Space Audit Review Procedure

Introduction

Texas State University Finance and Support Services (FSS) Planning maintains a university-wide space inventory that contains information related to buildings and rooms. 

This physical space inventory is required by The Texas Higher Education Coordinating Board (THECB). The proper classification of space is critical to the university’s efforts to manage the physical assets and obtain resources from state and federal agencies.

The space audit review process is intended to serve as a planning tool as well as reference for improving productive utilization of space.

Approach

This process is conducted in two stages, Departmental Review, and Building Survey. These stages can run concurrently and are year-round. 

Departmental Review

Planning will contact a department representative and request a list to include the department’s assigned space and occupants by room.  

The Facilities Inventory Coordinator will compare the departmental list of assigned space with the university space inventory, as well as reviewing each location in person, and note any discrepancies.

The Facilities Inventory Coordinator will reconcile and update the university record where appropriate and will submit a current tabular report to the department and the Assistant VP of Financial Reporting and Planning upon completion of review.

Building Survey

Data consisting of a listing of rooms with all current room codes, area, capacity, and unique alpha or numerical designation is verified along with verification of floor plans.

The Facilities Inventory Coordinator will reconcile and update the university record where appropriate and transmit this information to the Texas Higher Education Coordinating Board.