Why do we survey space?
Federal regulations, primarily 2 CFR Part 200 (Uniform Guidance), require MIT to inventory and evaluate the functional use of Institute space at least biennially. This survey determines the portion of Institute space allocable to MIT’s sponsored programs.
Space, and its survey-determined functionalization, is the basis for the allocation of the majority of MIT’s facilities cost pools. The accuracy and timeliness of space inventory information is a critical element in MIT’s recovery of space-related indirect research costs from federal and private research sponsors annually.
What space do we survey?
MIT's space survey is designed to capture the following specific space information:
- Research Laboratory Spaces:
- % sponsored research activity
- % other sponsored activity
- % non‐sponsored activity
- Administrative HQ Spaces: all rooms used by the departments, labs, and centers (DLCIs) for administration of the DLCI
- HHMI Spaces: all rooms occupied by HHMI Investigators
Rooms not surveyed include:
- Laboratory Support Spaces: allocation is based on the average % information provided for Laboratory space
- Classrooms/Teaching Laboratories: allocation is 100% instruction
- Other Rooms (offices, conference rooms, etc.): allocation is based on the DLCI's split of direct charged salaries and wages (S+W) Sponsored Research/Other Sponsored Activities/Instruction
Who participates in the space survey?
The space survey is a joint effort of the Office of the Vice President for Research (VPR), the Office of Campus Planning (OCP), and the various DLCIs.
- DLCI administrators actually perform the space survey and determine the allocation percentage of space usage & methodology, with guidance/support from VPR and OCP.
- OCP maintains the institute’s space inventory and space inventory system. Prior to the kick‐off of the space survey, they will have reviewed their records and conducted extensive fieldwork to ensure that the inventory is as up‐to‐date as possible.
- VPR coordinates the communication of the space survey, reviews DLCI responses for reasonableness, and approves DLCI responses for finalization in the OCP Institute’s space inventory system (Techspace). Once the survey is complete, OCP will provide a copy of the updated space inventory to VPR for incorporation in F&A rate calculations.
What data/tools are necessary for surveying space?
Survey respondents might find the following resources helpful in completing the space survey
- DLCI space maps/floorplans (Techspace)
- Workpapers/notes from prior surveys
- Knowledge of DLCI renovations/space changes
- Knowledge of room occupants and their funding sources (used to determine method of allocating space)
How is space surveyed?
Administrators should follow the general procedures and guidance for the space survey.