Closeout and Project Certification for School Projects

Project closeout is the process that DSA uses to determine that the constructed project complies with the codes and regulations governing school construction. Project closeout consists of examination of specific project files for documents required to be submitted before, during and after construction, and to determine if outstanding issues have been resolved. After the file is examined, the project file is closed either with certification or without certification.

DSA may issue one of the following project closeout letters:

#1. Closeout with Certification: This letter indicates that the requirements of the construction process were fulfilled in accordance with rules and regulations.

#2. Certificate of Compliance without Receipt of All Documents: This letter indicates that the allowable alternatives were utilized for documentation of the construction process and the project can be certified.

#3. Closeout without Certification: This letter indicates that the project is not certified due to incomplete or missing documents, such as change orders or verified reports.

#4. Closeout without Certification - Potential Safety Related Deficiencies: This letter indicates that the project is not certified due to potential safety related deficiencies identified during construction and/or lack of documentation indicating resolution of any deficiencies.

Related Links:


Statewide Certification Status Update:

As of Feb, 2011, there are approximately 16,500 uncertified projects on record (out of more than 120,000 total projects processed by DSA since 1933), with approximately 50 percent of these involving relocatable buildings and miscellaneous small projects. The number of uncertified projects creates a backlog of projects yet to be certified and is an issue DSA is currently working to address.

DSA's efforts focus on three main areas:

  1. Outreach/Problem Definition & Scope:
    - ongoing dialogue with school and community college districts and their design professionals;
    - reconciliation of records for identification of uncertified projects and issues preventing certification.
  2. Administrative Process Changes:
    - implementation of regulation changes to streamline review and approval of construction change documents (deviations from approved plans during construction);
    - reviewing documentation requirements for applicability to current construction methods and varying project scopes.
  3. Regulatory Changes:
    - Consideration of additional regulation changes to streamline processes and enhance responsibilities of parties involved in school construction.