Building Condition Survey Aid: Please read carefully to avoid loss
- Building Condition Survey requirement. New York State Education
Law and regulations require a building condition survey (BCS)
for all occupied school buildings to be conducted at least
every five years (beginning in 2000). Every five years, a
separate State Aid formula reimburses districts for part of the cost
of this survey. This survey is different from the required Annual
Visual Inspection (AVI); however, the BCS fulfills the AVI requirement
for the year in which the BCS is conducted.
- Submission of building condition survey forms to Facilities Planning
no later than June 30, 2011 AND completion of SAMS Form FB
items #138 and #139 are required to receive any BCS Aid.
- On-line building condition survey forms must be submitted via the
Office of Facilities Planning website: Office
of Facilities Planning Instructions for submission
of the on-line BCS form. The due date for all survey forms has been
extended by the Office of Facilities Planning from
January 15, 2011 to June 30, 2011. Districts will
not be able to submit the on-line Building Condition
Survey form to SED after 6/30/11.
- Districts already should have claimed any 2009-10
square footage surveyed and expense for 2010-11 BCS
Aid on 2010-11 SAMS Form FB Lines 138 and 139. Detailed
reporting instructions are available via SAMS help
screens. 2009-10 BCS expenses must be submitted via
SAMS by June 30, 2011 for payment during the 2010-11 aid year.
After June 30, 2011, 2010-11 BCS Aid on the 2010-11
BCS output report will display as zero if BCS survey
forms were not submitted to Facilities Planning by
6/30/11, regardless of expense and surveyed square
feet reported on 2010-11 SAMS Form FB. 2010-11 BCS
aid already paid will be recouped from either the
final 2010-11 September General Aid payment or, if
that payment is less than the BCS Aid already paid,
from a 2011-12 General Aid payment.
BCS expense incurred during the 2010-11 school year
for 2011-12 BCS Aid: Only districts that submitted
BCS forms to Facilities Planning by June 30, 2011
may claim 2010-11 expense for BCS Aid on 2011-12 SAMS
Form FB when it is released this summer. Districts
that have not submitted BCS forms to Facilities Planning
by June 30, 2011 will not receive any 2011-12 BCS
Aid. For districts that submitted timely survey forms
to Facilities Planning, preliminary 2011-12 BCS Aid
will be calculated based on surveyed square footage and expense reported
on 2011-12 SAMS Form FB.
- Districts reporting BCS
expense in both claim years should report on the Form
FB only the square footage surveyed in each applicable
claim year in order to avoid potential overstatement
of the BCS Aid calculated for each year.
- Verification of Building Condition Survey Aid claim. During the
2011-12 claim year, some districts will be asked to provide
substantiating documentation related to their 2010-11 and/or
2011-12 BCS aid claim.
June 1, 2011