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(ICOS) User Manual - Office of Superintendent of Public Instruction

1. Guidelines for School Districts Information and Condition of Schools ICOS User Manual DRAFT December 2014 Randy I Dorn State Superintendent of Public Instruction Randy Dorn Superintendent of Public Instruction Ken Kanikeberg Chief of Staff JoLynn Berge Chief Financial Officer Financial Resources Gordon Beck Director School Facilites and Organization ICOS User Manual 2014 ICOS User Manual School Facilties and Organization Office of Superintendent of Public Instruction Gordon Beck Director OSPI provides equal access to all programs and services without discrimination based on sex race creed religion color national origin age honorably discharged veteran or military status sexual orientation including gender expression or identity the presence of any sensory mental or physical disability or the use of a trained dog guide or service animal by a person with a disability The following employee has been designated to handle questions and complaints of alleged discrimination Title IX Section 504 Coordinator Equity and Civil Rights Director P O Box 47200 Olympia WA 98504 7200 360 725 6162 Page 2 Table of Contents PACE OCU CUO IN a5 iia 5 PCCOSSING ICOS iii 5 Obtaining a Login for ICOS aus AAA AAA AAA 5 Logging nto EDS il aaa EN EE dde ii di 6 Home Creen ara 8 NAVISION oseraies o ana aE nl id cacao dai ida nada 8 Inventory ana CONGITION isa 10 Tree View Pan
2. Storm Drainage Utilities IILI Deficiencies Quantities Site Fuel Distribution LL Deficiencies Quantities Electrical Site Improvements 64010 Site Electric Distribution Systems LL Deficiencies Quantities G4050 Site Lighting LILIL Deficiencies Quantities Site Communications aaa aaa a a ae a a 65010 Site Communications Systems J L Deficiencies Quantities Rate Components The Site Condition Edit screen is where the sub assembly components are rated Once all of the components for all sub assemblies for the facility are rated the Site Combined Condition Rating appears at the top of the screen To rate the component 1 Click the check box for the rating E Excellent G Good F Fair P Poor U Unsatisfactory N A Not Applicable Condition Rating Component Priority Check if Certified BCA Sub Assemb E bly E GF PU N A Score L MH Foundations 41010 Standard Foundation _ Deficiencies Quantities Slabs on Grade _ J Deficiencies Quantities Add Component Rating Screen 2 Click the N A check box only if that component is not in the building Once the data is saved and the screen is closed then re opened this component s will be moved to the bottom of the Site Condition screen under the Unused Components section Page 63 3 If the chosen rating is Poor or Unsatisfactory the text on Peficiencies button will change to red
3. ao y a li Pe IAK ESA rev Wat Soun acific J a S o eN i Le Sr ea AA ANN f School Districts Sila NP gt aa y E A A a WI i K wh 193 K i E i PA Ls pa A W Educational Service Districts Ciy O 2 c vue a i A MM State Legislative Districts a a pse aup 4 5 M Facilities Coordinator Regions gas o ECO Y Y Sant ES sS julee Dal MM Small Repair Grants Schools A 2 MM Urgent Repair Grants 2011 13 P E Energy Grants h Flathead LA hauk Por f Tees i l afchep gt M Construction Projects July 2010 nm gt a ta A 1395 Pendleton o y 2 ed Y aie tl i Bay City Hillsboro E O gt y e pr J ha Pp Pilot Rock i o Tigard pa a 9 Grande o McMinnville A Ni j as r I AM 5 Y Columbia 4 L y Warm Fossil h j 101 Salem y Platea olmo i t Springs LR i lo ms f Warm Springs S paker City Newport Mill city i a 2 PON Cotvallis Rae j Ks g 26 a ate Terrebonne gt Canyon City 4 f Waldport i fe Y Other controls include 1 Zoom Bar left of the screen Zoom can be used to focus on your district and other specifics 2 Map Layer Icon On the tool bar this icon can be used to view additional layered details Map Layers Imagen Topographic Bing Str Page 69 3 Map Legend Icon On the tool bar this icon 1s used to view color definitions for Map Layers 1f needed A check box allows for selections of layers you wish to view sire Map Leg
4. Document Type ile name pe Site Map Blaine Middle School i delete Select a Document Type File Details Step 2 For each file verify it s name and select a document type File Name Site Map Blaine Middle School File Type an APP 6 Year Certification Letter APS Certification Letter APP Board Resolution Building Area Analysis Energy Audit Other Photo Site Area Map Building Floor Plan Step 3 Select facilities and buildings that each file applies to by checking the boxes next to their respective names then click Upload ICOS File Upload Step 1 Upload new files by browsing for a file or drag and drop files into this window Document Type File Name Type Site Ares Map Site Map Blaine Middle School ae E Eile Details Step 2 For each file verify it s name and select a document type File Name Site Map Blaine Middle School File Type Site Area Map File Linking Step 3 For each file either select District File or check the facilities and or buildings it will be linked with _ District File Facilities Buildings _ Blaine Elementary School Middle School Blaine High Schoo middie schoot evm O Fi Blaine Middle School Blaine Primary School __ Point Roberts Primary School Page 19 The file should now be visible in the Uploaded Files section Blaine Uploaded Files Add File save File Type All Document Types w Facilities Buildings
5. Portable Buildings Restrooms Faculty O oo 8 O 8 SB 8B 8 O 8 8 O OA 8 A Restrooms Student In the Quantity field enter the quantity for each Space Room Type for the facility in a number format only nn n Page 36 Tip Double click in the first Quantity field then use the tab button on your keyboard to move to the next field 1 To close the window click Or in the upper right hand corner 2 To cancel your changes click E8ncel Building Information Screen To view the Building Information screen click directly on Building Information underneath the facility name in the tree view The Details tab is shown by default Blaine High School s Building Information Add Building Save Building Gross Sq Ft Instr SqFt SCAP SqFt Classrooms T Stations Condition Greenhouse o o o 1 o not started Gym Complex 62 179 62 179 o o 3 83 47 High School 49 036 49 036 o 26 2 76 39 Totals 8 138 579 133 460 o 36 6 sant al Details Inventory Condition Classrooms Files Map Log Located at Facility Blaine High School Name Concessions Type Permanenti Portable Flag for ICOS Removal Profile Concessions Year Built 1974 Last Major Renovation Year Number of Floors 1 Characteristics Occupied _ Leased __ Historic _ Has Classrooms or Teaching Stations Asset Preservation Program APP Board Acceptance Date Es _ Washington Sustainable Schools Protocol W
6. Structures present A twelve month period from July 1 of a calendar year to June 30 of the next calendar year A current overhead diagram of rooms and spaces of each level of a building The range of grades that the facility serves Example K 8 Kindergarten through Sth grade The total gross square feet for the building as measured from finished outside face of stud to finished outside face of stud The following areas shall not be included in any calculation of gross square feet e Exterior covered walkways cantilevered or supported e Exterior porches including loading platforms e Roof overhangs The total gross square feet of all buildings within a district The total square feet of all the buildings in the facility including portables The total square feet in a building used primarily or exclusively for instruction and or instructional support mechanical and storage space included Portables 1f used for instruction should also be counted as instructional space School facility space that is under lease per the provision of RCW 28A 335 040 is considered to be available for instructional space and shall be included in the instructional space Page 76 inventory The following areas shall not be included in any calculation of gross instructional square feet e Exterior covered walkways cantilevered or supported e Exterior porches including loading platforms e Areas located above instructional spaces which
7. This indicates that at least one deficiency and one cause is required to be selected When completed the text of the Deficiencies button will turn green To add a priority for repair for the component click in the correlating Priority Check Box L Low M Medium H High Add Priority Rating Total Site Condition Rating Ratings Not Completed Sub Assembly Component Condition Rating Component Priority E GF P U NA Score L M HAH Site Improvement G2010 Roadways Lyi ld Le Ly 90 M L Deficiencies Quantities 62020 Parking Lots Lap La La fa ll LA _ Deficiencies Quantities 5 Repeat the steps above for all components for all sub assemblies To add deficiencies and causes to a component click on Deficiencies The window expands to view the Deficiencies and Causes Section Add Component Deficiencies and Causes Site Improvement le 8 G2010 Roadways Deficiencied Quantities Select a rating for component deficiences Select the related causes for the component rating Enter additional comments Enter location comments Enter defeiciency comments Enter corrective actions Click Deficiencies to collapse the component deficiences and causes section Repeat the above steps for all components for all cub assemblies To add Quantities for a component click Quantities Page 64 Add Component Quantities Total Site Condition Rating Ratings Not Started C
8. click the button 1 A delete confirmation message pop up message asks if you are sure you want to delete the School Code from the facility 2 If you click Yes then the School Code is removed from the facility 3 If you click cancel then the School Code is not deleted and remains in the facility grid 4 Click ok and the added School Code displays in the School Code field box on the Edit Facility screen To delete a School Code from the Facility Edit screen select the School Code you want to delete and click Delete Page 35 Note 1 A delete confirmation pop up message asks if you are sure you want to delete the School Code from the facility 2 Click Yes then the School Code is removed from the facility 3 Click Cancel and the School Code is not deleted and remains in the facility grid Add Edit School Code Pop up Screen Delete School Code School Code s a Add Delete Add Edit Facility Room Use To add edit the Facility Room Use click 95 A separate screen opens with the facility space room use data Facility Space Inventory Screen Facility Room Use Space Room Type Quantity Career amp Technical Ed Flex Lab b Classroom Regular T S Commons Multipurpose Y com puter Lab Full Day Kindergarten additional classrooms needed Full Day Kindergarten in use classrooms Gymnasium PE Kitchen Library Modular Buildings Music
9. per the provision of RCW 28A 335 040 is considered to be available for instructional space and should be included The profile defines or identifies the primary use of a building Example Elementary School Single Story Page 72 Building Profile Type Building Total Number of All School Buildings At a Facility Building Year Originally Built Census Tract Number Component Condition Rating Congressional District Construction Cost Allocation CCA Construction Cost Per Square Feet The description of a building as determined by its current intended use This field is where you choose the profile type The profile type you choose determines the different component types that will appear on the Building Condition Screen The total count of buildings within a Facility The year that construction was completed generally considered the year first occupied or put into use Eleven digit state county census tract identifier assigned by the U S Bureau of the Census Census tracts are small relatively permanent statistical subdivisions of a county or statistically equivalent entity The primary purpose of census tracts is to provide a stable set of geographic units for the presentation of decennial census data See Uniformat A level based on the description of the components condition There are five ratings e Excellent New or easily restorable to like new condition Only minimal routine mai
10. your School Facilities and Organization http www k12 wa us SchFacilities ContactInformation aspx Page 5 Logging into EDS EDS is the OSPI platform which provides access to ICOS School districts must obtain permission from OSPI to logon to EDS District users must have a User Name and a Password and be permitted by the district s Data Security Manager to access the ICOS Application within EDS To log into EDS and view the ICOS system 1 Follow this link http eds osp1 k12 wa us Login aspx 2 Enter your username and password 3 Click the login button O A OSPI Office of Superintendent of Public Instruction mae Help Feedback Create an Account System Sign In Password Forgot your username or password A Click the My Applications tab or click on View my Applications link OSPI Office of Superintendent of Public Instruction My Applications Profile N This section allows you to manage yoursaccount information What would you like to do Click Either Location e View my applications e View my application permissions e Edit my personal information e Change password e Search Education Directory e Search EDS Directory e View Security Managers Page 6 B Click on ICOS gt Application List My Applications gt Application Roles gt Education a Directory My Application List gt EDS Directory gt Security Manager You have access to the applications lis
11. 7 Reporting Year District Facility 2012 2013 a Blaine To view a report 1 Click on the drop down box to view the available reports 2 Select other data from the drop down boxes as needed Report User Selection Choose Report Screen Select a report enter search criteria and click Run Report ICOS Report Building Summary OSPI Report 1049 Determination of Projected Enrollments SCAP Report 1 SCAP Report 3 pian SCAP Report 3 State Wide APP Annual Report 3 Click to run a report The Report Viewer opens in a separate window with the report data Reports require pop ups to be enabled in the browser Page 66 BLAINE 37503 FACILITY Blaine Elementary School Blaine High School Blaine Middle School Blaine Primary School Point Roberts Primary School School Facilities and Organization Report Sample Screen M Export 100 Select a format GROSS INSTRUCTIONAL STATE ASSISTED SQFT sa FT SQFT 60 523 60 523 0 DISTRICT ASSIGNED BUILDING NAME Main Building 60 523 60 523 0 Concessions Greenhouse Gym Complex High School Science Lab Stadium Vocational Building Middle School Middle School Gym Main Building Main Building DISTRICT GRAND TOTAL 60 523 60 523 Generated Feb 20 2013 Navigate Report Pages The toolbar in the Report Viewer has four buttons STATE OF WASHINGTON SUPERINTENDENT OF PUBLIC INSTRUCTION DISTRICT SUMMARY
12. Point Roberts Primary Blaine School District NANCY BAKARICH Principal Blaine Primary School Blaine School District Robert Haskell Principal Blaine at Timber Ridge Blaine School District 4 Ron Spanjer Status Active Superintendent in Blaine School District Phone Numbers Email Business 360 332 5881 Business rspanjer blainesd org Mailing gt 765 H Street Contact Search To search for active contacts the x Active Contact box must be checked To search for in active contacts the Active Contact check box must not be unchecked Enter one or more of the criteria listed belwo to assist in your contact search 4 ay School District defaulted to your district Facility Contact Type First Name Last Name Click and the search results will display in the search result grid Click on the contact row in the grid to view the contact details below the grid Create New Contact To create a new contact l 2 Click the Contacts button under the district in the tree view In the Contacts window click E ate New Contact Page 24 3 In the Add Person pop up window type the first name and last name of the new contact Please note A If there is already a contact with the same name in the system the records will appear in the grid below the name fields Add Contact Search Screen Add Person First Name Last Name Bunny A person with this name already exists Do one of the following Select a per
13. Point Roberts Primary School Lada Delete A elete Students Served pe as of Oct 1 Grade Span t Lower Level Grade lis Original Property Original Original Board as d Acquisition Date pel id Occupancy Date lt av yyyy gt Acceptance Date EPET Meadas 7 57 Total Number i Gross Facility Sq of Buildings ps Ft of Teaching Total Number of 22 Stations for gt Teaching Stations 22 Students with 2 Disabilities Facility Coordinates 48 122 7407 Latitude 8 992403 Longitude Reporting Asset Presevation Program APP Requirements and WSSP or LEED gt Designations Edit enter data into the desired fields including 1 Facility Number This field is assigned by OSPI and cannot be edited 2 School Code See page xx for instructions on how to edit the school code field 3 Facility Name Change the facility name in this field 1f needed 4 Facility Site Profile Type Change this field only if needed Page 30 10 11 12 13 14 15 Warning You must make sure that the correct Facility Site Profile Type is chosen before condition rating any components Once rating has begun a Facility Site Profile Type cannot be changed Facility Notes Add notes in this field if needed Students Served Enter the number of students that physically attend the facility Grade Span Lower Level Grade This field 1s read only Grade Span Upper Level Grade This field 1s read
14. REPORT 2012 2013 CONDITION RATING Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Ratings Not Started Page 1 of 1 Go to first page go back one page go forward one page and go to last page Resize Report Viewer The page size drop down list allows the user to resize the view of the report Page 67 Find To find a specific word or number type the search criteria into the Find window then click find To find the next occurance of the search click Next Find Next Download Export Report To download the report 1 Click on the Select a Format drop down list and select a file format to export the data 1 e Microsoft Word Excel Comma Delimited 2 After selecting a print format click the Export button i4 4 ofi gt Di 100 y Select a format Select a format XML file with report data STATE OF WASHINGTON E comma delimited SUPERINTENDENT OF PUBLIC INSTRUCTION iia web archive DISTRICT SUMMARY REPORT 2012 2013 Exce BLAINE 37503 TIFF file Word FACILITY DISTRICT ASSIGNED BUILDING GROSS INSTRUCTIONAL STATE ASSISTED CONDITION NAME SQFT SQFT SQFT RATING Blaine Elementary School Main Building 60 523 60 523 0 Ratings Not Started 3 The File Download pop up message asks 1f you wish to save or o
15. School Building Information Blaine Primary School Point Roberts Primary School Main Screen Expander Arrow Blaine District Summary X Blaine District Summary School District Name Blaine County District Code 37503 County Name Whatcom Ed ional i Jucationa Service 189 District ESD EPA District Classification First Class Second Class Non High District Total Number of Facilities Sites 5 Total Acreage 38 57 Total Facilities Sites Rated Complete A Total Number of PER sie District Buildings 43 Gross Total Sq Ft 346 716 Total Buildings Rated B Complete Page 15 District Information The District Summary screen 1s the first screen that displays when the Inventory and Condition tab is chosen on the navigation pane It displays specific information about the district including rollup totals from all of its facilities and the buildings within those facilities This 1s a read only screen and changes cannot be made in this screen District Summary Screen General Blaine District Summary x 4 Blaine E School District Name Blaine APP Z 3 Contacts 77 County District Code 137503 Uploaded Files z a Click directly on 4 Blaine Elementary School a Educatio the District Name Building Information District ma 4 Blaine High School a District Classification First Class Second Class Non High District Building Information Li salle E Tota
16. To add a Parcel Number click for the site A maximum 14 numbers are allowed Repeat as necessary 3 Legal Description Enter the Legal Description for the parcel number 4 For additional census tract information click on the link at the bottom of the pop up screen To edit a Parcel Number click in the field to be edited and make your changes To delete a Parcel Number click next to the parcel Are you sure you want to delete this number from the site A delete confirmation pop up message asks if you are sure you want to delete the parcel number from the site 1 If you click Yes the parcel number is removed from the site 2 If you click No the parcel number is not deleted and remains in the site grid Page 58 3 Click ox to save the changes 4 To close the Parcel and Census Tract pop up screen click or on the accordion to close View Site Map 1 To view the site map click Vie Site Map If a site map has been uploaded for a site a download prompt will appear allowing the file to be opened or saved If a site map has not been uploaded for the site a pop up message asks if you wish to upload a site map This message will appear each time until a site map 1s uploaded into ICOS A Clicking Cancel will close the pop up B Clicking OK will open the ICOS File Manager screen in a separate accordion for you to upload the site map 2 To print a site map when the document is opened click on 3 This icon
17. and preparedness goals A number previously assigned to a facility The date the school board accepts the project as complete The description of the project including the name of the facility A unique four or five number identifier assigned to a project by OSPI The D 10 form status for the project e D 10 1 Authorization to sign construction contract with front funded status e D 10 Authorization to sign construction contract with secured state funding status e D 10R Revised version of the original D 10 e D 10RC Reflects final project cost at completion of project Final version of the D 10 The School Construction Assistance Program assigns project types including e Modernization Mod e New In Lieu of Modernization N L e New Construction Additions New Page 78 Quantities Release Y ear Remote and Necessary School Reporting Year Rural Sites SCAP Recognized Square Feet School Code School Construction Assistance Program SCAP School District School Facility Physical Address Shared Facilities Site Site Acreage Site Area Map Information about the size or amount of a component The calendar year the project secured state funding assistance Small school facilities of a school district designated by the Superintendent of Public Instruction The reporting period for APP ending in April An adequately sized site The total gross instructional square fee
18. are either vacant or primarily housing mechanical and or electrical equipment e Space used by central administrative personnel e Stadia and grandstands e Bus garages e Free standing warehouse space specifically designed for that purpose e Other square footage not otherwise available or related to direct instruction or instructional support of the education program in the district e The portion s of any space s constructed from grants made as a gift to a school district by a private entity or a public entity which a Is dedicated by the written terms of the grant to joint use by the school district for educational purposes and by the general public for community activities for the useful life of the space s and b The school district board of directors has accepted the gift in accordance with the joint use terms of the grant Provided That this exception does not apply to space s jointly financed by two or more school districts e Facilities that are shared or collocated between multiple school districts pursuant to a written lawful agreement and that are jointly used by and or benefit those school districts Gross Instructional Total square footage of direct instructional space Square Footage Historical Status The historic status is the current historic designation for the building e Locally Designated The building is designated as historic building by a designated local authorizing board or committee
19. in more detail in the next section 1 Home The ICOS Home Page is the first screen viewed when entering the ICOS system The page contains links to the ICOS User manual and contact information for School Facilities Staff It also displays pertinent ICOS news items 2 Inventory and Condition The Inventory and Condition screen contains pages used to enter data about a facility a site and building inventory and condition ratings as well as Pre Disaster Mitigation PDM Asset Preservation Program APP and Washington Sustainable Schools Protocol WSSP 3 Reports Select this screen to run reports based on various user selected criteria New data or edits in ICOS must be approved by OSPI before they appear in a report Reports that can be accessed include A APP Annual Report A report showing the current status of APP buildings B Building Summary Report A summary of an individual building s information including the inventory and condition Page 9 C District Summary Report A summary of district information including a list of facilities and buildings D Facility Report Summary A summary of facility information including a list of buildings E OSPI Report 1049 Report A five year cohort survival enrollment projection by grade based on the last six years of headcount enrollments as reported each October F SCAP Report 1 A report showing all the SCAP projects that were built or modernized using state fundin
20. is on the toolbar 3 To close the Site Map window click the mo in the upper right hand corner Note The system will not allow a duplicate file name to be uploaded for a Facility Site Each file for the Facility Site must have a unique file name Add Edit Components and Sub Components LJ For each site component complete the following Athletic Recreational and Playfields Areas m Edit Sub Components Other fields include 1 Unit of Measure Select a Unit of Measure from the drop down box This is required if a value has been entered for Quantity or Estimated Size 2 Quantity or Estimated Size Enter a number for the Quantity or Estimated Size for a component This is required if the Unit of Measure has an option selected Page 59 3 Click on IN to add a pre assigned sub component s to the site component The Edit Sub Components pop up window opens Edit Sub Components z rid petete Sub Component Unit of Measure Quantity or Estimated Size Save Close 4 Click l ti to add a sub component row Edit Sub Components ES Add Delete Sub Component Unit of Measure Quantity or Estimated Size ki 5 Select a sub component from the drop down menu Other fields include A Unit of Measure Select a Unit of Measure from the drop down menu If Quantity or Estimated Size has a value this field is required B Quantity or Estimated Size Enter a value for the Quantity or Estimate
21. only Original Property Acqusition Date Enter the date by clicking on the calendar next to the field or type the date into the field in format M D Y Y Y Y Original Occupancy Date Enter the date by clicking on the calendar next to the field or type the date into the field in format M D Y Y Y Y Original Board Acceptance Date Enter the date by clicking on the calendar next to the field or type the date into the field in format M D Y Y Y Y Total Acres This field 1s automatically populated from the Site Inventory screen from the Total Site Acreage field It may be edited in the Site Inventory screen Total Number of Buildings This field is automatically populated with the total count of buildings added to the facility Gross Facility Square Feet This field 1s automatically populated with the sum of all square footage from the buildings added in ICOS for the facility Site Shared With This field will only be displayed and is automatically populated if shared facilities were added in the Site Inventory screen Information may also be edited in the Site Inventory screen Page 31 16 17 18 19 20 Notes Total Number of Teaching Stations Enter the number of Teaching Stations See glossary for definition Number of Teaching Stations for Students with Disabilities Enter the number of Teaching Stations See glossary for definition Facility Coordinates Latitude Enter latitude coordinates numbers o
22. received state funding assistance for a project See Uniformat The total number of acres of all facilities in the district The total number of Building Condition Assessments BCA completed by the district This is a roll up from data entered in the building condition screen The total number of site condition assessments completed by the district This is a roll up from data entered in the site condition screens The total number of facilities within a district The sum of a district s facilities The number of spaces that 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 The number of students with disabilities as reported on actual October headcount enrollment who are assigned to a specially designated self contained classroom for at least 100 minutes per school day and pre kindergarten students with disabilities at 50 percent of the actual headcount enrollment For this count students with disabilities are not all in Individualized Education Programs IEPs but those students who are may need additional physical space due to their disability This count corresponds to Annual Enrollment Classroom Count Form 1066 when applying for Page 80 Uniformat Urban Sites Vy Washington Sustainable Schools Protocol WSSP SCAP An industry standard for classifying project specifications cost estimatin
23. sure that the correct Building Profile Type is chosen before condition rating any components Once rating has begun a Building Profile Type cannot be changed 5 In the Year Built field enter the year the building was first put into use 6 In the Number of Floors field enter a number for the number of floors including basements 7 Select at least one characteristic and indicate 1f the building contains any classrooms or teaching stations 8 To save the new building data click da Buildin l 9 To close the Add Building Window click iim Edit Building Inventory To edit a building created in ICOS change the values in the text boxes drop down or date forms Details Inventory Condition Classrooms Files Map Log Add Area Year Built Area Name Gross SqFt Instr SqFt SCAP SoFt Area Use Occupancy Date Board Accept Date 1971 Area 1 49 036 43 036 O v Classroor Es Esil Note If buildings for a facility have not been created in ICOS the Building Inventory Summary will not display buildings You must first add a new building to add inventory information Page 44 Add Area Click the Add Area button to add data for an area in the building A building must have at least one area use entered Add as many different areas as needed L add Area E Details Inventory Condition Classrooms Files Map Log Occupancy Date Board Accept Date Area Use Year Built Area Name V Cla
24. A In the Add Phone Detail window enter the data for each field B Check the Is Primary box to make it the primary phone number Note Only one phone record can be designated as primary and must be checked at the time the record is created Add Phone Detail Phone Type Select Phone Type hi Is Primary ll Phone Number le Ext Add Close 8 Click the ETS button A In the pop up Add Email Detail window enter the data for the contact B Check the Is Primary check box to make it the main email Note Only one email record can be designated as primary and must be checked at the time the record is created Add Email Detail BA Email Type Select Email Type Is Primary m Email Address 9 Click Add Address Page 26 A In the pop up Add Address Detail window enter the data for the contact B Check the Is Primary box to make 1t the main address Note Only one address record can be designated as primary and must be checked at the time the record is created Add Address Detail Address Type Select Address Type Is Primary Address Line 1 Address Line 2 City State Zip Code 10 Click I Activate Contact button in the Edit screen if you do not want the contact to appear in search results For example Bugs Bunny is the Business Manager for Blaine School District If that contact is labeled Inactive a search by School District gt Contact Type gt First Name
25. AP and ancillary programs such as the performance based Asset Preservation Program APP The system is used to meet an increasing demand for school facility inventory and building condition data as well as support school district facility management and school facility information requests used for policy decisions A goal of this system is to benefit school districts by providing a system for inventory record keeping and comparative analysis between districts ICOS is constantly being improved and future changes are expected Although it is our desire to keep this document current it is marked Draft so the reader user is aware what is experienced in ICOS may not directly correspond to this User Manual in every detail Accessing ICOS At this time OSPI recommends using Microsoft Internet Explorer version nine or higher To view the ICOS system the Silverlight Applet a common add in must be downloaded onto the user s computer Silverlight can be accessed at no charge from this website http www silverlight net getstarted After installation of Silverlight ICOS can be accessed by following this link http eds osp1 k12 wa us Login aspx Obtaining a Login for ICOS To access ICOS users need a login for the OSPI Education Data System EDS EDS is an OSPI web portal that allows users to access various systems for which they have permissions To request access to EDS and ICOS contact OSPI School Facilities and Organization staff or
26. Blaine Uploaded Files x Additional features include 1 Properties This feature can be used to change the filename and file type 2 Link This feature can be used to associate files with facilities and buildings ICOS Link File BS File Site Map Blaine Middle School Select the facilities and buildings you want to associate or link the file with Linking a file a site map for instance allows you to associate it with multiple buildings or facilities Facilities Buildings ld Blaine Middle School W Middle School _ Blaine Elementary School wf Middle School Gym _ Blaine High School Blaine Primary School __ Point Roberts Primary School 3 Delete Files can be deleted When a file is deleted an approval for the deletion is sent to a Regional Coordinator Page 20 Add a Facility to the District To add a new facility to a district 1 Open the District Summary screen for the district you want to add a new facility to and click Add Facility 2 Type the new facilities name into the Facility Name field 3 Select a Facility Site Profile Type from the drop down box Warning The correct Facility Site Profile Type must be chosen before condition rating components Once rating has begun the profile type cannot be changed Add New Facility Window Add New Facility zg Facility Site Profile Type Latitude Longitude 1 In the Latitude field enter the latit
27. Gym Complex 62 179 62 179 0 o 3 83 47 High School 49 036 49 036 0 26 2 76 09 E Totals 9 138 579 133 460 o 36 6 ee To print building condition rating summaries for all buildings choose Print All These reports can be used in the field to conduct or verify a condition assessment If there have been no buildings created in ICOS for the facility the Building Condition Summary will not display buildings See page xx to add a building Page 46 Edit Building Condition The Condition screen is where the sub assembly components are rated Once all of the components for all sub assemblies for the facility are rated the Building Combined Condition Rating appears in the Building Condition Summary If the component is highlighted yellow the component has not yet been rated for the year Once rated the yellow highlighting disappears There are three views for a Building Condition screen They are 1 The building has not had area use data added It is necessary to add at least one row of area use data to rate the building Edit Building Condition without Building s Inventory Details Inventory Condition Classrooms Files Map Log At least one Inventory Area must be added to rate a buildings condition Add building areas on the Inventory tab 2 The building has never been rated before A red warning message is displayed at the top of the screen to ensure the Profile Type is correct for the building before the components a
28. SSP or LEED Notes Add Note Page 37 Select a Building If the facility selected in the tree view has multiple buildings on the site buildings can be selected from the grid at the top of the Building Information screen The selected building name will appear on the Details tab Building Information Details Inventory Condition Classrooms Files Map Log Blaine Middle School Blalna Pri ary Schoo Located at Facility Blaine H Point Roberts Primary School Name Concessions General x Blaine High School s Building Information Add Building Save 4 Blaine 5 Ta 5 Building Gross SqFt Instr SqFt SCAP SqFt Classrooms T Stations Condition APP en E Concessions 0 0 0 0 0 not started Contacts 2 Greenhouse 0 0 0 1 0 not started Uploaded Files z Gym Complex 62 179 62 179 0 0 3 83 47 Blaine Elementary School 3 High School 49 036 49 036 0 26 2 76 59 4 Blaine High School pS o o i o lt v 3 Type Permanent _ Portable J Flag for ICOS Removal Use scroll bar for facilities with more than 4 buildings Note Condition scores can be clicked to view the Building Condition Rating Summary report in a new browser window Enter Building Details Details Inventory Condition Classrooms Files Map Log Located at Facility Blaine High School Name Concessions Type Permanenti Portable Flag for ICOS Removal P
29. ails See Maps and Boundaries on page 69 for detailed instructions B To print the district map click on the toolbar C To close the window click RS in the upper right hand Page 17 Add View Files To add a photo to the District Summary as well as other documents specific to district facility or building levels click Uploaded Files and then click the Note The maximum file size that can be uploaded into ICOS is two megabytes The system will not allow duplicate file names to be uploaded for a district Each file for the district must have a unique file name Add View Files Example General Blaine Uploaded Files e Add File Sa 4 Blaine 2 Filters File Type All Document Types ag ta iliti sf Resttdings APP 7 Blaine E 3 E Bra E tary School x Blaine High School E Blaine Middle School Blaine Primary School Point Roberts Primary School Step 1 Upload new files by browsing for a file or drag a file directly into the uploader Note For this example we are uploading a Site Area Map for Blaine Middle School Click Here to Select a File ICOS File Upload Step 1 Upload new files by vsing for a file or drag and drop files into this window Document Type File Name Type Status Cancel Page 18 Step 2 After selecting a file the file type must be picked from the drop down menu ICOS File Upload ES Step 1 Upload new files by browsing for a file or drag and drop files into this window
30. ame Main Building Profile Type Elementary School Single Story F Total Building Condition Rating 86 0590 Condition Rating Component Priority Check if Certified BCA Sub Asse c ent r mbly omponen E GF P U WA Score L M HA _ Foundations A1010 Standard Foundation JWI _ Slabs on Grade 44010 Standard Slabs on Grade a Ja fll fla la Water and Gas Mitigation 16010 Building Subdrainage Lal la Ll lil Lal Superstructure Ezoza roer conaran II _ Exterior Vertical Enclosures B2010 Exterior Walls B2020 Exterior Windows 90 Deficiencies Quantities 90 Deficiencies Quantities 90 Deficiencies Quantities 90 Deficiencies Quantities 62 _ _ Deficiencies Quantities 90 _ Deficiencies Quantities B2050 Exterior Doors and Grilles B2070 Exterior Louvers and Vents _ Exterior Horizontal Enclosures sore rect lle 90 Deficiencies Quantities 90 Deficiencies Quantities a aaa vu oY a 90 Deficiencies Quantities Rate Components 1 Annual Rating The annual rating is to be completed by the district by April 1 2 Certified Rating The certified rating 1s to be completed by a certified professional every six years or during a Study and Survey Note OSPI must give a certification number to the user before they can enter the certifie
31. and apologize if this causes any inconvenience Please let us know if we can help you address or avoid any issues Thank you ICOS Resources e ICOS User Manual e OSPI Facility Staff Contacts gt Privacy Policy gt Disclaimer gt Customer Support 1 800 725 4311 Copyright 2004 2010 There are two links directly below the picture of OSPI They are 1 The ICOS User Manual 2 OSPI Facility Staff Contacts Navigation ICOS 1s developed inside an existing OSPI web portal called EDS The headers and footers have standard design navigation features as specified by the EDS portal EDS Home Help Page 8 Feedback and Logout EDS meets accessibility standards as well as hardware and software requirements Those requirements include a minimum 1024 x 768 screen resolution and IE Explorer 9 0 or higher The button will take you back to the ICOS Home Page The GS button link opens the e School Facilities ICOS website where there are various ICOS documents The button opens a screen to enter comments and submit them to the Help Desk Clicking the ks button takes users out of the system and returns them to the EDS login screen Clicking buttons on the header navigation menu takes users to the corresponding screen Office of Superintendent r ns Q Caan bi Public Instruct of Public Instruction Home Help Feedback Logout Maps and Boundaries The navigation tool bar includes the list of buttons below They are described
32. building __ Kindergarten __ Science Classroom _ Gifted Advanced tgp ag Education _ Grade 1 _ Lab Science __ Special Ed Disability Students TT Theater Stage Auditorium _ Grade 2 __ Lab Engineering _ Pre K Early Learning _ Commons Cafeteria _ Grade 3 _ Lab Math _ Community Use _ Library _ Grade 4 __ Lab Career amp Tech Vocational Vacant __ Other _ Grade 5 __ Lab Other __ Other _ Grade 6 __ Mixed Grade Elementary __ Mixed Grade High School Ta Note If a building already contains classroom types those types will not show up on the list of classrooms and teaching stations shown above Page 52 3 When a classroom is added the count of that classroom is set to zero by default Enter the number of classrooms of each type that are contained at the selected building then click Save Add Classrooms Classrooms Teaching Stations K 12 Instructional Laboratories Other Classrooms 5 Mixed Grade Middle School 2 Lab Technology 1 Art amp Music Physical Education Add Classrooms K 12 Instructional 5 Mixed Grade Middle School 2 Lab Technology 1 Art amp Music Physical Education Edit Delete Classroom 1 To delete classrooms enter a O into the text box and press Save 2 To edit the count of a classroom at a particular building simply change the number and press Save 3 Removing the Has Classrooms characteristic from
33. click in the correlating priority check box L Low M Medium H High SA Condition Rating Component Priority Check if Certified BCA Sub Assembly Component E G F PU N A Sore L MH Foundations A1010 Standard Foundation al la La a Lal l Quantities Deficiencies _ Cracking _ Openings in Wall 7 Repeat the steps above for all components for all sub assemblies 8 To save the Building Condition information click in the Edit Building Condition sceen If any of the above fields are blank a pop up message will display indicating which fields need to be entered 9 To close the Building Condition screen click in the Edit Building x Condition screen or on the accordion Page 51 Add Edit Classrooms Classrooms can be added or removed from a building on the Classrooms tab within Building Information Details Inventory Condition Classrooms Files Map Log Add Classrooms Classrooms Teaching Stations K 12 Instructional Laboratories Other Classrooms 5 Mixed Grade Middle School 2 Lab Technology al Art amp Music Add Classroom 1 Click the button 2 Select the classroom types you would like to add then click Ada Details Inventory Condition Classrooms Files Map Log Classrooms Teaching Stations K 12 Instructional Laboratories Other Classrooms Select the classroom types to add to the
34. d Census Track Numbers Add Shared Facility Add View Files Log Save 4 Blaine 3 a Site Profile Type Elementary School Rural Contacts o gt Uploaded Files No v a 4 Blaine Elementary School a Total Site Acreage 2 57 Photo Building Inventory A o 2 3 Available Building Condition 77 5 a z Site Conditio n y Quantity or Site Component Unit of Measure E Site Component Unit of Measure Estimated Size Blaine High School E m Athletic Recreational and Playfields Areas Blaine Middle School 2 a Edit Sub Components Blaine Primary School z i f o Site Communications Systems Point Roberts Primary School A A Site Development v Edit Sub Components Landscaping v Edit Sub Components Parking Lots x Edit Sub Components Pedestrian Plazas and Walkways gt Edit Sub Components Roadways v Edit Sub Components gt N v Other fields include 1 Site Profile Type This field is auto populated and it is the same profile as assigned in the facility screen Go to Facility Edit if needed 2 Total Site Acreage Enter the total acreage for the site to two decimal places A 3 Shared Facilities If the site acreage is used by another facility click on Add Shared Facility and a pop up window will open Shared Facility Example Page 56 Select Shared Facilities to Add 4 i Check each of the facilities you want to add Add Facility Blaine High School thal Blaine Mid
35. d Size If Unit of Measure has a value selected Values must be whole numbers only Decimals are not allowed 6 Repeat the steps above for each sub component available in the drop down box 7 To delete a sub component row in the Edit Sub Component pop up window select the sub component by clicking on the Quantity field for the sub component then click delete A Delete confirmation pop up message asks 1f you are sure you want to delete the sub component row Confirm Delete Operation E Are you sure you want to delete this Sub Component Yes No 1 If you click Yes the row is removed from the sub component list Page 60 2 If you click No the row is not removed and remains in the sub component list 3 Click or in the upper right hand corner of the pop up screen 8 Repeat the steps above for every component for the site 9 To save the site inventory information click in the Site Inventory screen If any required fields are blank a pop up message will display telling you which fields need to be entered 10 To close the Site Inventory screen click or button on the accordion Add View Files For detailed instruction on how to Add View files see page xx Site Condition Information Edit Site Condition To open the Site Condition screen click directly on Site Condition under the facility in the tree view If you do not see Site Condition you may need to click on the small gray expander triangle next to
36. d rating information Please see your Regional Coordinator for details If the rating is the Certified BCA Rating then a certified professional must check the box Check if Certified BCA L then enter the required information in the pop up If the information is not valid the user will not be able to complete the certified ratings 3 BCA Consultant Details Required ES Consultant First Name Certification Number l Evaluation Date 18 6 2013 itis Page 48 For both types of ratings 1 Rate the component by clicking the check box for the rating E Excellent G Good F Fair P Poor U Unsatisfactory N A Not Applicable o Check if Certified BCA H A T standard Foundation OOOO B COC Deficiencies Quantities Slabs on di S EA anaes E _ A8010 Standard Slabs on Grade QU u QUO IDeficiencies Quantities Add Component Rating Screen 2 If Poor or Unsatisfactory are checked the deficiencies window will open prompting the user to enter the details of the deficiency Condition Rating Component Priority Check if Certified BCA _ E GF P U N A Score L MH A1010 Standard Foundation al La Lal Lal al H om JEJE Quantities Hobo Lk Wy LA Li U iL FF a gt l j a i y i ao m 5 ie ES i i 5 tu a i for 3 Click the N A check box only if that component is not in the building When the data is saved screen closed and reopened t
37. dedicated for instructional learning Example 1 grade classroom Kindergarten classroom History classroom portable classroom Classroom for Students with Disabilities An enclosed space for students who are assigned to a specially designated self contained classroom for at least 100 minutes per school day Laboratory An enclosed space used for instruction which requires special purpose equipment or features for student participation experimentation observation or practice in a field of study Examples science labs language labs music practice rooms computer labs media production and vocational labs Library An enclosed space used to provide reference materials and areas for individual study Examples reading and study areas circulation desk and reference media Physical Education An enclosed space used for physical education and athletics Examples gymnasium basketball courts handball courts swimming pool wrestling rooms etc and related service areas such as locker rooms and associated lavatories Excludes fixed spectator seating ticket booths etc An identifier for an area within a building How an area is currently used regardless of its original design District Assigned Building A district assigned name or identifier for a building Name Page 74 District Assigned Building The name or identification term designated by the district to identify a Name or Identification District C
38. ding Subdrainage Ta Abas Pill usaf 1 90 Deficiencies Quantities Superstructure B1020 Roof Construction Vv mm 90 Deficiencies Quantities Exterior Vertical Enclosures 82010 Exterior Walls Y yo 90 Deficiencies Quantities 82020 Exterior Windows ALILI 90 Deficiencies Quantities 82050 Exterior Doors and Grilles bit LJ LJ 62 _ eficier cies Quantities B2070 Exterior Louvers and Vents iv 62 lia Deficiencies Quantities Exterior Horizontal Enclosures B3010 Roofing U 4 U L 62 L Deficiencies Quantities B3020 Roof Appurtenances 5 at hy ea 00 62 ficiencies Quantities B3060 Horizontal Openings BUAR IO j e i e 62 ncies Quantities B3080 Overhead Exterior Enclosures A E p luli lua 62 _ eficiencies Quantities Interior Construction C1010 Interior Partitions ILJ 90 Deficiencies Quantities In the Building Condition Rating column within the building selection grid the rating status is displayed If the rating has not been completed there are three status messages They are Rating Not Started Rating Not Completed and Building Inventory Required To print an individual building condition rating summary click the building rating percentage Blaine High School s Building Information Add Building Save Building Gross SqFt Instr SgFt SCAP SqFt Classrooms T Stations Condition a Concessions 0 0 0 0 0 not started a Greenhouse 0 0 0 1 0 not started
39. dle School lLdl Blaine Primary School Point Roberts Primary School OK Cancel B Check the facilities that are shared C Click ox to add the shared facility to the Site Inventory screen To delete a selected shared facility click on the xX A delete confirmation pop up message asks if you are sure you want to delete the shared facility from the site Shared Facilities W Check this box if the site is shared with other facilities Sthool Blaine SD 1 If you click Yes the share facility is removed from the shared facility grid 2 If you click No the shared facilty is not deleted and remains in the shared facility grid 3 Click 7 in the site inventory screen to save the changes Parcel and Census Tract Numbers To add or edit he parcel number and the census tract number for a facility site click Parcel And Census Track Numbers A pop up window displays with the Parcel Number and Census Tract screen Page 57 Add Edit Parcel and Census Number Screen Parcel and Census Tract Census Tract Number Add Parcel Parcel Number Legal Description For information only the link to the Census Tract Website http Wwaw census gov geo www cen_tract html Other fields include 1 Census Tract Number If known enter the Census Tract Number A maximum of 11 numbers are allowed Note For additional census tract information click on the link at the bottom of the pop up screen 2 Parcel Number
40. e State Designated The building is on a register for historic places Page 77 Leadership in Energy and Environmental Design LEED Legal Description Number of Floors Parcel Number Pre Disaster Mitigation Prior Facility Numbers Project Acceptance Date Project Name Project Number Project Status Project Type and designated as a historic building by the State e Nationally Designated The building is on a register for historic places and is nationally designated as a historic building An internationally recognized green building certification system It is a method to comply with the High Performace School Buildings Program to assist school districts to meet the goals of RCW 39 35D A written description that delineates a specific piece of property normally using the descriptors Section Township Range and Meridian A count of all levels that can be occupied including basements This may include an occupied mezzanine in shops and gyms but is not intended to include mechanical mezzanines attics or crawl spaces Examples A one story building has an attic containing only mechanical units and duct runs This building is considered to have only one floor The lot and square number or equivalent unique municipal number identification of a parcel of land Pre Disaster Mitigation PDM also called Hazard Mitigation Planning allows school districts to work with their community to determine their hazards
41. e and Viewer Screen scssccscssscssccsccescescsscceccescescnsceccescssonccescessessoesoeses 10 Navigatine te Tree VCW tai 11 General Tab Viewine the Detallada 12 Navigating the General Tab Viewer Screen and ACCOrdiON ccconccccnccncnocnnnnncnonccnonacnnnannnnass 13 DISHICCINTO MA ION iio rice cocinaba 16 ON 188 Adda Facilitieto the District att a a 211 View Needed Actions for a DistriCt cccccoooocccnnnnnnnnnnnnnnno Error Bookmark not defined 1 Asset Preservation Program APP sccccssssscsssscsccsccscscccccsrscccccecscccccecscccccessccescesscccces 222 Open ARE SCENES 233 Jo 142 de 0 Fr loa r fe PAM re tre ea aE DO Boe a a a DO Teer OCR eee Te PRE a eT ane 233 CONTACTS AA A Aaa 23 Contact Sea CIN an ia 24 Create New Conta Clssdsa iran 24 WO Cheave a NewCo aC a al o io 24 EE CONTA Cn ASA 27 Facility Horma tonta 300 NOTO E N E EEO E A E E E EEE RS 322 ACA MIES tdci 333 Add Edit SCHOO COG iia 333 Add Edit Facility Room Usen dia 366 BULGING Information initial 387 SN bd 38 ENTE BUIN Detalla arteria 38 Building Inventory Information ccscccsccscsccccccscsccccccscnceccecscececcccecscescccscucesescecsceceecess 41 PON UEC to tner CHIL Mesa po N rated 433 EditbBulamne ventosa 444 Edit Building CRaracteristlS iis A 45 PCPA Sis hc ada te leh eet hed cee ects enacra ade waar Error Bookmark not defined 5 Building Condition Information iissinnniin nia 46 Edit Buildings CONAN SA oa eden ee dee 47 Ra
42. e school district If a user clicks on the expander triangle next to a facility inventory and condition options for that facility can be viewed Once expanded single click on the downward pointed triangle symbol 4 to collapse the list The tree view is organized hierarchically with districts and their related facilities listed alphabetically Page 11 ICOS Hierarchy Screen Example District level 1 General Contacts level 2 al Contacts Uploaded Files level 2 Uploaded Files Facility level 9 a Blaine Elementary School Building Information Blaine Middle School Blaine Primary School Point Roberts Primary School General Tab Viewing the Details 1 Click directly on a district s name to open details in the Viewer Screen 2 Click on the small gray expander triangle symbol next to the name to expand the district s tree view list All of the facilities in the district are listed Expanded Tree View General x Blaine District Summary E Add Facility View District Map 4 Blaine z APP School District Name Blaine E Contacts Ww No g County District Code 37503 County Name Whatcom Uploaded Files E Photo 4 Blaine Elementary School a Educational Service ps E 2 District ESD iri Available Building Information lic 4 Blaine High School m District Classification First Class Second Class Non High District Building Information da ise 5 Total Acreage 38 57 4 Blaine Middle School Fac
43. edited directly The record that needs to be changed must first be deleted Delete To delete a contact type phone number email or address click on next to the corresponding record you want to delete A Delete Confirmation message pop up will ask if you are sure you want to delete the contact record Note 1 If you click Yes the record is removed from the contact 2 If you click Cancel the record is not deleted and remains in the contact screen 3 Click Add next to the data section you want to add the edited or new information 4 To save changes click 5 To close the edit screen click Page 29 Facility Information To view and edit faciltiy information click on a facility name in the tree view pane The Facility screen displays specific information about the facility including the rollup totals from all of its buildings To add a building click on 444 Building See eee for detailed instructions Edit Facility Screen General Information Center Blaine Elementary School lt m d yyyy gt ro 60 523 x ER Add Building SiteMap Room Use Notes Add View Files Log Save 4 Blaine Facility Number a a 2713 Contacts n Assigned by OSPI 2713 Uploaded File E Facility Name Blaine Elementary School Blaine Elementary School E a z Facility Site z aiaa P D Prokle Types ementary Schoo ura Blaine Middle School e Blaine Primary School School Code s 2713
44. end Topographic Bing St 4 Help Icon The Help Icon provides more instructions for the screen Streets Imagery Topographic 5 OSPI Icon This icon lower right hand corner takes you to the ICOS Webpage Page 70 Glossary of Terms A B C D E F G H I J K L M NJO P Q R S T U V W X Y 2Z General Terms Architectural Engineering A E Area Original Board Acceptance Date Area Original Occupancy Date Assemblies Asset Preservation Program APP Asset Preservation System APS Biennium Board Meeting Date When Report was Presented Building Building Area Analysis Building Area Original Occupancy Date Building Areas Building Characteristics Normally the primary architectural engineering firm for the project The date construction of a Building Area was accepted as complete by the school board The date the building s area is originally occupied See Uniformat The Asset Preservation Program APP is a systematic approach to ensure performance accountability promote student health and safety by maintaining and operating building systems to their design capacity maintain an encouraging learning environment and extend building life thus minimizing future capital needs To fulfill the Asset Preservation Program requirements a district must develop and implement an Asset Preservation System APS which is a series of tasks that are proactive predictive or preventative to main
45. es A drawing or image of a school facility site identifying property lines and adjacent streets The map should also display and identify all major developments and geographical features on the property such as building structures fields playgrounds parking walks drives wetlands streams etc in proportion to each other and the Page 79 Site Condition Rating Skill Center Programs State Assisted Square Feet Sub Assembly Total Acreage Total Buildings Rated Complete Total Facility Sites Rated Complete Total Number of Facilities Sites Total Number of Facilities Sites Total Number of Teaching Station Total Number of Teaching Station for Students with Disabilities property An assessment of the site also see Condition Rating Skills centers are programs authorized by OSPI in core branch or satellite locations Types include e Core A core is the facility that houses a majority of the skills center enrolled students e Branch A branch is a common school or higher education facility which provides three or more programs and is at a location other than the skills center core campus Each branch campus must be approved by OSPI e Satellite A satellite is facility or site that provides less than three programs at a location other than the skills center core campus Each satellite program must be approved by OSPI and it can only be hosted by a core campus The amount of square footage that
46. facility is commonly referred to as a school and has a unique identification number assigned by OSPI The identification number should not to be confused with a school code and a facility may contain more than one school code Vacant land owned by the district may also be defined as a facility Examples Tumwater Hill Elementary School Bush Middle School Page 75 Facility Site Profile Facility Number Facility Physical Coordinates Facility Site Profile Type Fiscal Year Floor Plan Grade Span Gross Building Square Feet Gross District Total Square Feet Gross Facility Square Feet Gross Instructional Square Feet District Administration Building District Support Services Building 3 Street property for a future school The site profile defines or identifies the primary use of a facility Example Elementary school urban Middle Junior High School rural transportation A unique four or five character identifier assigned to a facility by OSPI Facility Numbers may or may not be the same number as a School Code The global geographic coordinate or commonly known as Global Positioning System GPS Ideally it is located at the main entrance of the main building using latitude and longitude coordinates Example 47 01619 122 92290 A description of the primary use of the site on which a school district facility is located This may also be applied to a site where there are no
47. g and cost analysis In ICOS UniFormat is used for rating specific categories of materials and systems Level 1 categories Assemblies are the highest level of classification Level 2 categories Sub Assemblies are broken down more specifically Level 3 categories Components are individual elements to be rated A constricted sized site When a curser is hovered over the V it will show the last reported square footage for the facility The Washington Sustainable Schools Protocol WSSP is a method to comply with the High Performace School Buildings Program to assist school districts to meet the goals of RCW 39 35D Page 81 For more information about the contents of this document please contact Cameron Bell OSPI E mail cameron bell k12 wa us Phone 360 725 6418 To order more copies of this document please call 1 888 59 LEARN 1 888 595 3276 or visit our Web site at http www k12 wa us publications Please refer to the document number below for quicker service 11 0011 This document is available online at http www k12 wa us SchFacilities Inventory aspxThis material is available in alternative format upon request Contact the Resource Center at 888 595 3276 TTY 360 664 3631 Office of Superintendent of Public Instruction Old Capitol Building P O Box 47200 Olympia WA 98504 7200 Page 82
48. g assistance G SCAP Report 3 A report showing the gross square footage gross instructional square footage and the SCAP recognized square footage for all the district s facilities 4 Maps and Boundaries This screen displays a GIS based interactive map that contains information on school district boundaries demographics and capital projects The footer provides links to the OSPI Privacy Policy a disclaimer and Customer Support Clicking one of these links redirects the user to the appropriate screen gt Privacy Policy gt Disclaimer gt Customer Support 1 800 725 4311 Copyright 2004 2010 Inventory and Condition The Inventory and Condition screen is the primary location to find site and building inventory and condition information as well as other related screens Each is described in the following sections Tree View Pane and Viewer Screen All screens in the Inventory and Condition section have a Tree View pane where the screen navigation occurs The Viewer Screen is where the information appears after the user clicks on a choice in the Tree View Page 10 Tree View and Viewer Screen Reports Maps and Boundaries l General Viewer 4 Blaine Screen APP Contacts Uploaded Files Tree View Blaine Elementary School Blaine High School Blaine Middle School Blaine Primary School Point Roberts Primary School Navigating the Tree View The General tab displays all of the facilities within th
49. his component s will be moved to the bottom of the Site Condition screen under the Unused Components section jon Rating condition Component Priority Check if Certified BCA E G F P U N A Score L M H Foundations A1010 Standard Foundation 6 6 o Gg w Deficiencies Quantities Page 49 4 To add deficiencies and causes to a component click the Deficiencies button Add Deficiencies and Causes Screen Condition Rating Component Priority Check if Certified BCA E GF P U N A Score L MH 5 Deficiences Select the related for the component rating 6 Causes Select the related for the component rating 7 Additional Comments 8 Location Comments 9 Deficiency Comments 10 Corrective Actions 11 Click the Deficiencies button again to collapse close the section Page 50 To add Quantities for a Component click Quantities Add Quantities Screen Foundations A1010 Standard Foundation Y lid lid lll lsd la 100 J jL Deficighicies Quantities Unit of Measure v Quantity or Estimated Size Year Installed Replaced Life Span when New Yrs 1 Select the Unit of Measure 2 Enter the Quantity or Estimated Size 3 Enter the Year Installed Replaced 1 e the component 4 Enter the Life Span when New in years for the component 5 Click the Quantities button again to collapse the window 6 To add a priority for repair for the component
50. ilding area using format MM DD Y Y Y Y Page 42 Add Building to the Facility Blaine High School s Building Information LS 1 To add a new Building to a facility click ASS Add Building Inventory Screen Blaine High School s Building Information Add Building ave Building Gross SqFt Instr SqFt SCAP SqFt Classrooms T Stations Condition Concessions 0 0 0 0 0 not started a Greenhouse 0 0 0 1 0 not started Gym Complex 62 179 62 179 0 0 3 83 47 49 036 49 036 o 26 2 76 59 3 Totals 8 138 579 133 460 o 36 6 print all 7 Details Inventory Condition Classrooms Files Map Log __Add Area Year Built Area Name Gross SqFt Instr SqFt SCAP SqFt Area Use Occupancy Date Board Accept Date 1971 Area 1 49 026 49 036 0 IV Classroom Y fis Esx Add Building Window Add New Building Ki Enter the new buildings required information Building Name Type _ Permanent _ Portable Profile Click Here to Select a Profile Type Year Built L Number of Floors Characteristics Occupied _ vacant _ Surplused _ Demolished Leased m a Has Classrooms or Teaching Stations Cancel Add Building 2 In the Building Name field enter the new building name in the field box 3 Indicate whether the new building is a permanent or portable structure Page 43 4 Select the Profile Type of best fit by clicking the blue text next to Profile Warning You must make
51. ilities Sites a Total Facilities Sites Building Information TE 0 Blaine Primary School tal Number of La copada 13 Gross Total SqFt 346 716 Point Roberts Primary School miii Total Buildings Rated 10 Complete Once the list is expanded you will see a small black downward pointed triangle 4 next to the item Clicking on this black triangle will collapse the list and hide the facilities Page 12 Navigating the General Tab Viewer Screen and Accordion The viewer screen bar is the vertical bar to the left of an opened screen The Screen Bar is light blue when it is maximized and white when it is minimized All viewer screens have the same screen controls for closing maximizing and re opening screens 1 To close a screen click on the x button at the top of the Screen Bar 2 To minimize a screen click on the button at the bottom of the Screen Bar 3 To re open maximize a screen click on the button at the bottom of the Screen Bar Minimize and Maximize Screen Examples General 4 Blaine APP School x Contacts Uploaded Files 4 Blaine Elementary School ine District Summary X Building Information 4 Blaine High School Building Information 4 Blaine Middle School Building Information Close Screen Controls Blaine High School s Building Details Blaine Primary School Point Roberts Primary School Minimize Maximize Screen Controls Page 13 Up to f
52. ing with five major Assemblies e Substructure e Shell e Interiors e Services e Furnishings Under the five major Assemblies are Sub assemblies and Components The BCA scoring consists of ratings at the Component level with choices that include excellent good fair poor and unsatisfactory The individual Component scores are weighted and combined to produce a total building condition score based on a 100 point scale Status of the Building Condition Assessment for the building also see Condition Rating The Building Condition Score is an aggregate score of all the building s components on a scale of one to one hundred This score 1s calculated and automatically entered in the Building Condition Screen The gross square footage of a building calculated and measured in accordance with the American Institute of Architects Document D101 The Architectural Area and Volume of Buildings latest edition Generally the total physical footprint of a building measured in square feet including all occupiable floor levels Examples The gross area of Tumwater Hill Elementary Building A is 26 552 square feet The gross square footage of a building including portables utilized for direct indirect or support of instruction Generally this will be the same number as gross area square footage unless a part is used for a specific non instructional related function such as a district office A school facility space that is under lease
53. ition Rating Ratings Not Started Condition Rating Component Priority Sub Assembly Component E G F P U N A Score L M H Site Improvement itary School Site Condition x ani Pnadwawe OCICS L ob bt ot Metfiriencies Quantihes 3 The site was rated last year and the ratings have been rolled over to the current year There are check boxes in front of sub assemblies allowing you to indicate that the rating has not changed for any components for the sub assemblies from last year Edit Site Condition for a Site Rated Last Year Page 62 Blaine Elementary School Site Condition Add View Files Log Save Facility Name Blaine Elementary School Profile Type Elementary School Rural Total Site Condition Rating Ratings Not Completed 30 Condition Rating Component Priority Sub Assembly Component E G F P U N A Score 1 wR Site Improvement G2010 Roadways L 90 Deficrencies Quantities G2020 Parking Lots Loy iw ILL 90 Deficiencies Quantities 62030 Pedestrian Plazas and Walkways 90 Deficiencies Quantities 62050 Athletic Recreational and Playfields Areas Fi La a Ll 90 _ Deficiencies Quantities Site Development IILI Deficiencies Quantities LL Deficiencies Quantities Blaine Elementary School Site Condition x Water Utilities LJ Deficiencies Quantities Sanitary Sewerage Utilities LJ Deficiencies Quantities
54. ive screens can be open at the same time If a user attempts to open a sixth screen a pop up message will display One of the current five screens must be closed before opening a new screen Accordion Screen Closed General x x x x gt 7 7 2 4 Blaine c1314m APP Z 3 E 2 Contacts a e 5 3 g T o Uploaded Files o _ c a 4 Blaine Elementary School a 2 m u ca Building Information z 8 a 4 Blaine High School o A E Building Information Avy 4 Blaine Middle School 2 Building Information Blaine Primary School Point Roberts Primary School Right click to Expand A or Collapse All Screens A A A gt To open or expand all accordion screens 1 Right click on a viewer Screen Bar 2 Select Collapse All 3 Select Expand All Page 14 A screen can also be expanded or collapsed by single clicking on its viewer screen bar To increase the right hand viewer screen and allow the fields to be viewed without the use of scroll bars place your cursor over the divider line between the left pane and the right hand viewer until your cursor turns into a the double headed arrow Left click when the cursor is a double headed arrow and drag the screen to the left or right until your desired screen size is achieved General 4 Blaine APP Contacts Uploaded Files 4 Blaine Elementary School Building Information 4 Blaine High School Building Information 4 Blaine Middle
55. l Acreage 138 57 4 Blaine Middle School Facilities Sites Buildina Inf Total Facilities Sites 0 a Rated Complete Pie es eel Blaine Primary School Total Number of sae q Total Ft 46 7 District Buildings 13 Gross Total Sq Ft 346 716 Point Roberts Primary School Total Buildings Rated Complete ES Fields on the District Summary screen and information included are 1 School District Name 2 County District Code This is a unique five digit number for county and school district 3 County Name Name of the county in Washington State where the district resides Page 16 County Name Whatcom 10 11 12 13 Educational Service District ESD Regional educational service agency where the district resides District Headcount Enrollment Student headcount enrollment as reported by the school district to OSPI annually on October first District Classification The student classification of a district See the ICOS Glossary Total Number of Facilities Sites Total Acreage Total Facilities Sites Rated Complete Total Number of District Buildings Gross Total Square Feet Total Building Rated Completed View District Map To view the district map A Click the View District Map button A separate Internet Explorer window opens a Washington State map This will take you to the same location as the Map and Boundaries button on the main navigation toolbar Click on a district to see det
56. laine at Timber Ridge Blaine School District 4 Bugs Bunny Status Active Business Manager in Blaine School District Phone Numbers Email 7 Business 555 555 5555 Business Bugs test com Other 555 565 5656 gt Rucinecc Mailinn i To edit contacts 1 Search for the contact you want to edit by following instructions on page xx 2 Click on the contact row that needs to be edited in the search results grid 3 Click Edit Contact The Edit contact screen will open for the selected contact 4 Inthe Edit contact screen enter your changes Page 28 Edit Contact Screen Blaine District Contacts Add Contact Type Add Phone Number Add Email Add Address Activate Contact Save Cancel Edit Contact First Name Bugs Contact last updated 9 2 2011 Last Name Bunny Contact Types Blaine District Contacts x Location Contact Type Blaine School District Business Manager Delete Phone Numbers Olympia WA 98555 Primary Type Phone Number Business 555 555 5555 Delete Other 555 565 5656 Delete Email Primary Type Email Business Bugs test com Delete Address Primary Type Address Business Mailing Us Delete Activate Contact 1 To make a contact active and searchable click in the upper right hand corner of the screen 2 To make a contact in active and not displayed in searches click the IAE button in the upper right hand corner of the screen 3 The data entered in the screen cannot be
57. lassification Document Types Educational Data System EDS Educational Service District ESD Facility particular building in a facility e First Class The district has 2 000 or more students e Second Class The district has 1 999 or fewer students e Non High District The school district does not instruct at the high school grade level A Non High District can also be either a First Class or Second Class District A description of files that can be uploaded in ICOS e APP Board Resolution A resolution required to enter the building into the APP e APS Certification Letter A required letter certifying that the district has an Asset Preservation System APS in place to maintain their APP building s e Building Area Analysis An area diagram of the building See School Facilities Manual Exhibit 3C e Site Area Map An aerial view to scale showing the extent of property lines all major site developments driveways parking areas walks playgrounds and fields etc and all structures e Photo e Other EDS is the OSPI web portal used to access various applications including ICOS Primarily a support agency that delivers educational services that can be efficiently or economically performed regionally There are nine regional ESD s in the state of Washington A single site or contiguous adjacent site s where typically a building or buildings provide or support educational activities A
58. leted Presented Blaine Elementary Main Building 86 05 lt m d yyyy gt z School i Notes Upload AFF Board Resolution and APS Certification Letters on the District Summary screen At least one of your APP buildings has a requirement for a 6 Year Certification Assessment Edit Add APP Data 3 To close the APP Summary screen click 1 Enter the Board Meeting Date When Report Was Presented by using the format MM Y Y Y Y Y Y 2 To save the data click Save EJ Contacts All contacts for a district appear in the Contacts screen when 1t first opens Page 23 General Information Center x Blaine District Contacts lt gt e Create New Contact 4 Blau 2 gt CD Search For Contact D S School District Blaine v Y Active Contact Blaine Elementary School 5 Facility Select a Facility y Blaine High School a Contact Type Select Contact Type v Blaine Middle School First Name Blaine Primary School EENAA EE Point Roberts Primary School First Name Last Name Contact Type Location District Ron Spanjer Superintendent Blaine School District E Bugs Bunny Business Manager pS Blaine School District Jim Kenoyer Facilities Manager Blaine School District Kathy Newport Principal Blaine Elementary School Blaine School District Scott Ellis Principal Blaine High School Blaine School District Derren Benson Principal Blaine Middle School Blaine School District Ron Spanjer Principal
59. low Year Built Area Name Gross SqFt Instr SqFt SCAP SqFt Area Use Occupancy Date Board Accept Date 2003 sit 1 611 1 611 0 K Covered F 9 3 2003 ts 9 3 2003 Esx Details of the columns in the summary screen include 1 Year Built Required This is the year that construction was completed generally considered to be the first year to be put in use District Assigned Area Name Required An identifier for an area within a building Typically identifies individual areas within a building referenced by the area analysis file Gross Building Square Feet This is the total gross square footage of each area use for a building Page 41 Gross Instructional Square Feet This 1s the total gross instructional square footage of each area for the building SCAP Recognized Square Feet This 1s the total square footage that is recognized for the School Construction Assistance Program This can only be entered and edited by OSPI District Assigned Area Use Required This field contains all of the area use types in the building Edit this field in the drop down menu Select all that apply for that area of the building Occupancy Date The date a building area was originally occupied for use Edit the information using format MM DD Y YYY Board Acceptance Date The date construction of a building area was accepted as complete by the school district board Edit this information for the bu
60. nly format n nnnnnnnn to nn nnnnnnnn Facility Coordinates Longitude Enter longitude coordinates numbers only format n nnnnnnnn to n nn nnnnnnnn Reporting Requirements and Designations A Asset Preservation Program APP 1s read only This box will be checked 1f the facility has one or more APP buildings B WSSP or LEED is read only This box will be checked 1f the facility has one or more WSSP or LEED buildings C Remote and Necessary School is read only This box will be checked if the facility is designated as Remote and Necessary D Skill Center Programs If the facility is a Skill Center or contains one or more Skill Center programs click the box to identify type Skills Center Type s Options are core branch sattelite or extension Skills Center Affiliated With If the Skills Center Type selected 1s Branch Satellite or extension a Skills Center Affiliated With field is required from the drop down box Click 33 Click on the accordion to close the Facility screen To edit or view Facility Notes click S Page 32 Facility Notes Notes for Blaine Elementary School Mote Date 2 Enter a date for the note using format MM DD Y YYY 3 Enter a note description into the box next to the date 4 Click A 5 Repeat the steps above to add another note for a facility To delete a note 1 Click on Delete in the Action column of the note row A delete confirmation pop up mes
61. ntenance is required e Good Preventative maintenance and or corrective repair s is are required e Fair Fails to meet code and functional requirements in some cases Failure s are inconvenient and extensive corrective maintenance and repair is required e Poor Consistent substandard performance Failure s are disruptive and costly fails most code and functional requirements Requires constant attention renovation or replacement Major correction repair or overhaul required e Unsatisfactory Non operational or significantly substandard performance Replacement required e Not Applicable N A The U S Congressional District in which the project is located The maximum construction cost per square foot that the state recognizes for state funding assistance in the SCAP This amount is established by the Legislature in the biennial budget The square foot cost of construction for the project at time of bid Page 73 Contact Type County District Code CCDD Deficiencies Direct Instructional Space District Assigned Area Name District Assigned Area Use A position title for a school district staff person A five digit number that combines the two digit county code and the three digit district code A description of inadequacies of a component An interior space that has or could have a teacher assigned to it for instruction including Basic Classroom An enclosed space designed and
62. ondition Main Building 73 883 73 883 0 30 8 83 98 Totals 1 73 883 73 883 o 30 8 print al 5 Details Inventory Condition Classrooms Files Map Log View Uploaded Site Map Overhead site map Drag the green icon to mark the main entrance of the facility ia d Chinook Elementary School s Building Information x Page 54 Log Tab The Log tab shows a list of recent ICOS activity for the selected building Details Inventory Condition Classrooms Files Map Log Date Event Changed By Notes 05 08 2014 Approve Tom Carver Approved Changes 05 08 2014 Save David King 05 07 2014 Approve Tom Carver Approved Changes 05 07 2014 Save Mike Fitzmaurice 05 07 2014 Save Mike Fitzmaurice 05 07 2014 Save Mike Fitzmaurice 05 07 2014 Save David King 04 28 2014 Approve Tom Carver Approved Changes 04 27 2014 Save Vern Enns 04 25 2014 Approve Tom Carver Approved Changes 04 25 2014 Save David King Page 55 Site Inventory Information To view the Site Inventory information click directly on Site Inventory underneath the facility name in the tree view If you do not see Site Inventory listed you may need to click on the small gray expander triangle next to the facility name to expand the tree to display Add Edit Site Inventory Screen General Information Center Blaine Elementary School Site Inventory x View Site Map Parcel An
63. ondition Rating Component Priority ae bly iii E GF P U N A Score L MH Site Improvement guuuu Y OOE Deficienci s Quantities D Unit of Measure Quantity or Estimated Size 1 Select the Unit of Measure 2 Enter the Quantity or Estimated Size 3 Click Quantities again to collapse the window To save the site condition information click in the Site Condition sceen If any of required fields are blank a pop up message will display telling you which fields need to be entered To close the Site Condition screen click or on the accordion Pre Disaster Mitigation This tab takes you to district facility and building hazard information and tools for use in assessing risks from natural disasters A separate PDM User Manual for Pre Disaster Mitigation screens is available Insert Image Reports ICOS reports are created to display data regarding districts facilities and building inventory and condition sub assemblies component totals the School Construction Assistance Program Washington Sustainable Schools Protocol energy management and other data New data or edits in ICOS must be approved by OSPI before they appear in a report The first screen displayed in the Reports section is the User Selection Screen where a user selects a report to view Report User Selection Screen Page 65 Select a report enter search criteria and click Run Report ICOS Report District Summary
64. or Last Name will not show Bugs Bunny in the results 11 To reactive an In Active contact click the 4 tivate Contact button on the Edit screen See page xx below for more information k Save 12 To save the data clic to save the data Cancel 13 To close the Create screen click the button Edit Contact Note Only facility contacts can be edited Principal and Superintendent contact types cannot be edited If a contact 1s not editable the Edit Contact button will not be displayed in the upper right corner when that contact 1s selected Page 27 Search Results Screen Blaine District Contacts Create New Confact Edit Contact all Search For Contact T School District Blaine ki Active Contact Facility Select a Facility Contact Type Select Contact Type y First Name Last Name Search First Name Last Name Contact Type Location District Blaine District Contacts x Ron Spanjer Superintendent Blaine School District 3 Business Manager Blaine School District Jim Reno yer A a e EUR ance Kathy Newport Principal Blaine Elementary School Blaine School District Scott Ellis Principal Blaine High School Blaine School District Darren Benson Principal Blaine Middle School Blaine School District Rom Spanjer Principal Point Roberts Primary Blaine School District NANCY BAKARICH Principal Blaine Primary School Blaine School District Robert Haskell Principal B
65. pen the file A If you click Open the report will open in the format chosen B If you click Save the Save As window will appear Select a location to save the report in the chosen format Refresh Rerun Report 1 To refresh or rerun the same report click the Refresh button if 4 oi P Fi Whole Page Find Next Select a format El Export Ca g 2 To print the report click the small printer icon Page 68 Mod li ofi b pl whole Page y Find Next Seat afomt jec A C3 Maps and Boundaries Click on the Maps and Boundaries button on the navigation tool bar to open the School Facilities Information Portal A map of Washington with school district boundaries outlined in red appears School Facilities Information Portal Office of Superintendent of Public Instruction Bing Aerial Bing Aerial Labels OpenStreetMap Campbell River gt S gt Fahsis 1 le th O LN e oar Kelowna N ae Pp a ERTE y AAA Gold River E ETC AI p Peachland i UA TERR SS OO SEN Nootka K AA RRA dy o gt Crowsnest P Sound ni A K da i Na Howe od i Y BA Y if ve Nl Penticton Map Layers TES COS Sound i Y Hope a E y A Genigie Vancouver S N a aye fisibility E PAS a DS Oliver x Tofino ine N t Burnabyss Surrey E X i i Yy Nanaimo Ps Ba s Abbotsford gt E K 12 Schools E A e Bln s uee ESR ae l ayten hierne r ini aras 7 s A ee i SAA Skills Centers
66. re rated Edit Building Condition for a Building Never Rated Before Details Inventory Condition Classrooms Files Map Log Sub Assembly Capian rapa sae are sri iia A Check if Certified BCA Foundations A1010 Standard Foundation ll La al Lal aj l C C Deficiencies Quantities Slabs on Grade A4010 Standard Slabs on Grade La la Ll La la la LL Deficiencias Quantities Water and Gas Mitigation A6010 Building Subdrainage Lal IL La ld la la L L Deficiencies Quantities Superstructure B1020 Roof Construction a lal b laa Lal lLal i Deficiencies Quantities Exterior Vertical Enclosures B2010 Exterior Walls a al d a Lal Lal Deficiencies Quantities B2020 Exterior Windows i il Lal ld i Lal Deficiencies Quantities B2050 Exterior Doors and Grilles d d d ld ld ld Deficiencies Quantities B2070 Exterior Louvers and Vents La La La ll LL Deficiencias Quantities 3 If the building was rated in the previous year the ratings have been rolled over to the current year Check the boxes in front of the sub assemblies to indicate the ratings have not changed or update the component ratings Page 47 Edit Building Condition for a Building Rated Last Year Main Building Building Condition x Main Building Building Condition Building Summary Add View Files Building Notes Log Save Building N
67. rofile Concessions Year Built 1974 Last Major Renovation Year Number of Floors 1 Characteristics Occupied _ Leased _ Historic __ Has Classrooms or Teaching Stations Asset Preservation Program APP Board Acceptance Date ES _ Washington Sustainable Schools Protocol WSSP or LEED Notes Add Note Page 38 Edit enter data into the desired fields including Je Located at Facility The current facility at which a building is located Portables can be moved between facilities in a district by selecting the desired facility from the drop down menu Name The name of the selected building This field 1s required Type Permanent This indicates that the selected building is a permanent structure See glossary for definition At least one Type is required Type Portable This indicates that the selected building is a portable structure See glossary for definition Type Flag for ICOS Removal This indicates that a building does not belong at the selected facility and should be removed by a Regional Coordinator Building Profile Change this field only if needed This field 1s required Note If a building has component condition ratings a message will display a warning that if the Building Profile Type is changed all of the condition ratings will be deleted from the building Year Built This is the year that construction was completed generally considered to be the firs
68. sage asks if you are sure you want to delete the contact record A If you click Yes the record is removed from the contact B If you click Cancel the record is not deleted and remains in the contact screen C To close the Facility Notes window click ok Add View Files For detailed instruction on how to Add View files see page 12 Add Edit School Code To add a School Code to the facility click L below te the School Code field Page 33 Blaine Elementary School x Blaine Elementary School Add Building SiteMap Room Use Facility Number Assigned by OSPI a Facility Name Blaine Elementary School Facility Site Profile Type Elementary School Rural School Code s 2713 f Add Delete In the School Code pop up screen click Add to add a School Code Note A Facility Number assigned by OSPI refers to a physical building and typically stays with that building regardless of change of use A School Code refers to a program high school skills center alternative program and may move with the program if it relocates to another facility Add Edit School Code Pop up Screens School Code BS School Code Click the Add button to add a School Click the Add button to add a School Code to the Facility Code to the Facility 2 Do most of the students physically attend this Do most of the students physically School Code attend this Facility Facility School Code To search for a
69. school or code in the School Code column field type only the first two or three characters of the school s name or the School Code numbers For example to search for Franklin High School start typing fra and a list of Schools will appear with corresponding letters Note It may take a few moments for the system to find all instances of fra To select a School from the list click on the name and it will appear in the School Code field box Page 34 School Code Click the Add button to add a School Code to the Facility Add Do most of the students physically attend this Facility School Code Delete fra a 2299 Charles Francis Adams High School Clarkston SD 4007 Benton Franklin Juvenile Justice Center Kennewick SD 2909 Franklin Elementary Port Angeles SD 3080 Benjamin Franklin Elementary Vancouver 5D 2090 Frantz Coe Elementary School Seattle Public Schools 2182 Franklin High School Seattle Public Schools 3591 Frankin emay LLake Was 4355 Frank Love Elementary Northshore SD 2629 Frank Givens Community El Schl South Kitsap SD Click the check box Do most of the students primarily attend this facility if the majority of the students attend this School School Code Click the Add button to add a School Code to the Facility EY lcm Delete 2713 Blaine Elementary School Blaine School District _ _ 2 To delete a School Code row in the pop up School Code window
70. son from the grd below and click Edit to change view their contact information Click the Add button to create a new contact record for this person District Facility Contact Type First Name Last Name Business Manager Bugs Bunny Add Edit Close B If the person s listed is not the same person that you are creating a new contact for click to create a new contact record C If your contact is listed click that contact row in the grid and click to edit the contact data See page xx for more information D If you decide not to edit or add a contact click cose 4 In the Create Contact screen enter the following Create New Contact Screen Blaine District Contacts Add Contact Type Add Phone Number Add Email Add Address Save Cancel Create New Contact First Name Tom Contact last updated 8 6 2013 Last Name Thumb Contact Types Location Contact Type Blaine District Contacts x Phone Numbers Primary Type Phone Number Email Primary Type Email Address Primary Type Address Page 25 5 Click Add Contact Type 6 Inthe Add Contact Type Detail window enter the related data for the contact Note At least one Contact Type is required to save the contact Add Contact Type Detail ES District Select a District ba Facility Select a District Contact Type Select Contact Type Add Close 7 Click Add Phone Number
71. ssroom E5 Esx 1971 Area 1 49 036 49 036 O V Classroom y a O O A O A a Required fields will be highlighted when a new area is added To delete an area click on the Gross SqFt Instr SqFt SCAP SqFt X button Page 45 Building Condition Information To open the Building Condition Summary screen click directly on the Condition tab in the Building Information pane View Building Condition General x Blaine High School s Building Information 3 Add Building Save 4 Blaine 5 z E a 5 Building Gross SqFt Instr SqFt SCAP SqFt Classrooms T Stations Condition s ay E Concessions 0 0 0 0 not started Contacts 2 Greenhouse 0 0 1 0 not started Uploaded Files Z Gym Complex 62 179 62 179 0 3 83 47 Blaine Elementary School 3 High School 49 036 49 036 26 2 76 59 2 4 Blaine High School E a Totals 9 138 579 133 460 36 6 print all gt Building Information 3 o Details invent Condition Tassrooms Files Map Log Blaine Middle School n Condition Rati Component Priori Check if Certified BCA Blaine Primary School 5 Sub Assembly Component AS SA gps gre eck if Cert LJ Point Roberts Primary School Foundations A1010 Standard Foundation j 90 Deficiencies Quantities 3 Slabs on Grade A4010 Standard Slabs on Grade 4 E i 1 90 Deficiencies Quantities Water and Gas Mitigation A6010 Buil
72. t year to be put in use This field is required Last Major Renovation Year The last year in which any major modernization remodel or structural changes were made to the building Number of Floors See glossary for definition This field is required Page 39 10 11 12 13 14 15 Characteristics Occupied Vacant Surplused or Demolished This field is required Characteristics C _ _ _ Characteristics Leased This field is required if checked Select To Others or From Others Fi m fi Characteristics Historic This field is required if checked Indicate which historic registerie s the building lv O O O belongs to Characteristics Asset Preservation Program APP This field is read only with the exception of the Board Acceptance Date Contact a Regional Coordinator 1f a building is incorrectly marked not marked as APP Characteristics Washington Sustainable Schools Protocal WSSP or LEED Add Note Notes can be added by clicking on this button Notes Add Note 12 09 2014 ICOS District TestAccount delete Page 40 Building Inventory Information To view Building Inventory Summary information click directly on Building Information underneath the facility name in the tree view Building Inventory will be the second tab on the Building Information screen Building Inventory Summary Screen with Buildings General 4 Blaine APP Contac
73. t recognized by OSPI for the administration of the School Construction Assistance Program SCAP Covered play areas are counted at 50 percent Portables and areas designated strictly for district use such as district administration transportation maintenance etc or the portion s of any space s constructed from grants made as a gift to a school district per WAC 392 343 019 10 are not included A unique four digit number assigned to a school program by OSPI School codes may or may not be the same number as a Facility Number The School Construction Assistance Program SCAP assists school districts with funding for new construction and modernization of existing buildings An entity of the state that is responsible for the education of school age children living within its boundaries One of 295 entities in the State of Washington managing properties and facilities related to school district functions and activities A physical or street address that is locatable by navigation and delivery services not a post office or postal mail box Example 3120 Ridgeview Ct SW A site that is used by two or more district facilities The land and all improvements to the land other than structures such as grading drainage driveways parking areas walks plantings play courts and play fields etc which are present within the boundaries of the legal description The amount of property at a given facility Example 13 00 acr
74. tain the day to day health safety and instructional quality of the school facility The state s two year budget period When the APP report is presented at an open public school board meeting A building is one continuous enclosed structure that may or may not be connected with other structures by passageways It includes the structure itself with all plumbing sanitary heating ventilation mechanical and electrical systems in the structure as well as all fixed equipment Examples Building A Building 200 Shipley Hall Covered Play building A scaled drawing in square feet of a building s area s in relation to each other The date a building was originally occupied for use Examples Black Hills High School was first occupied on 9 1 1997 Space defined by year of construction For the purposes of ICOS detailed information that describes a building s intangible situations status applicable OSPI programs and historic Page 71 Building Condition Assessment BCA Building Condition Rating Building Condition Score Building Gross Area Square Footage Building Gross Instructional Square Footage Building Profile designation Example Black Hills High School is occupied and is not leased to or from others It is in the Asset Preservation Program APP but not a High Performance School It is not a designated historic structure A systematic rating of common building Components based on Uniformat cod
75. te COMPONEN a ei dekts hatred naa ac uees 488 Add Edit CIS OO mM Sii ai did 52 in A A canuamecsnoseebesenetuens 54 Map Tabs 54 Loma iii 55 Site Inventory Intorma ON as 526 Parcelvand Census Tract NUMDE S ass 578 VIEW Site MaD seas A 599 Add Edit Components and SUb COMPONBNES cccccccccnnnnnnnnnnanianaccnnnoncnonanonnnnnnnnonnnnnanaracanonacanos 60 AS III II a aaa cape aE ea 61 Site Condition Informatio cseiccivs deck cle cee idad cias lentillas 62 Edit Ste CONAN ratas 62 Rate Components 63 Pre Disaster MINA UO Naci dae 656 RED OIUS ies 656 Navigate REMOTE Pases e 678 RESIZE REDON WWE ens 678 FMA A 688 Download Export Reportan tea eniamseaescelateoeess 688 Reres REUN Repo No pida Pi 689 Maps and Boundaries ccsccscscecsccscsccccccscnccccccscsccccccscsccccccscececcecscscescecscssoese 699 Glossary Of TOM il 71 Introduction School Facilities and Organization at OSPI supports the State Superintendent in providing School Districts with financial and technical assistance in three primary areas They are 1 Capital planning design and construction 2 Facilities maintenance management activities 3 School district organization 1ssues Information and Condition of Schools ICOS 1s a web based system where inventory details about school facilities operated by school districts and the current condition of those facilities are documented and stored The information is used to support the School Construction Assistance Program SC
76. ted below Click on the application you want to access List If you need access to more applications please contact your District Security Manager Application Education Data System Electronic Certification Events Manager ICOS Click to enter ICOS System INBPTS Scholarship You are now in the ICOS system If ICOS is not one of the choices in My Applications List please contact your district data security manager Note The screen prints in this manual do not reflect any actual or real data for the displayed school district The screens and data are used as examples only Page 7 Home Screen Navigation After logging into the ICOS system the first screen displayed 1s the Home Screen also referred to as Home Page This screen displays a navigation tool bar with various options The picture displayed is the Office of the Superintendent of Public Instruction building in Olympia Washington ICOS Home Screen OSPI Office of Superintendent DS dos O a bd of Public instruction Home Help Feedback Logout Inventory and Condition Annual Survey Reports Projects Maps and Boundaries Welcome to the Information and Condition of Schools ICOS System ICOS News 11 13 2014 Please be aware that in the next few months you will be seeing changes to ICOS Soon we will be unveiling a more streamlined Building Inventory Screen We are striving to minimize any negative impacts with these improvement efforts
77. the Building Details tab will hide all classrooms but a record of the classrooms will be stored Page 53 Files Tab The Files tab on the Building Information screen shows all files that have been uploaded and associated with the Facility or Building x Chinook Elementary School s Building Information i Add Building Approwe Save Building Gross SqFt Instr SqFt SCAP SqFt Classrooms T Stations Condition Main Building 72 883 73 883 30 83 98 Totals 1 73 883 73 883 o 30 a print all 77 Details Inventory Condition Classrooms Files Map Log Add Files Document Type File Name Actions Chinook Elementary School s Files Photo 2012 Chinook aerial pdf Properties Link Delete Site Area Map 2014 Chinook aerial pdf Properties Link Delete Other 2013 Chinook site with sf pdf Properties Link Delete Main Building s Files Other 2014 Chinook area sf spreadsheet pdf Properties Link Delete Other 2014 Chinook bldg pdf Properties Link Delete Other 2014 Chinook site pdf Properties Link Delete Chinook Elementary School s Building Information Map Tab The map tab shows an aerial view of the facility The green icon should be placed at the front entrance of the facility Chinook Elementary School s Building Information Add Building Approve Save Building Gross SqFt Instr SqFt SCAP SqFt Classrooms T Stations C
78. the facility name to expand the tree General Info Center 4 Blaine Contacts Uploaded Files Blaine Elementary School Building Inventory Building Condition Site Inventory Site Condition Blaine High School Blaine Middle School Blaine Primary School Point Roberts Primary School Page 61 You will see one of the following 1 The Site Inventory screen does not have total site acreage entered yet If you see the screen below you need to return to the Site Inventory screen and add acreage before the site can be rated See page xx Edit Site Condition without Site Inventory Acreage Blaine High School Site Condition Site Condition Facility Name Blaine High School Profile Type High School Rural E E a a E a uh un I Total Site Acreage Must be greater than zero to enable building component ratings Blaine High School 2 The site has never been rated before A red warning message is displayed at the top of the screen to assure the Profile Type 1s correct before you begin to rate the components for the Site Facilty Edit Site Condition Screen for a Site Never Rated Before Blaine Elementary School Site Condition Add View Files Log Save Facility Name Blaine Elementary School Profile Type Elementary School Rural ARNING Is Elementary School Rural the correct Profile Type for the site If you rate this site and save the data you cannot change the Profile Type Total Site Cond
79. ts Uploaded Files Blaine Elementary School h Building Information Blaine High School Blaine Middle School Blaine Primary School Point Roberts Primary School Blaine Elementary School s Building Information x g 5 Building Gross SqFt Instr SqFt SCAP SqFt Classrooms a E Main Building 58 912 58 912 0 26 o E Total 1 58 912 58 912 o 26 o 5 Details Inventory Conblition Classrooms Files Map Log 3 a v 5 Year Built Area Name Gross SqFt Instr SqFt SCAP SqFt Area Use o ae nes 2003 2003 Addit 1 611 1 611 0 5 ition W Covered f v 1990 1990 Additi 14 640 14 640 0 ition x Library v e 1975 1975 Addition 1 261 1 261 0 Y Classroom v E 1973 1973 Addition 938 938 O V Classroon v bo 1967 1967 Addition 3 777 3 777 O V Classroon v S co 1959 1959 Addition 9 765 9 765 O V Classroon v 1948 Original 26 920 26 920 0 V Administr Y Add Building Save T Stations Condition 4 76 86 4 print all Add Area Occupancy Date Board Accept Date 9 6 1990 45 11 6 1990 x 9 4 1975 15 10 15 1975 15 x 9 3 1973 55 10 7 1973 5 x 9 5 1959 55 11 15 1959 15 x 9 5 1948 15 11 5 1948 x Any of the fields that have a white background can be edited by changing the value of the field and pressing save Note Any required fields that are not completed will be highlighted yel
80. ude numbers only Example nn nnnnnn to nn nnnnnnnn 2 In the Longitude field enter the longitude numbers only Example nnn nnnnnnn to nnn nnnnnnnn 3 Click PEA The new Facility will now be listed in the Tree View Go to Edit Facility to edit and add additional data to a facility 4 Click ancel or LJ on the accordion to close the Add Facility Screen Page 21 Asset Preservation Program APP Districts use the Asset Preservation Program screen for school facility buildings that are participants in the APP Note For buildings to appear in the APP screen they must be approved in the system by your OSPI Regional Coordinator RC If you have questions please contact the RC for your region Contact information can be found on the School Facilities and Organization website http www k12 wa us SchFacilities ContactInformation aspx Page 22 Open APP Screen To open the Asset Preservation Screen click on Asset Preservation Program APP button on the tree view All columns are read only except for the Board Meeting Date When Report Was Presented Blaine Asset Preservation Program APP Lx Asset Preservation Program Screen Blaine Asset Preservation Program APP Log Save Reporting Year 2013 2014 District mee APS Board Meeting Building Board Pae a Assigned ave ae Certification Date When Year Facility Name a Condition Resolution Building a rer Letter Report Was Name or ID i Comp

(ICOS) User Manual - Office of Superintendent of Public Instruction

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