Mark A. Drone Regional Superintendent of Schools

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1 JILL WRIGHT Office Operations, Director DAWN ROSBOROUGH, Secretary Vandalia Office ph. (618) South Seventh Street Vandalia, IL FAX: INTRODUCTION Bond Fayette Effingham Counties Regional Office of Education Mark A. Drone Regional Superintendent of Schools Julie R. Wollerman Assistant Regional Superintendent July 1, 2009 SYNOPSIS OF HEALTH/LIFE/SAFETY PROCEDURES (Rev: 07/01/09) BECKY BAILEY, Secretary Effingham Office Ph. (217) Effingham County Building 101 N. 4 th, Room 204 Effingham, IL NANCY LURKINS, Secretary Greenville Office Ph. (618) North Second Street Greenville, IL Any school district that wishes to use Fire Prevention and Safety Funds to finance repairs or alterations to any school building is required to file an AMENDMENT to respond to the findings of: An annual inspection by the Regional Superintendent; A Ten-Year Safety Survey Report; A citation by a government enforcement agency; A citation by a local fire department or fire protection district; A district initiated inspection, or; To correct errors or omissions in a previously approved amendment. To file an amendment, a school district must utilize the IWAS System that is found on the Illinois State Board of Education website. Typically information will flow from the school district's Architect/professional engineer, to the local Board of Education (or designee), to the Regional Office of Education, and then onto the Illinois State Board of Education. This information will flow up and down this chain until the process is completed. A BUILDING PERMIT is required for all like activity that is performed with respect to any facility. Like activity means construction or any work involving or similar to construction that is performed with respect to any facility of a school district subject to the requirements of 23 Illinois Administrative Code Part 180. This includes but is not limited to reconstruction, substantial alteration, repair, remodeling, renovation, or change in use. Facility means land, buildings, structures and improvements other than buildings, and permanent, fixed equipment attached to or incorporate in any buildings, and permanent, fixed equipment attached to or incorporated in any building owned or used for school purposes by a school district subject to Part 180. This definition excludes facilities owned by a school district but not used for public school purposes, which shall be subject to local building codes.

2 Repairs that qualify as Minor repairs shall not be considered like activities and therefore are not subject to the BUILDING PERMIT requirements of Part Minor repairs mean any work to a facility that is not subject to the bidding requirements of Section of the School Code, with the following exceptions: cutting away of any wall, partition, or portion thereof; cutting or removal of a structural beam or load-bearing support; removal of or change in a required means of egress; rearrangement of parts affecting exit requirements; addition to, alteration of, replacement, or relocation of any standpipe, drain leader, or gas, soil, waste, water supply, sewer drainage, vent or similar piping; electrical wiring; or mechanical; or other required building system. Therefore, if either one of the following applies to your project, you must complete the APPLICATION FOR BUILDING PERMIT and submit it to the Regional Office of Education: Project is $50,000 or more and includes work involving or similar to construction that is performed with respect to any facility including but not limited to reconstruction, substantial alteration, repair, remodeling, renovation, or change in use. Project is less than $50,000 but involves any of the following: a change or increase in the size, type, or extent of an existing facility; cutting away of any wall, partition, or portion thereof; cutting or removal of a structural beam or load-bearing support; removal of, or change in a required means of egress; rearrangement of parts affecting exit requirements; addition to, alteration of, replacement, or relocation of any standpipe, drain leader, or gas, soil, waste, water supply, sewer drainage, vent or similar piping; electrical wiring; or mechanical; or other required building system. After examination and approval of the project, including appropriate construction documents, applicable PLAN REVIEW STATEMENTS and CONFIRMATION OF PLAN REVIEW RECORDS, a BUILDING PERMIT will be issued by the Regional Superintendent using the steps and forms on the following page.

3 TEN-YEAR SAFETY SURVEY PROCESS (Rev: 07/01/09) Prior to the expiration of the previous Ten Year Safety Survey, an Architect/Professional Engineer conducts on-site inspections and prepares a Safety Survey Report in hard copy conforming to the requirements of Section of the School Code. An Architect/Professional Engineer prepares and submits to the School Board via IWAS the upper half of the Application of Approval of Ten-Year Safety Survey Report (Form Rev: 7/07) and indicates either Building in Full Compliance if the survey revealed no violations of applicable requirements; or Building Not in Compliance which generates/requires a Violation and Recommendation Schedule (Form 35-84), a Recommended Work Items and Estimated Costs (Form 35-48), and a Certification of Need for Fire Prevention and Safety Funds (Form Rev: 7/07). After approving the above documents, the School Board (or designee) forwards them via IWAS to the R.O.E. NOTE: Two hard copies of the Safety Survey Report, the Application of Approval of Ten-Year Safety Survey Report, and the Certification of Need for Fire Prevention and Safety Funds are also required to be submitted to the R.O.E. The R.O.E. reviews the Safety Survey Report, the Application of Approval of Ten Year Safety Survey Report, and the Certification of Need for Fire Prevention and Safety Funds for accuracy and completeness and when approved forwards via IWAS and on hard copy to the I.S.B.E. NOTE: If the R.O.E. does not approve this application, it is returned to the School Board for revisions. The I.S.B.E. reviews the Safety Survey Report, the Application of Approval of Ten-Year Safety Survey Report, and the Certification of Need for Fire Prevention and Safety Funds within 90 days for accuracy and completeness and when approved issues a Certificate of Approval of the Ten Year Safety Survey Report (Form Bottom Half) and a Certificate of Approval for the Expenditure of Fire Prevention and Safety Funds (Form Rev: 7/07) and sends its approval electronically via IWAS to the R.O.E. and the School Board. NOTE: The completion of this process generates a numbered Health/Life Safety Amendment(s) to address the violations revealed in the Ten Year Safety Survey. FORMS/DOCUMENTS REQUIRED/GENERATED IN HARD COPY Safety Survey Report Application of Approval of Ten-Year Safety Survey Report (Form Rev: 7/07) Certification of Need for Fire Prevention and Safety Funds (Form Rev: 7/07) Certificate of Approval of Ten-Year Safety Survey Report (Form 35-86) Certificate of Approval for the Expenditure of Fire Prevention and Safety Funds (Form Rev: 7/07)

4 EMERGENCY AMENDMENT PROCESS (Rev: 07/01/09) NOTE: At the onset of an Emergency, we request that the Superintendent (or designee) attempt to contact the Regional Office of Education verbally. The District Superintendent (or designee) fills out the Emergency Health/Life Safety Funding Request for Preliminary Authorization (Form (3/04)) and submits it by fax to the R.O.E. ("Attention: Julie Morell") on hard copy. The R.O.E. signs the Emergency Health/Life Safety Funding Request for Preliminary Authorization on the bottom of the form and faxes it to the I.S.B.E. The I.S.B.E. signs the Emergency Health/Life Safety Funding Request for Preliminary Authorization on the bottom of the form and faxes it back to the R.O.E. NOTE: At this point in the process, work on the amendment may begin. The R.O.E. faxes the Emergency Health/Life Safety Funding Request for Preliminary Authorization to the School Board (or its designee) along with the Health/Life Safety Emergency Board Resolution (Form (3/04)). The School Board submits with required signatures the Health/Life Safety Emergency Board Resolution to the R.O.E. on hard copy and the R.O.E. forwards it to the I.S.B.E. NOTE: The approval of the Health/Life Safety Emergency Board Resolution relieves the School Board from bidding requirements. The I.S.B.E. reviews the Health/Life Safety Emergency Board Resolution and sends the R.O.E. a Health/Life Safety Certificate of Authorization for Emergency Procedures (Form 35-96(3/04)). A hard copy of the Health/Life Safety Certificate of Authorization for Emergency Procedures is forwarded to the School Board by the R.O.E. The District Architect/Professional Engineer and the School Board (or designee) then starts the regular amendment process. Please tell you Architect/Professional Engineer to "check" the box for a regular amendment (not Emergency Amendment) on the IWAS system as this will make things run more smoothly. NOTE: The Architect/Professional Engineer can begin to generate electronic documents for the Amendment process while complying with the above Emergency Amendment procedures. FORMS REQUIRED/GENERATED IN HARD COPY Emergency Health/Life Safety Funding Request for Preliminary Authorization (Form (3/04)) Health/Life Safety Emergency Board Resolution (Form (3/04)) Health/Life Safety Certificate of Authorization for Emergency Procedures (Form (3/04))

5 AMENDMENT PROCESS (Rev: 07/01/09) The School Board determines a need to generate an amendment to the last Ten-Year Safety Report. The School Board (or designee) contacts its Architect/Professional Engineer to confirm the violations. The Architect/Professional Engineer prepares an Amendment to the Ten Year Safety Report on IWAS. The Architect/Professional Engineer prepares the Certification of Need for Fire Prevention and Safety Funds (Form Rev: 7/07) and submits it electronically via IWAS to the School Board. The School Board (or designee) approves the Certification of Need for Fire Prevention and Safety Funds (on IWAS) and forwards it to the R.O.E. This will include: o Schedule of Violations (Form 35-84) and o Schedule of Work Items and Cost Estimates (Form 35-48). After the R.O.E. receives hard copies of the Certification of Need for Fire Prevention and Safety Funds with the original Architect/Professional Engineer's stamp and his/her original signature (and any required supportive documents like plans, specifications, plan reviews, etc.), the R.O.E. then approves the Amendment and submits it electronically via IWAS to the I.S.B.E. NOTE: The I.S.B.E. will not begin processing the amendment until it receives hard copies from the R.O.E. The I.S.B.E. sends back electronically via IWAS to the R.O.E. and the School Board the State Certificate of Approval for the Expenditure of Fire Prevention and Safety Funds (Form Rev: 7/07) with the State Superintendent's signature on it. The R.O.E. issues a Regional Superintendent's Certification of Approval to Raise or Use Fire Prevention and Safety Funds (Form Rev: 7/08) and an Order to Effect Compliance with the Health/Life Safety Code for Public Schools (Form (3/04)) in hard copy and forwards it to the School Board (or designee) along with a hard copy of the State Certificate of Approval for the Expenditure of Fire Prevention and Safety Funds. NOTE: The School Board (or designee) provides the County Clerk with copies of the State Certificate of Approval for the Expenditure of Fire Prevention and Safety Funds, the Regional Superintendent's Certification of Approval, and the Order to Effect. The School Board (or designee) submits to the R.O.E. an Application for Building Permit (Form Rev: 3/09) in hard copy when required. Also please submit in hard copy a Plan Review Statements (Form Rev: 3/09) form and Confirmation of Plan Review Records (Form Rev: 3/09) in hard copy when required. The R.O.E. issues a Building Permit (Form Rev: 3/09) in hard copy where applicable NOTE: Building Permits are reported to the ISBE on the R.O.E. Annual Report. The School Board (or designee) submits to the R.O.E. a Statement of Completion for Health/Life Safety Amendment (Form 36-24) in hard copy. The School Board (or designee) submits to the R.O.E. an Application for Occupancy/Completion (Form Rev: 3/09), Inspection Statement (Form Rev: 3/09), and Confirmation of Called Inspection Records (Form Rev: 3/09) all in hard copy when required. Upon satisfactory inspection, the R.O.E. issues a Certificate of Occupancy (Form Rev: 3/09) in hard copy where applicable (NOTE: Certificates of Occupancy are reported to the ISBE on the R.O.E. Annual Report). NOTE: Plans, specifications, and drawings reside with the R.O.E. Please submit all of these documents to the R.O.E. in electronic format (i.e. C.D., PDF file, etc.) or on 8 1/2" x 11" sheets of paper.

6 FORMS REQUIRED/GENERATED IN HARD COPY Certification of Need for Fire Prevention and Safety Funds (Form Rev: 7/07) State Certificate of Approval for the Expenditure of Fire Prevention and Safety Funds (Form Rev: 7/07) Regional Superintendent's Certificate of Approval to Raise or Use Fire Prevention and Safety Funds (Form Rev: 7/08) Order to Effect Compliance with the Health/Life Safety Code for Public Schools (Form (3/04)) **Application for Building Permit (Form Rev: 3/09); Plan Review Statements (Form Rev: 3/09); Confirmation of Plan Reviews (Form Rev: 3/09) **Building Permit (Form Rev: 3/09) Regional Superintendent's Approval in Writing (Form Rev: 3/09) Statement of Completion for Health/Life Safety Amendment (Form Rev: 3/04) ** Application for Occupancy/Completion Permit (Form Rev: 3/09); Inspection Statements (Form Rev: 3/09); Confirmation of Called Inspection Records (Form Rev: 3/09) **Certificate of Occupancy (Form Rev: 3/09) ** Where required or applicable NON-NUMBERED AMENDMENT PROCESS (Rev: 07/01/09) If the School Board approves a project that meets the criteria described in the introduction requiring a Building Permit but does not involve the expenditure of Health/Life Safety funds, the following forms are to be submitted in hard copy to the R.O.E.: o Application for Building Permit (Form Rev: 3/09) with 2 stamped copies of plans/specifications o Plan Review Statements (Form Rev: 3/09) and Confirmation of Plan Reviews Records (Form Rev: 3/09) forms in hard copy when required o Licensed Architect/Engineer s Certification (Form (3/04)) When these materials are received and approved by the R.O.E., a Building Permit (Form Rev: 3/09) will be issued. A set of plans and specifications are returned to the District along with the Regional Superintendent's Approval in Writing (Form Rev: 3/09). Once the construction is completed, the Architect/Professional Engineer will complete an Application for Occupancy/Completion (Form Rev: 3/09); Inspection Statements (Form Rev: 3/09); and Confirmation of Called Inspection Records (Form Rev: 3/09) and the District will submit them to the R.O.E. in hard copy. Following a satisfactory inspection of the project by a representative from the R.O.E., an Occupancy Permit (Form 36-16) will be issued and the process will be finished. FORMS/DOCUMENTS REQUIRED/GENERATED IN HARD COPY Application for Building Permit (Form Rev: 3/09) with 2 stamped copies of blueprints/specifications Plan Review Statements (Form Rev: 3/09); Confirmation of Plan Review Records (Form Rev: 3/09) when required Licensed Architect/Engineer s Certification (Form (3/04)) Building Permit (Form Rev: 3/09); Regional Superintendent's Approval in Writing (Form Rev: 3/09) Application for Occupancy (Form Rev: 3/09); Inspection Statements (Form Rev: 3/09); Confirmation of Called Inspections Records (Form Rev: 3/09) Occupancy Permit (Form Rev: 3/09 )