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DRAFT - ICOS Glossary/Reference Guide – DRAFT

GLOSSARY GOAL: To provide definitions to terms found in the Inventory and Condition of Schools (ICOS) system, as well as provide any background information that may help users understand the term and its data use for OSPI School Facilities.

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Inventory and Condition Of Schools (ICOS)

OSPI system containing school facility information including building and site inventory, condition assessments, School Construction Assistance Program (SCAP) projects, and specialized program reporting.

Asset Preservation Program (APP)

The Asset Preservation Program (APP) is a performance-based program designed to help districts maintain the 30-year life expectancy of a new building and applies to all school districts that receive state assistance for new and new-in-lieu (built new in lieu of modernizing) school buildings accepted by local school board after January 1, 1994.

The Asset Preservation Program is:

System of tasks or projects that are active, reactive, or proactive in maintaining the day-to-day health, safety, and instructional quality of the school facility

Task or project that is proactive, predictive or preventative in maintaining the school facility over its 30-year expected life cycle.

The WAC defining the Asset Preservation Program (APP) replaced what was commonly known as the 2% Rule. The APP applies to all school districts that received state School Construction Assistance Program (SCAP) assistance for new and new-in-lieu (built new in lieu of modernizing) school facilities or buildings accepted by the local school board after December 31, 1993, in order to be eligible for state assistance for these facilities/buildings 30 years in the future.

6-Year Certification Letter

The APP requires school districts to submit an independent building condition certification every

six years of the 30 required years.

APP Board Resolution

The APP requires school districts to voluntarily enter the APP with a board resolution confirming

involvement.

APS Certification Letter

The APP requires school districts to certify every year the building condition certification score.

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http://www.k12.wa.us/SchFacilities/Programs/AssetPreservation.aspx


District Inventory

County District Code

A County District Code is a unique five-digit number that combines the 2-digit county code and

the 3-digit district code. (CEDARS)

For example, the three-digit school district code for Aberdeen School District is 005, and it

resides in Grays Harbor County and its two-digit county code is 14. Therefore, the County

District Code for Aberdeen School District is 14005.

County

The county in which the district is headquartered.

District Classification

The District Classification includes the following options:

First Class: A classification designating the district has 2000 or more students.

Second Class: A classification designating the district has 1999 or less students.

Non-High District: A classification designating that the school district does not instruct at high

school grade levels. A Non-High District can also be either be a First Class or Second Class District

District Headcount Enrollment (Oct 1)

The student headcount enrollment as of October 1st as reported to OSPI by the school district.

Educational Management System (EMS)

This system is a data warehouse of State, OSPI, and education organizational information. EMS

is the OSPI web portal used to access various applications, including ICOS.

Educational Service District (ESD)

The ESD is which the district is headquartered.

The purpose of an Educational Service District (ESD) is to assure excellent & equitable education

for all students through service and collaboration. There are nine regional educational service

agencies in the state of Washington. Created by the state Legislature, ESDs serve school districts

and state approved private schools within specific service areas. ESDs function primarily as

support agencies and deliver educational services that can be more efficiently or economically

performed regionally. (ESD 113 Website)

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ESD is an administrative agency (e.g. state or local education agency) responsible for providing

or administering early childhood, elementary- and/or secondary-level instruction or educational

support services. (ESDs can provide these services cooperatively for the School districts, but it is

not their primary role.) (NCES)

Estimated Backlog

The estimated aggregate cost to bring systems, components, finishes, fixtures, or equipment to

a state of good repair or optimal condition.

Estimated Replacement Cost

The estimated aggregate replacement cost of all components.

The estimated cost of replacing a facility using current per square foot estimates of total project

costs.

Gross Total Sq Ft

The aggregate of square footage of all School District facilities.

The gross total square feet of all facilities within a District.

Legislative District

A three-digit code indicating the state legislative district in which the site is located. If unsure

about the legislative district, use the Legislature’s district finder at

http://www1.leg.wa.gov/legislature. Select the ‘Show Legislative Districts’ check box to display

the Legislative Districts in the report.

The ICOS data can be presented with legislative district through a report.

School Apportionment and Financial Services (SAFS)

SAFS is the OSPI system for financial educational related data.

School District

In Washington state, a School District is an independently run administrative entity that is

responsible for the collective education of its school-age population.

The School District organization mainly includes transfers of district territory, annexations, and

consolidations, as well as boundary corrections, district classification, and school district

numbering.

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http://www1.leg.wa.gov/legislature


The governance structure for Washington’s public school system is comprised of the Legislature,

the Governor, the Superintendent of Public Instruction, the State Board of Education, the

educational service district board of directors and local school district boards of directors. Local

school districts are political subdivisions of the state and the powers, duties and boundaries of

school districts may be altered or abolished by Washington state law RCW 28A.315.005

Governance Structure .

Total Acreage

The aggregate number of acres of all property owned by the School District, rounded to the

nearest tenth.

The total number of acres for the district of all facility properties in a continuous piece of land,

to the nearest tenth; including undeveloped areas, as well as areas occupied by buildings, walks,

drives, parking facilities, and other improvements.

Total Number of District Buildings

The total number of buildings owned and operated by the School District.

The total number of buildings for all facilities in the District.

Total Number of Facilities/Sites

The total number of Buildings and Sites for the Facility.

Facility Inventory

Total Number of Teaching Stations

The total number of teaching stations is defined by how many spaces have or could have a

teacher assigned to them for classroom instruction. This includes the number of teaching

stations for students with and without disabilities.

# of Teaching Stations for Students with Disabilities

The number of teaching stations dedicated to instructing students with disabilities, as defined by

how many spaces have, or could have, a teacher assigned to them for classroom instruction. For

this count, students with disabilities are not all IEPs, but those students who are may need

additional physical space due to their disability. This count corresponds to the Form 1066

Annual Enrollment/Classroom Count when applying for SCAP.

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Do the students primarily attend this Facility?

This is an indication of whether the majority of the students attend the chosen Facility / School

Code. If the check box is selected, then the students at the facility also primarily attend the new

Facility / School Code.

Facility Coordinates

The facility coordinates consist of latitude and longitude coordinates of the site. The latitude

and longitude location coordinates in decimal degrees are required so Geographic Information

Systems (GIS) software can match site information with data on hazards. Additionally, such

coordinates are required for all hazard mitigation project applications submitted to FEMA.

Longitude: The east or west angular distance from the prime meridian that, when combined

with latitude, reflects an estimation of where the school is physically situated.

Latitude: The north or south angular distance from the equator that, when combined with

longitude, reflects an estimation of where the school is physically situated.

Facility

A Facility is an installation in which school administration at the district or system level is

housed; includes all buildings, structures, and other stationary items that are located on a single

site or on contiguous or adjacent sites and that are used for district or system administrative

purposes. (NCES)

Facility Number

The facility number is a unique four-digit number assigned by OSPI to a Facility. This number is

unique throughout the State of Washington.

Facility Numbers may or may not be the same number as a School Code.

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Facility/Site Profile Type

A Facility / Site Profile Type describes the primary use of a school facility, including the land and all improvements on the land, other than structures, such as grading, drainage, drives, parking areas, walks, plantings, play-courts, and play-fields.

Below are the facility/site valid values available in ICOS:

1-Administrative 2-Auditorium/Theater 3-Central Kitchen 4-Central Warehouse 5-Early Childhood/Pre-Kindergarten 6-Elementary School – Rural - Rural sites are suburban or rural that are not constrained

by a city street grid system, generally allowing full site development. 7-Elementary School – Urban - Urban sites are in a city street grid system with limited

space for site development. 8-High School - Rural 9-High School - Urban 10-Junior/Senior High School – Urban - Urban sites are in a city street grid system with

limited space for site development. 11-Junior/Senior High School – Rural - Rural sites are suburban or rural that are not

constrained by a city street grid system, generally allowing full site development. 12-K-8– Primary use of the facility/site is for K-8 purposes. 13-K-12 – Rural - Rural sites are suburban or rural that are not constrained by a city

street grid system, generally allowing full site development. 14-K-12 – Urban - Urban sites are in a city street grid system with limited space for site

development. 15-Maintenance and Operations 16-Middle/Junior High School – Rural - Rural sites are suburban or rural that are not

constrained by a city street grid system, generally allowing full site development. 17-Middle/Junior High School – Urban - Urban sites are in a city street grid system with

limited space for site development. 18-Parking Garage 19-Property – No functional or occupiable structures exist. 20-Skills Center 21-Stadium 22-Transportation

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Facility Space Inventory

The Facility Space Inventory is where the quantities of use spaces for a facility are documented.

A use space is the current space use, as determined by its physical layout and built-in systems

and equipment. Below are the facility use space valid values documented in ICOS:

1-Art 2-Classroom - Regular T/S 3-- How many classrooms are currently used for Full-Day Kindergarten? 4-- How many additional classrooms are needed for Full-Day Kindergarten? 5-Commons/Multipurpose 6-Computer Lab 7-Career & Technical Ed/Flex Lab 8-Gymnasium/PE 9-Kitchen 10-Library 11-Music 12-Restrooms - Faculty 13-Restrooms - Student 14-School Administration 15-Science Lab 16-Special Education 17-Stage/Auditorium 18-Student Services 19-Modular Buildings 20-Portable Buildings

Grade Span

The range of grades that the facility serves. For example, K-8 (Kindergarten through 8 th grade).

Lower Level Grade Span:

Upper Level Grade Span:

Gross Facility Sq Ft

The total square feet for all of the buildings in the facility. This includes portables.

The aggregate of square footage of all School District facilities.

Original Board Acceptance Date

The date the school board accepted the Facility as complete after construction.

Original Occupancy Date

The date the students first occupied the Facility.

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Original Property Acquisition Date

The date the property/facility was acquired.

Remote and Necessary School

The state operating appropriations act authorizes allocations for small school plants that have

been judged by the Superintendent of Public Instruction to be remote and necessary. The

decision of the Superintendent on granting remote and necessary status is necessary to assure

reasonable provision of a basic education program to students, including related services,

equipment, materials and supplies.

Remote and Necessary School status is granted by the Superintendent of Public Instruction

(WAC 392-349-010).

School Code

A four-digit code assigned to the school by OSPI. (CEDARS)

An institution that provides educational services; has one or more grade groups (PK through 12);

has one or more teachers; if a physical school is located in one or more buildings; has an

assigned administrator(s), if virtual, may have no assigned building but an assigned

administrator. (OSPI Data Mgmt Team 2010)

School Codes may or may not be the same number as a Facility Number

Skills Center Program

Skills centers are regional secondary schools that serve high school students from a cooperative

of school districts. They provide instruction in preparatory programs that are either too

expensive or too specialized for school districts to operate individually. As of June 2011, there

are 13 skills centers in Washington State.

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Skills Center Type

A designation of a skills center: Core, Branch, or Satellite.

Core: The facility houses a majority of the skill center students enrolled.

Branch: A common school or higher education facility which provides three or more programs

at a location other than the skill center core campus. Each branch campus must be approved by

OSPI.

Satellite: A facility or site which provides less than three programs at a location other than the

skill center core campus. Each satellite program must be approved by OSPI and can only be

hosted by a core campus.

Students Served

Student Enrollment Number: The cumulative number of students registered in a school unit

over a given period of time. Enrollment consists of initial membership plus additional enrollees

during the specified time period.

Student Membership Number: A non-duplicated count of students on the current rolls of a

school as of a given date.

Total Acres

The total number of acres for the Facility.

Total Number of Buildings

The total count of buildings within a Facility.

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Site Inventory

Census Tract Number

Census tracts are identified by a four-digit basic number and may have a two-digit numeric

suffix; for example, 6059.02. The decimal point separating the four-digit basic tract number

from the two-digit suffix is shown in the printed reports and on census maps.

Census tracts are small, relatively permanent statistical subdivisions of a county or statistically

equivalent entity delineated by local participants as part of the U.S. Census Bureau’s Participant

Statistical Areas Program. The U.S. Census Bureau delineated census tracts where no local

participant existed or where a local or tribal government declined to participate. The primary

purpose of census tracts is to provide a stable set of geographic units for the presentation of

decennial census data.

Complete 11 digit state/county/census tract identifier assigned by the U.S. Bureau of the

Census. (HAZUS)

Parcel Number

The lot and square number, or equivalent unique municipal number identification, of a parcel of

land.

Quantity or Estimated Size

The general estimation of the size of the component, relative to the unit of measure or the

numerical value quantifying the size, area, or number of the components.

Site

The land and all improvements on the land, other than structures, such as grading, drainage,

drives, parking areas, walks, plantings, play-courts, and play-fields.

Site Map

An image with scale showing the extent of property lines, all major site developments (drives,

parking areas, walks, playgrounds, fields, etc.), and all structures.

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Facility/Site Profile Type

A Facility / Site Profile Type describes the primary use of a school facility, including the land and

all improvements on the land, other than structures, such as grading, drainage, drives, parking

areas, walks, plantings, play-courts, and play-fields.

This choice is chosen in the Edit Facility screen. Below are the facility/site valid values available

in ICOS:

1-Administrative 2-Auditorium/Theater 3-Central Kitchen 4-Central Warehouse 5-Early Childhood/Pre-Kindergarten 6-Elementary School – Rural - Rural sites are suburban or rural that are not constrained

by a city street grid system, generally allowing full site development. 7-Elementary School – Urban - Urban sites are in a city street grid system with limited

space for site development. 8-High School - Rural 9-High School - Urban 10-Junior/Senior High School – Urban - Urban sites are in a city street grid system with

limited space for site development. 11-Junior/Senior High School – Rural - Rural sites are suburban or rural that are not

constrained by a city street grid system, generally allowing full site development. 12-K-8– Primary use of the facility/site is for K-8 purposes. 13-K-12 – Rural - Rural sites are suburban or rural that are not constrained by a city

street grid system, generally allowing full site development. 14-K-12 – Urban - Urban sites are in a city street grid system with limited space for site

development. 15-Maintenance and Operations 16-Middle/Junior High School – Rural - Rural sites are suburban or rural that are not

constrained by a city street grid system, generally allowing full site development. 17-Middle/Junior High School – Urban - Urban sites are in a city street grid system with

limited space for site development. 18-Parking Garage 19-Property – No functional or occupiable structures exist. 20-Skills Center 21-Stadium 22-Transportation

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Building Inventory

Building

One continuous enclosed structure that may or may not be connected with other structures by

passageways. It includes the structure itself, together with all plumbing, sanitary, heating,

ventilating, mechanical, and electrical systems in the structure, and all fixed equipment. A

building may be made up of multiple areas or spaces which can also be a facility.

One or more building on a single site comprise a school facility.

Building Area Analysis

An area diagram of the building (see School Facilities Manual Exhibit 3C) and its separate areas

and a listing of areas, usually identified by area number, area name, dimensions, area use and

gross square feet. The gross square footage of a building is calculated in accordance with the

American Institute of Architects, Document D101, The Architectural Area and Volume of

Buildings, latest edition. (see School Facilities Manual Exhibit 3D)

District Assigned Area Use Type

A classification of how a room or area of a building is currently used, regardless of its original

design. (See School Facilities Manual Exhibit 3C)

Building Characteristics

The building characteristics describe the current building status. The following are the available

options:

Occupied – The building is currently occupied. Includes buildings that have no occupants, but is

actively used for storage or other purpose that requires heat, light, and/or plumbing.

Leased To Others – The building is leased to others, but remains on the inventory per WAC 392-

343-415. .

Leased From Others – The building is leased from others. The lease is generally for at least a

year or more in length and is for general education or support of general education.

Vacant – The building is not occupied. The building may be used as storage, but does not

require heat, light or plumbing.

Surplused – The building is currently marked as surplus. An action by the school district board of

directors as defined in RCW.

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Demolished – The building has been demolished, but remains on the inventory per WAC 392-

343-410.

Building Profile Type

The building profile type is the description of a building as determined by its intended use.

Below are the valid values:

The following are the options available for the building profile type:

1-Administrative 2-Art 3-Auditorium/Theater 4-Auto Shop 5-Cafeteria/Kitchen 6-Central Kitchen 7-Central Support 8-Central Warehouse 9-Classroom 1 10-Classroom 2 11-Classroom 3 12-Commons 13-Concessions 14-Covered Play 15-Early Childhood/Pre-Kindergarten 16-Elementary School - Multi-Story 17-Elementary School - Single Story 18-Greenhouse 19-Grounds 20-Gymnasium 21-High School - Multi-Story 22-High School - Single Story 23-Junior/Senior High School - Multi-Story 24-Junior/Senior High School - Single Story 25-K-8 26-K-12 27-Library 28-Locker Room 29-Maintenance and Operations 30-Media Production Center 31-Middle/Junior High School - Multi-Story 32-Middle/Junior High School - Single Story 33-Modular 34-Music 35-Parking Garage 36-Pool 37-Portable 38-Science 39-Skills Center 40-Stadium

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41-Storage Shed 42-Transportation Center - Single Story 43-Transportation Center - Multi-Story 44-Wood Shop

Building Total Sq Ft

The total square feet for the Building.

The total square feet for the Building automatically summed from the data entered by building

area in the categories of Gross Building Square Feet, Gross Instructional Square Feet and School

Construction Assistance Program Recognized Square Feet.

District Assigned Area

The commonly used name of an area of a building, e.g., Classroom Wing A, Athletics, Second

Floor.

District Assigned Building Name or Identification (ID)

A district assigned name or identifier for one continuous enclosed structure that may or may not

be connected with other structures by passageways. It includes the structure itself, together

with all plumbing, sanitary, heating, ventilating, mechanical, and electrical systems in the

structure, and all fixed equipment.

Should we have something that says not to be confused with school code or facility numbers?

Primary uses for the area in question.

Gross Building Sq Ft

The total square feet for the building including walls, corridors, system areas, stairs, etc.

Gross Facility Instructional Sq Ft

Portables are in the instructional space, but not SCAP. The WAC definition excludes portables

The total square feet designed primarily or exclusively for instruction and direct instructional

support, including basic and specialty classrooms. This includes portables.

Instructional space means the gross amount of square footage calculated in accordance with the

American Institute of Architects, Document D101, The Architectural Area and Volume of

Buildings, latest edition, for a facility utilized by a school district for the purpose of instructing

students. School facility space that is under lease per the provision of 28A.335.040 is considered

to be available for instructional space and shall be included in the instructional space inventory.

The following areas shall not be included in any calculation of instructional space:14


1) Exterior covered walkways, cantilevered or supported

2) Exterior porches including loading platforms

3) Areas located above instructional spaces which are either vacant or primarily housing mechanical and/or electrical equipment

4) Space used by central administrative personnel

5) Stadia and grandstands

6) Bus garages

7) Free-standing warehouse space specifically designed for that purpose

8) Portable facilities:

a) A portable facility is any factory built structure, transportable in one or more sections, which requires a chassis to be transported, and is designed to be used an educational space with or without a permanent foundation when connected to the required utilities. The structure shall be trailer able and capable of being demounted a relocated to other locations as needs arise.

9) Other square footage not otherwise available or related to direct instruction or instructional support of the education program in the district.

10) The portion(s) of any space(s) constructed from grants made as a gift to a school district by a private entity or a public entity:

a) Is dedicated by the written terms of the grant to joint use by the school district for educational purposes and by the general public for community activities for the useful life of the space(s)

b) The school district board of directors has accepted the gift in accordance with the joint use germs of the grant. This does not apply to space(s) jointly financed by two or more school districts

Historic Status

The historic status is the current historic designation for the building. The following are the

available options:

Locally Designated – The building is designated as historic building by a designated local

authorizing board or committee

State Designated – The building is on a register for historic places and designated as a historic

building by the State.

Nationally Designated - The building is on a register for historic places and is nationally

designated as a historic building.

Not Applicable – The building is not a registered historic building.

Number of Floors (including basements)15


The total number of floors in the building.

A mezzanine or half-floor level should be included if there are occupiable spaces. Do not include

mechanical mezzanines or attic levels.

Original Board Acceptance Date

The date the school board originally accepted the building as complete.

Original Occupancy Date

The date the building was originally occupied. This would normally be a date issued by the permitting agency.

I think this is according to the occupancy permit – not a first day of school or something?

SCAP Recognized Sq Ft

The total square feet recognized by OSPI for the School Construction Assistance Program (SCAP).

This does not include portables.

Covered play areas are counted at 50%.

Year Built

The year the building’s original construction was completed.

The year a building was constructed, as indicated by cornerstone or official government records.

(NCES)

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Building and Site Condition

Assembly

A common industry term of a unit consisting of components that have been fitted together.

Building Component

A common industry term used for a portion of a building or service assembly that is integral to

the operational functionality of the building, including equipment, finishes, and/or fixtures.

Building Condition Assessment (Evaluation) Score/Rating

A number indicating the quantitative condition of a building or building component.

The current building condition score/rating for the building. An amalgamated score of building

assembly, sub-assemblies, and component assessments, where each system is measured in

levels (excellent, good, fair, poor, unsatisfactory) that result in a score/rating between 0 and 100

where 100 represent new condition. Sometimes identified in the industry as the Facility

Condition Index (FCI).

Building Condition Standard

The standard for maintenance of a component, system, or building. Identified maintenance

thresholds of building condition scores/ratings, for certain School Construction Assistance

Program projects where the Asset Preservation Program is applicable.

Building Rating Completed

An indication of whether all of the components have been scored/rated for the Building.

Building Condition Rating Required

An indication of whether the building must be condition rated/scored. This is determined if

there is SCAP Recognized Sq Ft total for the building.

Check if there is no change to this Sub-Assembly score

An indication of whether the building had no component score/rating changes that year.

If the box is checked by the evaluator, the score/rating from the previous year will carry over to

the next year.

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Combined Building Condition Assessment/Evaluation Score/Rating

The combined rating of all components.

Component

An uniquely identifiable input, part, piece, assembly or subassembly, system or subsystem, that

(1) is required to complete or finish an activity, item, or job, (2) performs a distinctive and

necessary function in the operation of a system, or (3) is intended to be included as a part of a

finished, packaged, and labeled item. Components are usually removable in one piece and are

considered indivisible for a particular purpose or use.

Condition Rating

The rating of the condition of a component based on its original dollar value. There are five

ratings:

Excellent - New or easily restorable to “like new” condition; only minimal routine

maintenance required.

Good - Some Preventative maintenance and/or corrective repair required.

Fair - Fails to meet code and functional requirements in some cases; failure(s) are

inconvenient; extensive corrective maintenance and repair required.

Poor - Non-operational or significantly substandard performance. Replacement

required.

Unsatisfactory - New or easily restorable to “like new” condition; only minimal routine

maintenance required.

Corrective Actions

Additional information regarding the action needed to correct the deficiency of the component.

Deficiencies and Causes

A description of the component that needs replacement, repair, or maintenance to perform at

an optimal level.

If a Condition Rating is determined to be Poor or Unsatisfactory, at least one Deficiency and one

Cause must be chosen.

Deficiency Comments

Narrative space available for additional information regarding the deficiency of the component.

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Deficiencies and Causes Additional Comments

Additional information regarding the component deficiencies and causes not addressed above.

Estimated Backlog

The total estimated cost to return to optimal condition.

The estimated cost to bring systems, components, finishes, fixtures, or equipment to a state of

good repair.

Estimated Replacement Cost

The estimated replacement cost of all components.

Facility Replacement Value: The estimated cost of replacing a facility using current per square

foot estimates of total project costs.

Life Span When New (Yrs)

The expected life cycle for the component.

Location Comments

Additional information regarding the location of the component.

Quantity or Estimated Size

The general estimation of the size of the component, relative to the unit of measure or the

numerical value quantifying the size, area, or number of the components.

Same comment about splitting out quantity or estimated size.

Rating

The evaluation and assessment of the condition of a component(s).

Site Component

A portion of the site and all improvements on the site, other than buildings, such as drainage,

drives, parking areas, walks, plantings, play-courts, and play-fields.

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Sub-Assembly

A unit assembled separately but designed to fit with other units in a manufactured product.

A classification of components used in the construction of building projects within a facility.

Building/Service System Component: A part or section of an on-site building or service system

that is integral to the operational functionality of the building or service system, including

equipment, finishes, and/or fixtures.

Sub-Component

A sub-part of a component for a site or building.

Total of Recognized Project Cost

The amount of the total recognized project cost.

Unit of Measure

The standard unit or system of units by which a quantity is accounted for and expressed. Only

the relevant options will display for a component. The following is the complete list of valid

values:

1 – acres 2 – BTU 3 – candela 4 – cubic feet 5 – cubic yards 6 – decibels 7 – each 8 – feet 9 – gallons 10 – gross square feet 11 – inches 12 – kilowatts 13 – lineal feet 14 – liters 15 – lumens 16 – meters 17 – ounces 18 – pounds 19 – square feet 20 – square inches 21 – square meters 22 – squares of roofing 23 – stalls 24 – tons 25 – watts

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Year Installed/Replaced

The year (YYYY) a component was installed or replaced.

Add/View Files

Date Uploaded

The date the file was last uploaded to ICOS.

Document Type

A description of the document file being uploaded. The file must have a related Document Type

selected in order to ensure it is correctly stored and displayed in ICOS.

1-APP 6-Year Certification Letter 2-APS Certification Letter 3-APP Board Resolution 4-Building Area Analysis 5-Energy Audit 6-Other 7-Photo 8-Site Area Map

File Name

The name of the file as it is saved in the ICOS system. The file name must have the name of entity in the beginning of the name, for example: Main_FranklinHS_Building Area Analysis. The file is the area analysis for the building called “Main” for the facility called Franklin High School.

File Type

A system generated description of the application type for the file. Below are a few examples, and not inclusive of all possible file types:

.bmp – Windows Bitmap, graphics .doc – Microsoft Word .jpeg - Joint Photographic Experts Group, graphics .gif - Graphics Interchange Format .xls – Microsoft Excel .pdf – Adobe Acrobat, Portable Document Format .ppt – Microsoft PowerPoint

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ICOS Section

A section or screen of the ICOS system to which the file belongs. The file must have a related

ICOS Section selected in order to ensure it is correctly stored and displayed in ICOS.

1-Asset Preservation Program (APP) 2-Building Condition 3-Building Inventory 4-District 5-Facility 6-Site Condition 7-Site Inventory 8-School Construction Assistance Program (SCAP) 9-Washington Sustainable Schools Protocol (WSSP)

Site Area Map

An indication of whether the uploaded file is the primary site area map for the Facility. If this is checked, then the file will be added to the ‘View Site Map’ buttons in the Facility Summary and Site Inventory pages.

Summary Page Photo

An indication of whether the uploaded file is used as a summary page photo. If this is checked, then the photo will be added to the selected ICOS Section summary page.

Uploaded By

The EDS login of the user that uploaded the file into ICOS.

22


Pre-Disaster Mitigation

Pre-Disaster Mitigation

Pre-Disaster Mitigation (PDM) also called Hazard Mitigation Planning allows school districts to

work with their community to determine their hazards and preparedness goals. Through this

process, the School District will identify a list of priority facility mitigation projects. School

Districts with a FEMA-approved Hazard Mitigation Plan will become eligible for FEMA disaster

funding for their facilities; both before and after an emergency strikes.

The data collected in this portion of ICOS will support the development of Pre-Disaster

Mitigation plans at both the state and local levels.

Backup Power

An indication of whether the building is equipped with backup power.

Earthquake Building Type

The type of construction material used to create the building used in the HAZUS earthquake

model. Below are the valid values:

DFLT - Default (Wood) W1 - Wood, Light Frame (≤ 5,000 sq. ft.) W2 - Wood, Commercial and Industrial Wood (>5,000 sq. ft.) S1L - Steel Moment Frame Low-Rise S1M - Steel Moment Frame Mid-Rise S1H - Steel Moment Frame High-Rise S2L- Steel Braced Frame Low-Rise S2M - Steel Braced Frame Mid-Rise S2H Steel Braced Frame High-Rise S3 - Steel Light Frame S4L - Steel Frame with Cast-in-Place Concrete Shear Walls Low-Rise S4M - Steel Frame with Cast-in-Place Concrete Shear Walls Mid-Rise S4H - Steel Frame with Cast-in-Place Concrete Shear Walls High-Rise S5L - Steel Frame with Unreinforced Masonry Infill Walls Low-Rise S5M - Steel Frame with Unreinforced Masonry Infill Walls Mid-Rise S5H - Steel Frame with Unreinforced Masonry Infill Walls High-Rise C1L - Concrete Moment Frame Low-Rise C1M - Concrete Moment Frame Mid-Rise C1H - Concrete Moment Frame High-Rise C2L - Concrete Shear Walls Low-Rise C2M - Concrete Shear Walls Mid-Rise C2H - Concrete Shear Walls High-Rise C3L - Concrete Frame with Unreinforced Masonry Infill Walls Low-Rise C3M - Concrete Frame with Unreinforced Masonry Infill Walls Mid-Rise C3H - Concrete Frame with Unreinforced Masonry Infill Walls High-Rise PC1 - Precast Concrete Tilt-Up Walls

23


PC2L - Precast Concrete Frames with Concrete Shear Walls Low-Rise PC2M - Precast Concrete Frames with Concrete Shear Walls Mid-Rise PC2H - Precast Concrete Frames with Concrete Shear Walls High-Rise RM1L - Reinforced Masonry Bearing Walls with Wood or Metal Deck Diaphragms Low-Rise RM1M - Reinforced Masonry Bearing Walls with Wood or Metal Deck Diaphragms Mid-Rise RM2L - Reinforced Masonry Bearing Walls with Precast Concrete Diaphragms Low-Rise RM2M - Reinforced Masonry Bearing Walls with Precast Concrete Diaphragms Mid-Rise RM2H - Reinforced Masonry Bearing Walls with Wood or Metal Deck Diaphragms High-Rise URML - Unreinforced Masonry Bearing Walls Low-Rise URMM - Unreinforced Masonry Bearing Walls High-Rise MH - Manufactured Home PC2M - Precast Concrete Frames with Concrete Shear Walls Mid-Rise PC2H - Precast Concrete Frames with Concrete Shear Walls High-Rise RM1L - Reinforced Masonry Bearing Walls with Wood or Metal Deck Diaphragms Low-Rise RM1M - Reinforced Masonry Bearing Walls with Wood or Metal Deck Diaphragms Mid-Rise RM2L - Reinforced Masonry Bearing Walls with Precast Concrete Diaphragms Low-Rise RM2M - Reinforced Masonry Bearing Walls with Precast Concrete Diaphragms Mid-Rise RM2H - Reinforced Masonry Bearing Walls with Wood or Metal Deck Diaphragms High-Rise URML - Unreinforced Masonry Bearing Walls Low-Rise URMM - Unreinforced Masonry Bearing Walls High-Rise MH - Manufactured Home

Earthquake Design Level

The description of the design level of the structure that provides an indication of the building

standards that are likely to have been in place at the time that the structure was built.

HC - High-Code MC - Moderate-Code LC - Low-Code PC - Pre-Code HS - Special High-Code MS - Special Moderate –Code LS - Special Low-Code

Earthquake Foundation Type

This foundation type of the building used in the HAZUS earthquake model.

0 – Unknown 1 – Slab 2 – Perimeter (shallow) 3 – Combined Footing 4 – Single Column Footing 5 – Pile 6 – Drilled Pier 7 – Elevated Pier 8 – Caisson 9 – None

24


Facility Class

A classification of facility type used by HAZUS to identify the appropriate damage curve for

assessing the loss estimations produced by the model.

MDFLT - Default for Medical Facility EFHS - Small Hospital (less than 50 Beds) EFHM - Medium Hospital (50 to 150 Beds) EFHL - Large Hospital (greater than 150 beds) EFMC - Medical Clinics and Labs EDFLT - Default for Emergency Response Facility EFEO - Emergency Operation Centers FDFLT - Default for Fire Station EFFS - Fire Station PDFLT - Default for Police Station EFPS - Police Station SDFLT - Default for School EFS1 - Grade Schools (Primary and High Schools) EFS2 - Colleges/Universities

Flood Building Type

The type of construction material used to create the building. Below are the valid values:

Wood – Wood Building Steel – Steel Building Concrete – Concrete Building Precast Concrete – Precast Concrete Building Masonry – Masonry Building RMasonry – Reinforced Masonry Building URMasonry – Unreinforced Masonry Building Mobile – Mobile Homes Building ManuFHousing – Manufactured Housing

Flood Design Level

The description of the design level of the structure that provides an indication of the building

standards that are likely to have been in place at the time that the structure was built.

0 – Unknown 1 – Prior – 1950 2 – 1950 – 1970 3 – Post 1970

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Flood Foundation Type

This foundation type of the building used in the HAZUS flood model. The assumption developed

from expert opinion is that EFFS, EFS1, and EFS2 do not have basements. All other essential

facilities are assumed to have basements.

1 – Pile: An open foundation, composed of tall and slender members, embedded deeply into the ground. A pile is a single element, not built-up on site like a pier. Cast-in place columns supported by a deep foundation (pile cap, or mat or raft below the anticipated scour depth) are classified as a pile foundation. In some pile-supported buildings, shear walls may be used to transfer shear from the upper building to the embedded foundation elements.

2 – Pier: An open foundation (no load-bearing perimeter walls), usually built of masonry units and supported by shallow footings. Piers usually range from approximately 2 feet to 8 feet in height.

3 – Solid Walls: Load-bearing perimeter walls greater than 4 feet in height, usually supported by shallow footings. Floor beams or joists usually rest atop the walls, and may or may not be supported by interior piers or columns.

4 – Basement/Yard: Any level or story, which has its floor subgrade on all sides. Usually load bearing, masonry or concrete walls around the perimeter of the building, supported on shallow footings. Floor beams or joists rest atop the walls. Shallow basements with windows slightly above grade are defined as a garden level basement.

5 – Crawl Space: Usually short (less than 4 feet high), load bearing, masonry or concrete wall around the perimeter of the building footprint, supported on shallow footings. Floor beams or joists rest atop the walls and may also rest on interior piers.

6 – Fill: Soil built up above the natural ground elevation and used to support a slab or shallow footings.

7 – Slab on Grade: Concrete slab resting on the ground. It may have its edges thickened or turned down, but does not rely on other walls or footings for support.

Flood Protection Return Period/Yrs

The time span in which a flood may occur. Flood return period (measured in years) for which

the structure is protected.

10 50 100 200 500

HAZUS (abbreviation for HAZards United States)

HAZUS is a nationally applicable standardized methodology that contains models for estimating

potential losses from earthquakes, floods, and hurricanes. HAZUS uses Geographic Information

Systems (GIS) technology to estimate physical, economic, and social impacts of disasters. It

graphically illustrates the limits of identified high-risk locations due to earthquake, hurricane,

and floods. Users can then visualize the spatial relationships between populations and other

26

http://www.fema.gov/hazard/flood/index.shtm

http://www.fema.gov/hazard/hurricane/index.shtm

http://www.fema.gov/plan/prevent/earthquake/nehrp.shtm


more permanently fixed geographic assets or resources for the specific hazard being modeled, a

crucial function in the pre-disaster planning process.

Kitchen in Building?

An indication of whether a kitchen is available at the facility.

Landslide Susceptibility

An indication of the landslide susceptibility of the location in which the building is located.

0 – No landslide susceptibility 1 – Minimal 3 – Low 4 – Medium 5 – Medium-High 6 – High

Shelter Capacity (# of Beds)

The number of emergency beds/cots the building is capable of holding.

Type of Cooking On-Site

The type of cooking used in the facility.

I think this is a WSSP item

Water Table Depth / Meters

The depth of the water table underneath the facility.

27


School Construction Assistance Program (SCAP)

The School Construction Assistance Program is OSPI’s largest capital program and provides funding

assistance for facility planning, new construction and modernizations. Based on OSPI’s work, the

Legislature makes biennial appropriations to release state funds for school construction assistance to

school districts. Districts must apply to OSPI for the funding as it is not directly appropriated to the

school districts. RCW 28A.515

Funding Assistance %

The state funding assistance percentage applied to the formula allocations for the school district

project as determined by state funding assistance percentage formula that are state assisted

through the School Construction Assistance Program. (Defined in WAC 392-343-025 and RCW

28A.525)

Funding Assistance % Year

The year the state funding assistance percentage used or locked-in for the project.

Biennium

The state’s two year budget period in which funds were appropriated for the project. During the two-year budget period, the Legislature typically considers and may pass three budgets – the initial biennial budget, the first supplemental and a second supplemental.

Certified Sq Ft

For School Construction Assistance Program projects, upon final completion of the project, the

architect’s certified statement of final gross square footage of the project.

Congressional District

The U.S. Congressional District in which the project is located.

A territorial division of a state; entitled to elect one member to the United States House of

Representatives.

The ICOS data can be displayed by congressional district through a report.

Construction Cost Allocation (CCA)

The construction cost per square foot recognized for the project, as established by the

legislature in the biennium budget.

28

http://apps.leg.wa.gov/RCW/default.aspx?cite=28A.515

http://www.k12.wa.us/SchFacilities/Programs/SchoolConstructionProjects.aspx

http://www.k12.wa.us/SchFacilities/Programs/SchoolConstructionProjects.aspx


The maximum construction cost per square foot that the state recognizes for state funding

assistance in the SCAP. This amount is established by the Legislature in the biennial budget.

Construction Cost/Sq F

The actual cost of the construction for the project per square feet.

D4 Issue Date

The date the project was approved by OSPI for SCAP and a D-4 was issued.

D-forms

The series of application and approval forms for a project to qualify for state funding assistance

in SCAP.

Firm Name

The name of the architectural/engineering/consultant company of record responsible for

project design.

Firm Type

The type of business.

Fiscal Year

The four-digit year (YYYY) noting the state fiscal year in which funds were released for the project. The state fiscal year in which funds were release for the project is typically one year later than a project’s release year. For example, projects released in July 2011 were released in the 2012 state fiscal year.

Local Share of Recognized Cost

The amount of local share to the total recognized project cost.

Local Share of Recognized Cost Percent

The percent of local share to the total recognized project cost.

Non-Recognized Project Cost

The amount of the total non-recognized project cost.

Non-Recognized Project Cost Percent

The percent of the total non-recognized project cost to the total project cost.

Project Board Acceptance Date

The date the school board accepted the project as complete after construction.

29


Project Name

The description of the project, including the name of the facility.

Project Number

A unique identifier assigned to a project comprised of three numbers and a letter (NNNL).

Project Occupancy Date

The date that the students first occupied the project area.

Project Status

The D-10 form status for the project type.

D10(1) – Authorization to sign construction contract - front-funded status.

D10 – Authorization to sign construction contract with secured state funding status.

D10R – Revised version of the D10

D10RC – Reflects final project cost at completion of project. Final version of the D10

Project Type

A classification of the type of construction for a project. School Construction Assistance

Program projects assign the project type based upon the following OSPI project eligibility

definitions:

A – Modernization (Mod) – Means making “major structural changes” and may include the

replacement of fixtures, fittings, furnishings and service systems of a school facility in order

to bring it up to a contemporary state consistent with the needs of changing educational

programs and applicable codes. “Major structural changes” means major components of a

school facility contributing to the basic structure and does not include portable partitions,

free-standing panels and screens, portable equipment and furnishings that do not

contribute to the basic structure.

State funding assistance in modernization of school facilities shall be limited to projects for

which the estimated cost of construction is not less than forty percent of the estimated cost

of replacement (Construction Cost Allocation). State funding assistance for modernization

projects shall not exceed one hundred percent of the state recognized cost of new

construction (Construction Cost Allocation) of a comparable school facility based on the

prevailing level of state support as defined in chapter 392-343 WAC. Costs exceeding one

hundred percent shall be paid by the local district.

B – New-In-Lieu of Modernization (N/L) – The project replaces the space with new

construction.30

http://apps.leg.wa.gov/WAC/default.aspx?cite=392-343


C – New Construction/Additions (New) – New construction for unhoused students is based

upon a projected student enrollment with a space allocation per student compared to

existing facility space.

Public Works Method

The procurement process used to award public works contracts.

1-Design/Bid/Build 2-Design/Build 3-GCCM 4-Job Order

Release Year

The month and year the project received state funding assistance.

Source Date

The month and year when bond, levy, or other funds were secured for the project.

Source Type

The source of the local funds for the project.

State Share of Recognized Cost

The amount of state share to the total recognized cost.

State Share of Recognized Cost Percent

The percent of state share to the total recognized cost.

Status Date

The date of the project status.

Total of Recognized Project Cost Percent

The percent of the total recognized project cost to the total project cost.

Total Project Cost

The amount of the total project at D10. Including both recognized and non-recognized project

cost.

Total Project Cost Percent

The percent of the total project cost at D10.

Project Total Sq Ft

The total square footage for the project status.

31


VAX

The legacy system platform for the K-12 inventory and School Construction Assistance Program

information.

Energy Management

Energy Improvement Grants are funds appropriated by the state legislature and administered by OSPI.

The grants provide money to help with the costs of energy improvements in K-12 school buildings, while

stimulating the economy by creating jobs. The Washington State Department of Commerce is running a

similar grant program for K-12 and higher education.

These grants were funded by $50 million appropriated to OSPI from the Legislature to implement grant

funding for energy operational cost saving improvement projects in K-12 public schools. (OSPI School

Facilities Website)

Energy Audit

A systematic inspection review, survey and analysis of energy flows for energy conservation in a

building, process or system to reduce the amount of energy input into the system without

negatively affecting the output(s). The purpose of the process is to identify most cost-effective

opportunities to reduce usage through equipment retrofits or repairs.

Energy Benchmark Score

The energy benchmark score for the facility as calculated through the Environmental Protection

Agency’s Energy Star program.

32

http://www.k12.wa.us/SchFacilities/Programs/EnergyImprovement/default.aspx


Portfolio Manager

Portfolio Manager is an interactive energy management tool that allows the tracking and

assessment of energy and water consumption across your entire portfolio of buildings in a

secure online environment. Whether you own, manage, or hold properties for investment,

Portfolio Manager can help set investment priorities, identify under-performing buildings, verify

efficiency improvements, and receive EPA recognition for superior energy performance.

For many facilities, you can rate their energy performance on a scale of 1–100 relative to similar

buildings nationwide. Your building is not compared to the other buildings entered into Portfolio

Manager to determine your ENERGY STAR rating. Instead, statistically representative models are

used to compare your building against similar buildings from a national survey conducted by the

Department of Energy’s Energy Information Administration. This national survey, known as the

Commercial Building Energy Consumption Survey (CBECS), is conducted every four years, and

gathers data on building characteristics and energy use from thousands of buildings across the

United States. Your building’s peer group of comparison is those buildings in the CBECS survey

that have similar building and operating characteristics. A rating of 50 indicates that the

building, from an energy consumption standpoint, performs better than 50% of all similar

buildings nationwide, while a rating of 75 indicates that the building performs better than 75%

of all similar buildings nationwide.

EPA’s energy performance rating system, based on source energy, accounts for the impact of

weather variations as well as changes in key physical and operating characteristics of each

building. Buildings rating 75 or greater may qualify for the ENERGY STAR label.

33

http://www.energystar.gov/index.cfm?c=business.bus_bldgs

http://www.energystar.gov/index.cfm?c=evaluate_performance.bus_benchmark_comm_bldgs

http://www.energystar.gov/index.cfm?c=evaluate_performance.pt_neprs_learn


Washington Sustainable Schools Protocol (WSSP)

Washington Sustainable Schools Protocol (WSSP) is the tool developed to help school districts comply

with the goals of the law. It is a planning tool that allows designers to plan a high-performance school

while considering the regional, district, and site-specific possibilities and constraints for each project.

The categories in the protocol include those related to Site, Water, Materials, Energy, Indoor

Environmental Quality, and Innovation. The High-Performance School Building Program assists school

districts with meeting the requirements of the high-performance buildings law. Chapter 39.35D RCW

State-funded school construction projects are now required to incorporate high-performance features

into their school design and construction. All major facility projects of public school districts receiving

any funding in a state capital budget must be designed and constructed to at least the LEED silver

standard or the Washington Sustainable School Protocol (WSSP). (OSPI School Facilities Website)

# Months Pool Used/Yr

The number of months the pool is used per year, Sept 1 – Aug 31.

# of Computers

The total number of computers located in the facility.

# of Walk-In Freezers/Refrigerators

The number of walk-in freezers or refrigerators in the facility.

% Total Space – Cooled

The percentage of the total space of the facility that is air conditioned.

% Total Space – Heated

The percentage of the total space of the facility that is heated.

Area Served for Indoor Domestic Water

The total gross square feet of the facility being served by indoor domestic water.

Area Served for Irrigation in 1,000s of Sq Ft

The number of 1,000s of square feet of area outside the facility that is irrigated.

Average Weekly Hrs – Community Activities

The number of hours that all or part of a building is used for purposes other than K-12 general

education by the community or other organizations.

34

http://apps.leg.wa.gov/RCW/default.aspx?cite=39.35D

http://www.k12.wa.us/SchFacilities/Programs/HighPerformanceSchoolBuildings.aspx




Average Weekly Hrs – School Activities

The number of hours that all or part of a facility/building is used for general education.

Backup Power

An indication of whether the facility is equipped with backup power.

Facility has a Pool?

An indication of whether the facility has a pool.

Check box if the annual report data is less than the total SCAP recognized square footage of the facility

In cases where only a portion of the building has been modernized or falls under the

requirements of the WSSP, the WSSP reporting area may be smaller (in square feet) than the

entire building or than the area recognized under OSPI’s School Construction Assistance

Program.

Check box if the Building is normally open on weekends

An indication of whether the building is open and being used on either or both of the weekend

days. Use may involve general education or any other use public or private.

Describe Any Other Potable Water Uses

Additional information regarding any other potable water uses in (or at) the facility.

Describe any other high energy uses, i.e., kiln, special lab equipment

Additional information regarding any other high energy uses in the facility.

Describe Any Other Non-Potable Water Sources

Additional information regarding any other non-potable water sources in the facility.

Describe Any Other Non-Potable Water Uses

Additional information regarding any other non-potable water used in the facility.

Energy Efficiency

Efficient energy use involves promoting all behaviors, working methods and production

techniques that consume less energy for the same rate of production. (google.com) .

Energy Efficiency Goal Percent

The design goal percentage to be achieved above energy code.

35


Energy Efficiency Percent Actual Year

The actual percentage achieved above energy code reported in the school year.

This is an example where if we had an introductory to WSSP, the program and reporting

requirements under the law and how OSPI is implementing them – i.e., Using the WSSP

scorecard and then measuring that with X, Y, Z actual from whatever bills or usage reports for a

school year 8-1 through 7-31, etc.

Enter the Data Center Total Sq Ft

The total square feet of the computer data center in the facility.

Enter the WSSP Area in Sq Ft

The total square feet of the WSSP area, if it is less than the total SCAP recognized square

footage.

Final WSSP Score (D11)

The final WSSP score from the D-11 Form.

How many Hr/Wk is Data Center in Use

The total hours per week the computer data center in the facility is in use.

Indoor Pool?

An indication of whether the facility has an indoor pool.

Is Pool Heated?

An indication of whether the pool in the facility is heated.

If reporting on the whole facility area, then describe the significant differences between the WSSP Area and the whole facility energy characteristics

Additional information regarding any other significant differences between the WSSP area and

the whole facility energy characteristics.

36


Leadership in Energy and Environmental Design (LEED)

LEED is an internationally recognized green building certification system, providing third-party

verification that a building or community was designed and built using strategies aimed at

improving performance across all the metrics that matter most: energy savings, water

efficiency, CO2 emissions reduction, improved indoor environmental quality, and stewardship of

resources and sensitivity to their impacts.

Number of Months the Facility is Used per School Year

The total number months the facility is used per school year.

Pool Size/Sq Ft

The total square feet of the swimming pool in the facility.

Reporting Year

The beginning and ending year for the current school year used for reporting.

Type of Cooking On-Site

The type of cooking used in the facility.

Full Reheat None

Washington Sustainable Schools Protocol (WSSP)

The tool developed to help School Districts comply with the goals of the RCW 39.35D. It is a

planning tool that allows designers to plan a high-performance school while considering the

regional, district, and site-specific possibilities and constraints for each project.

Water Efficiency

Efficient water use involves promoting all functions, tasks, processes, or results with the minimal

amount of water usage.

An indicator of the relationship between the amount of water required for a particular purpose

and the amount of water used or delivered

Water Table Depth/Meters

The depth of the water table underneath the building.

WSSP Exempt?

37


An indication of whether the Facility is required to complete the WSSP Annual Report as

determined by OSPI.

38

ospi_icos_glossary_draft - office of … · web viewa pile is a single element, not built-up on...

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