Procedure 6.11.1 Facilities Information and Location Data

System Procedures
 Chapter 6 - Facilities Management

for Board Policy 6.11

Part 1. Purpose

To establish definitions, hierarchy, processes, and requirements for the effective governance of Minnesota State enterprise system data regarding physical space, place, and location.

Part 2. Authority

The Minnesota State Facilities department is the data owner at the enterprise level for Facilities Information described herein for the purpose of aligning enterprise systems, performing analysis, and reporting.

Part 3. Definitions

Facility Information
Refers to the complete, authoritative set of data elements that describe, identify, classify, and document physical locations, structures, and spaces within the Minnesota State system. This includes both system level and local level information needed to plan, operate, report on, and optimize the system’s physical assets.

Facility Information encompasses the official naming, classification, attributes, condition, and spatial characteristics of every real, physical location owned, leased or managed by the system. All data is maintained in either Workday or in the enterprise space management system and governed by systemwide data standards.

Location
A single, logical, data record corresponding to a real physical building or place typically with a geographical address. Within our enterprise system, Location is a structured, validated, physical-site record used to assign workers and assets, support compliance, optimize usage and organize reporting. As one of the core organizational components in the data model, locations are not to be used to assign cohorts or other miscellaneous things.

Location Hierarchy
A structured, multi-level grouping of physical locations that defines how those locations functionally or geographically relate to each other. The location hierarchy levels allow a logical roll-up for reporting, analytics, business processes, and security. The Minnesota State Location Hierarchy is as follows:

  • Entity - Minnesota State Colleges and Universities system, as established on July 1, 1995, by the legislature.
  • Region - A functional area with shared characteristics relevant to aligning space or course management with organizational strategy and service delivery.
  • Institution - A degree-granting organization with a distinct mission, separate governance, its own faculty and administration, and academic offerings that exist on one or more campuses. Synonymous with Company in the enterprise data field.
  • Campus - The primary collective area, buildings, and grounds owned by and associated with a specific Minnesota State college or university providing a wide range of academic programs and services. Minnesota State colleges and universities’ permanent campus locations are recognized by the Board of Trustees in policy 1A.11 College and University Names and Permanent Locations.
  • Building - A distinct, permanent physical structure where a college or university provides specific programs or services. To be classified as a building, it must be constructed on a foundation with footings and be tangible in nature (as opposed to virtual or conceptual constructs). The construction or significant alteration of a building typically requires a valid building permit issued by the appropriate regulatory authority, ensuring compliance with applicable codes, zoning laws, and safety standards.
  • Room - A discrete unit of space that serves a specific function or purpose with identifiable attributes. Room types are defined by Minnesota State’s room types derived from 2006 National Center for Education Statistics – Postsecondary Education Facility Inventory and Classification Manual (FICM).
  • Attribute - A data field or metadata tag that provides specific information about an element that enables analysis of, and reporting by adding, specific context and meaning to raw spatial information.
Location Date Hierarchy
Entity Minnesota State Colleges and Universities
Institution Colleges and Universities (33) Affiliated Locations (Shared Systemwide)
Campus Campuses (54) listed by City Name Virtual Leases Facility Use Agreements
Building Non-Buildings Buildings Online - All Institutions Leased Building Sites (High Schools, Hospitals etc)
Room Fields / Parking Lots / Tunnels Rooms - Rooms Rooms or Site
Attribute FICM Code, ASF, Seats, Use Flags - FICM + Lease Details Facility Use Details

 

Alternative Location
A physical facility that is geographically separate from the main campus but under the same institutional management where instruction or distance learning takes place but lacks the full range of educational programs and services. A term used by the Higher Learning Commission and is synonymous with Site.

Site
Any location that is visually and geographically separate from a campus that requires transportation to reach. Sites are typically leased and used for specialized purposes such as hosting classes, outreach initiatives, or administrative functions. Sites may have more than one building.

Center
A secondary location associated with a campus but providing a more focused set of academic or service functions. Centers may host specialized programs, workforce training, outreach, or limited instruction, but they do not offer the full set of services found on a campus. Key characteristics: subset of instructional or service offerings, smaller and more specialized than a campus, often affiliated with, or administered by, a main campus.

Building Classification
Categories used to differentiate traditional buildings from non-traditional buildings. Classifications support flexible space planning, reporting, and instructional delivery across diverse environments. Building classifications include:

  • Permanent - A permanent structure is a built environment designed for long-term use and occupancy, typically constructed with durable materials affixed to a foundation and assigned an address. These structures are fully enclosed, meet applicable building codes, and generally require formal permits for construction. They are intended to provide shelter, functionality, and infrastructure for a wide range of activities, including instruction, administration, or operations. Examples include academic buildings, offices, laboratories, stadiums and other facilities with integrated heating, cooling, and utility systems.
  • Semi-Permanent Structure - A semi-permanent, open-sided structure is a freestanding or attached physical shelter that is smaller and less complex than a building. It typically features one or more open or partially open sides, which may be screened or covered with lightweight materials. These structures may include elements such as footings or anchoring systems. While they may offer moderate temperature regulation through portable devices like fans or space heaters, they are not considered heated or cooled. Common examples include gazebos, pergolas, pavilions, open covered walkways, sheds, and shelters used for recreation, shade, or utility.
  • Outdoor Use Area - An unstructured physical location refers to a designated geographic area used for instructional, recreational, or operational purposes that lacks a built or enclosed structure. These locations are typically outdoors and may include spaces such as athletic fields, parking lots, courtyards, or open grounds. While they are physically accessible and may be equipped with minimal infrastructure (e.g., lighting, signage, or seating), they do not contain permanent buildings or shelters and are not enclosed environments.
  • Virtual Instructional Location - A virtual instructional location refers to a non-physical, digital environment designated for the delivery of a course or training session. This type of location does not exist in a tangible space but is accessed through internet-connected devices. The most common descriptor for such a location is “online.” It may include platforms such as learning management systems (LMS), video conferencing tools, or other web-based applications. While it lacks a physical address, it functions as the official venue for instructional activities, communication, and resource sharing.

Building Status
For this procedure, building status indicates a level of utility and operational activity. The types of Building Status are defined as follows:

  • Active - A building is utilized and regularly occupied with all or most systems and services fully maintained.
  • Inactive - A building that is unoccupied; utilities, systems and services are adjusted to maintain the facility’s existing condition and prevent damage to property, fire and security camera systems are operational and the building is secured. It is possible that the building may become operational in the future.
  • Decommissioned - A decommissioned building is unoccupied, and all utilities are shut off; fire suppression system has been drained, local authority having jurisdiction has been notified, and informational signage is posted. It is anticipated that the building will be disposed.

Space Use
Space use is the FICM-based classification of a room or area based on its primary function, as determined by how the space is designed, equipped, and actually used. Space use categories ensure consistent inventory, reporting, and comparison of campus facilities across the system and with national higher education standards.

Structure
A minor accessory facility that does not meet all the criteria for a Building. Examples include parking huts, bus shelters, pergolas, temporary storage containers, dugouts, etc.

Room capacity
The number of students and faculty or staff that can be accommodated in a room as represented by the actual number of seats. Room capacity differs from the occupant load of a room which is defined in building code as the allowable number of people per square foot. Room capacity may never exceed the occupant load, but it’s possible that the calculated occupant load may exceed the room capacity.

Part 4. Requirements

Subpart A. Standards
Facilities information will be tracked and maintained at the system level on an enterprise space management platform administered by Facility Data Owners within the Minnesota State Facilities Department. The platform will track and maintain at the system level the following: official names and addresses of institution, campus, site, alternative locations, building, and room; gross square feet (GSF) and net assignable square feet (NASF); real estate records; facility condition assessments (refer to 6.11 Facility Management and Operations).

Facilities information to be tracked and maintained at the local level include the following: space allocation, space classification, accessory structures, electronic floor plans, space capacity, workstations, hours of operation, and primary space function, and others as needed.

All square footage will be inventoried and classified based on the Minnesota State FICM codes. Physical locations shall exist only once in the enterprise space management platform. Only real spaces within buildings or places on campus grounds will be managed and tracked in the enterprise system. The standard taxonomy for naming buildings, rooms, and other spaces must be followed.

Subpart B. Location Hierarchy
WorkDay and other enterprise systems (e.g. space management, room scheduling, emergency communications, lease management) rely on uniformly maintained and structured data. Our systems rely on a specific organizational hierarchy to effectively manage the large portfolio of assets as a system. The Location Data Hierarchy is defined and outlined earlier in this procedure.

Subpart C. Facility Data Coordinator
Each institution must designate at least one and up to two Facility Data Coordinator (FDC) to act as the institutions’ location Data Steward. The FDC is an institution-level role responsible for space classification and facilities data to ensure accuracy, compliance, and effective utilization of physical assets. Acting as the primary liaison with Minnesota State, the FDC maintains records of space use, validates data before term builds, and applies Minnesota State FICM standards. The role includes approving changes to space assignments, initiating changes impacting room function, and supporting campus planning with accurate data. Collaboration spans academic scheduling, facilities operations, Information Technology, and safety teams. FDC’s must participate in space management and data classification training provided by Minnesota State.

Subpart D. Changes to Facility Information
Changes to system level Facility Information must be initiated by the Facility Data Coordinator through the Minnesota State Service Portal ticketing system. Space audits that validate the Facility Information shall be conducted by each institution at a minimum of every three years. Temporary changes (moves) that impact students and academic scheduling should also be submitted.

Part 5. Accountability and Reporting
Periodic reports will be presented to the board on the status of facilities, which may include space management data, such as percent classification, occupancy trends, or other metrics useful to the board in determining the effectiveness of facilities management and operations.

Related Documents:

Procedure History:

Date of Adoption: 05/06/26
Date of Implementation: 05/06/26
Date of Last Review:

Date & Subject of Amendments:

None

No additional History

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