OHIOBOARD OFREGENTS

To:  Facilities Data Reporters, Facilities Planners, and Fiscal Officers

cc:  HEI Liaisons

From:  Stephanie McCann, Assistant Director, HEI
           Michael Long, Analyst, Facilities Data Area

Date:  September 21, 2000

Re:  Facilities Utilization Workshop
 

We hope you all have had a nice summer. We have rescheduled the facilities utilization workshop that was originally scheduled for May.  It will be held on Friday, November 3, 2000 from 10:00 a.m. to 3:00 p.m. at the Ohio Board of Regents.  For more information about the workshop, visit the workshop home page at: http://regents.ohio.gov/hei/utilizationworkshop.html.

Many of you had registered for the May workshop. I have attached a copy of the RSVP list from our May registration. If your name is on the list, we would like for you to confirm the status of your attendance.  Please send an email to Michael Long at mlong@regents.state.oh.us letting him know whether or not you plan to attend the November consultation.

If you have not yet registered for the workshop and are a user of facilities data, please visit the HEI Utilization Workshop Web page located at http://regents.ohio.gov/hei/utilizationworkshoprsvp.html.

Please RSVP no later than Friday, October 27, 2000.

We look forward to seeing you in November!
 

Subject:                1999 Facilities Files
    Date:                Thu, 18 Nov 1999 16:35:10 -0500
   From:                Jackie Seevers <jseevers@regents.State.OH.US>
 Organization:      Ohio Board of Regents
        To:                facilities_reporters@hei.regents.State.OH.US
       CC:               Harold Horton <hhorton@regents.State.OH.US>
 
 

Hello facilities data reporters:

I am writing to remind you about the facilities edit windows and to tell you about a few changes in the facilities data area files.

The Physical Structure (PS), Area Inventory (AI) and Course Section Schedule (CS) edit windows will open on December 10, 1999 and close on February 4, 2000. The Other Use of Rooms (OR) file is also due this year and the edit window will open on March 1, 2000 and close on April 15, 2000.

If you intend to change your campus' physical structure identifiers or addition identifiers we will need the change reported in the Identifier Change (ID) File. The ID File Data Submissions Document is located at http://regents.ohio.gov/hei/datasubdoc/facilities/production/idfile.html

Also, there is a slight change in the Other Use of Rooms file (OR), but this change only affects medical schools (Ohio State University, Ohio University, University of Cincinnati, and Wright State University).  A few medical schools called during the last reporting cycle to inform me that there were several
instructional classrooms and laboratories that they could not report utilization on because they were mostly (over 50%) dedicated to medical enrollments. As you know, a course identifier and section must be reported in the Course Enrollment file (CN) before the course identifier and section can be reported in the Course Section Schedule (CS) file. You October 4, 2005 therefore their space utilization would be too low if they could not input CS records for spaces with no matching CN. So that medical schools will be able to report some utilization on their instructional classrooms and laboratories dedicated to medical enrollments, we have decided to add a degree credit activity code for medical courses in the OR file. OR records do not need a matching CN.  Once again, this change only affects medical schools. The OR Data Submission Document will be updated in the near future to reflect this change.

Finally, an earlier version of the Area Inventory (AI) Data Submissions Document suggested that partial file submissions were available. That is not the case and the document has been revised to note that complete file submissions are required.

HEI does have a download feature to download your campus data from 1998, located on the HEI Home Page at <https://hei.regents.state.oh.us/cgi/HEInet.cgi?$sp_html_hei_download_subm>.

If you have questions or concerns please do not hesitate to contact Mike Long at mlong@regents.state.oh.us or by phone at (614) 644-6859.

Thank you.

Memorandum
Subject:         RE: Facilities edit window
Date:             Tue, 05 Dec 2000 14:00:26 -0500
From:            Michael Long <mlong@regents.state.oh.us>
To:                facilities_reporters@hei82.regents.state.oh.us, liaisons@hei82.regents.state.oh.us

Dear Facilities Data Reporters and HEI Liaisons:

The edit window for the Physical Structure Inventory (PS) and Area Inventory (AI)  files opens December 7, 2000.  The closing date for these files is February 5, 2001.

Please note that we will not be collecting The Course Section (CS) and Other Use of Rooms files for 2000.  These files are now collected in odd years only.

If you have any questions, please contact me at mlong@regents.state.oh.us

Thank You
 

Michael Long,
HEI Facilities and Faculty Analyst
Ohio Board of Regents
65 East State Street, Suite 820
Columbus, Ohio 43215

Memorandum

To: Facilities Data Reporters
      Utilization Workshop Attendees
cc:  HEI Liaisons
From: Harold Horton, Director, HEI
          Stephanie McCann, Assistant Director, HEI
RE: Workshop Notes/Utilization Report/Resubmitting CS and OR

Data Reporters, Utilization Workshop Attendees,

The notes from the November 3rd Utilization Workshop are now available on the Web. You can find the notes at:
http://regents.ohio.gov/hei/datasubdoc/facilities/nov2000workshop.html.

There were a number of important issues raised at the workshop, so I recommend that you review the notes. Also, during the workshop, a number of representatives had specific reporting questions (such as, how to report open lab activity, how to report classes that were scheduled for more than one room, etc.). We have put together a "case law"page that outlines specific reporting requirements for special cases.  The page located at:
http://regents.ohio.gov/hei/datasubdoc/facilities/production/facilitiescaselaw.html.

Please be sure that your reporting of the 1999 Course Section Schedule (CS) file and Other Use of Instructional Rooms (OR) files correspond with the examples on this page.

In addition, please note that in response to the questions that were asked at the workshop, we have made some modifications to the CS and OR data submissions documents. These changes are summarized in the summary of change pages on the Web. Please revisit these documents as you consider whether you need to make changes to your files.

Finally, during the utilization workshop, a Draft Utilization Summary was distributed to the workshop attendees. I've attached a copy of that summary to this email. This summary has the utilization statistics that will be in the utilization report that will be released in February of 2001. When the report is produced, text will accompany these statistics that provides context. Please review the statistics for your institution. If you have questions about the utilization summary, please contact Stephanie McCann at smccann@regents.state.oh.us.

After reviewing the case law page and the attached Draft Utilization Summary, please consider whether you wish to make changes to your institution's CS and OR files. If you do need to make a correction to these files,  please contact Michael Long at mlong@regents.state.oh.us by December 29th. Institutions will be able to make changes beginning now and through the month of January.

Thanks,
 

Stephanie
 

Memorandum

To: HEI Liaisons
      Data Reporters
      Advisory Committee Members
From: Harold Horton, Director, HEI
          Stephanie McCann, Assistant Director, HEI
RE: 3 New HEI Features

Liaisons, Data Reporters, Advisory Committee Members,

I'm writing to introduce three new features that have been recently added to the HEI Web pages. First, the HEI File Submissions Schedule Query can now be reached via a link at the bottom of the File Submission Schedule Request page (located at: http://hei.regents.state.oh.us/cgi-pub/subschedule). We developed
this query in response to requests from campus liaisons. In particular, we heard from some liaisons that they would like a facility that would provide a single page with all of the submission dates for files. Such a facility would keep representatives from having to print out a different page for each data area by using the regular submission schedule page. Using the new File Submission Schedule Query, you can now select all data areas for which you would like to see edit window dates and the information is returned to you in a single page.

Second, we have recently added the Faculty Demographics query to the Restricted Queries page. Those of you who have access to the HEI restricted queries can now run queries on Faculty Demographics (FD) data.

Third, and finally, we have added a second facilities utilization query to the Restricted Queries page. This query is called Facilities Utilization--All Activity. Using this query, campus representatives (with restricted query access) can run utilization statistics for their own institution. The query uses the formula that we will be using in the utilization report in February. We hope that you will find it useful for running statistics by building or room.

If you have questions or feedback regarding any of these new features, please contact me at smccann@regents.state.oh.us.
 

To:  "facilities_reporters@hei.regents.state.oh.us" <facilities_reporters@hei82.regents.state.oh.us>, "liaisons@hei.regents.state.oh.us" <liaisons@hei82.regents.state.oh.us>

CC:
               Stephanie McCann <smccann@regents.state.oh.us>,
               Rich Petrick <rpetrick@regents.state.oh.us>,
               Clyde Eberhardt <eberhart@regents.state.oh.us>,
               Harold Horton <hhorton@regents.state.oh.us>,
               jseevers@regents.state.oh.us,
               Kyle Gephart <kgephart@regents.state.oh.us>
 

Dear Facilities Data Reporters & Campus Liaisons,

Please be reminded that we will be running the aged space calculation for 2001 based on the information from the 2000 Physical Structure (PS), and the Area Inventory (AI) files.  The aged space calculation is used to help determine the distribution of capital dollars. We will begin to run the aged space calculation shortly after February 5th. Therefore, it is important that you have your PS and AI files loaded by the February 5, 2001 closing date.

If you know that you cannot meet this deadline, please contact me immediately at (614) 644-6859 or at mlong@regents.state.oh.us.

Thank you.
 

Michael Long

Memorandum
     RE: Netscape Communicator 6.0
     Date: Thu, 18 Jan 2001
     From: Harold Horton

HEI Contacts:

This is to inform you that some data reporters who are accessing HEI with Netscape Communicator version 6.0 have experienced problems with HEI facilities. Based upon our preliminary investigation of version 6.0, we have discovered some incompatibility issues and recommend that you do not use version 6.0 to access HEI. The preferred web browser is still Netscape Communicator version 4.0 to 4.75.

We will continue to research this issue and will inform all users when version 6.0 can be used to access HEI. For your information the URL for downloading version 4.75 is http://home.netscape.com/download/archive/client_archive47x.html.

Thanks,
Harold Horton
Director, HEI
Ohio Board of Regents
hhorton@regents.state.oh.us

Subject:    Guidelines for HEI file changes and/or additions
        Date:     Fri, 16 Mar 2001 12:31:46 -0500
       From:     Harold Horton <hhorton@regents.state.oh.us>
       To:        "dracl_contacts@hei.regents.state.oh.us" <dracl_contacts@hei82.regents.state.oh.us>

HEI Contacts:

At our last meeting, the HEI Advisory Committee recommended that we post on the web Regents guidelines for HEI file
changes and/or additions. HEI staff began using these guidelines over two years ago, but we are now making them
available on the Web for public access.

You can now access the guidelines from the HEI home page at: http://regents.ohio.gov/hei/guidelines.html.
Please note that we will make every attempt to adhere to the guidelines but there may be certain legislative mandates,
requests or other circumstances that cause a departure from these guidelines. Please also note that we have also
posted a summary of scheduled future and past file changes and/or additions along with the guidelines. Please contact
me at hhorton@regents.state.oh.us if you have any questions or comments.

Thanks.
 

  CC: HEI Advisory Committee,
         HEI Liaisons,
         Chief Instructional Officers

  Date:  June 4, 2001

  From: Harold Horton, Director HEI
            Michael Long, Facilities & Faculty Analyst
            Stephanie McCann, Assistant Director HEI
  RE: Basic Data Series (BDS) Facilities Reports for Fiscal Year 1999

The first set of web-based reports for the Facilities Data Area are now available at:
 http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes
These reports are the first to reflect facilities data reported in the Higher Education Information (HEI) System.  They are the result of a collaborative effort between campus officials and Regents staff. Previous versions used the agency's legacy information system, the Uniform Information System (UIS).  The reports included are intended to be comparable to previous facilities publications of Basic Data Series (BDS).  However, the transition of data collection systems from UIS to
HEI in 1998, included some transition of data elements and eliminated others.  We have provided a summary of major changes to the 1999 Facilities Report below for you to keep in mind when comparing these reports to previous publications.

A summary of the major changes to the BDS Facilities reports include:

1.) Table 1a - There is no column for Book Value because Book Value is no longer collected in HEI.

2.) Table 1b - Condition Status codes in HEI do not correspond directly to Condition Status codes in the previous publications. In this report, Condition Status codes reflect only the physical condition status of buildings. Previously in UIS, condition status reflected both the physical and functional condition status of buildings. For more detail see the definitions in the Physical Structure Inventory (PS) file data submissions document at:
http://regents.ohio.gov/hei/datasubdoc/facilities/production/psfile.html

3.) Table 2 from the previous BDS has no changes.

4.) Table 3 from the previous BDS publication has no changes.

As in the past, the BDS Facilities Reports are presented separately for the four-year universities (main campuses) and two-year campuses (university branches, community colleges, state community colleges, co-located colleges, and technical colleges). Please note that we have added a link that displays statewide totals by sector for each report where it is useful.  The reports can be printed separately or all at once depending on your needs.  The Board of Regents no longer provides hard-copy publications of these reports.

If you have questions or comments about these reports, please contact Michael Long at mlong@regents.state.oh.us.

To: Facilities, Faculty, and Financial Data Reporters

CC: HEI Liaisons

From: Harold Horton, Director, HEI

Stephanie McCann, Assistant Director, HEI

David Smith, Analyst, HEI

Date: May 12, 2003

RE: Facilities, Faculty, and Financial Email Addresses and Welcome David Smith

To expedite our response to your questions regarding facilities, faculty and financial data areas, we have established three new email addresses. When you have questions about any of these three data areas, please send those questions to the appropriate email alias below:

Facilities questions should be directed to hei-facilities@regents.state.oh.us
Faculty questions should be directed to hei-faculty@regents.state.oh.us
Financial questions should be directed to hei-financial@regents.state.oh.us

Please use these email addresses when you have questions about:

Files being edited or loaded
File warnings or errors that you receive
Facilities, Faculty, or Financial queries or query results
Data Input Site
File Submission Schedules
Verification tables
File policy definitions or interpretations
Facilities, Faculty, or Financial Reports

By using these email addresses, we can be sure that your email gets to the appropriate person and that an answer gets back to you quickly.

I also want to introduce David Smith. David is our new analyst for faculty, facilities and financial files. He replaces Michael Long. David previously worked at Columbus State Community College in the IR department. We are very pleased to have him on our staff. He can be reached using any of the email aliases above, at his email address dsmith@regents.state.oh.us or by phone at 614 644-6859.

M E M O R A N D U M

To: HEI Facilities Data Reporters

Cc: HEI Liaisons

From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
David Smith, Analyst, HEI

Date: September 24, 2003

Subject: Update to 1999 BDS Facilities Reports

Normally we do not expect to rerun any BDS report after it has been published to the Web as “final.”

However, there were some large changes made to submissions, after the publication of the 1999 Physical Structure Inventory. These changes resulted in a five million dollar difference to the State Totals for University Main Replacement Values. The anomaly in the BDS made it look like replacement values went down for the state (rather than up) between 1999 and 2001. Because the 1999 data misrepresented replacement values in the state to such a large degree, we had to re-run all of the BDS Facilities reports. The corrected tables are now available in the BDS Report Viewer on the Web at: http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes.

If you have any questions about these reports please contact David Smith at (614) 644-6859 or dsmith@regents.state.oh.us.

To: Faculty, Facilities, and Financial Data Reporters,

From: Stephanie McCann, Assistant Director, HEI

Cc: HEI Liasons

Date: 10/3/2005

Re: New HEI Team Member

I am writing to announce that we have a new analyst responsible for
coordinating the faculty, financial, and facilities data areas.

Our new analyst, Karen Brockway, joins us effective today. Karen has
been working for the past few years in the private sector coordinating
data collection and periodic reports and recently completed her Bachelor
of Technical Management. Her education and technical background will be
of great benefit to HEI. Please join us in welcoming her to our unit.
She is going to begin taking questions and processing files today. We
appreciate your patience as she works through your questions.

David Smith is still with HEI, but has moved over to a different area.
He is now an analyst working on a project in our financial aid area--
the Opportunity Grant project. He will be working with Karen to be sure
that she has all the training she needs to properly process your data.

Karen Brockway can be reached at (614) 644-6859 (yes, that is David's
old phone number) or via email at kbrockway@regents.state.oh.us.

Thanks,

Stephanie McCann

Return to Facilities Questions Page

http://regents.ohio.gov/hei/datasubdoc/memos/genfcmemos.html
Last updated October 4, 2005