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)

TheAsset 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.

TheWAC 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.

District Inventory

County District Code

ACounty 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)

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 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.

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 lawRCW 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.

FacilityInventory

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.

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.

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

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 8th 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.

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 skillscenters in Washington State.

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.

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.

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

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.