OHIO BOARD OF REGENTS

Edit and Load Specifications

Other Use of Instructional Rooms (OR) file
Revised January 10, 2000

Edit Rules for each Other Use of Instructional Rooms (OR) Record

A.	Read the record
B.	If there are non-blank characters beyond the allotted record length for this file
	write Error 035 on edit report file
C.	If the record is blank, do not run edit checks for this file on this record
	write Error 011 on edit report file
D.	If Campus field is not in the inst_campus table
	write Error 001 on edit message file
E.	If Campus field does not correspond to login Institution Code
	write Error 040 on edit message file
F.	If Campus field is in the institution campus table and if a row does not appear in the physical structure inventory table for this Campus field, header year, Structure Identifier field, and Addition Identifier field
	write Error 411 on edit message file
G.	If Campus field is in the institution campus table and not in the borrowing campus column of the Co-located Campus table and Structure Identifier is not LEASEDCLASS and not LEASEDLAB and a row does not exist in the area inventory table for this Campus field, header Year, Structure Identifier field, Addition Identifier field, and Area Identifier field
	write Error 445 on edit message file
H.	If Campus field is in the institution campus table and IS in the borrowing campus column of the Co-located Campus table identify value in lending campus column of Co-located campus table for this borrowing campus. Let this value equal Lending Campus field. and Structure Identifier is not LEASEDCLASS and not LEASEDLAB and a row does not exist in the area inventory table for this Campus field OR Lending Campus Field, header Year, Structure Identifier field, Addition Identifier field, and Area Identifier field
	write Error 445 on edit message file
I.	If Campus Code is in the institution campus table and if a row appears in the physical structure inventory table for this Campus field, header year, Structure Identifier field, and Addition Identifier field and if a row exists in the area inventory table for this Campus field, header year, Structure Identifier field, Addition Identifier field, and Area Identifier field, and Area type for this Area Identifier is not (110 or 210)
	write Error 403 on edit message file
J.	If there is not a row in the activity_codes table for this Activity field and header year
	write Error 426 on edit message file
K.	If Daytime Hours field is not numeric
	write Error 493 on edit message file
L.	If Nighttime Hours field is not numeric
	write Error 494 on edit message file
M.	If Evening Hours field is not numeric
	write Error 499 on edit message file
N.	If Weekend Hours field is not numeric
	write Error 800 on edit message file
O.	If activity code is MP and campus code is not CINC, OHSU, OHUN or WSUN
	write Error 879 on edit message file.
P.	If Delete Switch is not Y and not N
	write Error 013 on edit message file
Q.	If Delete Switch is Y and there is no row in the other use of instructional room table for this Campus field, submission Year, Structure Identifier field, Addition Identifier field, Area Identifier field, and Activity field
	write Error 427 on edit message file
R.	If there is more than one record in the data submission file with the same Campus field, Structure Identifier field, Addition Identifier field, Area Identifier field, Activity field and Delete Switch
	write Error 428 on edit message file
S.	If Delete Switch is N and there is a row in the other use of instructional room table for this Campus, submission Year, Structure Identifier, Addition Identifier, Area Identifier, and Activity Code
	write Error 486 on edit message file

*header year = year in the header record.

Summary Edits

Note: The summary edits are performed only after the primary edits have yielded zero errors for all records in a file submission. The scope of the summary edit statistics consists of the net effect of this OR file and those already loaded on the database for this institution and year. That is, include inserts in the calculation and exclude deletes.

Individual Room Record Errors

A. All Room Record Edits for Institutions with term code Q are similar in structure to this edit

A.Similar records will refer to this table.

A1	If, in the acadademic calendar table, the term code is Q for this Institution code (header), header year, Autumn Term
A2	Then for every occurrence of campus, header year, physical structure identifier, addition identifier, area identifier extract from the room utilization table, the room day use. Multiply room day use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 10 to obtain how many hours the room was in use for the entire term.
A3	Then extract the room irregular daytime use column (also in room utilization table). Multiply room irregular daytime use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 10 to obtain how many hours the room was in use for the entire term. Add the result of A2 and A3 to obtain the CS calculated hours.
A4	THEN, in the OR submission file and in the other use of instructional room table, sum total daytime hours (in submission) and daytime hours number (in table) for every occurrence of Campus field, header year, Structure Identifier field, Addition Identifier field, Area Identifier field (and corresponding columns in table).
A5	Add to that product CS calculated hours to get total calculated hours.
A6	If total calculated hours is more than 400 write Error 880 on edit message file

B. If, in the acadamic calendar table, the term code is Q for this Institution code (header), Year, Term perform the remaining steps of summary edit A (now for evening hours, nighttime hours, and weekend hours) making the following substitutions:

For calculation of Evening Hours Nighttime Hours Weekend Hours

In step A2 In place of room daytime use use room evening use Use room nighttime use use room weekend use

In step A3 In place of room irregular daytime use Use room irregular evening use Use room irregular nighttime use use room irregular weekend use

In step A4 in place of daytime hours (in submission) and daytime hours number (in table) use evening hours (in submission) and evening hours number (in table) Use evening hours (in submission) and night hours number (in table) use evening hours (in submission) and weekend hours number (in table)

In step A6 in place of Error 880 use Error 881 use Error 882 use Error 883
AND
in place of 400 use 480

C. All Room Record Edits for Institutions with term code S are similar in structure to this edit

A. Similar records will refer to this table.

B1	If, in the academic calendar table, the term code is S for this Institution code (header), Year, Term
B2	Then for every occurrence of campus, header year, physical structure identifier, addition identifier, area identifier extract from the room utilization table, the room daytime use. Multiply room daytime use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term.
B3	Then extract the room irregulardaytime use column (also in room utilization table). Multiply room irregular daytime use (which is a percentage) by 40 to obtain sum of total hours that the room was in use. Multiply the sum of total hours by 15 to obtain how many hours the room was in use for the entire term. Add the result of A2 and A3 to obtain the CS calculated hours.
B4	THEN, in the OR submission file and in the other use instructional room table, sum total daytime hours (in submission) and daytime hours number (in table) for every occurrence of Campus field, header year, Structure Identifier field, Addition Identifier field, Area Identifier field (and corresponding columns in table).
B5	Add to that product CS calculated hours to get total calculated hours.
B6	If calculated hours is more than 600 write Error 880 on edit message file

D. If, in the academic calendar table, the term code is Q for this Institution code (header), Year, Term perform the remaining steps of summary edit A (now for evening hours, nighttime hours, and weekend hours) making the following substitutions:

For calculation of Evening Hours Nighttime Hours Weekend Hours

In step B2 in place of room daytime use use room evening use use room nighttime use use room weekend use

In step B3 in place of room irregular daytime use use room irregular evening use Use room irregular nighttime use use room irregular weekend use

In step B4 in place of daytime hours (in submission) and daytime hours number (in table) use evening hours (in submission) and evening hours number (in table) use evening hours (in submission) and night hours number (in table) use evening hours (in submission) and weekend hours number (in table)

In step B6 in place of Error 880 use Error 881 use Error 882 use Error 883
AND
in place of 600 use 720

If 0 errors were produced in Individual Room Record Errors, proceed with the following edits.

Submission Records

The purpose of this table is to summarize the number of Other Use of Instructional Rooms (OR) rows that have been loaded on the database for this institution and year.

Total Number of Rows on Database after Load

Number of Rows on the Database before Load

Number of Rows to be Added by this Submission

Number of Rows to be Deleted by this Submission

Description of Variables in Table:

Total Number of Rows on Database after Load:

Sum the number of OR submission file inserts with the number of OR records already loaded to the database for this year from previous OR file submissions; subtract the number of submission file deletes.

Number of Rows on the Database before Load:

Sum the number of OR records already loaded to the database from previous OR submissions for this institution and year.

Number of Rows Added by this Submission:

Sum the number of inserts in this submission.

Number of Rows Deleted by this Submission:

Sum the number of deletes in this submission.

All Activity Utilization Statistics by Campus

This table summarizes the utilization statistics for each classroom or laboratory reported in the Area Inventory (AI) file. The table shows the percentage of time for activity type during categories of time. Scheduled Course (Credit) Activity and Irregular Activity data are drawn from the course schedules reported in the Course Section Schedule (CS) file. For explanation of table attributes, see definitions below table(s). There is a table for classrooms and a table for labs.

Campus Code: XXXX

Classrooms (Area Type 110)

Available Classrooms: XXXX

Hours Range Scheduled Course Section (Credit) Activity Irregular
Activity
Non-Credit Educational Academic Activity Community Service Activity Medical and Professional Activity Total

Daytime Hours

Evening Hours

Nighttime Hours

Weekend Hours

Campus Code: This is a four-character campus code associated with each campus of an institution for which data exists.

Available Classrooms: Sum the number of rows in the Area Inventory table for each Campus and this year where the Area type code is 110 and the Function code is not 30, 70, 81, 82. (Each area meeting these conditions is an Available Classroom). Print Total. These Available Classrooms will be used in calculations below.

Scheduled Course Section (Credit) Activity Column:

Percent Daytime Weekday Use:

1. For each Available Classroom, determine rooms that are in use between 0800 and 1559 Monday, Tuesday, Wednesday, Thursday, and Friday using the following rule (a table will need to be created for this process):

If, in the crse_sect_sched table for this year or in the submission file, the room is scheduled for 15 or more minutes within each half-hour period count that available classroom as in use. Count each room-minute combination only once. Consider the following examples:

Two classes meet at different times in the half-hour period 0800-0830 in Room 101. Class A meets from 0800 until 0810, and Class B meets from 0820 until 0825. Room 101 is in use for 15 minutes in the 0800-0830 half-hour period, and therefore counts as in use for the entire half-hour period.
Class C meets from 0800 until 0814 in Room 102. No other class meets in Room 102 during the 0800-0830 half-hour period. Room 102 is not in use from 0800-0830.
Two classes meet at the same time in Room 103. Both classes meet from 0800 until 0820. Room 103 counts as in use one time from 0800 until 0830. Conversely, if both classes meet from 0800 until 0810, the room does not count as in use (since it is in use under 15 minutes).
Class A and Class B overlap during a half-hour period in Room 104. Class A meets from 0800 until 0810 and Class B meets from 0805 until 0815. Count begins at the beginning of Class A at 0800 and ends and the end of Class B at 0815. Count equals 15, therefore, the room is in use.

2. Sum the half-hour increments that available rooms are in use between 0800 and 1559 Monday, Tuesday, Wednesday, Thursday, and Friday using the following rules:

If the class begins between 0800 and 1559 and ends after 1559 count only until 1559.

If the class ends between 0800 and 1559 and begins before 0800 begin count at 0800.

3. Sum half-hours to determine Total Hours Classroom Use.

4. Identify the total hours available by multiplying the total number of Available Classrooms by 40 hours to determine Total Hours Classrooms Available.

5. Divide: Totals Hours Classroom Use/Total Hours Classrooms Available.

6. Multiply by 100; print percentage.

Percent Evening Weekday Use:

Use the calculation for Percent Daytime Weekday Use substituting Evening Hours for Daytime Hours. Evening Hours are between 1600 and 2359 Monday, Tuesday, Wednesday, Thursday, and Friday

Percent Nighttime Weekday Use:

Use the calculation for Percent Daytime Weekday Use substituting Nighttime Hours for Daytime Hours. Nighttime Hours are between 0000 and 0759 Monday, Tuesday, Wednesday, Thursday, and Friday.

Percent Weekend Use:

Use the calculation for Percent Daytime Weekday Use substituting Weekend Hours for Daytime Hours. Weekend Hours are between 0000 on Saturday and 2359 on Sunday.

Irregular Activity Column

Daytime Hours

Sum all Irregular Daytime Hours for courses occurring in available classrooms for this Campus and year as indicated by records in the Course Section Schedule table and in the submission file to obtain Total Irregular Daytime Hours.
If in the Academic Calendar table, the Academic Term code for this institution, year, and Autumn term is S, divide the Total Irregular Daytime Hours by 15 to obtain Weekly Irregular Daytime Hours. If in the Academic Calendar table, the Academic Term code for this institution, year and Autumn term is Q, divide the Total Irregular Daytime Hours by 10 to obtain the Weekly Irregular Daytime Hours.
Identify the total hours available by multiplying the total number of Available Classrooms by 40 hours to determine Total Hours Classrooms Available.
Divide: Weekly Irregular Daytime Hours /Total Hours Classrooms Available.

6. Multiply by 100; print percentage

Evening Hours:

Use the calculation for Irregular Hours--Daytime, substituting Evening Hours for Daytime Hours. Evening Hours are between 1600 and 2359 Monday, Tuesday, Wednesday, Thursday, and Friday.

Nighttime Hours:

Use the calculation for Irregular Hours--Daytime, substituting Nighttime Hours for Daytime Hours. Nighttime Hours are between 0000 and 0759 Monday, Tuesday, Wednesday, Thursday, and Friday.

Weekend Hours:

Use the calculation for Irregular Hours--Daytime, substituting Weekend Hours for Daytime Hours. Weekend Hours are between 0000 on Saturday and 2359 on Sunday. FOR WEEKEND HOURS CALCULATION in STEP 4: Divide by 48 and not 40.

Non-Credit Educational Activity, Academic Activity, Community Service Activity, Medical and Professional Activity Columns

activity_code activity_desc

AA Academic Activity

CS Community Service Activity

NC Non-credit Educational Activity

MP Medical and Professional Activity

Daytime Hours:

1. Sum all Daytime Hours in submission file and daytime_hrs in other_use_instr_rooms table for all available classrooms for this Campus and year to obtain Total Daytime Hours for activity code (the edit will be performed for each activity code)

2. If in the Academic Calendar table, the Academic Term code for this institution, year, and Autumn term is S, divide the Total Daytime Hours by 15 to obtain Weekly Daytime Hours. If in the Academic Calendar table, the Academic Term code for this institution, year and Autumn term is Q, divide the Total Daytime Hours by 10 to obtain the Weekly Daytime Hours.

3. Identify the total hours available by multiplying the total number of Available Classrooms by 40 hours to determine Total Hours Classrooms Available.

4. Divide: Weekly Daytime Hours/Total Hours Classrooms Available.

5. Multiply by 100; print percentage

Evening Hours:

Use the calculation for Daytime Hours, substituting Evening Hours for Daytime Hours.

Nighttime Hours:

Use the calculation for Daytime Hours, substituting Nighttime Hours for Daytime Hours.

Weekend Hours:

Use the calculation for Daytime Hours, substituting Weekend Hours for Daytime Hours. Weekend Hours are between 0000 on Saturday and 2359 on Sunday. FOR WEEKEND HOURS CALCULATION in STEP 4: Divide by 48 and not 40.

Campus Code: XXXX

Classroom Laboratories (Area Type 210)

Available Laboratories: XXXX

Hours Range Scheduled Course (Credit) Activity Irregular
Activity
Non-Credit Educational Academic Activity Community Service Activity Medical and Professional Activity Total

Daytime Hours

Evening Hours

Nighttime Hours

Weekend Hours

Campus Code: This is a four-character campus code associated with each campus of an institution for which data exists.

Available Laboratories: Sum the number of rows in the Area Inventory table for each Campus and this year where the Area type code is 210 and the Function code is not 30, 70, 81, 82. (Each area meeting these conditions is an Available Laboratory). Print Total. These Available Laboratories will be used in calculations below.

Using Available Laboratories, instead of Available Classrooms, follow specifications for classroom table above.

Return to Facilities Files

http://regents.ohio.gov/hei/facilities/oredit.html
Last updated January 10, 2000

For calculation of		Evening Hours	Nighttime Hours	Weekend Hours
In step A2	In place of room daytime use	use room evening use	Use room nighttime use	use room weekend use
In step A3	In place of room irregular daytime use	Use room irregular evening use	Use room irregular nighttime use	use room irregular weekend use
In step A4	in place of daytime hours (in submission) and daytime hours number (in table)	use evening hours (in submission) and evening hours number (in table)	Use evening hours (in submission) and night hours number (in table)	use evening hours (in submission) and weekend hours number (in table)
In step A6	in place of Error 880	use Error 881	use Error 882	use Error 883 AND in place of 400 use 480

Hours Range	Scheduled Course Section (Credit) Activity	Irregular Activity	Non-Credit Educational	Academic Activity	Community Service Activity	Medical and Professional Activity	Total
Daytime Hours
Evening Hours
Nighttime Hours
Weekend Hours

activity_code	activity_desc
AA	Academic Activity
CS	Community Service Activity
NC	Non-credit Educational Activity
MP	Medical and Professional Activity

Hours Range	Scheduled Course (Credit) Activity	Irregular Activity	Non-Credit Educational	Academic Activity	Community Service Activity	Medical and Professional Activity	Total
Daytime Hours
Evening Hours
Nighttime Hours
Weekend Hours