Space Survey FAQs
Common questions related to the Annual Space Survey.
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What if I am both the Respondent and Approver?
Use the Approver or Respondent view to edit your spaces. When all edits are complete you may change your survey status to “Approved” and skip the “Submitted for Review” status.
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What do I do if a room no longer exists?
Please let us know by typing a note in the notes section of the survey located on the Confirmation tab.
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Can I add someone as a Respondent to a specific organization?
Please fill out the form found on our website to request access. Please make sure surveyors are only choosing the checkbox for Survey Respondent and no other role. Otherwise, your request may not be approved.
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Can there be multiple Respondents for a survey?
See previous question regarding adding Respondents.
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I don’t see the Required Questions when I click on my record from the list.
To see the required questions in red, please make sure you have clicked on the edit button to open editing capabilities, including required questions.
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How do I add Favorites so I can more easily access specific pages?
Simply click on the star beside the view you would like to favorite.
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How do I reassign an organization for a space?
Unfortunately, there is no mechanism for reassigning space this year. You may answer “no” to the question “Organization Correct?” and add a proposed organization but this does not reassign the record immediately. If you need assistance or have concerns about this process, please contact us.
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I’m the Approver and I already submitted my survey to the Administrator, but I need to make a change. Can I still make an edit?
Yes, provided the Administrator has not locked the survey.
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My room already contains some information such as station count, responsible person, PI(s), functions, or supported rooms information. Where did this information originate?
Some items of information may carry forward each year either from the previous year’s space survey or from updates made throughout the year. Please make sure to validate or update any information listed on your survey. The accuracy of the information depends on your effort.
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My occupant is paid 100% from Sponsored Research funds. Would it be better for the University if we enter the function of 100% Sponsored Research in their office instead of using salaries and wages of everyone in the division?
The University has chosen to code the function of offices based on the total salaries and wages of the department or division listed in the room. This is an alternate methodology the Federal Government allows us to use for certain room types to make the survey a little less cumbersome. As such, this methodology must be used for all of the same room types. We cannot treat one office differently than another. We have analyzed this methodology and have determined overall, it is beneficial to UAB.
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If a space was occupied for part of the year only, should it be coded as vacant?
No. Please do not code any space vacant that was in use at any point during the Fiscal Year.
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Our org shares a space with another org - how does this affect the survey?
The Administrator (Cost & Space Analysis) is responsible for splitting the org percentage. You can see if your space is shared by looking at the Room Percentage in your list. If it is anything less than 100%, it is shared with another org(s).
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There are occupants in my space that I am not familiar with - should I delete them?
If you are sharing a space with another organization, their occupants (and conversely your occupants) will show up in your survey. Do not delete another org's occupants if you continue to share that space. That will delete for the other org as well.