Accountability Framework - DOC

Document Sample
Accountability Framework - DOC Powered By Docstoc
					Accountability Framework
 for Pupil Accommodation


   Reporting Requirements




       December 1999
                                                  Table of Contents
                                                                                                                               Page

Introduction ..............................................................................................................         3

Background ..............................................................................................................           3

Overview ...................................................................................................................        4

School Facilities Inventory System ........................................................................                         5

Long Term Plan .........................................................................................................            6

         a)        Enrolment Projections ........................................................................                   6
         b)        Need for New School Facilities ..........................................................                        7
         c)        New School Facilities ..........................................................................                 7
         d)        Surplus School Facilities ....................................................................                   7
         e)        Processes to Assess School Conditions and Service Quality .........                                              7
         f)        Priority Setting .....................................................................................           8

Annual Reports - School Operations and Renewal ................................................. 9

         1. School Condition Report                      ............................................................................ 10

                   Figure 1 - Data Collection Instrument ................................................. 12
                   Figure 1a - Illustration .......................................................................... 13

         2. School Facility Survey                   ................................................................................ 14

                   Figure 2 - School Facility Survey ........................................................ 15
                   Figure 2a - Illustration ............................................................................ 17

         3. School Operations Report                       .......................................................................... 18

                   Figure 3 - Data Elements                    ...................................................................... 19

         4. School Renewal Report                      .............................................................................. 20

                   Figure 4 - Information / Data Elements                            .............................…............... 21

New School Facilities Report                      ................................................................…................. 22

                   gure 5 - New School Facilities Report                           ...........................….................. 23

Data Collection and Reporting                        ..........................................................….................... 25

Attachment A

         - Pupil Accommodation Review Committee .............................…...................                                   26

           - Operations and Maintenance Advisory Group                                    ..................…..................... 26
Pupil Accommodation Grant                                  Accountability Reporting Requirements

Introduction

The technical paper Student Focused Funding - Pupil Accommodation Grants - 1999-2000
issued in March 1999 provides a description of the formulas used to determine pupil
accommodation grants for each board, the implementation of the new funding approach, and
the accountability framework for the funds provided. The purpose of this paper is to provide a
description of the detailed reporting requirements to support the accountability framework.

Background

The Pupil Accommodation Review Committee (the “Committee”) was asked to make
recommendations on the specifics of the proposed accountability framework for the Pupil
Accommodation Grant. The Committee presented its report to the Ministry of Education (the
“Ministry”) in July 1999. A copy of the report is available through the Ministry’s file transfer
web site at ftp://ftp.edu.gov.on.ca/sfis/.

In doing its work, the Committee took into consideration the Report of the Expert Panel on the
Pupil Accommodation Grant and the Provincial Auditor’s Report. The Committee was also
assisted by a sub-group of the Operations, Maintenance and Construction Committee of the
Ontario Association of School Business Officials to develop the detailed reporting requirements
for this accountability framework. Lists of the committee members are provided in Attachment
A.

Expert Panel Report: In developing the funding model, the government established a number of
expert panels to provide technical advice in key areas, one of which dealt with Pupil
Accommodation. The Expert Panel on the Pupil Accommodation Grant was comprised of a
team of specialists from school boards, the private sector and the provincial government. The
Panel was asked to examine a number of issues and to make recommendations to the Minister.
With respect to accountability, the Panel was requested to recommend processes to ensure
appropriate levels of accountability for the pupil accommodation grants being provided from
public funds. On September 5, 1997, the Expert Panel presented its final report to the Minister,
including an accountability framework for Pupil Accommodation Grants. A copy of the Expert
Panel’s Report is available through the Ministry’s file transfer web site at
ftp://ftp.edu.gov.on.ca/sfis/.

Provincial Auditor’s Report: Given the significant changes to how education is funded in Ontario,
and particularly the magnitude and complexity of the school facility acquisition and management
activities of school boards, the Provincial Auditor undertook a review of the relevant systems
and procedures of the Ministry and of selected schools boards during 1998. This review
resulted in a series of recommendations to which the Ministry was given an opportunity to
provide responses. These results were published in the 1998 Provincial Auditor’s Report
(November 1998). A copy of the 1998 Provincial Auditor’s Report is available at the following
web address: http://www.gov.on.ca/opa/en/e98t.html .

During Summer 1999, the Ministry consulted with representatives from various education
partners (trustees’ associations, directors of education, school board senior business and plant
officials) on the proposed new reporting requirements. The requirements outlined in this
paper reflect the recommendations made by the Committee and the feedback received through
the consultation process with education stakeholders.
Overview




December 1999                                                                              Page 3
Pupil Accommodation Grant                                  Accountability Reporting Requirements

Real estate is an infrastructure requirement for school boards to deliver their educational
programs. Collectively, the province’s 72 district school boards own and manage a real estate
portfolio comprised of 5,285 school facilities which represent over 240 million square feet of
space. This portfolio, paid for by taxpayers in Ontario, has a replacement value of over $25
billion. In the 1999-2000 school year, over $1.7 billion was allocated to school boards for the
operations, maintenance and renewal of this portfolio, and the construction of new schools.

With respect to this real estate portfolio, school boards are responsible for providing safe and
comfortable school facilities to support all educational program requirements while making the
best use of the facilities at the lowest cost. The ministry is responsible for providing the
financial resources and flexibility to allow school boards to meet their responsibilities. Both the
ministry and school boards are responsible for demonstrating that the taxpayers’ dollars are
being used efficiently and effectively and that processes are in place to ensure the physical
assets in the system are well taken care of.

The new funding model for pupil accommodation provides school boards with the flexibility to
determine the best solutions to meet local program requirements and priorities. In order for
school boards to make informed decisions on the best long term accommodation solutions
several inter-related variables must be taken into consideration. For example, school boards
must consider variables such as:

      program requirements
      current and future enrolment
      current and future capacity
      facility conditions
      operational performance
      school renewal costs
      school construction costs
      school operations and maintenance costs
      transportation costs
      land costs
      partnership opportunities
      policies and regulations
      health and safety
      building life cycle

The relationships between these accommodation variables are complex, and sometimes difficult
to quantify. School boards must have adequate systems and procedures in place to
demonstrate accountability to trustees, taxpayers and the ministry, that:

     take into consideration all key variables in planning and decision-making regarding
      accommodation needs;
     maximize space utilization; and
     utilize resources efficiently and effectively for;
              school operations;
              school renewal; and
              the construction of new school facilities.
The accountability framework is comprised of the following four components:

      an electronic school facilities inventory system to compile key data elements regarding
       each school;


December 1999                                                                               Page 4
Pupil Accommodation Grant                                  Accountability Reporting Requirements

      a long term plan to identify issues related to pupil accommodation that boards expect to
       face and strategies for dealing with those issues;
      an annual reporting cycle for school operations and renewal which document planned
       and actual expenditures made to operate, repair and renovate schools and provide
       information on building conditions and service satisfaction in order to assess operational
       performance and monitor improvements to the facilities; and
      a report for each new school construction project which provides key information
       regarding project design, schedule, construction costs and financing.

School Facilities Inventory System (SFIS)

The development of the School Facilities Inventory System is the cornerstone for the
implementation of the pupil accommodation component of the student focused funding model.
The system permits, for the first time, the measurement of school capacity and utilization on a
consistent basis across the province. It enables accommodation issues to be identified
objectively and provides a foundation which when used in conjunction with the other
components of the accountability framework will permit boards and the ministry to identify best
practices; compare operations with other boards and other jurisdictions; and monitor changes
and demonstrate improvements (or deterioration) over time.

A number of improvements to the system were recommended to take advantage of Web-based
technologies in order to reduce administrative costs and to provide more effective interfaces to
enable boards and the public to access and make use of the information.

As a result, the ministry has developed new processes to allow boards to update directly and
securely through a web-based interface their information in the system as:

      new schools or additions are built;
      schools are transferred to other boards or sold;
      portables are removed from existing school sites;
      space within the school is reconfigured; and
      use of existing space is changed.

The ministry has also expanded the system to capture information from the school condition
report, the school facility survey, the school operations report, the school renewal report, and
the new school facility report, to assess the effectiveness of expenditures made. Boards will
report their data directly and securely in the system through a web-based interface.

The ministry will also strengthen the links between the SFIS and the enrolment and financial
information systems to enable boards and the ministry to monitor utilization and efficiency on a
more timely basis.

Details of the improvements to the system will be provided in the Instruction Guide for the
School Facilities Inventory System. A copy of the guide should be available by January 2000
through the Ministry’s file transfer web site at ftp://ftp.edu.gov.on.ca/sfis/.
Long Term Plan

All boards have processes in place to identify issues related to pupil accommodation that they
expect to face and each board has processes to develop strategies for dealing with those
issues. For some boards these processes are very sophisticated and far reaching. For
others, however, the processes are often informal, ad hoc and reactive, rather than proactive.
Boards should formalize their planning processes with respect to pupil accommodation, and


December 1999                                                                              Page 5
Pupil Accommodation Grant                                  Accountability Reporting Requirements

review their long term plans at least once every five years to ensure that changes in local
demographic factors have been taken into account.

Boards are required to undertake long-term plans which:

      assess the relationship between current and projected enrolment and permanent
       school capacity to identify areas of need and/or surplus school facilities;

      identify actions that the board plans to take over the next five years to address the need
       for facilities to accommodate its students;

      identify actions that the board plans to take over the next five years with respect to
       surplus school facilities;

      identify processes to assess the condition of existing schools in order to identify
       necessary renewal projects that are required to improve program delivery; and

      identify processes that the board will use to prioritize the work that needs to be done to
       ensure that an effective school renewal program is in place.

Boards are required to submit their long term plan to the Ministry of Education by October 16,
2000.

Boards have facility planning processes and reports to complement program planning and
decision making processes regarding resource allocation. In agreement with the Committee’s
recommendation, the ministry is not prescribing a specific structure for the long term plan.
However, a number of factors, as outlined below, must be reflected in each long term plan.

a)     Enrolment Projections

Enrolment projections should be made for a minimum of 15 years. This is consistent with the
timeframe for which boards are required to provide enrolment projections prior to imposing
Education Development Charges. Fifteen years is deemed to be a sufficient duration to
determine if enrolment increases (decreases) are of a temporary or long-term nature.

Enrolment projections should be made for each school, or family of schools, and in developing
their projections, boards should work closely with local municipalities to ensure that projections
take into account enrolment changes resulting from:
       demographic changes (e.g. aging population, changes in the age distribution of
        neighbourhoods as families move in and out);
       new residential development;
       board’s decisions to open or close schools; and
       decisions of coterminous (or contiguous) boards to open or close schools.


b)     Need for New School Facilities

Building new school facilities is a common way to respond to enrolment pressures. However,
boards are encouraged to examine the following options and assess their feasibility before
finalizing any decisions regarding actions to address accommodation needs:
        change attendance boundaries;
        transport pupils to available space in other schools;

December 1999                                                                                 Page 6
Pupil Accommodation Grant                                 Accountability Reporting Requirements

      construct temporary accommodation at existing schools;
      construct permanent additions at existing schools;
      lease or purchase an existing school from a coterminous board; and
      lease or purchase an existing building which may be converted for use as a school.

c)     New School Facilities

When boards propose new school facilities in their plan, the following information should be
provided:
      location of the school;
      funding arrangements for site acquisition;
      proposed construction start date;
      proposed opening date for new facility;
      proposed capacity of the new facility;
      estimated cost of the new facility;
      funding arrangements for construction or acquisition costs;
      impact of new facility on transportation costs.

d)     Surplus School Facilities

Closing a school and disposing of the surplus property is an action that a board might take to
address situations where surplus space has been identified. However, boards are encouraged
to examine the following options and assess their feasibility before finalizing any decisions:
      change attendance boundaries to increase enrolment at the school;
      transport students from other areas to increase enrolment at the school;
      introduce new programming to utilize the surplus space within the school;
      lease surplus space within the school to third parties (e.g. community groups); and
      “mothball” surplus space within the school to reduce operating costs.

e)     Processes to Assess School Conditions and Service Quality

Survey / data collection instruments have been developed to provide a common assessment of
the school facility condition as determined by building professionals, and a common assessment
of the cleanliness, condition, comfort, access and partnership, as perceived by the users of the
facility.

These instruments, however, represent the minimum that boards should be doing to assess the
condition of their schools. The long term plan should identify the processes that the board has
in place, or will be implementing in 2000-2001, to assess their permanent and temporary school
facilities under the following categories:

      building systems
              heating, ventilation and air conditioning / mechanical
              electrical
              plumbing (including septic systems)
              building automation
              fire protection and life safety
              security

      exterior
              roofs

December 1999                                                                            Page 7
Pupil Accommodation Grant                                 Accountability Reporting Requirements

              windows
              exterior cladding
              walls and foundations

      interior
               floors
               ceilings
               walls
               doors
               lighting
               furnishings

      site and grounds
              roads and parking
              landscape and play areas
              walkways
              signs and lighting

All boards should have computer based maintenance management systems and asset renewal
management systems to assist them to assess and improve building conditions. It is
recognized, however, that only a limited number of boards currently have such systems in
place. The long term plan should identify the information management systems that the board
has in place, or will be implementing in 2000-2001, to assess and improve building conditions
and service quality.

The Pupil Accommodation Review Committee has begun work with a subcommittee of the
Operations, Maintenance and Construction Committee of the Ontario Association of School
Business Officials and will be making recommendations relating to maintenance management
and asset renewal information systems at a later date.

f)     Priority Setting

The processes that boards have in place to assess building condition should identify necessary
repair and renovation projects in schools. In addition, school principals, teachers and custodial
staff as well as school councils may identify work that they believe should be undertaken. The
cost of undertaking all of these projects is likely to be significantly more than the resources
available within the board in a given year.

The long term plan should identify the processes that the board has in place, or will be
implementing in 2000-2001, to prioritize the work to be done to address deficiencies over time.
In developing these processes, boards should take into consideration:
      health and safety requirements;
      program standards;
      cost-benefit / life cycle analysis; and
      consultation with stakeholder groups.

Annual Reports - School Operations and Renewal

The new funding model provides school boards with the flexibility to utilize their grants for
school operations and renewal in accordance with their own priorities. To ensure accountability



December 1999                                                                             Page 8
Pupil Accommodation Grant                                   Accountability Reporting Requirements

for the taxpayers’ dollars, there must be some mechanism to assess the relative efficiency and
effectiveness of the expenditures made.

Data on custodial and maintenance expenditures, coupled with data from the School Facilities
Inventory System (e.g. area, capacity, age of facilities etc.) as well as enrolment information will
enable boards to assess the relative efficiency of their school operations. Information
regarding the cleanliness, condition, comfort, access and partnership as perceived by the users
of the school will provide an indication of the effectiveness of these expenditures.

Similarly, information regarding the physical condition of individual schools will provide an
indication of the effectiveness of the school renewal program that has been implemented by a
board and demonstrate improvements over time as new projects are undertaken.

Four reports have been developed to:

      assess the physical condition of individual schools as determined by building
       professionals – the School Condition Report;

      assess the cleanliness, condition, comfort, access and partnership at individual schools
       as perceived by various stakeholder groups (i.e. principal; teachers; non-teaching staff;
       school councils; and students) – the School Facility Survey;

      identify expenditures made in the past year to heat, light, clean and maintain individual
       schools -- the School Operations Report; and,

      identify school renewal projects which the board has undertaken in the past year at
       individual schools and which the board plans to undertake in the coming year at
       individual schools – the School Renewal Report.

Boards are required to submit data from each of these reports on an annual basis.




December 1999                                                                                Page 9
Pupil Accommodation Grant                                  Accountability Reporting Requirements


1.     School Condition Report

The School Condition Report has been developed to objectively assess the physical condition of
individual schools on a consistent basis across the province. It was determined that the most
effective way to achieve this objective is through the identification of the need to replace major
building components. Such data may be compiled through visual inspections conducted by
senior plant officials; through technical audits; or through the use of specialized building
maintenance and renewal software. This information is essential for boards to effectively set
priorities and develop renewal programs for their schools.

A copy of the data collection instrument for the School Condition Report is presented in Figure
1. The physical facilities at each school are divided into major building and site components
and replacement needs are grouped into five categories reflecting the time period when the
component should need replacement or major repair.

The Committee recognized that replacement needs for individual components may overlap
replacement categories. For example, in schools with a relatively new addition, the need to
replace / repair the roof of the original school building may differ from the need to replace /
repair the roof of the new addition. The data for this situation can be captured by estimating
the percentage distribution of the roof sections and assigning them across replacement
categories. An illustration of how this information may be captured is presented in Figure 1a.

This information may also be used to develop a single indicator of overall school condition. An
estimate of the remaining life for the school as a whole may be obtained by computing a
weighted average of the remaining life of each component, with weighting factors which reflect
the relative replacement cost of each component. An illustration of how these calculations may
be made is also presented in Figure 1a.

The Pupil Accommodation Review Committee recognized that the weighting factors for
elementary schools may differ from those for secondary schools and may be impacted by the
age of the facility. The Committee will be working with board staff to review data from sources
such as “Hanscomb’s Yardsticks for Costing”, American Society of Heating, Refrigerating, and
Air Conditioning Engineers (ASHRAE), and Association of Higher Education Facilities Officers
(APPA), to develop recommendations on an appropriate set of weights. The weights included
in Figure 1a are provided for illustration purposes only.

Boards are required to submit data for the School Condition Report for each of their schools by
December 31 of each year. This information will provide a valuable baseline for comparative
purposes and to monitor improvements (or deterioration) over time.

Many boards have indicated that they can provide the information required for this report by
December 2000. However, it is recognized that for certain boards, it may not be feasible to
have the assessment of all their schools completed and reported by December 2000.
Therefore, boards who are unable to complete the assessment of all of their schools by
December 2000 may seek approval for an extension. The request for extension should be
submitted no later than September 30, 2000, and provide information on the work completed to
date, the reason why an extension is needed, and a completion schedule for the remaining
schools.

The ministry is developing processes to facilitate the reporting of data collected for the School
Condition Report within the School Facilities Inventory System directly and securely through a
web-based interface. Details of these processes will be provided in the Instruction Guide for

December 1999                                                                              Page 10
Pupil Accommodation Grant                                Accountability Reporting Requirements

the School Facilities Inventory System. A copy of the guide should be available by January
2000 through the Ministry’s file transfer web site at ftp://ftp.edu.gov.on.ca/sfis/.

The ministry has undertaken pilot projects with boards to collect data from the School Condition
Report. Information from these pilot projects will be used to improve the processes developed
to facilitate the reporting of data collected within the School Facilities Inventory System.




December 1999                                                                           Page 11
Pupil Accommodation Grant                                                       Accountability Reporting Requirements

Figure 1 - School Condition Report - Data Collection Instrument

Category                                                     Replacement Categories                                      Total
- Major Component
                                No replacement      Replacement       Replacement      Replacement     Replacement or
                                or major repair    or major repair   or major repair     or major       major repair
                                 required for at   required within   required within      repair          should be
                                 least 20 years     10 to 20 years    5 to 10 years      required        undertaken
                                                                                       within 1 to 5   within the next
                                                                                           years            year
Building Systems

- HVAC / Mechanical                   %                  %                 %                %                %           100%

- Electrical                          %                  %                 %                %                %           100%

- Building Automation                 %                  %                 %                %                %           100%

- Plumbing                            %                  %                 %                %                %           100%

- Septic                              %                  %                 %                %                %           100%

- Fire Protection / Life              %                  %                 %                %                %           100%
Safety
- Security                            %                  %                 %                %                %           100%

- Elevating Devices                   %                  %                 %                %                %           100%

Building Exterior
- Roofing Membrane / Flashing         %                  %                 %                %                %           100%

- Exterior Walls / Masonry            %                  %                 %                %                %           100%

- Foundation                          %                  %                 %                %                %           100%

- Windows / Glazing                   %                  %                 %                %                %           100%

Building Interior
- Flooring                            %                  %                 %                %                %           100%

- Ceilings                            %                  %                 %                %                %           100%

- Walls                               %                  %                 %                %                %           100%

- Doors                               %                  %                 %                %                %           100%

- Lighting                            %                  %                 %                %                %           100%

- Hardware                            %                  %                 %                %                %           100%

- Millwork                            %                  %                 %                %                %           100%

Site and Grounds
- Paved Surfaces                      %                  %                 %                %                %           100%
- Walkways                            %                  %                 %                %                %           100%

- Landscape / Fencing                 %                  %                 %                %                %           100%

- Play Area / Sports Fields           %                  %                 %                %                %           100%

- Signs and Lighting                  %                  %                 %                %                %           100%



Note: An illustration of how the information in this report can be translated into an overall
      school condition rating is presented in Figure 1a.




December 1999                                                                                                            Page 12
Pupil Accommodation Grant                                                           Accountability Reporting Requirements

Figure 1a - Illustration of School Condition Report data and calculation of overall facility rating

 School                              Secondary            Name                                   St Mary’s High School

 Pupil Place Capacity                916                  Average Daily Enrolment                985

 Year Built                          1964                 Age                                    35


Category                                              Replacement Categories                             Total   Replace-men      Weighted
                                                                                                       Remaining t Value (note     Total
                                                                                                          Life         1)

Major Component                      no        replacement replacement replacement replacement Total     Sum of replacement          Total
                                replacement      or major      or major      or major    or major work  (average       cost of     Remaining
                                  or major        repair        repair        repair       should be   remaining component           Life x
                                   repair        required      required      required     undertaken   life x % in in proportion Replacement
                               required for at within 10 to within 5 to 10 within 1 to 5   within the  condition       to the        Value
                               least 20 years 20 years          years         years        next year   category) replacement
                                                                                                                     cost of the
                                                                                                                   entire facility
  Average remaining life           25           15           7.5          2.5           0
Building Systems
HVAC / Mechanical                  0%           80%         20%          0%            0%       100%     13.5        20%            2.7
Electrical                         0%           70%         20%          10%           0%       100%     12.3        6%             0.7
Building Automation                0%          100%         0%           0%            0%       100%     15.0        2%             0.3
Plumbing                           0%           70%         20%          10%           0%       100%     12.3        4%             0.5
Fire Protection /Life Safety       0%           50%         30%          20%           0%       100%     10.3        1%             0.1
Security                           0%           60%         40%          0%            0%       100%     12.0        1%             0.1
Elevating Devices                  0%          100%         0%           0%            0%       100%     15.0        1%             0.2
Building Exterior
Roofing Membrane/Flashing          0%          0%           50%          30%          20%       100%     4.5         10%            0.5
Exterior Walls / Masonry           0%          50%          20%          30%          0%        100%     9.8         12%            1.2
Foundation                        100%         0%           0%           0%           0%        100%     25.0        3%             0.8
Windows / Glazing                  0%          20%          30%          50%          0%        100%     6.5         5%             0.3
Building Interior
Flooring                           0%          20%          30%          30%          20%       100%     6.0          5%            0.3
Ceilings                           0%          60%          20%          20%          0%        100%     11.0         3%            0.3
Walls                              0%          40%          20%          20%          20%       100%     8.0          5%            0.4
Doors                              0%          50%          20%          30%          0%        100%     9.8          3%            0.3
Lighting                           0%          50%          20%          30%          0%        100%     9.8          1%            0.1
Hardware                           0%          30%          30%          20%          20%       100%     7.3          4%            0.3
Millwork                           0%          20%          50%          20%          10%       100%     7.3          4%            0.3
Site and Grounds
Paved Surfaces                     0%          60%          20%          20%          0%        100%     11.0         2%            0.2
Walkways                           0%          70%          30%          0%           0%        100%     12.8         2%            0.3
Landscape / Fencing                0%          50%          40%          10%          0%        100%     10.8         2%            0.2
Play Areas / Sports Fields         0%          20%          50%          20%          10%       100%     7.3          3%            0.2
Signs and Lighting                 0%          80%          20%          0%           0%        100%     13.5         1%            0.1


Overall Facility                                                                                                        100%        10.3

Notes:
1)           Replacement cost figures are provided for illustration purposes only. An appropriate set of
             weights will be recommended at a later date
2)           Non-shaded area represents the information to be estimated by school boards for each school in
             the province. The shaded area represents pre-determined categories or computed values.




December 1999                                                                                                                    Page 13
Pupil Accommodation Grant                                   Accountability Reporting Requirements

2.     School Facility Survey

The level of collaboration and teamwork of all groups within a school (the principal, teachers,
custodial staff, other non-teaching staff and students) can influence the level of satisfaction with
the facility. This survey is not intended to be an assessment of how well individual caretakers
are doing their jobs. Indeed, all groups within the school community collectively have an
impact on the school environment. The School Facility Survey has been developed to assess
the service quality at individual schools as perceived by various stakeholder groups on a
consistent basis across the province.

The results of this survey, taken together with input from other sources (e.g. the School
Condition Report; the School Operations Report) can help to identify what works well. Boards
are encouraged to identify such “best practices” and incorporate them into other schools within
their jurisdiction. Conversely, these results can help to identify problem areas and suggest
actions that might be taken to improve satisfaction with each school.

The perceptions of one group within a school may differ from those of another, therefore the
survey for each school should be completed independently by each of the following groups:
principal; teachers; non-teaching staff; students; and the School Council.

A copy of the School Facility Survey is presented in Figure 2. The survey asks stakeholders to
rate the cleanliness and general condition of the school grounds and building exterior and of
various areas within the school, and to rate various factors which influence building comfort and
access. As well, the survey asks stakeholders to rate the level of collaboration and teamwork
of the groups in the school community.

Data from the School Facility Survey can be used to determine an overall rating for each of the
stakeholder groups taken individually and consolidated into a single measure of satisfaction with
the school facility for the school community taken as a whole. An illustration of how such
calculations may be made is presented in Figure 2a.

Boards are required to implement processes to ensure that all stakeholder groups within each
school have an opportunity to complete the School Facility Survey. Boards are required to
submit data obtained from the completed copies of the School Facility Survey by November 15
of each year.

The ministry is developing processes to facilitate the reporting of information from the School
Facility Survey within the School Facilities Inventory System directly and securely through a
web-based interface. Details of these processes will be provided in the Instruction Guide for the
School Facilities Inventory System. A copy of the guide should be available by January 2000
through the Ministry’s file transfer web site at ftp://ftp.edu.gov.on.ca/sfis/.

The ministry has undertaken pilot projects to collect data from boards who have implemented
the School Facility Survey during 1999. Information from these pilot projects will be used to
improve the processes developed to facilitate the reporting of data collected within the School
Facilities Inventory System.




December 1999                                                                               Page 14
Pupil Accommodation Grant                                               Accountability Reporting Requirements

Figure 2 - School Facility Survey

School Name:                                                                                          Year:

The purpose of this survey is to get an indication of the level of satisfaction with the overall cleanliness, condition,
comfort, and safety of each school in Ontario. This survey is not intended to be an assessment of how well
individuals are doing their jobs. Indeed, all groups within the school community collectively have an impact on the
school environment. The level of collaboration and teamwork of all groups within a school (the principal, teachers,
other non-teaching staff, and students, in conjunction with facility services staff) can influence the level of
satisfaction with the facility.

It is expected that the survey will be completed independently by November 15 by each of the following groups:
principal; teachers; non-teaching staff; students; and the School Council. Decisions with respect to logistics
should be made by each group within a school. For example, a School Council may appoint a single individual to
complete the survey on its behalf; or it may appoint a group to complete the survey together; or it may ask several
individuals to complete the survey and develop a consensus response based on those results. Regardless of the
process used, however, only one response is to be submitted by each group.

The results of this survey, taken together with input from other sources (e.g. the School Condition Report; the
School Operations Report) can help to identify what works well. Boards are encouraged to identify such “best
practices” and incorporate them into other schools within their jurisdiction. Conversely, these results can help to
identify problem areas and suggest actions that might be taken to improve satisfaction with each school.

                Key Results                        Rating                   Comments
Cleanliness: Which of the following best describes your perception of the general cleanliness of the
following areas? Excellent = 4; Good = 3; Satisfactory = 2; Needs Improvement = 1; Unacceptable = 0;
n/a = not applicable. If your rating is 0 or 1, please explain why and suggest actions to be taken.
    grounds

    building exterior

    main lobby, hallways, and stairways

    general administration area

    classrooms

    laboratories

    resource centres

    portable classrooms

    gymnasium

    cafeteria

    washrooms and shower facilities

Condition: Which of the following best describes your perception of the general condition of the
following areas? Excellent = 4; Good = 3; Satisfactory = 2; Needs Improvement = 1; Unacceptable = 0;
n/a = not applicable. If your rating is 0 or 1, please explain why and suggest actions to be taken.
    grounds

    building exterior

    main lobby, hallways, and stairways

    general administration area

    resource centres


December 1999                                                                                                  Page 15
Pupil Accommodation Grant                                      Accountability Reporting Requirements

    classrooms

    laboratories

    portable classrooms

    gymnasium

    cafeteria

    washrooms and shower facilities

Comfort: Which of the following best describes your perception of comfort in the following categories?
Excellent = 4; Good = 3; Satisfactory = 2; Needs Improvement = 1; Unacceptable = 0.
If your rating is 0 or 1, please explain why and suggest actions to be taken.
     temperature control

    air quality

    lighting

    noise control

Access: Which of the following best describes your perception of accessibility and safety in the
following categories? Excellent = 4; Good = 3; Satisfactory = 2; Needs Improvement = 1; Unacceptable
= 0. If your rating is 0 or 1, please explain why and suggest actions to be taken.
     barrier free access

    safety of grounds and walkways

    security

Partnership: Which of the following best describes your perception of the teamwork and collaboration
of the groups within a school (teachers, custodial staff, other non-teaching staff and students all led by
the principal) to ensure a safe, clean and comfortable environment? Excellent = 4; Good = 3;
Satisfactory = 2; Needs Improvement = 1; Unacceptable = 0. If your rating is 0 or 1, please explain why
and suggest actions to be taken.
     teamwork and collaboration


The survey was completed by (please check one of the following):
      the principal
      a representative from the school council
      a representative from teaching staff of the school
      a representative from non-teaching staff of the school
      a representative from the students

_________________________               _________________________                 __________________
Name (please print)                     Signature                                 Date




December 1999                                                                                    Page 16
Pupil Accommodation Grant                                          Accountability Reporting Requirements

Figure 2a - School Facility Survey (illustration)

 School                      Secondary          Name                        St Mary’s High School

 Pupil Place Capacity        916                Average Daily Enrolment     985

 Year Built                  1964               Age                         35


Survey Results                           Principal     School    Teaching Non-teachi Students   Overall
(for illustration purposes only)                       Council     Staff   ng Staff             Rating
Cleanliness
grounds                                      1            2         2         3         2           2.0
building exterior                            2            3         3         2         3           2.6
main lobby, hallways, and stairways          3            3         3         2         2           2.6
general administration area                  3            3         3         2         3           2.8
classrooms                                   3            2         3         2         2           2.4
laboratories                                 3            3         3         2         2           2.6
resource centres                             3            3         2         3         2           2.6
portable classrooms                          2            2         1         2         1           1.6
gymnasium                                    3            3         3         2         2           2.6
cafeteria                                    2            2         3         3         2           2.4
washrooms and shower facilities              2            2         3         2         2           2.2
                   Overall Cleanliness      2.5          2.5       2.6       2.3       2.1          2.4
Condition
grounds                                      1            3         2         2         1           1.8
building exterior                            2            3         2         2         2           2.2
main lobby, hallways, and stairways          2            3         2         3         2           2.4
general administration area                  3            3         2         2         3           2.6
classrooms                                   2            2         3         2         2           2.2
laboratories                                 2            3         1         2         1           1.8
resource centres                             2            3         3         2         2           2.4
portable classrooms                          1            2         1         2         1           1.4
gymnasium                                    2            3         2         2         2           2.2
cafeteria                                    2            2         3         3         2           2.4
washrooms and shower facilities              1            2         1         2         1           1.4
                     Overall Condition      1.8          2.6       2.0       2.2       1.7          2.1
Comfort
temperature control                          2            3         1         2         2           2.0
air quality                                  3            3         2         2         2           2.4
lighting                                     3            4         3         4         3           3.4
noise control                                3            3         2         3         2           2.6
                      Overall Comfort       2.8          3.3       2.0       2.8       2.3          2.6
Access
barrier free access                          3            4         3         3         3           3.2
safety of grounds and walkways               3            4         2         3         3           3.0
security                                     2            3         2         2         3           2.4
                       Overall Access       2.7          3.7       2.3       2.7       3.0          2.9
Partnership
teamwork and collaboration                  2            3          1         1         2           1.8

               Overall School Rating        2.3          3.0       1.7       1.8       2.5          2.3
Note: Values in shaded areas are computed. Rating scale: Excellent = 4; Good = 3; Satisfactory = 2;
         Needs Improvement = 1; Unacceptable = 0.


December 1999                                                                                       Page 17
Pupil Accommodation Grant                                  Accountability Reporting Requirements

School Operations Report

The School Operations Report has been developed to identify expenditures made in the past
year to heat, light, clean and maintain individual schools on a consistent basis across the
province. This information, coupled with data from the School Facilities Inventory System (e.g.
area, capacity, age of facilities etc.) as well as enrolment information will enable boards to
assess the relative performance of their school operations within their own jurisdiction and in
comparison with similar schools across the province.

This information, also taken together with input from other sources (e.g. the School Condition
Report; the School Facility Survey) can help to identify “best practices” which boards may
incorporate into other schools within their jurisdiction. Conversely, these results can help to
identify problem areas and suggest actions that might be taken to improve the operating
efficiency and effectiveness of each school.

A copy of the School Operations data elements is presented in Figure 3. The report asks
boards to identify operations and maintenance expenditures made at each school based on the
following general categories: custodial, maintenance, utilities and administration. The report
also asks for specific expenditure details, such as wages, benefits, supplies and equipment,
contract services, and other, under each category (with the exception of utilities). This
information will allow boards to assess the relative efficiency of each school by comparing
expenditures made by general categories or specific sub-categories.

Most expenditure categories identified in Figure 3 are presently reflected in the Ministry’s
Uniform Code of Accounts. Certain expenditure categories identified in that report (e.g.
custodial and maintenance) are not presently reflected in the Ministry’s Uniform Code of
Accounts. Boards do have the ability to extract data from their financial systems to compile
information to reflect these categories and complete the proposed report. The ministry will
review the feasibility of modifying the Uniform Code of Accounts to facilitate the reporting of
custodial and maintenance expenditures.

Boards are required to provide, for the School Operations Report, operations and maintenance
expenditure information for each school, as presented in Figure 3. The Ministry of Education is
reviewing processes to facilitate the submission of this data as part of the regular financial
reporting cycle to the ministry.

For the 1998-1999 fiscal year, boards have provided data regarding the operation of their
elementary and their secondary schools at the board level with their Financial Statements
(Schedule 10C - School Operations Report of the 1998-1999 Financial Statements).

For the 1999-2000 fiscal year, boards will be encouraged to submit school operations data for
individual schools with their Financial Statements. The Ministry will provide further details
regarding the reporting requirements for the school operations expenditures once the Uniform
Code of Accounts review has been completed.




December 1999                                                                              Page 18
Pupil Accommodation Grant                                    Accountability Reporting Requirements

Figure 3 - School Operations Data Elements

                        School Name:                                           Total

Expenditure Category          Expenditure Detail
custodial                     wages
operations
                              benefits

                              supplies and equipment

                              contract services

                              other*

maintenance                   wages
operations
                              benefits

                              supplies and equipment

                              contract services

                              other*

utilities                     electricity

                              heating - oil

                              heating - gas

                              heating - other

                              water and sewage

administration                wages

                              benefits

                              supplies and equipment

                              contract services

                              other*

                               insurance

                              miscellaneous (e.g. health & safety,
                              environmental)
Total Expenditure


* e.g. travel, professional development, professional fees




December 1999                                                                             Page 19
Pupil Accommodation Grant                                 Accountability Reporting Requirements


3.     School Renewal Report

The School Renewal Report has been developed to compile information on the repair and
renovation projects that have been undertaken by boards over the past year and to outline
projects that the board intends to undertake in the coming year. Boards have the flexibility
within the funding model to undertake projects according to their own priorities without having to
seek approval from the Ministry of Education. However, boards should identify for their
communities and to the Province how they intend to use the Grants for School Renewal that
have been provided to them and the results achieved through the use of those funds.

A copy of information / data elements developed for the School Renewal Report are presented
in Figure 4. The report builds on the processes that had been used previously under the
ministry’s Facilities Renewal Program, and as such should minimize the administrative burden
for boards in the reporting of what has been done and what is planned. The report asks boards
to identify specific projects undertaken at each school and to categorize them under the same
general categories used in the School Condition Report. As well, for each project, boards are
asked to identify in very general terms, the needs that are being addressed as a result of each
project and the impact on long-term operating costs.

Boards were advised in the Instructions for the 1998-1999 Financial Statements that detailed
information regarding individual school renewal projects during the 1998-1999 fiscal year would
be collected via the School Facilities Inventory System. Boards are required to submit by
March 31, 2000, information summarizing school renewal projects undertaken during
1998-1999, and information identifying school renewal projects planned to be undertaken during
1999-2000.

For future years, boards are required to submit, by December 31 of each year, information
summarizing school renewal projects that have been undertaken in the past year, and
information identifying school renewal projects planned to be undertaken in the coming year.

The ministry is developing processes to facilitate the reporting of information from the School
Renewal Report within the School Facilities Inventory System directly and securely through a
web-based interface. Details of these processes will be provided in the Instruction Guide for
the School Facilities Inventory System. A copy of the guide should be available by January
2000 through the Ministry’s file transfer web site at ftp://ftp.edu.gov.on.ca/sfis/.




December 1999                                                                             Page 20
Pupil Accommodation Grant                                    Accountability Reporting Requirements

Figure 4 - School Renewal Report - Information / Data Elements

       Category                              Detail                              Total
Base Project Information Project Name and Type

                         School Name(s)

                         School Identification Number (s)
                         Project Cost

Project Category         Building Systems

                         Building Exterior

                         Building Interior

                         Site and Grounds

Project Impact           Does the project address health and safety
                         concerns?
                         Does the project improve accessibility?

                         Does the project address deferred
                         maintenance issues?
                         Is the project part of the board’s regular
                         renewal cycle?
                         Does the project address program
                         renovation needs?
                         Does the project result in operating
                         savings?




December 1999                                                                             Page 21
Pupil Accommodation Grant                                 Accountability Reporting Requirements

New School Facilities Report

The New School Facilities Report has been developed to compile information on each
construction project undertaken by boards, on a consistent basis across the province. This
information will enable boards to assess the relative efficiency and effectiveness of expenditures
made to design, build and finance new school facilities.

A copy of the information / data elements developed for the New School Facilities Report is
presented in Figure 5. Boards are asked to provide information for each project to complete
the base data requirements under the School Facilities Inventory System. This section
includes facility information such as the school name, type, location and grades to be served;
ownership information such as exclusive ownership, joint ownership, or leased; and utilization
information such as elementary or secondary programs. An electronic copy of the site plan and
floor plans is required for each project. Boards are also required to provide information on the
cost, funding arrangement, and funding source(s) for both the construction project and the site
acquisition.

The base project information, including estimated costs, will be made available through the
Ministry’s website to all stakeholders across the province once the information / data has been
submitted and validated by boards.

Boards are required to submit, by March 31, 2000, data for all school facility projects which were
under construction, acquired, or opened since September 1, 1998. For new projects, boards
are required to submit the new school facility information for each project before the tender
document is issued.

The ministry is developing processes to facilitate the reporting of information from the New
School Facilities Report within the School Facilities Inventory System directly and securely
through a web-based interface. Details of these processes will be provided in the Instruction
Guide for the School Facilities Inventory System. A copy of the guide should be available by
January 2000 through the Ministry’s file transfer web site at ftp://ftp.edu.gov.on.ca/sfis/.




December 1999                                                                            Page 22
Pupil Accommodation Grant                                     Accountability Reporting Requirements

Figure 5 - New School Facilities Report
       CATEGORY                          DETAILS                          PROJECT PHASES
                                                                 Tender Construction Occupancy
Project Schedule          Tender Closing Date                      actual

                          Construction Start Date                  target     actual

                          School Opening Date                      target     target      actual

Design and                Architect                                actual     actual      actual
Construction
                          Contractor                                          actual      actual

                          Project Manager                                     actual      actual

Base Information

Facility Information      existing SFIS data input web page        actual     actual      actual

Ownership Status          existing SFIS data input web page        actual     actual      actual

Use of Facility           existing SFIS data input web page        actual     actual      actual

Area                      existing SFIS data input web page        actual     actual      actual

Site Plan                 electronic version                       actual     actual      actual

Floor Plan                electronic version                       actual     actual      actual

Financial Information

Project      Cost         Soft Costs – Fees                       estimate    tender      actual

                          Soft Costs – Permits                    estimate    tender      actual

                          Soft Costs – Other                      estimate    tender      actual

                          Construction                            estimate    tender      actual

                          Furnishings / Equipment                 estimate    tender      actual

                          Site Work (ie. Paving, landscape)       estimate    tender      actual

                                                         Total    estimate    tender      actual

            Funding       Cash                                    estimate   estimate     actual
            Arrangement
                          Long Term Financing                     estimate   estimate     actual

                                                         Total    estimate   estimate     actual

            Funding       Pupil Accommodation Reserve             estimate   estimate     actual
            Source:
            Cash          Proceeds of Disposition Reserve         estimate   estimate     actual

                          Other Reserves                          estimate   estimate     actual

                          Operating Savings                       estimate   estimate     actual

                                                         Total    estimate   estimate     actual




December 1999                                                                              Page 23
Pupil Accommodation Grant                                           Accountability Reporting Requirements


           Long Term          Term                                       estimate       estimate        actual
           Financing
                              Rate                                       estimate       estimate        actual

                              Average Annual Debt Service Cost           estimate       estimate        actual

           Funding            Pupil Accommodation Reserve                estimate       estimate        actual
           Source:
           Annual Debt        Proceeds of Disposition Reserve            estimate       estimate        actual
           Service Cost
                              Other Reserves                             estimate       estimate        actual

                              Operating Savings                          estimate       estimate        actual

                                                                 Total   estimate       estimate        actual

Site       Cost               Acquisition / Service                      estimate       estimate        actual

           Funding            Cash                                       estimate       estimate        actual
           Arrangement
                              Long Term Financing                        estimate       estimate        actual

                                                                 Total   estimate       estimate        actual

           Funding            Proceeds of Disposition Reserve            estimate       estimate        actual
           Source:
           Cash               Other Reserves                             estimate       estimate        actual

                              Operating Savings                          estimate       estimate        actual

                              Education Development Charges              estimate       estimate        actual

                                                                 Total   estimate       estimate        actual

           Long Term          Term                                       estimate       estimate        actual
           Financing
                              Rate                                       estimate       estimate        actual

                              Average Annual Debt Service Cost           estimate       estimate        actual

           Funding            Proceeds of Disposition Reserve            estimate       estimate        actual
           Source:
           Annual Debt        Other Reserves                             estimate       estimate        actual
           Service Cost       Operating Savings                          estimate       estimate        actual

                              Education Development Charges              estimate       estimate        actual

                                                                 Total   estimate       estimate        actual

Project        Name
Contact
               Position
               Phone Number
               Fax Number
               E-mail Address
Note: Information in shaded areas for internal ministry use only. Information in non-shaded areas to be made
available via the Ministry website.




December 1999                                                                                            Page 24
Pupil Accommodation Grant                                  Accountability Reporting Requirements

Data Collection and Reporting

The ministry is expanding the features and capabilities of the School Facilities Inventory System
(SFIS) to facilitate the collection and reporting of data under the accountability framework.
These new processes were designed and improved based on the work and experience from the
original facility inventory data collection exercise in 1998. Following are some key features of
the system:

      boards have the flexibility to submit their data directly and securely through a web-based
       interface

      the system is simple to learn and use, and accessible to all board staff who have Internet
       access

      boards will have access to their data, as soon as it is inputed into the system

      boards will have the flexibility to update and review their data at any time

      standard reports will be developed to facilitate access to data for the board’s own
       schools, and schools across the province

      boards will have the ability to generate their own reports at any time

      boards will have access to COGNOS PowerPlay (on-line analytical processing tool)
       which has been acquired by the ministry to assist with the analysis and reporting of all
       data elements captured within the SFIS

      ministry will provide on-going training and support for data collection and report
       generation

The data in the SFIS will be made available to the public via the ministry’s web site. However,
before the data is released, boards will have an opportunity to review and validate their data.




December 1999                                                                               Page 25
Pupil Accommodation Grant                             Accountability Reporting Requirements


Pupil Accommodation Review Committee (July 1999)

          Name                                      Organization
David Barnes                Simcoe County District School Board
Bob Boucher                 Sudbury Catholic District School Board
Marie-Louise Chartrand      Ottawa-Carleton District School Board
Al Cook                     Greater Essex County District School Board
Régent Dupuis               Conseil scolaire de district catholique du Nouvel-Ontario
Wally Easton                Brant Haldimand-Norfolk Catholic District School Board
Theo Grootenboer            Ministry of Education
Bob Harper                  York Region District School Board
Brenda Humphrey             Upper Canada District School Board
Mike McPhee                 Dufferin-Peel Catholic District School Board
Steve Mitchell              Ministry of Education
Drew Nameth, Co-chair       Ministry of Education
Gary Parkinson              Toronto District School Board
John Sabo, Co-chair         York Catholic District School Board
Angelo Sangiorgio           Toronto Catholic District School Board
Randy Wright                Peel District School Board
Walter Yewchyn              Durham Catholic District School Board


Operations and Maintenance Advisory Group (July 1999)

          Name                                      Organization
David Barnes                Simcoe County District School Board
Al Cook                     Greater Essex County District School Board
Theo Grootenboer            Ministry of Education
Richard Moriah              Dufferin-Peel Catholic District School Board
Walter Olenych              York Catholic District School Board
Normand Robert              Ministry of Education
Joe Saldarelli              Grand Erie District School Board
Angelo Sangiorgio           Toronto Catholic District School Board
                                                                     O:\sfisftp\af\reporting.requirements.dec99E.wpd




December 1999                                                                                        Page 26
rootenboer            Ministry of Education
Richard Moriah              Dufferin-Peel Catholic District School Board
Walter Olenych              York Catholic District School Board
Normand Robert              Ministry of Education
Joe Saldarelli              Grand Erie District School Board
Angelo Sangiorgio           Toronto Catholic District School Board
                                                                     O:\sfisftp\af \reporting.requirements.dec 99E.wpd




December 1999                                                                                          Page 26