skip to main content

Site Modification Initiation Form

Using the Site Modification Initiation Form, sites and agencies that operate on WUSD campuses may initiate a request for site modifications.  Outside agencies that may initiate site modifications include PTOs, Boosters, churches that regularly participate in Facility Use Requests, external agencies that occupy sites by prior written agreement and County/City ran programs.
 
All spaces in the form must be complete for processing.  This includes the budget and account line to pay for the work.  The Facilities Department does not have a budget for site modifications outside of what is approved by the Board of Education in the annual budget adoption.  It is the responsibility of the Initiator to verify funding availability, the parameters and requirements of the funding source (if applicable), and to establish the budget for the work.  Once the Facilities Department solicits bids and estimates from vendors and contractors, a confirmed cost estimate will be provided; the budget must be established prior to the solicitation of bids.
 
Each department in the approval process workflow is included so that all affected parties are aware that a possible project may occur and be funded by a site or outside agency.  Please reference the workflow chart below.
 
Once the Site Modification Form has completed the work flow cycle, a Facilities representative will connect with the Initiator via email.
 
Please note that the completion of the  Site Modification Form does not guarantee that the work will occur even if fully funded.  Any permanent impact to District site and facilities must not compromise current operation and program needs.  The project schedule is also subject the availability of the Facilities Department.  As noted on the Form, the work executed by the Site Modification will not affect any preexisting MOUs or agreements. If completed, all agency funded projects on WUSD property must do so knowing that the District will maintain ownership of the site modification thereafter, unless otherwise stated via MOU or signed statement from the District. Some site modifications may not be maintainable by WUSD depending on the equipment/materials installed. Each site/agency that initiates modifications must proceed at their own risk for all future maintenance costs.
 
 
 

Site_Modification_Initiation_Form_Work_Flow_Approval_Steps Card IconSite Modification Initiation Form Work Flow Approval StepsTop of Page

Workflow Approval Process:
 
1) Initiator
  • Proposes project
  • Confirms funding source and site administration approval
  • Submits Site Modification Initiation Form              
2) Facilities Department
  • Confirms all information on Form
  • Verifies proposed work
3) MOT
  • Verifies is project will interfere with existing  site infrastructure and/or operations
  • Determines if project can be completed internally or if specialty consultants will be required
4) Chief Business Official
  • Notification and acknowledgement required
5) Technology
  • Notification and acknowledgement required
  • If any technology is a part of the project then the Director of Technology will be a part of the project procurement
6) Ed Services
  • Notification and acknowledgement required
7) Fiscal Services
  • Verifies that funds are available in the account line listed
8) Facilities
  • Begin reviewing site record and architectural plans to obtain formal quotes and proposal from consultants, engineers, architects, and/or contractors.  All collected data will be present to the initiator and site administrator to confirm details to create a project schedule.
 

Site_Modification_Initiation_Form Card IconSite Modification Initiation FormTop of Page