7100 - STUDENT ACCOMMODATION PLAN PROCEDURE

1. SCOPE
   
   This procedure outlines the process for developing the District’s annual Student Accommodation Plan.
2. DEFINITIONS
    
   1. Student Accommodation Plan (SAP):
      
      The SAP is a planning tool that compares projected student enrollment to projected school capacities for the next school year. The SAP is prepared by the Facilities Services, Planning and Project Management Department (Facilities Planning) every spring and approved by the School Board of Brevard County (Board) prior to the summer break. After the SAP is approved, it is implemented throughout the District.
   2. Florida Inventory School Houses (FISH):
      
      The Florida Inventory of School Houses (FISH) is the database used by the Department of Education for all spaces in Florida public educational facilities. FISH capacity is the number of students that may be housed in a facility at any given time, based upon the number of existing satisfactory student stations multiplied by a Utilization Factor. The FISH system includes both permanent student stations and relocatable student stations, referred to as total capacity.
3. RESPONSIBILITY
   
   Facilities Services’ Director of Planning and Project Management. 
4. APPROVAL AUTHORITY
   
   Assistant Superintendent of Facilities Services; Superintendent; School Board of Brevard County, Florida.
5. PROCEDURE
    
   1. General:
      
      Facilities Planning is the lead department in the creation of the SAP. Assistant Superintendents and School Principals, Financial Services and Transportation Services play an important role in the development of the SAP.
   2. SAP Information Request and Task Milestone Schedule:
      
      Facilities Planning will develop and publish an SAP Information Request Letter and Task Milestone Schedule to initiate the annual SAP planning cycle. The letter and schedule are distributed to the Assistant Superintendents and all applicable educational program managers. 
   3. Data Used in the Development of the SAP:
       
      1. Controlled Open Enrollment: In accordance with Florida Law, a parent/legal guardian of a student under the age of eighteen (18), or an eligible student who lives in the District or in any other school district in the State of Florida, may seek to enroll in a public school in the District that has not reached ninety-five percent (95%) total capacity, subject to the maximum class size to F.S. 1003.03, and Section 1, Article IX of the Florida Constitution. Refer to Policy 5121 for program and eligibility requirements. In addition, the Superintendent or the Superintendent’s designee may “freeze” a school to new incoming Education Location Option (ELO) students when in the best interest of the District. (See Controlled Open Enrollment, Policy 5121).
      2. Estimated School Space Needs: Assistant Superintendents and educational program managers will respond to the Information Request letter by estimating their need for space to accommodate students for the following year based on membership projections, program needs and legislative requirements (e.g., Class Size maximums).
         
         Principals submit forms for the use of relocatable classrooms to their Assistant Superintendents for approval and submission to Facilities Planning. The forms document the need for additional relocatable classrooms, the continued use of existing relocatable classrooms or notification that one or more relocatable classrooms are no longer needed.
      3. Policy 5120, Assignment within District: The Board shall determine annually the school attendance areas of the District and shall expect the students within each area to attend the school so designated. The Board shall adhere to the rule-making requirements set forth in Bylaw 0131 and F.S. Chapter 120 when creating or revising school attendance boundaries. In accordance with Policy 5120 - Assignment within the District, the Superintendent periodically reviews existing school attendance boundaries and recommends to the Board changes advisable in the best interest of the students pertaining to safety, transportation, financial and administrative efficiency, the effectiveness of the instructional program, and a diverse and educationally sound balance of student populations.
      4. Student Membership Count: Financial Services collects the Fall student membership count in October, which is used as the "official" student membership for the School District for that school year.
      5. Student Membership Projections: In November of each year, Facilities Planning, in collaboration with Financial Services, Human Resources, and Assistant Superintendents, provides student membership projections for the next five (5) school years.
      6. Florida Inventory School Houses (FISH): The SAP uses the student capacity data, both permanent and relocatable, contained in the FISH database in January of each year.
6. SAP Development and Approval
    
   1. Assistant Superintendents, along with school principals respond to the request for information from Facilities Planning to provide estimated school space needs, evaluating the need for relocatable classrooms at each school.
   2. Facilities Planning will take the estimated school space needs, Controlled Open Enrollment student data, current-year student membership count, student membership projections and FISH data and create the SAP draft.
   3. Facilities Planning will distribute the SAP draft to the Assistant Superintendents and educational program managers for review.
   4. Assistant Superintendents and educational program managers will provide comments and recommendations to Facilities Planning.
   5. Facilities Planning will evaluate the comments and recommendations and consult with Assistant Superintendents and educational program managers to modify the SAP.
   6. Facilities Planning will create the final draft SAP.
   7. Facilities Planning will provide the Superintendent with the final draft SAP for review and approval.
   8. Facilities Planning will modify the SAP as necessary to incorporate the Superintendent’s recommendations.
   9. Facilities Planning will prepare an Agenda Item for approval of the SAP by the Board.
   10. The Board will review and approve, or request modifications and approve, the SAP. 
   11. Facilities Planning will post the approved SAP on the Planning & Project Management page of the School District’s website. 

Revised 7/23/20
Revised 4/26/22

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