7 instructions for visiting scientists
Figure 1.  Instructions from page 15 of university policy 2.7 for use of rooms by visiting scientists and other visitors not paid by Cornell.
Description of Function Code 7.2 from Policy 2.7
Figure 2. Description of function code 7.2 from page 53 of policy 2.7.

Adding a Room Note to Describe Outside Use

Navigate to the room where activity by an outside agency takes place.   At the bottom left of the screen, select the "View Notes" link shown in Figure 3 below.  The notes window is a pop-up window which may open underneath other browser windows.

Facilities inventory "view notes" link
Figure 3. Facilities inventory "View Notes" link in page for editing a room.

From the "Note Type" drop-down, select "Room" as shown in Figure 4 below.

Facilities Inventory Room Notes Type
Figure 4. Select the "Room" notes type.

Then type and save these three pieces of information:

  • Who is using the room?  Examples might include "Visiting scholar from the University of Michigan" or "Postdoctoral fellow" or "Dell Computer employees".

  • What is the purpose of the use?  This can be just a few words like "Plant genetics research" or "Space used to store materials used by Dell Computer employees".
  • Is the room leased to the users of the room?  For example, enter "Lease Yes" or "Lease No".

Figure 5 below shows an example room note which contains the information "Office space for visitors receiving external support for their stay to engage in research collaboration with faculty host, Lease N".

Example room note
Figure 5. Example room note.

Click the ‘Save’ button; click the ‘Close Window’ button.

If there are multiple rooms being used in the same way, please see our Bulk Edit instructions for adding a single note to multiple rooms.