Chapter 4, Facility Data Elements, Facilities Information Management: A Guide for State and Local Education Agencies

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	Facility Data Elements
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	Resources and Connections
Glossary
Calculated Data Elements

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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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