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Cornell University

Facilities Inventory: Organized Research Sample Email to Researchers

Last updated: April 26, 2021

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Below is a sample email for asking for information about research use of rooms in the facilities inventory.

Dear Faculty Member,

As part of the annual university space inventory, Cornell is required to document all space use in [insert building name] as it relates to organized research.  Organized research is research which is separately budgeted and accounted for as is the case with sponsored activity.  Organized research does not include start-up or discretionary funds.  It does include Hatch funding and contract-college appropriations coded as research.

For the grants and other functions listed below, please reply with the estimated percentage of total time spent by all occupants in each of your rooms in [insert building name] during the fiscal year from July 1st 20xx through June 30th 20xx.  Please indicate any spaces used by visitors who were not paid by Cornell.  Enter a percentage under the column for each room for that function.  The percentages for each room should add up to 100%.

Room function categories:

  1. Organized research.

  2. Instruction or unpaid student researchers.
  3. Department-funded research.
  4. Extension or public-service activities.
  5. Use by people not paid by Cornell University.

Our previous records show your room use as:

 Room Use

Room Function Categories Room 401 Room 402 Room 403 Room 407
Organized research 75% 60% 80% 55%
Instruction and unpaid student researchers 15% 20% 10% 25%
Department-funded research 10% 0% 0% 0%
Extension or public-service activities 0% 0% 0% 0%
People not paid by Cornell University 0% 20% 10% 20%
Total Percent 100% 100% 100% 100%

Please respond to this email with changes or confirmation that space usage has not changed.


[Inventory User's Name]