Campus-Wide Annual Space Survey
The University of Tennessee is conducting the Annual Verification of Space Inventory. The Office of Space Planning and Utilization conducts an Annual Space Survey to update and maintain the University’s Space Database.
UTHSC is required by both state and federal regulations to maintain accurate inventory of space in all buildings owned and leased by the university. This information is used to request federal research reimbursements, state funding for new construction and renovation projects and is a key component of the Campus Master Plan. Also, The Tennessee Higher Education Commission requests UT to report facilities data for all campuses as a part of the space justification process directly tied to funding. Funding issues tied directly to this data remain an important topic for all UT campuses. Therefore, your careful and accurate work on this project is very important. Meeting this deadline is critical. There are several processes which take place after the departmental data updates.
What is the Space Survey?
The survey collects information such as room type, room usage, room occupants and accounts which fund sponsored research activities for the average functional use throughout the fiscal year. This information is used for financial statement allocations, internal/external reporting and analysis, master planning, facilities maintenance, and logistics.
Why is the Annual Space Survey Important?
The federal and state regulations govern calculations for funding. The Office of Space Planning and Utilization is responsible for maintaining the campus’ comprehensive space management system. The facilities component of UTHSC’s Federal F&A Rate is allocated based on the results of the survey.
What impact will you have?
The quality of your response determines the accuracy and defensibility of the allocation of costs in the F&A Rate Proposal. The final F&A Rate negotiated determines the amount of money recovered by UTHSC to support the current and future resources requirements of the campus’ research enterprise. (If necessary, interviews of the responsible PI and staff within the rooms should be conducted to substantiate the information being reported in the survey.)
Please use the link below to access the instructions and supporting documents which will assist you in the process.
https://uthsc.edu/space-planning/space-survey.php
Training Session:
The training provides surveyors pertinent detailed instructions for adequately completing the space survey process and relationship to funding. Tiffanie Casteel, Program Manager, Space Management Analysis with UT Systems and Andrea Kolen, Director, Space Planning and Utilization, will conduct training sessions and answer questions related to documenting the information required for the survey.
You are highly encouraged to register for the ZOOM Training Session through K@TE at the link below:
- Monday, April 20, 2026 from 9:00am- 11:00am (Zoom Training Session)
If you are not directly responsible for verifying space inventory, please forward this email to the correct individual(s) and let us know who they are. If you are missing rooms or changes are identified to the building, floor, room number or square footage, notify Shuntae Brown, Space Planning and Utilization, Coordinator, via email at sbrown50@uthsc.edu.