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Overview of the LRFP Amendment Process
Susan Kutner | NJDOE, Director, Office of School Facilities Planning
NJASBO, February 5, 2020
Today’s Topics
NJDOE Office of School Facilities organization
Overview of the LRFP mandate and reporting
How to complete Major and Minor Amendments
LRFP and project review timelines
LRFP system demonstration
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NJDOE Office of School Facilities
Office of School Facilities (OSF)
Assistant Commissioner Kevin Dehmer
OSF Planning Susan Kutner
➔ LRFP➔ SDA District pre-project planning➔ Special projects
OSF ProjectsBernie Piaia
➔ School facilities project applications➔ CEFM➔ Green Ribbon Schools
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The LRFP Mandate
The LRFP Mandate
Educational Facilities Construction and Financing Act (EFCFA), P.L. 2000, c. 72 (C.18A:7G-4), as amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2
Each school district must amend its LRFP:
❏ At least once every 5 years to update enrollment projections, student capacity, existing and proposed facilities inventories, and proposed capital maintenance (systems) work; referred to as a “Major Amendment”
❏ To be consistent with an application for a school facilities project; can be a “Minor Amendment” if LRFP is in compliance with 5-year reporting requirements and proposed updates do not impact school capacity
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The LRFP Mandate
Critical LRFP Review Issues
● Enrollment projection
● Accurate representation of existing inventory (sites, assets, rooms)
● Coordination of proposed enrollments and proposed District Practices Capacity (based
on room inventory)
Issues Deferred to Project Application Review
● Program space approval
● FES waiver approval
● Demolition approval
● Preliminary eligible costs for state funding
● Coordination of LRFP room inventory with project submission
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Do I need to have a current LRFP to be eligible for Securing Our Children’s Future Bond Act grants?
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The LRFP Mandate
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A district must comply with LRFP requirements if proposed security or water infrastructure upgrades require a project application.
➔ Project applications typically required if proposed work requires a construction permit
❏ Impact-rated barriers anchored to the ground or building
❏ Hard-wired panic alarms
❏ New surveillance systems
❏ Site lighting
❏ Emergency generators
❏ New electrical wiring
❏ Vestibule upgrades
❏ Drinking water outlets requiring new electrical service
❏ Lead service line upgrades
❏ New automated flushing systems
❏ Well water system upgrades
LRFP Reporting
LRFP 101
Refer the OSF LRFP Homepage.
❏ User information
❏ System access information
❏ Tutorials
❏ Amendment guidelines
❏ Enrollment projection information
❏ Past approval letters
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The LRFP Reporting System
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➔ All data entry components and automated reports work.
➔ System issues do not prevent data entry and are described in the guidelines.
❏ LRFP status and submit button not consistently functioning
❏ No system archiving of reports or supporting documents
❏ No existing enrollment update (Ignore all existing enrollment references.)
❏ No deleting school records
❏ Incorrect error message for “Edit Actions”
The LRFP Reporting SystemLRFP tutorial documents posted on OSF webpage provide detailed instructions on how to navigate and use the LRFP system. (Consult after reviewing guidelines.)
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LRFP System Access
The school district manages user accounts.
➔ OSF only issues administrator account to district.
(See OSF LRFP webpage for guidance if account info is needed.)
➔ District responsible for creating and managing
additional accounts.
➔ See District Administrator Instructions for guidance.
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How to Complete a Major Amendment
How to Complete a Major Amendment❏ Focus on review and editing
❏ Effort depends on quality of prior LRFP submission and proposed inventory changes
Time and Effort
Major enrollment changes
Capacity issues
Significant existing and proposed inventory changes since last LRFP approval
Pending educational project
Adequate capacity for enrollments
Capital maintenance focus
Minor existing inventory updates in LRFP system
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How to Complete a Major Amendment
PREPARATION
➔ Determine proposed work.
❏ Capital maintenance
❏ Inventory work (changes to sites, assets, rooms)
➔ If amending for an educational project, finish project application.
❏ Floor plans
❏ Educational specifications
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How to Complete a Major Amendment
PREPARATION
Review previously approved LRFP.
❏ Prior LRFP determination (approval) letter
- Most posted on OSF webpage: https://www.nj.gov/education/facilities/lrfp/fdl/
❏ System-generated reports
- School and Site Asset Reports
- Existing and Proposed Room Inventory Reports
- Systems Action Detail Report (capital maintenance)
- FES and District Practices Capacity Report
- Functional Capacity and Unhoused Students Report if planning new construction
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How to Complete a Major AmendmentPREPARATION
Review LRFP Major Amendment Guidelines.
❏ Step-by-step description of reporting requirements
and tasks
❏ Description of LRFP system operational issues
❏ List of critical data checks for approval
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Critical to identify the correct LRFP record to be updated for the amendment submission.
LRFP status determines need to email “Request to Unlock LRFP System Data” form.”
How to Complete a Major Amendment
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Update the LRFP name in the LRFP section of the LRFP system to reflect the proposed amendment; request data be unlocked for editing if needed.
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How to Complete a Major Amendment
Complete or request an offline enrollment projection using the DOE MS Excel template or contact OSF for approval to use alternative methodology.
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❏ Standard cohort on DOE template required as a supporting document for all major amendments
❏ Completed template using ASSA data available from OSF upon request (recommended).
❏ Strict criteria for approval of alternative methodologies; contact Susan Kutner early in planning process
How to Complete a Major Amendment
Enter Proposed Enrollments in the Enrollment Section of the LRFP system.3
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Make sure proposed enrollments entered in LRFP system exactly match spreadsheet to be submitted as a supporting document.
How to Complete a Major Amendment
Source: New Jersey School Directory
Update the School list in the Inventory section of the LRFP system.4
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See LRFP Major Amendment Guidelines #4 for important system considerations.
How to Complete a Major Amendment
Update existing and proposed sites, assets, and rooms in the Inventory section of the LRFP system.
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How to Complete a Major Amendment
Update existing and proposed sites, assets, and rooms in the Inventory section of the LRFP reporting system.
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Most common mistakes:
❏ Representing 1 contiguous site as multiple sites based on the number of
schools
❏ Representing 1 contiguous building as separate buildings based on the number
of schools
❏ Creating a potential asset to indicate a building addition rather than adding the
potential rooms to an existing asset
❏ Associating district-wide standalone facilities, such as an administrative
building, with a school
How to Complete a Major Amendment
Update inventory actions in the LRFP section of the LRFP system.6
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Potential inventory identified in the Inventory section must be assigned an action to be included in the LRFP.
Update in the Inventory and LRFP sections of the LRFP reporting system.
RECOMMENDED: Submit as a supporting document.
How to Complete a Major Amendment
Update proposed capital maintenance (“systems”) work.7
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How to Complete a Major Amendment
Select enrollment projection and distribute proposed enrollments among the schools in the LRFP section of the LRFP system.
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Finish entering all inventory actions first and refer to District Practices Capacity Report.
Make sure there are no unassigned or over-assigned students.
How to Complete a Major Amendment
Generate and review LRFP Data Check Report for critical errors identified in the LRFP Major Amendment Guidelines.
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Do not submit LRFP if fatal flaws are cited. The LRFP will not be approved.
c
How to Complete a Major Amendment
Electronically submit the LRFP in the LRFP reporting system. (If the submit button does not work, let the DOE know in Step 11.)
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If amending for an educational project, DO NOT submit until project application is complete. LRFP room inventory must exactly coordinate with floor plans and ed specs.
Email = submission date; starts review clock
How to Complete a Major Amendment
Email supporting documents to the OSF, which signals the LRFP is ready for DOE review.
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❏ Board of Education resolution authorizing LRFP amendment
❏ Enrollment projection
❏ District map
❏ Existing site and floor plans
❏ Proposed capital maintenance if not reported in the LRFP system
❏ FES waiver if Data Check #20 applies
❏ LRFP Data Check Report
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What if my district has time-consuming LRFP issues to resolve, but I need to submit a critical project for approval now?
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How to Complete a Major Amendment QUICKLY
Request and accept the OSF-provided cohort-survival enrollment projection
Review and update existing inventory in the LRFP system.
Edit proposed inventory actions in the LRFP system to coordinate with pending project(s), if applicable. If more consensus-building is needed to address capacity issues, enter scope of work “placeholders” in the LRFP system that will be updated in a subsequent amendment.
Update proposed enrollments and school grade alignments in the LRFP system.
Submit proposed capital maintenance as a supporting document.
Focus on representing pending project in the LRFP and meeting minimum reporting requirements for amendment approval.
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How to Complete a Minor Amendment
How to Complete a Minor Amendment
LRFP Minor Amendment Instructions and Request Form
❏ Eligibility criteria
❏ Description of submission
requirements
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How to Complete a Minor Amendment
To be eligible for a Minor Amendment:
❏ LRFP major amendment approved within the last 5 years
❏ LRFP updates limited to:
➔ systems work
➔ inventory updates that do not impact capacity or result in critical data flaws cited in LRFP system Data Check Report
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How to Complete a Minor Amendment
Complete LRFP Minor Amendment form.
Prepare list of capital maintenance (systems) work, if applicable.
Update inventory data in LRFP system, if applicable, and review LRFP Data Check Report for required corrections.
Assemble supporting documents. ● BOE resolution authorizing amendment
● Capital maintenance list (if applicable)
● LRFP Data Check Report
● Existing site and floor plans (if inventory updates)
Email documents to the Office of School Facilities.
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Important timeline considerations
60 daysallowed for the review of a complete LRFP amendment submission per NJAC 6A:26-2.3(b)
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90 daysallowed for the review of a complete project application per NJAC 6A:26-3.3(b)
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QuestionsLRFP amendment: Susan Kutner, [email protected]
Project applications: Bernie Piaia, [email protected]
Bond Act/Guidelines: [email protected]
