Occupant/Organized Research:

08/21/15 v6 -jcc

Please note:

The purpose of this document is to assist you in entering organized research information into the Facilities Inventory system. If you have questions regarding the requirements for organized research please contact Nancy Abbott (5-9368 or ) or Jeff Silber (5-2016 or ).

If a space is occupied fully or partially by people compensated by an outside agency, visitors for example (this includes Federal visitors) the room functional coding should be at least partially coded to 7.2 even if the work they are doing there is research. A note should then be added to document the funding source in note type “Org”.

To open Organized Research:

Click on Occupant/Organized Research link to access page for adding occupants and organized research information. See Labor Distribution Sheets in Documentation for more detail.

  • Occupants are tracked by their net id
  • Binoculars – If you don’t know the net id for the occupant, click here for search tool
  • Box for Labor Distribution – Allows you to go to the university labor distribution site to view and/or select an account for the occupant after you have saved. Note: If you check this box the system will automatically go to the labor distribution page every time you enter a new occupant. If the box is not checked you will remain at this page.
  • Occupant Comment – Allows you to add any information you would like, maybe someone who doesn’t have a Cornell NetID, or an account that doesn’t show in labor distribution or sponsored research
  • Occupant Types – Drop down list, select one
  • PI Occupant Type – Can only be used if an organized research function code (2.1 or 2.2) is used in the room
  • Once you have saved the occupant, his/her information will appear at the top and you will also have the ability to look up sponsored research information
  • Look Up Sponsored Research – Allows you to select appropriate projects for this room. You will not be able to delete information from this view. To delete sponsored research information you must use the Edit Occupant link
  • If you have several accounts with one OSP# and you don’t want to check each account box you have two options
  • Select only the main account number for the OSP number
  • Add the OSP # to the manual entry field at the bottom of the page and then add a research comment if you wish saying that you can see detail in Sponsored Research link. NOTE: if you choose this option since the detailed account information was not selected you will not see this information in a XML or Excel export.
  • If sponsored research information does not provide OSP or account number information, the account number can be manually added at the bottom of the Sponsored Research page.
  • Start and End Dates – Provide the start and end dates of each occupant
  • View Research Notes – Click on this link to take you to the View Notes window – see detailed description for View Notes below
  • Navigation Buttons – Allows you to Save Changes and/or Return to the Room Detail Page
  • Current Occupants – Once you have saved an occupant to a room their information will show at the top. You can edit that information or go to labor distribution by clicking on either of those links.
  • Edit Occupant – Allows you to change any information as well as delete any labor distribution accounts or sponsored research accounts you previously selected. It also allows you to delete the occupant.
  • Note: deleting the occupant should only be done if the occupant was added in error. At all other times occupants should be end dated. Deleting an occupant rather than end dating will remove occupant information for historical referencing, and potentially leave orphaned information behind.
  • View Labor – Allows you to return to the labor distribution page for making changes.

Requirements to clear the Organized Research Hold error for room function types 2.2 and 2.1:

  • There must be an occupant type identified as PI
  • Through either Labor Distribution, Sponsored Research, organized research backup data must be identified.

If a 2.2 or 2.1 function codes are removed from the org presence, the substantiating information found in Occupant/Organized Research must be updated. The PI must be deleted, end dated, or had their occupant type changed away from PI, the sponsored programs, labor distribution, manual account number, and research comments must be removed. See steps below for most efficient way to do this.

If your org is a research center, recharge center, or has backup organized research data that is not available through CU central systems please follow the instructions below for Special Exception Organized Research.

Special exception organized research:

These instruction outline a method to satisfy the systems requirement for organized research substantiation when the research accounts and labor distribution data is not available through Cornell’s systems. This is primarily designed for FacilitiesInventory reporting for spaces that track us in separate systems such as service center, dark rooms, equipment, and x-ray rooms.

  1. On the organized research/occupant page:
  1. Enter the net id (use look up by name if necessary)
  • This must be a valid CU net id. A placeholder net id could be used, for example the net id of the department’s administrative manager that holds the organized research back up documentation.
  1. Enter occupant type as “PI”, this type is required in the case of function coding to 2.1 and 2.2. One occupant in a room must be coded to occupant type “PI” in order for the error to clear.
  1. Enter start date
  1. SAVE changes, the PI will now appear in the space above for listing occupants
  1. Select the link ‘look up sponsored research’

Having data in either #7 or 8 below, in addition to the required “PI” occupant type will clear the organized research error:

  1. Enter a very brief research comment, which describes the situation - ‘organized research account number info not available through CU central systems’. Contact department’s administrative manager (net id) for further information.
  1. Enter a reference to an account number – ‘BTI account system’ in the account number field, or the actual account number if the data is not stored locally.
  1. SAVE and return – returns you to the occupancy page
  1. Return to room to return to the room detail page.

Graduate student groups can be entered as type “Occupant” with the same instructions above if they aren’t listed individually. However backup should kept regarding the list of participants, and there must be at least one occupant type “PI” in the database listing to clear the error.

The same task can be accomplished in bulk edit if you need to add the same place holder occupant to all you rooms with organized research. (Please try this in the Training system first!)

  1. On the room search page, search by your department code AND the organized research function code you used (2.1 or 2.2). This will bring up a discrete set of rooms.
  1. Do a select all, resulting in all the rooms being checked. Click on the Bulk Edit Selected Rooms button.
  1. From the Bulk Edit screen select the Add New Occupant link
  1. On the Occupant screen enter the following:
  • Net id: The valid net id of the person identified as holding the organized research records
  • Occupant type: PI
  • Start date: since this is place holder information the start date of the fiscal year is adequate
  • End date: leave open
  • Occupant comment: see item #7 above
  • Research account #: see item #8 above
  1. Click on the Save Changes button. The system will tell you how many records have been updated.
  1. Click on the Close Window button.
  1. This will return you to the Bulk Edit window. It is important to click on the Save Changes button here, otherwise the changes you made on the occupancy screen will not be saved.
  1. Click on Return to Search to confirm your results.