Chapter 5: Advance Planning - the Study and Survey

Chapter 5: Advance Planning - the Study and Survey

The Study and Survey

  • When and how do I plan to address my District's needs?  
  • What is in a study and survey?  
  • How is area calculated?  
  • What timelines are involved? 
 

 

Section 501: Introduction to 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 XX – SCAP chapter, page ?)

Section 502: Study and Survey Grant Award

Section 502: 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 

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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.  

Section 503:  Study and Survey Process 

Section 503:  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. 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. Consult your Regional Coordinator for guidance on the study and survey report and in updating ICOS. 

Table 5.1:  Content of a Study and Survey Report 

Chapters  Contents 
Cover and Preliminaries 
  • Transmittal Letter 
  • School Board Resolution Adopting the Study and Survey 
  • Table of Contents 
  • Executive Summary 

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:  Supplemental Information uploaded to ICOS 

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