OHIO BOARD OF REGENTS

HEI Facilities Data Submissions

Other Use of Instructional Rooms (OR) File
December 6, 2000

File Description

The Other Use of Instructional Rooms (OR) file is a partial report that reflects utilization for activity that is not part of scheduled degree-credit class time (as reported in the Course Section Schedule (CS) file). Unless the activity is professional level medical instruction, that is not reported in the Course Enrollment (CN) file. A record should be reported for each activity type in any area identified as Area Type code 110 (Classroom) or 210 (Class Laboratory) in the Area Inventory (AI) file. This file reflects activity for the ten week autumn quarter and the fifteen week autumn semester, please do not include hours that are outside these parameters.

Submission Schedule

The Other Use of Instructional Rooms (OR) file is submitted once every other year for odd numbered years. The window for this file is December 1 - February 6.

Capture Date

The capture date is the 30th day after the last day of the autumn term.

Relationship to Other File Submissions

The Other Use of Instructional Rooms (OR) file must be submitted after the Physical Structure Inventory (PS) file, the Area Inventory (AI) file, and the Course Section Schedule (CS) file have been edited with zero errors and loaded onto the database. Every structure identified in the Other Use of Instructional Rooms (OR) file must have a corresponding record in the Physical Structure Inventory (PS) file. Every area identified in the Other Use of Instructional Rooms (OR) file must have a corresponding record in the Area Inventory (AI) file.

Data Fields

Fields	Field Attributes and Procedures	Data Format
Campus	Enter a code from Institution/Campus Codes.	Alphabetic 4 characters Columns 1-4
Structure Identifier	Enter the institution-assigned structure identifier.	Alphanumeric 20 characters Columns 5-24
Addition Identifier	Enter the institution-assigned addition identifier or NA (not applicable).	Alphanumeric 20 characters Columns 25-44
Area Identifier	Enter the institution-assigned area identifier.	Alphanumeric 20 characters Columns 45-64
Activity	Enter a code from Activity Codes.	Alphabetic 2 characters Columns 65-66
Daytime Hours	Enter the total number of daytime hours during the entire term that the activity occurred in this location.	Numeric 4 characters Columns 67-70
Evening Hours	Enter the total number of evening hours during the entire term that the activity occurred in this location.	Numeric 4 characters Columns 71-74
Nighttime Hours	Enter the total number of nighttime hours during the entire term that the activity occurred in this location.	Numeric 4 characters Columns 75-78
Weekend Hours	Enter the total number of weekend hours during the entire term that the activity occurred in this location.	Numeric 4 characters Columns 79-82
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 83

Definitions and Descriptions of Data Fields

Note: In addition to reviewing these definitions and descriptions, data reporters should review the case law page to understand reporting requirements.

Campus: This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution.

Structure Identifier: This institution-assigned identifier uniquely identifies the structure in which the area being reported is located. This identifier must correspond to a code entered in the Physical Structure Inventory (PS) file.

Addition Identifier: This institution-assigned identifier is assigned to areas that are located in building additions. This identifier must correspond to a code entered in the Physical Structure Inventory (PS) file. If the structure is not an addition, enter NA (not applicable).

Area Identifier: This institution-assigned identifier uniquely identifies this area. This identifier must correspond to a code entered in the Area Inventory (AI) file.

Activity: The activity code describes the activity that occurred in this area. No single activity should be grouped into two different activity codes. For example, if the activity could be considered a non-credit educational activity and a community service activity, the activity must be summarized with one activity code: either the non-credit educational activity or the community service activity, but not both. No entry should be made for scheduled credit-related course activity unless the activity is professional level medical instruction, that is not reported in the Course Enrollment (CN) file.

NC - Noncredit Educational Activity: Any noncredit class activity. This includes regional workforce development, continuing education programs, cultural and personal enrichment, health, lifestyle, and recreational programs related to the institution's mission.
AA - Academic Activity: Any noncredit activity associated with campus academic endeavors. This includes conferences, meetings, review sessions, special class presentations, tutoring services, consolidated midterm and final examinations, student orientation, testing, and other similar activities. It also includes activity associated with laboratories or studios such as open laboratory activity (where students may complete assignments outside of class time in an "unscheduled" environment), lab prep, or breakdown.
CS - Community Service: Any activity associated with campus or community organizations.
MP - Medical and Professional: Professional level medical instruction that cannot be reported in the Course Enrollment (CN) file. This would include the following:

    Medical instruction leading to an MD;

    Dental instruction leading to either a DDS or a DMD;

    Optometry instruction leading to an OD Opt;

    Veterinary Medical instruction leading to a DVM;

    Clinical Psychology (Wright State University only);

    Osteopathic Medical instruction leading to a DO.

The following campuses can use this activity code: University of Cincinnati, Ohio State University, Ohio University, and Wright State University.
OA - Other State-funded Higher Education Activity: Use of the room by another State-funded Higher Education institution. This code should be used when a campus lends its room to a different institution for a class. (Note: this code should not be used for co-located campuses lending space to the campus with which they are co-located).

Daytime Hours: For daytime activity (activity between 8:00 a.m. and 3:59 p.m.), enter the total number of hours during the entire term that the reported activity occurred in this location. Do not report weekend activity. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

Evening Hours: For evening activity (between 4:00 p.m. and 11:59 p.m.), enter the total number of hours during the entire term that the reported activity occurred in this location. Do not report weekend activity. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

Nighttime Hours: For nighttime activity (between 12:00 a.m. and 7:59 a.m.), enter the total number of hours during the entire term that the reported activity occurred in this location. Do not report weekend activity. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

Weekend Hours: For weekend activity (between 12:00 a.m. Saturday and 11:59 p.m. Sunday), enter the total number of hours during the entire term that the reported activity occurred in this location. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. If not applicable, enter 0000.

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http://regents.ohio.gov/hei/datasubdoc/facilities/practice/orfile.html
Last updated December 6,2000