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Estates Management record 2012/13 - Frequency rateFrequencyRate

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Estates Management record 2012/13

Fields required from institutions in Northern Ireland

Frequency rate

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Short nameFrequencyRate

The fields in this entity contain data about the frequency rate of the use of teaching rooms.

Applicable toEngland Northern Ireland Scotland Wales

All higher education institutions (HEIs).


Applies only to teaching space under teaching other, as appropriate to the coverage of the Space Utilisation Survey.

It should be noted that the definitions and accompanying good practice guidelines are in accordance with the advice produced in the NAO report 'Management of Space in higher education institutions in Wales' (1996).

The frequency rate is the number of hours a teaching room is in use as a proportion of total time available.

The frequency should be measured on an hourly basis. As an example, if a room were used for 4 hours out of an 8 hour 'working day' then the frequency rate would be 50%.

Instances where rooms require set-up by technicians before use should not be included in the frequency rate calculations.

The preference is for a survey-based return. However, it may only be possible to make a return based on an analysis of room bookings or timetabled use. The method used needs to be specified under Frequency rate calculation.

The measure of frequency that is required is as follows:

  • it is necessary to base the measurement of frequency on a 'standard core working day.' This is based on what the HEI has indicated are core hours,
  • the year and month that the survey or room booking/timetable analysis was carried out should be specified in the data return. This should be the latest survey data,

The following comments are provided as general good practice guidance in carrying out the survey and analysis:

The survey period used

A full teaching week period should be used in collecting data and should form the basis of the return. Factoring-up the results of a one-day survey is not acceptable for the return.

The time frame

A survey count based on an hourly frequency should be used, rather than, say, one count in the morning and one count in the afternoon. This will produce more accurate and usable results. Only data based upon an hourly count should be returned.

Scope of survey

It may not be possible to survey all the teaching space identified under Teaching not offices NIA, as HEIs are likely to have various arrangements and management of space in place. However, it is recommended that both 'central' or 'pooled' space and 'local' or 'departmental' space is covered in a survey.

The Teaching area covered by the Space Utilisation Survey should be the same space used in making the Occupancy rate return.

Also enter the basis of calculation of Frequency rate - see Teaching not offices frequency rate calculation.

Mandatory for
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Minimum occurrences0
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Schema components
Element: FrequencyRate
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Date modified2013-08-30
Change management notesAdditional guidance added to the Notes section, clarifying that instances where rooms require set-up by technicians before use should not be included in the frequency rate calculations.

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