Facilities Planning

Special note for ARRA-funded projects: There is an audit finding relative to the buy american clause when dealing with ARRA funding. We must ensure that if a district capital project is being partially or totally funded with ARRA funds, that the buy american provisions are included in the specifications prior to approval. (10/29/10)

A couple of notes on paperwork for project submissions:

• When submitting a project for submission, please take special care to make sure that all forms are properly collated in the order listed on the Checklist for Application for Building Permit form (FP-CL).
• Please staple multi-page forms. We receive a large number of submissions with a stack of loose papers clipped together. Staff here must then collate and staple the forms, a daunting task with large submissions.
• Only submit ONE COPY of paperwork, plans and specifications per submission.

PROJECT START-UP AND PRELIMINARY PLANNING

• FP-AU (Request for Approval of Use of a Facility)
  • Excel (66KB) 10/02/13
  • PDF (24KB) 10/02/13

  APPROVAL OF PRELIMINARY PLANS

  • Building Aid Unit Calculator 12/15/00 Revised format of New Program Spaces worksheet.
  • Form A for BOCES projects - Document (.docx) (49KB) 6/25/24
    BOCES Lease Requirements - PDF (284KB) 6/25/24
  • Preliminary Submission Forms Workbook (2,048KB) 01/25/17
  • Facilities Needs Assessment Summary Simplifies Long-Range Plan Requirement (5KB)
  • School Sites Reference Guide, School Site Variance (document) and Application for Examination and Approval of a School Site (EFP-S) (249KB) 9/21/01

  APPROVAL OF FINAL PLANS AND SPECIFICATIONS

  • Final Submission Forms Workbook (1.07MB) 01/31/22
  • Final Submission Forms Workbook Guidance (1.80MB) 10/19/21
  • New SHPO rules for reconstruction projects 05/01/15
  • Face to Face Review Requests: See updated requirements 05/06/10
  • Approval of Final Plans and Specifications, Submission Documents & Funding
  • Certification of Final Buidling Plans (19KB) 01/29/13
  • 155.5 Checklist of items to appear in contract documents
  • ELECTRONIC REVIEWS:
    • Electronic review cover sheet 7/31/09
    • Electronic Review Reminders 11/21/14
    • Energy Performance Contracts: Third Party Certification Form FP-EPC-IC 3/4/10

    BIDDING / BUILDING PERMITS / CONSTRUCTION PHASE

    • Partial Certification of Substantial Completion - Excel (75KB) 11/27/19
    • Final Certification of Substantial Completion - Excel (75KB) 11/27/19
    • Change Order Status Now Online
    • Change Orders: Note that if certification is not stapled to the BACK of the change order, it (they) will be returned to your office!
      • SED Change Order Certification: All parts of this certification must be filled out without exception. Do NOT send Change Orders and Certifications separately. They MUST be sent together. Certification MUST be attached to the back of change order or will be subject to return! Starting September 1, 2002, all change orders received at SED without this form, or without it filled out entirely or not attached to the back of the change order, will be returned to the sender. 8/23/06
      • SED Change Order Certification in Excel Format (137KB) 03/28/13
      • SED Change Order Certification in fillable PDF format (495KB) 08/27/15
      • For projects approved 7/1/11 or later, the following form may be used to request that building aid begin in advance of district submission of the Final Certificate of Substantial Completion (CSC) and/or Final Building Project Report (FCR), but at no time prior to 18 months after a Commissioner's approval date of July 1, 2011 or submission of an SA-139, whichever is later. (06/06/13)
        • FP-EASR (58KB)
        • FP-EASR (19KB)
        • FP-AP (20KB) 03/27/13
        • FP-AP (62KB) 03/27/13

        
        OPERATIONS AND MAINTENANCE

        • Comprehensive Maintenance Plan Template (744KB) 5/20/05
        • 2010 Building Condition Survey 04/16/10
        • School Facility Report Card 4/22/04

        FIRE SAFETY, ANNUAL FIRE INSPECTIONS AND CERTIFICATES OF OCCUPANCY

        • Revised 2022 Manual of Planning Standards (MPS) (819KB) 1998 Manual of Planning Standards (585KB) 03/01/98 New York CHPS Guidelines (1.94MB) 09/26/07 Instruction Guide for Public School Districts and BOCES Obtaining Building Permits for Capital Construction Project (87KB) 06/25/02
        • State Building Aid for Public School Districts and BOCES (101KB) 07/28/04
        • Lease Guide for Facilities Outside of New York City (432KB)