Annual Space Survey

About

Per federal, state, and local reporting requirements, the university is obligated to conduct a space survey (inventory) every year. This information is subject to the National Science Foundation Survey of Sciences and Engineering Research Facilities, the Clery Act, Illinois Board of Higher Education (IBHE), the Capital Resource Allocation and Management Program (RAMP), the Real Property Utilization Report, the Campus Profile, the Integrated and Value-Centered Budget model (IVCB), the Higher Education Facilities Management Association, F&S daily operations and various other reporting entities for examination and inspection of the space information for reporting purposes.

 

For more detailed information, see the following letter from the Provost's Office: 2021 Space Inventory Provost Letter PDF.

 

Space Survey Process

1. Facilities & Services, Facilities Information Resources department will provide a Space Survey user guide for updating your space data through Archibus Web Central.

2. One or more individuals from each unit, designated by the facility manager or department head, needs access to Archibus Web Central with “view and edit” permissions. Units may already have individuals with these permissions as part of each unit's ongoing review and space change request process. Their existing Archibus Web Central accounts may be used to complete the Campus Space Survey.

3. Individuals completing the space survey shall also update the location of all personnel to meet safety procedures. Facilities Information Resources department will provide an Archibus Web Central user guide to assist with adding/updating your employee locations.

4. Upon completion of the survey, a “Space Survey Certification” form is required to be signed by the individual completing the survey and will be kept on record to fulfill auditing requirements.

5. Updates to the space inventory database system will be reflected in the Enterprise Data Warehouse.

6. A team of F&S staff and students will survey selected areas to validate the data collected.

7. In addition to indicating that a particular space be relinquished in ARCHIBUS, units should complete the Space Release Request Form in the following link: https://forms.illinois.edu/sec/9247603. This request will be reviewed by Campus and, upon acceptance, shall be updated in the system.

 

Survey Specific Guides and Forms

Campus Survey User Guide PDF

Space Survey Certification Form PDF

Space Release Request Form ONLINE 

 

Archibus Web Central User Account

To access the Space Survey, you must have an Archibus Web Central user account assigned the "Campus Space" or the "Department Space" role. To verify your Archibus Web Central account status, try logging in at https://archibus.fs.illinois.edu/ using your Active Directory NetID and password.

 

Quick Links

Archibus Web Central – Request User Accounts, User Guides, Look Up Tables

Archibus Web Central Training – Options available for training

 

Space Survey Contact

For updates to space survey contacts for your department, please email or call Kimberly McLaughlin (kam9@illinois.edu; 300-0143) or Facilities Information Resources (fandsfire@illinois.edu) anytime throughout the year.