5-Year Facility Needs Survey

The Five-Year Facility Needs Survey is essential for North Carolina school districts, guiding how the Department of Public Instruction allocates funding and resources. Completing this survey can feel overwhelming, but with BAISCA, it doesn’t have to be.

Every 5 years, North Carolina state law requires all public school districts to complete a Facility Needs Survey.

At BAISCA, we are dedicated to simplifying the complex, time-intensive process of facility assessments for school districts. By focusing on precise data collection and thorough analysis, we ensure that your district’s information is accurate, actionable, and fully aligned with the specific requirements of North Carolina’s Department of Public Instruction (NCDPI).

Who Knows Best?

There is no better source of information regarding the overall condition of school buildings than with the school district’s Maintenance Department.

Each member of the organization has been inside-out, on top, and underneath every space at every building for years.

Each member of the organization has been inside-out, on top, and underneath every space at every building for years.

Districts routinely use architectural and engineering consultants to conduct facility condition assessments which provide very detailed information, particularly in the area of deferred maintenance. Depending on the district’s circumstances, this may be necessary; however, it can be very expensive and time consuming. For considerably less time and expense, consideration should be given to collecting data by conducting interviews with key stakeholders. A key advantage to this method is that interviews can be performed from a central location eliminating the need to conduct building inspections.

Building Systmes

Once BAISCA is selected by the district we schedule appropriate maintenance and other departmental staff to meet with our assessment team.

Every building system at every school and support facility is reviewed. The NCDPI survey organizes building systems into nine basic categories which work well for this level of reporting. Each deferred maintained item is indexed by type of building system and by level of priority. 

  • Site

  • Building Exterior

  • Building Interior

  • HVAC, Electrical, Plumbing

  • Furniture and Equipment

  • Environmental

  • Building Code/Life Safety

  • Food Service

  • Technology

Data Collection

BAISCA will develop an interview schedule for key personnel in the district holding firsthand knowledge of specific building systems.

Starting with the list of building system categories, facility administrators can help identify key personnel to be interviewed. The interview session is facilitated by a a senior member of the BAISCA team who has broad knowledge and experience with educational facilities. A second member of the BAISCA team records the data obtained during the interview. It is helpful for everyone to see the data while it is being collected.

Prioritization

Based on firsthand experience from maintenance staff, BAISCA assigns a priority structure to each deferred maintenance item based on the DPI model.

This helps to break down reasonable budget requests while showing the total amount of backlog. Having the items previously identified will shorten the process when the plan is updated each year. Priorities will be organized as follows:

Priority A 🡒 Immediate

Priority B 🡒 Years 1-2

Priority C 🡒 Years 3-5

Priority D 🡒 Years 6-10

Reporting

Written reports are provided to the district in two formats. A binder titled "State Forms" includes all printable forms and reports from the state survey database, which is written in Microsoft Access.

This is the information that will be submitted to the state. 

A second binder titled "BAISCA Workbook" includes an executive summary and spreadsheets developed by BAISCA to compile facilities information requested by DPI School Planning. Ultimately, these reports can be more useful for district staff as they will provide additional detail, particularly regarding renovation data. 

We specialize in managing every step of the process to ensure your district’s survey is accurate, compliant, and ready for submission:

  • Stress-Free Data Collection

    We handle the detailed work of gathering facility and asset information, ensuring that no critical details are overlooked.

  • Expert Analysis

    Our team transforms raw data into actionable insights, creating survey-ready reports that highlight your district’s needs.

  • Compliance and Accuracy

    All reports are designed to align perfectly with DPI’s requirements and survey format, making submission seamless.

  • Relieving the Burden

    With BAISCA managing the process, you can trust that your district’s facilities are accurately represented without the added stress of navigating complex requirements.

Our Mission

To ensure that the Department of Public Instruction has the precise information it needs to fairly and effectively allocate budgets across the state. By partnering with BAISCA, you can rest assured that your district’s needs are communicated clearly and accurately, setting the stage for a better future for your schools.