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Facilities Information Management: A Guide for State and Local Education Agencies
Home
  Introductory Material
Chapter 1
  Purpose and Scope
Chapter 2
   Customizing a School Facilities Data System
Chapter 3
   Using Data Elements for Analysis
Chapter 4
   Facility Data Elements
Chapter 5
   Resources and Connections
Glossary
Calculated Data Elements
 
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Illustration of a building and a crane
Facility Data Elements
This chapter contains a basic list of relevant data elements, with unique identifying numbers, definitions, and where appropriate, illustrative or complete sets of data element options that further define the more general data element. This chapter is divided into seven sections:
    Within each section, the data elements are ordered according to a logic associated with content. The numbers were assigned for purposes of this publication, and will likely change when a database is created from these data elements or when this document changes.

    1000 Facilities Identification
    These data elements can be used to identify and inventory an education institution and include relevant information regarding the name, location, age, and size of a given facility.
     
    1010 Name of Institution
      The full, legally accepted or popularly accepted name of an organization (e.g., a school, an association, or a company).
    1020 Institution Identification Code
      A unique number or alphanumeric code assigned to an organization or institution by a school, school system, state, or other agency or entity.
    1030 Street Number/Name
      The street number and street name or post office box number of an address.
    1040 Apartment/Room/Suite Number
      The apartment, room, or suite number of an address.
    1050 Building/Site Number
      The number of the building on the site, if more than one building shares the same address.
    1060 City
      The name of the city in which an address is located.
    1070 Name of County
      The name of the county, parish, borough, or other comparable unit (within a state) in which an address is located.
    1080 State Abbreviation
      The abbreviation for the state (within the United States) or outlying area in which an address is located.
    1090 Zip Code
      The five- or nine-digit ZIP Code portion of an address.
    1100 Country Code
      The code for the country in which an address is located.
    1120 GIS Location
      The unique geocoded designation of a building or site.
    1130 Site Identifier
      The lot and square number, or equivalent unique municipal number identification, of a parcel of land.
    1140 Census Tract
      The census tract number of the school site.
    1150 Block Number Area (BNA)
      The informal description of location sometimes used in rural areas, for example, "from the highway to the railroad tracks."
    1160 School District Subdivision
      The number, letter, or name that describes an organizational subdivision of a school district.
    1170 Building Name
      The full, legally accepted or popularly accepted name of a building.
    1180 Building Identification Code
      A unique number or alphanumeric code assigned to a building by a school, school system, state, or other agency or entity.
    1190 Authorizing Entity Type
      The type of organization that has ultimate responsibility for policy and operational decisions for an educational institution.
      1 Federal (e.g., Congress, Bureau of Indian Affairs, Department of Defense, U.S. Department of Education)
      2 State/Territory (e.g., State Education Agency, Health and Human Services, Corrections, State Board of Education, State Legislature)
      3 Regional (e.g., Intermediate Education Agency, Cooperative, BOCES, Cross-state agency)
      4 Local (e.g., School Board, City Council)
      5 School
      6 Private/Religious (e.g., Catholic diocese, private school board, charter)
    1195 Authorizing Entity Name
      The name of the organization that has ultimate responsibility for policy and operational decisions for an educational institution.
    1200 Ownership Entity Type
      The public or private entity that holds legal title to the building and/or site.
      1 Federal (e.g., Congress, Bureau of Indian Affairs, Department of Defense, U.S. Department of Education)
      2 State/Territory (e.g., State Education Agency, Health and Human Services, Corrections, State Board of Education, State Legislature)
      3 Regional (e.g., Intermediate Education Agency, Cooperative, BOCES, Cross-state agency)
      4 Local (e.g., School Board, City Council)
      5 School
      6 Private/Religious (e.g., Catholic diocese, private school board, charter)
    1205 Ownership Entity Name
      The name of the public or private entity that holds legal title to the building and/or site.
    1210 Year Built
      The year a building was constructed, as indicated by cornerstone or official government records.
    1220 Historic Status
      An indication of whether or not a building is eligible to be declared a landmark or historic building.
      1 Locally eligible, not yet designated
      2 State eligible, not yet designated
      3 Nationally eligible, not yet designated
      4 Ineligible
      5 Not evaluated
      6 Locally designated
      7 State designated
      8 Nationally designated
    1230 Construction Date
      The month and year in which construction of a building, addition, or improvement was completed.
    1240 Construction Date Type
      Designation of the nature of the construction completion date.
      1 Actual
        Construction was completed as judged by the owner putting the building or improvement into use.
      2 Estimated
        The new building, addition, or improvement is expected to be completed so the owner is able to put the building or improvement into use.
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    1250 Construction Material Type
      The primary material used for the construction of a building.
      1 Brick
      2 Brick veneer
      3 Block
      4 Wood frame
      5 Concrete
      6 Prefabricated
      7 Aluminum
      8 Steel
      9 Adobe
      99 Other
    1260 Date of Certificate of Occupancy
      The month, day, and year in which a certificate of occupancy was granted by the appropriate local authority.
    1270 Number of Stories
      The number of stories in a building, excluding the basement if its ceiling is less than three feet above ground level.
    1280 Year of Last Modernization
      The most recent year in which a full school modernization was completed.
    1290 Building Addition Code
      A unique number or alphanumeric code assigned to a building addition by a school, school system, state, or other agency or entity.
    1300 Building Addition
      A description of the permanent structure added to the original building.
    1310 Building Permanency
      An indication of whether the building is built for permanent use in the same location or is relocatable.
      1 Permanent building
        A structure built with a fixed foundation that has permanently attached walls, roof, and floor that cannot be transported either as a unit or in sections.
      2 Nonpermanent building
        A building or portion of a building made up of prefabricated units that may be disassembled and reassembled and transported to another location, or transported without reassembling.
    1320 Building Area
      The sum of the areas at each floor level included within the principal outside faces of exterior walls, including roofed areas with finished floors that may not have exterior walls, but are connected to the main building. This sum should include all stories or areas having floor surfaces with clear standing head room (6.5 feet or /.98 meters) but omit architectural setbacks or projections.
    1330 Site Name
      The full, legally accepted or popularly accepted name of a site.
    1340 Site Identification Code
      A unique number or alphanumeric code assigned to a site by a school, school system, state, or other agency or entity.
    1350 Site Improvement Location
      The location of the designed and constructed improvements made to a site.
      1 Playground
      2 Athletic field
      3 Outdoor classroom
      4 Hard-surface play area
      5 Hard-surface game area
      6 Parking
      7 Drop-off/driveway
      8 Septic fields
      9 Retaining walls
      10 Fencing
      11 Sidewalks
      12 Stairs and ramps
      13 Landscaping
      14 Water filtration system
      99 Other
    1360 Site Improvement Description
      A description of the designed and constructed improvements made to a site.
    1370 Site Area
      The total number of acres 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.
    1380 Site Descriptors
      A characterization of a site that would define restrictions or opportunities.
      1 Land use
        The underlying municipal zoning regulation which guides the potential development of a site.
      2 Enterprise zone
        The government identification for special funding opportunities based on income of residents of the area.
      3 Historic district
        The school is located in a publicly designated historic district, whether or not the school itself is historic.
      4 Environmental protection
        All or a portion of the site is protected under any environmental restrictions for development, such as wetlands.
      5 Environmental contamination
        All or a portion of the site is subject to any environmental contamination such as oil or toxic soil conditions.
      6 Site easements
        The covenants legally attached to a site, including agreements allowing other parties to use the site and agreements allowing the LEA to use sites belonging to others.
      99 Other


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