Facilities Inventory: BCI Data Field Descriptions

Below is a key showing a New Facility Request Form.  Each of the data fields are numbered with the descriptions in the list below.

1. The date a facility is entered into the system.  This is not an acquisition, occupancy, or construction date.

1. A note that indicates that the building contains rooms in Active status.
2. When a building is obsolete the ‘Facility contains rooms in active service’ is replaced by a facilities ‘Status Code’ indicating whether the building is [D] Demolished, [N] Never Built, [S] Sold, or [T] Terminated.

1. Contains all comments/remarks regarding a building or changes to data about a building that doesn’t fit within the other notes categories (location, obsoletion, reactivation, asset).

Facility Name/Type

1. Unique name referenced by central databases. 
2. Limited to 30 characters.
3. If the name includes a person’s name, it will require approval by the Committee for Names and Memorials. Contact the University Planner for procedures and additional information.  FI cannot publish this name until receipt of committee approval via the University Planner.
4. Facilities Inventory reserves the right to re-order and shorten, if necessary, the database name content to fit naming protocols.

1. Limited to 500 characters.
2. Official name without abbreviations.
3. If the name is the same as Facility Name, field #4, this can be left blank.
4. If the name includes a person’s name, it will require approval by the Committee for Names and Memorials. Contact the University Planner for procedures and additional information.  FI cannot publish this name until receipt of committee approval via the University Planner.

1. Limited to 15 characters.
2. The short database name will appear in job cost, on invoices and tickets.
3. Facilities Inventory reserves the right to re-order and shorten, if necessary, the short database name content to fit naming protocols.

1. Includes a list of commonly known nicknames and names previously held by the facility.
2. Limited to 100 characters per name.
3. There is no limit to the number of names.
4. List nicknames, aka (also known as), and previous names.

1. Parking lot and parking space inventory required for SUNY reporting.
2. Includes lots on land owned by SUNY as well as those on central campus that are used by state employees.

1. Matches the 30-character name but is only populated when a building is a primary location for staff in buildings within Tompkins County.
2. The name of this building from field #4 above will be made available in “Who I Am” for business address.

See the Building Type and Subtype Matrix for further clarifications of the choices below in #10 and 11):

1. Facility type codes:
   • [B]    Building
   • [N]    Non Building

1. Contains all comments/remarks regarding about lease information for a building.
2. If known include:
   1. CU Real Estate lease number,
   2. Other lease number,
   3. Lease start date
   4. Lease end date
   5. Leased NSF
   6. Departmental organization occupying the space

Facilities Location Information

• Addresses in Tompkins County will be confirmed with local municipalities by Environmental Health & Safety and Facilities Inventory.
• If your facility is located within Tompkins County and you don’t know the address, one will be provided for you.

1. Limited to 10 characters. 

1. Street name prefix such as "E" for East Main.

1. Indicates whether the location or address information regarding a facility is preliminary. 
2. All official addresses have been approved by the appropriate local agency.

1. Limited to 60 characters.

1. Limited to 4 characters. 
2. Enter street name suffix such as "St" for "Street", "Rd" for "Road", etc. 

1. Limited to 32 characters
2. Enter the name of the city used by the U.S. Postal Service

1. Limited to 32 characters. 
2. Enter the name of the village, township, or city where the building is located geographically. This does not necessarily match the "city" in the mailing address. In the case of privately-owned buildings, this municipality issues building permits.

1. Enter the name of the county.
2. Limited to 32 characters

1. If the facility is within the United States, enter the two-letter state abbreviation.
2. If outside the United States, leave this field blank.

1. Provide the five character postal / zip code

1. If US, enter United States.
2. Enter the country name.

1. Written description of where a facility is located giving orientation relative to other known geographic features.

• [C]   Ithaca Core Campus defines the primary academic area:
  Bounded on the north by Fall Creek Gorge, the west by a line drawn down the center of Libe Slope inclusive of Cascadilla Hall, on the south by Cascadilla Gorge until it meets Rt. 366, on the east by a line drawn through the center of Caldwell Field connecting Rt. 366 and Fall Creek.
  
• [G]    Geneva located at the Geneva campus in NY.
• [I]     Ithaca Fringe Campus (Tompkins County) contains everything in Tompkins County but outside Ithaca Core Campus.
• [M]   Weill Cornell Medical College contains all NYC facilities related to the medical college.
• [O]   Off Campus includes all facilities not contained within the other location codes.

1. CC – Contract College
2. EN – Endowed
3. SA – Student Academic Services
4. NA – Not Applicable

1. The foundation of these geographic groupings is the Campus Planning Office’s 1990 Precinct Locations. Since these locations only covered building close to campus the groupings were extended to include all locations.
2. For facilities outside the above map area, refer to column one of the CU Satellite Campus Code List
3. For a map of the ‘1990 Precinct Locations’ and list of the ‘CU Satellite Campus Codes’, see the code list under “Facilities Page Field Descriptions” at  http://fe.fs.cornell.edu/fig/inventory/system.cfm.

1. All facilities must reside in a Master Plan Zone/Precinct as defined by their geographic location, otherwise “Out of Zone” must be assigned.
2. See the full list of Master Plan Zone/Precincts in the appendix.

• [L] Local Landmark
• [LS] Local Landmark and State Register
• [LN] Local Landmark and National Register
• [LSN] Local Landmark, State Register, and National Register
• [S] State Register
• [SN] State and National Registers
• [N] National Register
• [NL] Not Listed as Landmark

• [A] Arts Quad, Local
• [C] Clinton Block, Local
• [H] Cornell Heights, National
• [D] Dewitt Park, National
• [P] Dewitt Park, Local
• [B] Dewitt Park, Local and National
• [E] East Hill, National
• [F] Forest Home, National
• [U] University Hill, Local
• [NL] Not located within a district

1. Enter the name of the fire district where the facility is located.
2. If the facility is located in Tompkins County and you’re unclear about which fire district your facility is located in, contact Environmental Health and Safety at 254-1634.

1. Enter the name of the police jurisdiction that responds to the facility.
2. If the facility is located in Tompkins County and you’re unclear of police jurisdiction contact CU Police at 255-1111.

1. Enter the name of the ambulance service that responds to your facility in the event of a medical emergency.
2. If the facility is located in Tompkins County and you’re unclear about which ambulance service serves your facility, contact Environmental Health and Safety at 254-1634.

Facilities Reactivation

1. The date when a formerly obsoleted facility becomes active again.  Circumstances where this happens:
   1. A leased facility where all of the CU occupants had vacated (the facility went to obsolete) and now it is being leased again.  In this case the obsoletion notes would include the start and end dates of the former occupancy, and start occupancy date would be updated for the new tenants.
   2. Examples: re-leasing (4759), or re-purchase (4052), re-acquisition (2534C), or re-purposing building fragments leftover from demolition (2608), or obsoleted in error (2063), or sold the building but then re-occupied (2113).
   3. A construction trailer that was sold or terminated and then put back into service.

1. Comments/remarks about how a facility made the transition from obsolete to being put back into service.

1. This link runs a search and returns notes of all types on the facility.

1. Shows all notes regarding a space.

1. Same as the Show Room Detail.
2. These are provided in two places for ease of navigation.

1. Link returns the ‘Room Search’ page pre-populated with the facility code.

Organizational Information:

1. Generally this is the organization responsible for final sign off on the paperwork submitted to assign a new facility code. 
2. This does not imply ownership of the building; it is simply to track the facility code assignment paperwork in the event there are future questions.
3. Facilities Inventory can assist in cases where the code is being assigned for a non-academic building or a shared academic building, and the responsible organization is not clear.

1. See the Asset Assignment Chart.

1. Briefly describe the financial arrangements/agreements connected with the purchase or construction of the facility.
2. If available, provide a PAR, account, SUCF project number or other documentation supporting the Cornell or State funding source.

1. Contract College space administrators should consult with Facilities Inventory for assistance.
2. For A, G, H, L, and V:  financial responsibility source is college and/or other non-state funds
3. For R: source of funds may include state funds, indirect cost recovery, or other non-state funds on behalf of all contract colleges
4. For B: state and endowed financial responsibility for maintenance and operations, e.g., Biotech Building
   [A]    Agriculture & Life Sciences/Ithaca
   [B]    Both state and endowed
   [E]    Endowed
   [F]    Federal Government
   [G]    Agriculture & Life Sciences/Geneva
   [H]    Human Ecology
   [I]     Investment Real Estate
   [L]    Industrial & Labor Relations
   [M]   Outside Agency
   [N]    Non-Investment Real Estate
   [R]    Contract College General Services
   [S]    State of NY
   [V]    Veterinary Medicine

Start up dates:

1. Estimated acquisition date or:
2. Date of building purchase or university takes possession.

1. Generally, applies to when a lease is occupied
2. Except for buildings with no dates at all prior to ~2011, this field may carry a 1985 date which was the date the original inventory mainframe system was started.
3. WCM building dates all go in this field with the first date of the reporting cycle of the fiscal year (unless an actual occupancy or purchase date is provided {4649A}).

1. Date of temporary or final certificate of occupancy. In ~2011 this field may have also been populated with the best guess based on any available records, or the date held by SUNY.
2. In the absence of those records it is the date that is best guess on record from a reasonably authoritative source.

Details

b.      Gross area for leased building is not collected. See BCI Data Form Fields item #7 for how gross area is calculated and reported to SUNY for leased and endowed buildings occupied by Contract College departments.

a.       The estimated total net area of a building while it is in design.

b.      This number is not removed when the other net area data fields are populated.

a.       Net area calculated by summing all the room net square footage for all the room types excluding room types:

010  Custodial Area

011  Fallout Shelter

020  Circulation Area

021 Stairs

022  Elevator

024  Lobby

029 Elevator Machine Room

030  Mechanical Area

031  Public Toilet

032  Private Toilet

035  Shaft Area

Building Characteristics Inventory (BCI) for SUNY

Facilities Obsoletion Information:

BCI Data field descriptions:

Below is a key showing the BCI Data Detail page.  Each of the data fields are numbered with the descriptions in the pages that follow.

BCI Data Form Fields

1.      Cornell Campus Code:

a.       28430 is the campus code required by SUNY for space reporting.

b.      This number is hard coded into the system and never changes.

2.      College Code:

[2845]   Agriculture & Life Sciences/Ithaca

[2846]   Agriculture & Life Sciences/Geneva

[2847]   Human Ecology

[2848]   Industrial & Labor Relations

[2849]   Veterinary Medicine

[2850]   General Services

a.       The institutional name of the building

b.      Note: When reporting a dormitory or dining hall that has a stage number, please show the stage number after the name (for example, Smith Hall-Dorm Stage XII)

4.      SUNY Ownership:

 [01]   Owned fee simple (owned outright)

[04]   Not owned by SUNY, but leased or rented to SUNY at a typical local rate [Note:  This code should be used when payment is relatively equivalent to prevailing market rate and the relationship involves a formal, binding lease or rental agreement that imposes certain limits or constraints on SUNY]

[05]   Not owned by SUNY, but made available to SUNY at no cost or at a nominal rate [Note:  This code should be used when payment is below prevailing market rate and/or the relationship is less formal and binding than the one described in 04; the relationship may still involve payment but it may be month-to-month versus a longer-term commitment]

[06]   Not owned by SUNY, but shared with an educational organization that is not a post-secondary educational institution

[07]   Not owned by SUNY, but shared with another post-secondary educational institution [Note:  The majority of contract college buildings should be coded 07 if they are not leased or bound by other arrangements with another state agency or with SUNY]

[08]   Other (e.g., not owned by SUNY, but shared with a non-educational institution) [Note:  This code should be used when there payment is below prevailing market rate (including no payment) and the space is otherwise non-educational, e.g., consider this code when a CCE area specialist occupies space at no fee in a county office building; this code should be rarely used]

5.      Asset Assignment:

a.       This field is auto-filled from the primary facility data screen

[0]   Endowed (non- Weill Cornell Medical College)

[1]   Weill Cornell Medical College

[2]   College Asset/College Financed

[3]   College Asset/State Financed

[4]   Stated owned/SUNY

[5]   State owned/Funded by agency other than SUNY

[8]   Federal Government

b.        [9] Outside Agency

6.      Major use:

a.       Defines the major use or function of the building. Valid entries are as follows:

  [01]  Instructional Departments/Labs/Offices/Research/Support

[02]   Campus-Wide Facilities - Classrooms/Lecture Halls/ Seminar Rooms

[03]   Instructional Resources and Service Facilities

[04]   Computer and Data Processing and Service Facilities

[05]   Library

[06]   Health & Physical Education - Recreation & Athletics

[07]   Student, Faculty, and Staff Activities

[08]   Student Health Services

[09]   Assembly & Exhibition

[10]   General Administration

[11]   Maintenance & Operation; Campus-wide Service Facility

[12]   Dormitory (Intended for Student Housing & Support only)

[13]   Dining

[14]   Utility Plant (i.e., heating, chilled water, water filtration) As described in SUNY documentation as “Heating Plant”

[15]   Organized Activities (Includes Demonstration Schools, Hospitals, and Farm Buildings)

[16]   Organized Research

[17]   Public Service

[18]   Parking Structure (Public structure for students, faculty and community - do not include Maintenance Garage & Garages with residences)

[19]   Residence (House, Dormitory or other type of dwelling intended for other than student housing.

7.      SUNY Calculated Gross

a.       Gross area for buildings occupied by SUNY departments is submitted to SUNY as follows:

·   If the building has not been measured by the Facilities Inventory Office the gross area is calculated as the net times 1.34 (calculated gross).

·         Endowed buildings that are occupied by Contract College departments are   submitted to SUNY as leased space. In this circumstance the results of the calculated gross are compared to the measured gross of the building. If the calculated gross exceeds the measured gross the measured gross is submitted

8.      Gross Area

a.       This field is auto-filled from the primary facility data screen

9.      Occupancy Date:

a.       This field is auto-filled from the primary facility data screen

b.      The date of initial building occupancy by the campus (MMYYYY)

10.  Construction Date:

a.       This field is auto-filled from the primary facility data screen

b.      The date of completion of construction (MMYYYY)

11.  Condition code:

[01]   Satisfactory:  Suitable for continued use with normal maintenance

[02]   Remodeling A:  Requires restoration to present acceptable standards without Major room use changes, alterations, modernizations.   The approximate cost of Remodeling A is not greater than 25% of the estimated replacement cost of the building

[03]   Remodeling B:  Requires major updating and/or modernization of the building.  Approx. cost of Remodeling B is greater than 25%, but not greater than 50% of the estimated replacement cost of the building

[04]   Remodeling C:  Requires major remodeling of the building.  The approx. cost of Remodeling C is greater than 50% of the replacement cost of the building

[05]   Demolition:  Should be demolished or abandoned because the building is unsafe or structurally unsound, irrespective of the need for the space or the availability of funds for a replacement

[06]   Termination:  Planned termination or relinquishment of occupancy of the building for reasons other than safety of structural soundness

12.  Construction Type

a.       This field is auto-filled from the primary facility data screen

13.  Style of construction:

[A]    OLD MAIN:  Constructed pre-WWII.  Brick exterior walls, wood double hung windows, pitched roofs with slate or metal roof coverting, wood exterior doors, interior plastered walls and ceilings, mix of interior floor surfaces, wood, asphalt tile, terrazzo and ceramic tile in toilet areas

[B]    CURTAIN WALL:  Constructed post WWII.  Some brick exterior, major portion of exterior wall system of metal tubing with glass and spandrel panels of glass or metal

[C]    MASONRY:  Brick or other masonry exterior walls

[D]    CONCRETE:  Precast or poured-in-place concrete exterior walls

[E]    WOOD or METAL:  This style is reserved for the small utility type buildings and frame residential

[F]    PARKING STRUCTURES:  Steel or concrete frame, concrete floor and ceiling system, concrete envelope, minor utilitarian partition finishes and mechanical/electrical systems

[G]    AIR STRUCTURE:  Inflatable structure in which the roof, and often the walls and roof are made of fabric.  The fabric is held in place by mechanically induced air pressure.

14.  Construction Cost:

a.       This field is auto-filled from the primary facility data screen

15.  Above Ground Floors:

a.       The number of floors at and above grade level.

16.  Below Grade Floors:

a.       The number of floors below grade level.

17.  Number of Elevators

a.       The total number of elevators (passenger and freight)

18.  Heating Central:

a.       Indicates building has heat source from central heating plant (i.e. outside the building).

19.  AC Central

a.       Indicates building has air conditioning source from central chiller plant (i.e. outside building).

20.  Stand-by Generation:

a.       The building has standby electrical generation capability.

21.  Roof Area:

a.       The area of the roof in square feet.

b.      Could be calculated based on field dimensions or construction drawings, in the absence of that information the number can be based on the gross area of the top floor.

c.       This value will be updated when there are measured values available from the Facilities Maintenance Management’s Roof Program.

22.  SUNY Location code:

a.       Defines the location of this building in relation to the main campus area. Valid entries are as follows:

[01]   Located on the main campus, or in the same general community as the main campus. If the main buildings are not within reasonable commuting distance, the “Code” should read “11.

[02]   Located on a branch or specialized campus (physically separated from the main campus), which PREDOMINANTLY offers and undergraduate program or less than four years and has dean or other administrative head.  If branch buildings are not within reasonable commuting distance, the Code should read “12”.

[03]   Located on a branch or specialized campus (physically separated from the main campus) that is not restricted to an undergraduate program of LESS THAN FOUR YEARS and has a dean or other administrative head. If branch buildings are not within reasonable commuting distance, the Code should read “13”.

[04]    Located at a separate center offering ONLY an extension or continuation study program. This classification is for a variety of arrangements provided for off-campus courses, relatively remote to the “parent” institution, in which classes, institutes, or lecture series of an institution are established with some permanency, but with limitations on the amount and type of credits applicable to a degree. Ordinarily such a center will be “located beyond a reasonable commuting distance from the main campus” and will be coded “14”.

[13]    Branch buildings that IS NOT RESTRICTED to an undergraduate program of LESS THAN FOUR YEARS and has a dean or other administrative head and is NOT within reasonable commuting distance.

[14]    This classification is for a variety of arrangements provided for off-campus courses, relatively remote to the “parent” institution, in which classes, institutes, or lecture series of an institution are established with some permanency, but with limitations on the amount and type of credits applicable to a degree. NOT within reasonable commuting distance of main campus.

23.  Campus Site

a.       This field is auto-filled from the primary facility data screen

24.  Map Sequence Number

a.       The number is assigned by SUNY based on the nearest SUNY owned building and is used to aggregate their buildings geographically.

25.  SUNY Nearest Building

a.       SUNY nearest building is dependent on the Map Sequence number and is the SUNY building located closest to the Map Sequence number.

26.  SFAAS Category

a.       Used in the Statewide Fixed Asset Accounting System via SUNY reporting, also used in calculating facility asset value for NYS. This field is entered on the Facility Information page.

27.  Hospital Function

a.       Hospital Function

28.  Special Building

[A]       Air Structure

[C]       Campus Schools

[D]       Mixed Discipline

[E]       Engineering

[F]       Fieldhouse

[G]       Non-Residence President Facility

[H]       Heating Plant

[I]        Incubator

[J]    Parking Structure* SUNY [X]

[L]       Hospital

[M]      Math

[N]       Nurses Residence

[P]       Presidents Residence

[R]       Non-Student Housing

[X]       Not a Special Structure*

[Y]       Science Building

*The Cornell Inventory office refers to SUNY Parking Structures with a J designation and X is used for Not a Special Structure. SUNY BCI refers to Parking Structures with X.

29.  SUNY Historic Building (D/L):

a.       This field is auto-filled from the primary facility data screen

30.  CU Historic Building

a.       This field is auto-filled from the primary facility data screen

31.  CU Historic District

a.       This field is auto-filled from the primary facility data screen

32.  Deleted Building

[A]       Building now owned by other than campus

[B]       Building burned down or otherwise destroyed

[D]       Dormitory Authority Buildings

[C]       Building combined with another building

[D]       Building demolished (demolition was planned)

[E]       Future building changed to existing with a different facility number

[F]       Future building deleted due to cancellation or suspension of the project

[G]       Building was on file in error (duplicate entry, part of complex, etc.)

[L]       Leased

[N]       Tunnels, surface parking, water tunnels, etc. Note: “N” code will keep it on BCI list

[S]       Abandoned

[Z]       Reason Unknown

33.  Facility End Date:

a.       This field is auto-filled from the primary facility data screen

b.      Date that the facility obsoletion information was entered.  This date will generally be after subsequent obsoletion dates in ‘termination’, ‘demolition’, and ‘sold’.

34.  Termination Date:

a.       This field is auto-filled from the primary facility data screen

b.      Generally refers to a lease expiration date, however this data field will also be used for estimated dates when facilities (i.e. trailers) are removed from campus and neither demolished nor sold.

35.  Demolition Date:

a.       This field is auto-filled from the primary facility data screen

b.      Date a facility was torn down.

36.  Sold Date:

a.       This field is auto-filled from the primary facility data screen

b.      Date a facility was sold.

Appendices:

 A.

Master Plan Zones/Precincts

The State University Construction Fund (SUCF) requires Cornell to provide certain data elements during an annual submission process of room and facility data for Contract College occupied space.  One of the fields that Cornell submits is identified as Statewide Fixed Asset Accounting System (SFAAS) Coding.  SUCF identifies this field as “A code used in the Statewide Fixed Asset Accounting system to identify the type of building.”   SUCF provides valid entries by code and code name.

Cornell has chosen to apply this SFAAS coding to all non-Weill Cornell Medicine facilities, not just Contract College-occupied buildings, in order to provide a consistent system of identifying building types.   In order to aid in the consistent application of these codes, Cornell developed definitions and Cornell-specific examples, as identified in the following table.  

Further, Cornell has decided to use the SFAAS codes to calculate several values, including one required for an IRS Form 990.   In order to simplify the Form 990 required calculations, Cornell mapped each of the SFAAS codes to a high-level type limited to Industrial, Barn, Office, Retail, and Housing.   Cornell is identifying these high-level types as Form 990 Categories.

The Space Management Program Manager is responsible for reviewing and updating the table based on changes requested by SUCF or as required to support Cornell analysis and reporting.