Chapter 11: Advance Planning - the Study and Survey

The School District’s Board is responsible for anticipating the needs of the district and providing the necessary school facilities to meet these needs in a timely manner. A Study and Survey serves as a capital planning tool for a school district as well as a communication tool to OSPI, combining the expertise of architects, financial planners, and others, to update and certify the quantity, condition, and distribution of a district’s inventory of buildings, which also plays a factor in the School Construction Assistance Program (see Chapter 3: School Construction Assistance Program).

1101: Study and Survey Grant Award

Financial assistance for conducting a Study and Survey is available to any qualifying district. Application must be made through the ICOS database (go to the district level and click on the “Grants” link. Contact your Regional Coordinator if you need assistance).

Grant Award Eligibility

A district is eligible for a Study and Survey grant six years after the date the last Study and Survey submission was approved by OSPI, provided it received a Study and Survey grant award.

Grant Award Calculation

Grant funding is calculated using a two-part formula:

a base allocation determined by total district enrollment and
an additional allocation based on the district’s estimated gross square footage of existing school facilities.

Depending on the scope and complexity of a district’s needs, challenges, and objectives, the grant may not fully cover the cost of conducting the Study and Survey.

Grant Reimbursement

Use claim form SPI 1482 for reimbursement of the Study and Survey grant award. This form may be found in the ICOS database, or you may contact OSPI School Facilities & Organization to request in PDF format.

1102: Study and Survey Process

The Study and Survey process requires a full update of the school district’s area in the ICOS database, as well as a report in PDF format uploaded into the Study and Survey section of ICOS. This information provides a complete overview of the district’s facilities, current conditions, and planned capital needs.

These should be done by the school district and/or consultant, and includes various items such as site plans, building area analyses, condition assessment summaries, financial analysis of the district, capital long-term plan and list of potential projects. Together, these items provide the information needed to support the Study and Survey process and document the district’s facility needs.

Consult your Regional Coordinator for guidance on the Study and Survey report and in updating ICOS.

Content of a Study and Survey Report

Chapters	Contents
Cover and Preliminaries	Executive Summary School Board Resolution Adopting Study and Survey Architect's Letter Certifying Area Analysis and Facility Inventory Data for Study and Survey Superintendent's Letter Certifying Area Analysis and Facility Inventory Data for Study and Survey
Chapter 1: Inventory and Area Analysis of Existing Facilities	Building Area Analyses (diagrams with OSPI-approved summary tables) for SCAP-recognized buildings in accordance with WAC 392-343-019, and AIA Document D-101 Building Condition Assessment summary sheet for each facility for all SCAP-recognized buildings
Chapter 2: Long Range Plan	Option A: This option is for districts that regularly prepare 6-year Capital Facilities Plans to meet Growth Management Act and/or Impact Fees requirements. Option B: This option is for districts that do not regularly prepare 6-year Capital Facilities Plans.
Chapter 2: Supplements	The supplements to Chapter 2 consist of OSPI input and input from the District / Consultant OSPI Input: Report 1049 & the Diversity Report Enrollment Projections are displayed on Report 1049 and the Diversity Report identifies potential Racial Imbalance in the School District District Input Tab 1: Form 1066 regarding students with developmental disabilities Tab 2: Financial and Bond/Levy Status Tab 3: Proposed New Facilities, Additions, Modernizations or Replacements Tab 4: School Housing Emergency, if applicable For each Modernization or Replacement project upload a Cost-Benefit Analysis and rationale as to why the project was selected. Upload a timeline for all projects in Tab 3. See the Study and Survey Workbook for details on what to upload to ICOS.
Chapter 3: Optional Items/Chapters	Non-required documents uploaded at the District’s discretion, such as: Additional Demographic Analysis For specific projects: Detailed Site Information Detailed Cost Estimates Proposed Schematics Feasibility Analysis Documentation of capital facilities planning or bond planning meetings

1103: Area Analysis and Plan Diagram

Area Analysis and Diagram (Building)

A full-building area analysis is most often found in the study and survey (See Chapter 11: Advanced Planning - The Study and Survey) or ICOS building updates (see Chapter 2: Inventory and Condition of Schools).

An area analysis diagram is a floor plan of a building that identifies its gross square footage (see "Area Definitions and Measurements" in Chapter 11: Advanced Planning—The Study and Survey). The diagram must include a summary table showing the gross square footage and SCAP-recognized square footage for each applicable area. The diagram must include a summary table showing the gross square footage and SCAP-recognized square footage for each applicable area.

For SCAP purposes (See Chapter 3: School Construction Assistance), buildings should be divided into separate areas when they include:

Portions of the building with different years of original construction (when the construction dates differ and are within 30 years old).
Attached covered play sheds (Detached covered play sheds should be treated as separate standalone buildings)
Attached covered learning areas, such as covered auto shop work areas that are not enclosed.
Permanent district administrative office space located within a K–12 SCAP-recognized building.

Contact your Regional Coordinator if you have questions about how a building should be divided for area analysis purposes.

Area Analysis and Diagram (Project)

A project-specific area analysis submitted is submitted with a D-7 Application (See the D-7 chapter for Design-Bid-Build, GC/CM, or Progressive Design-Build projects). It should show only the portions of the building included in the proposed project. For example, if a project includes additions to an existing facility, the diagram should identify the location and square footage of each addition but does not need to include square footage for existing areas that are unaffected by the project.

1104: Area Definitions and Measurements

OSPI School Facilities and Organization (SFO) generally follows the area and volume measurement standards published by the American Institute of Architects (AIA) in Document D101. This document can be found through an internet search.

School Facilities programs uses gross square footage, measured from exterior wall to exterior wall, most inventory and project-related determinations. Overhangs and covered walkways are generally excluded, although covered play sheds are measured to the limits of the roof coverage.

For questions regarding area calculations, contact your Regional Coordinator.

1105: Space Identification (Recognized Space)

Instructional Space: The gross square footage of a school facility utilized by a school district for the purpose of instructing students, calculated in accordance with WAC 392-343-019 and AIA Document D101, The Architectural Area and Volume of Buildings, latest edition. Certain areas, such as portable facilities, stadia and grandstands, and other non-instructional spaces, are excluded.

For SCAP purposes--see Chapter 3: School Construction Assistance Program (SCAP) Eligibility--recognized instructional space is the instructional space identified in accordance with WAC 392-343-019 and used in determining facility eligibility and state funding assistance.