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Cornell University

Facilities and
Campus Services

Facilities Inventory Special Exception Organized Research

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If a room is used as a research center, recharge center, or has backup organized research data not available through Cornell University financial systems, please follow the instructions below.

  1. When editing a room, click on the ‘Occupant/Research’ button.

  2. Under ‘Add New Occupant’, to the right of ‘Add by NetID’, enter the NetID of an occupant of the room. The small binoculars icon leads to a pop-up ‘User Search’ window for finding NetIDs by name.  Note:  The NetID must be a valid Cornell University NetID.  A placeholder NetID can be used, for example, the NetID of the department’s administrative manager who maintains backup documentation on the organized research performed in the room. Enter the occupant type as 'PI'.   At least one occupant of this type is required any room with function code 2.1 or 2.2.
  3. Enter a start date for this occupant’s use of the room.  Only dates within the current fiscal year from July 1st through June 30th can be entered.
  4. Save the changes.  The PI will now appear in the list of ‘Current Occupants’.
  5. To the right of the occupant’s name and NetID, click on the blue ‘Add Sponsored Research’ link. 
  6. In the box to the right of ‘Research comment’, enter a very brief research comment which describes the situation, for example, “Organized research account number info not available through CU central systems. Contact the department’s administrative manager [NetID] for further information.”
  7. In the box to the right of ‘Account number (manual entry)’, enter a reference to an account number, for example, ‘BTI account system’ or an account number if the data is not stored locally.
  8. The ‘Save and Return’ button returns to the ‘Occupant/Research’ page.
  9. The ‘Return to room’ button returns to the room detail page.

Note:  Groups of graduate students can be entered as a single occupant of type “Occupant” with the instructions above; however, back-up data must be kept in the department including a list of room occupants.  Each room with function code 2.1 or 2.2 must have at least one occupant of type ‘PI’.

It is possible to use 'Bulk Edit' to add identical placeholder occupants to a group of rooms with organized research.  Please see our step-by-step instructions.

 

Last updated:  April 20, 2021 - jbv2 & jb48.