Management Information Sheet
Condition Data Collection: CDC 2017-19
Background:
The Education Funding Agency (EFA) has started a national data collection programme which will assess and collect data on the physical condition of school buildings in England. Called the Condition Data Collection (CDC), it is the successor to the earlier Property Data Survey Programme which was completed in 2014.The CDC process will run from 2017 to 2019 and will collect information on around 22,000 schools. It will comprise a survey visit for which the school has to submit a template pre-survey questionnaire on-line.
For all recipients of this MI sheet except VA Schools, Norfolk County Council is the Responsible Body as defined in the CDC guidance (for VA Schools this will be the Diocesan Board of Education in most cases). However the CDC is addressed to the School and it is the Governing Board's responsibility to complete the pre-visit questionnaire form and host the surveyors.
Data collected during the CDC will help the EFA target future capital investment to where it is most needed, and will provide schools and Responsible bodies (such as local authorities, dioceses, multi and single academy trusts) with useful condition data for their sites.
The survey will collect three categories of data
- Condition data on the physical condition of the buildings;
- Contextual data on the school site including shared usage, listed status, number of classrooms etc;
- Management and Compliance data on the documentation held for each school including asbestos registers and fire risk assessments.
The Collection Exercise:
Schools will be contacted by one of the five national surveying organisations: Faithful + Gould, Aecom, Capita, Rider Levett Bucknall and Arcadis. One of the surveying organisations will contact each school direct to arrange the visit at least a month before the intended date. The school will need to fill out the online CDC pre-survey questionnaire at least two weeks before the visit takes place. Each survey is expected to be completed in a single site visit and will be carried out by a team of up to two surveyors. The County Council and NPS play no part in the survey.
EFA Guidance:
There is a set of guidance documents available from the link which will provide more detail on the process and the questions that are likely to be raised and how to answer them. We would recommend that each school review the guidance documents: "CDC Guide for Schools" and "CDC Guide to Completing the School Questionnaire". When the survey is complete the data will be available to schools and Responsible bodies via the online CDC portal (no details available at the time of this MI Sheet)
We would suggest all schools review the Guidance documents to prepare themselves for the pre-survey CDC questionnaire whilst they await details of their survey visit.
Use of NCC/NPS Concerto database (C2) to retrieve information
Compliance documentation (section D of on-line form):
- For schools in BMP, all the required information is in C2 located at the link. Annex B provides a screen shot of where the information can be found
- For non-BMP schools, this information should be held at school level or by the school's technical adviser.
Other information from C2
- All LA maintained schools have access to C2. For schools in BMP, data will have been maintained by the Building Surveyor.
- Where data has not been maintained by non-BMP schools, it is the school's responsibility to ensure that up-to-date information is used for the questionnaire.
- The Surveying Organisation may ask you for plans of your buildings, if so, these are available from the C2 website on the front page.
Logging in to C2
- A school's log-in to C2 should be known by the headteacher. Forgotten passwords can be reset on the front page. For completely new access authorisation, please contact NPS at C2queries@nps.co.uk
Guidance Link:
https://www.gov.uk/guidance/condition-data-collection-programme-information-and-guidance
Connect2 Link:
Annex A _Norfolk County Council specific information.
The information for questions A21- A23 are below:
| A21 - Responsible Body name | Norfolk County Council |
|---|---|
| A22 - Local Authority | Norfolk County Council |
| A23 - Local Authority number | 926 |
Annex B - Compliance sources for BMP schools
| Content | How to Access |
|---|---|
| Electrical Testing Certificate | Left side menu bar select "Equipment". Find relevant asset within the listing shown and click "Options" followed by "Attachments" to view reports/certification. |
| Emergency Lighting Inspection Certificate | |
| Fire Alarm Inspection Certificate | |
| Gas Safety Test Report | |
| Non-passenger Lift & Hoist Certificates (if applicable) | |
| Passenger Lift Insurance and Inspection Certificates (if applicable) | |
| School managers are required to complete Fire Risk Assessments for their premises and to aid this drawings are available on Concerto | Left side menu bar select "Documents". New menu will appear, select "Fire" where drawings are stored. |
| Water Safety, Hygiene & Legionella documentation | Left side menu bar select "Documents". New menu will appear, select "Legionella". All documentation is listed. |
| Asbestos Register | Left side menu bar select "Documents". New menu will appear, select "Asbestos". All documentation is listed. |
| Asbestos Management Plan |