1. Yale University Space Survey Relationship to Facilities and Administrative Rate (F&A) Calculation FY08 Base Year Anne Navin, Assoc. Director YSM Financial Operations Ext. 7-2269 Brown Bag Series March 13, 2008

2. 2 Yale University Space Survey Goals and Timeline for the FY08 Survey YSM Pilot Training and Space Update completed for YSM Business Office Staff Summer/Fall 2007. FY08 is the base year for the new F&A rate calculation. April 2008 – all University business offices will attend training sessions. May – Mid June 2008 – all University business offices will be required to update space information.

3. 3 Yale University Space Survey Required Data for Space Update PI Name PI Title List of Employees Assigned to Each PI Funding for Employee Salaries List of Awards taking place in PI’s space List of Lab Suites and Other Rooms Assigned to Each PI (Note that offices will not be coded, with the exception of coding YSM offices for clinical activity)

4. 4 Yale University Space Survey Space Survey Musts Interviews with Knowledgeable Departmental Personnel Access to Floor plans Organized Research and Other Account Information Survey Definitions Space Function Review Tool- includes employee lists, funding sources, and room data Personal Knowledge

5. 5 Yale University Space Survey Types of Rooms - To be Coded Lab Suites including Labs Lab Support rooms, for example Tissue Culture Cold Rooms Lab Storage Lab support rooms shared by several PIs Patient Care Suites

6. 6 Yale University Space Survey Examples of Funding and Coding Type of funding Space function coding DoD, NSF, NIH Research Awards = Organized Research (10) NIH Fellowships/Training Grants = Organized Research (10) Dept Funded Research/Teaching = Instruction/Dept. Research (12) Dowry – Dean funded = Instruction/Dept. Research (12) Sponsored Community Service = Other Sponsored Activities (14) GA for Business Office Activity = Dept./School Administration (22) Patient Care Revenue = Clinical Activities (50) HHMI = Non-Yale (70) Visiting Faculty funding from their home institution = Non-Yale (70)

7. 7 Yale University Space Survey Sample Workplan The way to “think” through the answers is: Who occupies the suite or room? Identify all occupants, paid and unpaid, that have occupied the room during the year. How are they funded for the work they do in the suite or room? Are there any unpaid occupants in the room, e.g. unpaid students, visiting scholars not paid by Yale, HHMI investigators paid by HHMI? Relative to one another, how much time is spent by each person in the suite or room? (e.g., PIs and Grad Students may spend less time than Technicians. PIs are involved in other activities such as teaching, and Grad Students may also be in class.)

8. 8 Yale University Space Survey Research Lab Suites First instinct is 100% 10- Organized Research, but ….. Are some individuals working in the lab suite funded from awards that are GA funds, e.g. lab set-up funds or seed money? Are other activities taking place in the lab suite that are not part of an organized research project? Are there any unpaid occupants in the lab suite? Answering “Yes” to these questions is perfectly acceptable, it just means we should not code the room 100% Organized Research.

9. 9 Yale University Space Survey Lab Suites – Students and Post-Docs When graduate and undergraduate students and post-docs occupy lab suites, consider how they are funded for the work they do in the lab suite Also account for thesis work, code as 12-Instruction & Departmental Research unless the thesis work is being funded by a sponsored research award. If a student is funded through a research grant, code his/her space as function 10-Organized Research If a student is funded through a research training grant, also code his/her space as function 10-Organized Research If a student is funded by GA, code his/her space as 12-Instruction & Departmental Research. If a student is not paid, also code his/her space as 12-Instruction and Departmental Research.

10. 10 Yale University Space Survey Lab Suites - Students and Post-Docs Coding Example Two occupants, one MD/PhD and one post-doc, work in a research lab suite. (Note that lab suites will typically house a research team, not two FTEs.) Post-doc is 100% funded by NIH research award QRS. MD/PhD works one day per week in the lab suite doing organized research. The MD/PhD is funded from NIH Research Award QRS. Answer: 100% Organized Research only if the MD/PhD is not using the space for activities other than research.

11. 11 Yale University Space Survey Lab Suite - Students and Post Docs Coding Example If the MD/PhD is funded by other department funds, then an adjustment has to be made to account for Instruction: For example: 83% Organized Research, 17% Instruction & Departmental Research

12. 12 Yale University Space Survey  Professional judgement is the key; “exact science” is too complex.  The suite or room should be surveyed by an individual with knowledge of its use and occupants.  Survey based on total FY2008 usage.  Visiting Professors and Emeritus Faculty are not Organized Research unless source of funding is from sponsored research awards made to Yale. Important Considerations - General

13. 13 Yale University Space Survey  Seed money and department funded research are not Organized Research. They are space function = Instruction and Departmental Research.  Pay special attention to Graduate Research Assistants, Students in the space, how and whether they are funded and how much time they spend in the suite or room. Important Considerations - Funding

14. 14 Yale University Space Survey  If space is inactive for 12 months of the year, code as space function = Inactive. If space is used for a partial year, code according to use.  Internal Service Providers  Routine Service Centers – code based on client billings  Specialized Service Centers – code as space function = Other Institutional Activity  YARC space - code based on special HHS rules  F&A Working Group will assist with this coding. Important Considerations – Special Circumstances

15. 15 Yale University Space Survey What you need to do -  Attend training sessions  Carefully review space coding instructions and functional definitions.  Use space function data materials supplied by YSM Fin Ops or GCFA (PI, FTEs, FTE salary funding sources, Space data) to inform space function coding.  Make liberal notes to document calculation process for future review with F&A working group, Yale consultants and federal rate negotiators. Space Function Wrap Up

16. 16 Yale University Space Survey Contacts – F&A Working Group Central Campus Tom Jackson 2-3072 Pauline Fagan 6-4945 YSM Anne Navin 7-2269 Mark Womer 7-1028