Campus Room Data Standard

Intended Audience and Contact Information

Contact	Chief Data Officer, Office of the CIO
UDM Domain	Location
Intended Audience	Internal UBC

Change Log

Standard Version Date	Change Log
2024-03-04	1.0 Revision of term Value 'Room Standard' to 'Room Usage' in respective Accepted Values section 2.0 Revision to 'Room Usage' definition.
2022-12-12	Mapping of Invalid values From Systems(s) of Record (SoR) to Common Services sub-section of Compliance section added
2022-03-09	Reference Data Compliance for Data Integration sub-section of Compliance section added

Purpose

This standard aims to achieve consistency around the data collected for Rooms across the University (Vancouver and Okanagan campuses and regional sites), and the format in which it is collected and stored across the University.

The University adopts the space standards defined in the British Columbia Universities Space Manual, developed by the Government of British Columbia.

This standard applies to all UBC applications collecting Rooms data. Exceptions are listed in the Dispensation section.

Standard

Definition:
An Enclosed or unenclosed space(s) or area(s) of a building designed to serve a specific purpose.

Attributes of a Room

Attribute	Requirement	Definition
Room UID	Required	A unique room identifier.
Record ID	Required	The unique identifier for the Record that the room is located in, as documented in the Records dataset.
Building UID	Required	The unique identifier for the Building that the room is located in, as documented in the Buildings dataset.
Floor Code	Required	A Floor identifier represents the Floor Level in a Record.
Room Code	Required	A Room identifier, as assigned in Infrastructure Development - Facilities Information and Inventory Systems (e.g. Room 100A).
Room Category	Required	Classification of space to describe institutional functions. See Section 5 of the BC Universities Space Manual.
Room Type	Required	A sub-classification of Room Category to describe specific institutional use of the room. See Section 5 of the BC Universities Space Manual.
Room Usage a.k.a Room Standard	Required	Classification of space to describe actual usage activities, purpose and/or design of the room.
Division	Required	Space allocation to UBC internal organizations specific to either Vice President or Faculty level, as defined in the Internal Organization Name Data Standard.
Department	Required	Space allocation to UBC internal organizations specific to a Department, as defined in the Internal Organization Name Data Standard.
Room Area	Required	Measure of space, in square meters. As drawn in construction and record drawings submitted to the university. The area is measured at floor plane to the inside surface of the walls or boundaries.
Room Status	Required	Classification of a Room based on its construction stage.

Room Status Standard

Accepted Data Values for Room Status:

Accepted Data Value	Definition
Existing	The current properties of the space in operation.
Under Construction	An unfinished space actively being worked on through project renovation or new building construction.
Demolished	The state of space when a building is torn down. Inventory is kept for reporting purposes.

Accepted Data Values for Room Category

The list of accepted values for Room Category are adopted from the British Columbia Universities Space Manual.

Accepted Data Values for Room Type

The list of accepted values for Room Type are adopted from the British Columbia Universities Space Manual.

Accepted Data Values for Room Usage

A list of accepted values for Room Usage can be found here.

Compliance

This standard about Room must be complied with every stage of the data lifecycle with the exception of any dispensations (see Dispensation section):

All applications must collect Room as recommended in this standard.
Enterprise Data Integration must adopt this standard.

Reference Data Compliance for Data Integration

The use of accepted reference data values in this standard for data integration among applications must comply with the enterprise integration pattern of leveraging the reference data common service API (Application Programming Interface) published in UBC MuleSoft Exchange.

Any application that intends to access real-time, case-level reference data should have the application owner or manager complete and submit a Request API Access form.

MAPPING OF INVALID VALUES FROM SYSTEM(S) OF RECORD (SOR) TO COMMON SERVICES

A common service can only accommodate standard reference data enumerations that are available in the SoR as approved by the Data Governance Steering Committee or Data Trustee.

A reference data value that does not match any of the standard reference data value enumerations is considered ‘invalid’. Any records from a SoR containing an invalid reference data value for a given data element or attribute must be mapped as an ‘empty’ value in common service(s). Where a reference data value may potentially have the same meaning as a standard enumeration but named differently in the system of record can be corrected to match the appropriate standard enumeration. Please consult with the EDG team in such cases.

Additional Reference Data values in a SoR that are not part of the standard reference data enumerations are to be omitted in the common service.

Dispensation

Legacy systems are exempt from this data standard. Examples of legacy systems are:

Student Information System (SIS)

As systems are replaced, adoption of this standard is required.

As existing systems change to adopt this standard, the Enterprise Data Governance team needs to be informed.

For any compliance questions or requests for a temporary dispensation, please contact the Enterprise Data Governance Team.