Forms and Checklists:Facilities Planning:NYSED

Forms and Checklists

STATE SMART GROWTH PUBLIC INFRASTRUCTURE IMPACT STATEMENT - New requirement for ALL capital construction projects. Find the form in our final submission forms workbook or here. (05/3/11)

New SHPO rules for reconstruction projects, see section on final plans submissons, below. (11/4/10)

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
Instructional Technology Planning Guidelines
International Building Code
Letter of Intent for Capital Construction Projects (Article)
Letter of Intent Forms Workbook (236KB) 01/02/20
SED Numbers and what they mean 10/27/00
NYS Dept. of Parks, Recreation and Historic Preservation Project Review Form 06/29/10
State Building Aid Guidelines (87KB) 07/28/04

APPROVAL OF PRELIMINARY PLANS

Building Aid Unit Calculator 12/15/00 Revised format of New Program Spaces worksheet.
Form A for BOCES projects - Excel (73KB) 7/15/03
Form A for BOCES projects - PDF (5KB) 7/15/03
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
Third Party Certification for Energy Performance Contract (EPC) Projects (01/09/13)
- Energy Performance Contracts: Third Party Certification Form FP-EPC-IC 3/4/10
Required in new projects: Floodplain Info
Requirements for the installation or relocation of Manufactured Buildings 6/20/00
Instructional Space Review Form

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
Guidelines for Successful Supervision of School District Capital Construction Projects (31KB)
School Responsibilities (Under 155.5) Added sample construction announcement 4/26/00. Includes link to lead clarification.
Capital Project Summary of Inspection Form (48KB) 03/23/19
Capital Project Inspection Report Form (46KB) 03/23/19

FUNDING / AID

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)
Application for Apportionment
- FP-AP (20KB) 03/27/13
- FP-AP (62KB) 03/27/13
Final Building Project Report (1,165KB) 02/26/18
FP-FI (2012 version) (72KB) 01/31/12
Extraordinary School Capital Needs Program Aid - NOTE: MMRA has been rolled into Flex Aid for '05-'06, hence no form available this year. 2/8/06
Security Camera Aid Claim Form - PLEASE USE SAMS SYSTEM FOR CLAIMS - 9/22/09
New State Aid Form for Metal Detectors
Reorganization list by district 08/07/18