Forms & Checklists

State Smart Growth Public Infrastructure Impact Statement - New requirement for ALL capital construction projects.

Find the form in our final submission forms workbook, or download the State Smart Growth Impact Statement Form.

New SHPO rules for reconstruction projects, see the section on final plans submissions, below.

Special Note for ARRA Funded Projects

There is an audit finding relative to the buy American clause when dealing with ARRA funding. We must ensure that if a district capital project is being partially or totally funded with ARRA funds, the buy American provisions are included in the specifications prior to approval.

Notes on Paperwork for Project Submissions

When submitting a project for submission, please take special care to make sure that all forms are properly collated in the order listed on the Checklist for Application for Building Permit form (FP-CL).
Please staple multipage forms. We receive a large number of submissions with a stack of loose papers clipped together. The staff here must then collate and staple the forms, a daunting task with large submissions.
Only submit ONE COPY of paperwork, plans, and specifications per submission.

Project Start-Up and Preliminary Planning

FP-AU (Request for Approval of Use of a Facility). Download the FP-AU Excel File or FP-AU PDF File.
Instructional Technology Planning Guidelines
International Building Code
Letter of Intent for Capital Construction Projects (Article)
Letter of Intent Forms Workbook
SED Numbers and What They Mean
NYS Dept. of Parks, Recreation and Historic Preservation Project Review Form
State Building Aid Guidelines

Approval of Preliminary Plans

Approval of Final Plans and Specifications

Bidding / Building Permits / Construction Phase

Partial Certification of Substantial Completion - Excel
Final Certification of Substantial Completion - Excel
Change Order Status Now Online
Change Orders: Note that if certification is not stapled to the BACK of the change order, it (they) will be returned to your office!
- SED Change Order Certification: All parts of this certification must be filled out without exception. Do NOT send Change Orders and Certifications separately. They MUST be sent together. Certification MUST be attached to the back of a change order or will be subject to return! Starting September 1, 2002, all change orders received at SED without this form, or without it filled out entirely or not attached to the back of the change order, will be returned to the sender.
- SED Change Order Certification in Excel Format
- SED Change Order Certification in fillable PDF format
Guidelines for Successful Supervision of School District Capital Construction Projects
School Responsibilities (Under 155.5)
Capital Project Summary of Inspection Form
Capital Project Inspection Report Form

Funding / Aid

For projects approved 07/01/2011 or later, the following form may be used to request that building aid begin in advance of district submission of the Final Certificate of Substantial Completion (CSC) and/or Final Building Project Report (FCR), but at no time prior to 18 months after a Commissioner's approval date of July 1, 2011, or submission of an SA-139, whichever is later.
- FP-EASR Excel Form
- FP-EASR PDF Form
Application for Apportionment
- Application for Appointment of Building Aid Excel Form
- Application for Appointment of Building Aid PDF Form
Final Building Project Report
FP-FI (2012 version)
Extraordinary School Capital Needs Program Aid - Note: MMRA has been rolled into Flex Aid for '05-'06, hence no form is available this year.
Security Camera Aid Claim Form - Please use Sam's system for claims
New State Aid Form for Metal Detectors
Reorganization list by district