Space Survey Instructions
The Space Inventory Survey Instructions provide a step-by-step guide for designated Certifiers and Reviewers.
View InstructionsSpace Survey Resources
Space Inventory Survey ProcessDetailed flowchart of the process
Space Certifier Designations by Org Unit
Regularly updated list of Space Certifiers that have been designated across units with space assignments. This may also include designated Reviewers or individuals who have requested to be involved in their department’s space inventory survey review process.
View ListSpace Inventory Coding Summary
Quick reference guide outlining Texas A&M space inventory coding standards, including room types, functional use codes, and classifications for assignable, non-assignable, and specialized spaces.
View SummaryFAQs – Space Inventory Survey
Roles and Responsibilities
What is a Space Certifier and what do they do?
The Space Certifier is a designated user in Archibus with elevated permissions for the space inventory survey for their college, unit, or agency (or for a specific department, if requested). They serve as the primary point of contact, receive the departmental space inventory survey(s) in Archibus, coordinate review and updates (often by delegating to department‑level Reviewers), and ultimately submit each completed survey back to the Facilities Analytics & Mapping (FAM) department — thereby certifying that its contents are accurate to the best of their knowledge. Because the Space Certifier role requires elevated permissions in Archibus, FAM must know who these individuals are ahead of time so their access can be configured before surveys are assigned.
What are Reviewers and how do they fit into the process?
Reviewers are individuals selected by a Space Certifier (or by another Reviewer) to help review and update departmental space survey data. The Space Certifier can assign departmental surveys to Reviewers, who make updates and then return the survey to the Certifier. Reviewers can also re‑assign a survey to additional Reviewers if needed, as shown in the Space Inventory Survey Process flowchart. Reviewers are often selected because they know the detailed, department‑level use of space — for example, distinguishing between a Teaching Lab and a Research Lab or prorating a room’s function codes based on the mix of activities taking place. Reviewers may include departmental administrative personnel, faculty, researchers, lab managers, or others with direct knowledge of how spaces are used. Unlike Space Certifiers, Reviewers do not require elevated Archibus permissions in advance, so they do not need to be pre‑registered with FAM before participating in the survey.
Who needs to designate a Space Certifier, and can we designate one at a more detailed level?
Each major entity (college, unit, or agency) in The Texas A&M University System organizational hierarchy is asked to designate at least one Space Certifier to serve as the primary point of contact for its departmental space surveys. Examples include entities such as Mays Business School (02‑AA‑BA), the College of Veterinary Medicine & Biomedical Sciences (02‑AA‑VM), Texas A&M AgriLife Research (06), the Texas A&M Transportation Institute (12), and the Texas A&M Engineering Experiment Station (28).
Under the updated process, it is usually sufficient to have one Space Certifier at this major‑entity level, because that person can delegate individual departmental surveys to Reviewers (for example, a Space Certifier for 02‑AA‑BA can assign surveys to department‑level Reviewers in Accounting, Finance, or Management as needed). If your structure or operations call for a more granular approach, you may request that FAM designate a Space Certifier for a specific department or center, such as 02‑AA‑AT‑CHEM (Chemistry), 02‑AA‑EN‑MEEN (Mechanical Engineering), 02‑SS‑AD‑00_DORMS (Residence Halls), or 02‑SS‑AD‑RSPO (Recreational Sports Department).
How should we choose our Space Certifier?
The Space Certifier should have sufficient knowledge of how space is used across the college, unit, or agency and be able to coordinate input across multiple departments. Typical candidates include administrative or business support staff, a unit’s operations manager, a college’s administrative officer, or others who already manage processes such as asset inventory or space planning for the unit.
Does the Space Certifier need to be a leader, or can staff fill this role?
The Certifier does not have to be a formal leader. The key requirement is operational understanding of space usage and the ability to coordinate others. Many units select a staff member or administrator to serve as Certifier, while deans or senior leaders remain informed and designate Reviewers or support as needed.
What time commitment should a Space Certifier expect?
The time required varies by unit, depending on the number of departments, the number of rooms assigned, and how many updates are needed to existing inventory data. For many units this work is concentrated during the survey window and can be distributed by assigning departmental surveys to Reviewers, but larger or more complex units may need additional coordination time.
We have multiple campuses or clinics. Can we still use a single Space Certifier?
Yes. Units with multiple campuses or locations may designate a single Space Certifier at the unit level and then use Reviewers to help with specific sites or departments. If your structure makes more sense with additional Space Certifiers, FAM can set that up when you contact the team.
What happens if we don’t designate a Space Certifier?
Colleges, units, or agencies that do not provide a Space Certifier risk not receiving a survey, which could impact the accuracy and completeness of the university’s reported space data. In some cases, if no Certifier is designated, FAM may assign surveys to a central contact or Space Certifier designated at a higher level of that unit's org structure who can then distribute departmental reviews internally.
Survey Logistics
What is the purpose of the Space Inventory Survey?
The space inventory survey is the mechanism that the Facilities Analytics & Mapping (FAM) department uses to improve and validate (certify) state‑required data for more than 76,000 rooms across Texas A&M and 12 additional entities from The Texas A&M University System. The validated dataset is used to produce required annual reports to the Texas Higher Education Coordinating Board (THECB) on room quantities, area, types, and functions, and it also supports internal planning, operational decisions, and other reporting.
Is the survey organized by building or by department?
Surveys are a snapshot of space by department, not by building, because multiple departments can share a facility. Each departmental survey lists the rooms currently assigned to that department. The Space Certifier and Reviewers confirm or update how those rooms are used and who occupies them.
How do we preview our currently assigned list of rooms?
You can preview your currently assigned spaces in Archibus (via The Texas A&M University System Single Sign On Portal at: https://sso.tamus.edu) by using the “Space by Department” web report and filtering by your department code or department name. Selecting your department will display the list of rooms currently assigned, for review before surveys are distributed. Reach out to FAM (fam@tamu.edu) if rooms need to be added or removed from the departmental space assignment.
How will we get instructions and supporting resources?
You're on the right page! Resources relating to the space inventory survey will be published here and updated as appropriate. These include the regularly updated list of Space Certifiers by Org Unit, the Survey Process flowchart, the Space Coding Summary Sheet, the Space Coding Manual, the 'Tracking the Millions' informational video, and these FAQs.
Space Certifiers will receive an email whenever a departmental space survey(s) is assigned to them. When Space Certifiers pass along a survey to a Reviewer, they can elect whether or not the Reviewer should receive an email notification. This option is given as some teams prefer to coordinate communication using other methods.
Access and Timelines
Can we change our designated Space Certifier after the survey has started?
Yes. Once a Space Certifier has been designated for a college, unit, agency, or department, you can request that the Facilities Analytics & Mapping (FAM) department change the designation to a different individual. If any surveys are already in progress, they should either be completed and submitted to FAM under the current Space Certifier, or you can ask FAM to “call the survey home,” which preserves any updates already entered. After FAM designates the new Space Certifier, the survey(s) can be re‑issued to that person to continue and complete the process.
When will surveys be distributed, and when are they due?
FAM expects to begin assigning surveys in Archibus in June 2026, following the Space Certifier designation period. FAM is targeting the end of August for all space inventory surveys to be certified and received back but may nudge departments with incremental deadlines along the way.
Questions?
Your cooperation is an essential first step in ensuring the accuracy and integrity of the Texas A&M University's space data. Questions may be directed to Facilities Analytics & Mapping.
fam@tamu.eduContact Facilities Analytics & Mapping
West Campus Office Building 05
Building 0072
College Station, TX 77843
Additional Resources
Facilities Analytics & Mapping (FAM) department
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