2016 - 2017


WHAT’S NEW THIS YEAR?

    Rooms designated as PA/PE spaces (Gymnasium, Student Cafeteria, Auditorium) are locked for editing on the Room Use page. Only the sharing information may be changed.

  1. What is PASS?

  2. What is new in this year's PASS?

  3. Principal Roles

  4. How to Complete the PASS

  1. Getting Started

  2. School Enrollment by Building

  3. School Organizations

  4. Room Use

  5. Building Council

  6. Shared Space Committee

  7. Certification

  1. Room Categories and Functions List

  2. Frequently Asked Questions (FAQ)

  3. Contact the PASS Office

 

  1. What is P A S S ?

     

The Principal Annual Space Survey (PASS) is designed to streamline and simplify the reporting on space usage by principals. It combines the Annual Facilities Survey sponsored by the School Construction Authority and the Campus Audit Survey sponsored by the Office of School Governance. Schools that used space in co-located campuses will see questions from both surveys organized by sections. Schools that are not in co-located campuses will see the same Annual Facilities Survey. PASS provides the Department of Education (DOE) with important information on New York City public school space and how it is currently being utilized and shared. It is critical for principals to provide accurate and current information about room size and usage in their buildings.

 

One Principal in each school building is designated as the "Survey Principal" and is responsible for facilitating the completion of the PASS for that building. All other Principals in the building will have "read-only access" and need to provide changes or updates regarding space that their organizations occupy to the Survey Principal. All Principals (Survey Principals and Principals with "read-only access") are required to log in and enter their organization's projected student enrollment for the 2016-2017 school year for each building they occupy.

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  1. What is new in this year?

     

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  1. Principal Roles

     

The DOE assigns one “Survey Principal” in each school building with editing accessing to facilitate the completion of the PASS on behalf of all Principals in the building. All other Principals in the building are considered "read only" and have “Viewing Access” and provide the Survey Principal with survey data updates and corrections. All Principals are required to enter their school’s projected enrollment number for each building they occupy for school year 2016-17. The Principals roles are outlined below:

 

Survey Principals:

 

Co-located Principals:

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  1. How to Complete the PASS

     

  1. Getting Started:

     

Please note the following survey details regarding the completion deadline and survey access information:

 

PASS Due Date: Friday, October 28th, 2016
PASS Link: Principal Annual Space Survey (PASS) 
User Name field: Enter your full DOE e-mail
Password:A temporary password will be provided to you in the launch email. Upon logging in, you will be required to change the temporary password.

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  1. School Enrollment by Building

     

The School Enrollment by Building page lists all the buildings occupied by your school. All Principals need to complete their school enrollment number(s) in the building(s) occupied as follows:

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  1. School Organizations

     

The School Organizations page refers to all the organizations utilizing space in your school building during normal day-time school hours. Please do the following:

 

 

  • If your school is co-located in this building:

  • Questions about how schools use space to provide for PE are at the bottom of this page. Check the spaces used in or outside the building for PE, then indicate the percentage of time said spaces are used for PE. The total must reach 100%. For outside or “other” spaces, provide more detail (name, location) in the textbox field.

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    1. Room Use

       

    The Room Use page is the largest and most important part of the survey. This section requires completing detailed information on each room in your building. On this page you will see each room pre-populated with PASS 2015-2016 data and be asked to update room usage and sharing information. Additionally you will be asked for the availability of air conditioning in the building. Please do the following:

     

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    1. Meeting Minutes » Building Council

       

    If your school is co-located in a building, you will be asked to record the meeting dates for the Building Council. Per Chancellor's Regulation A-190, at least 12 meeting dates and minutes must be filed annually between August and July of the upcoming school year. Please use the Calendar icon to select the dates for the scheduled meetings.

     

    As each meeting occurs, return to the PASS website and upload the agenda followed by a short version of meeting minutes which records council actions taken or pending status on items. Please enter all meetings held, including those beyond the required monthly meetings. 

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    1. Meeting Minutes » Shared Space Committee

       

    If there is a charter school in your building, you must recruit a Shared Space Committee (per Chancellor Regulation A-190) which must consist of a principal, a parent and teacher from each school. Your Shared Space Committee should meet a minimum of four times per year and submit all meeting minutes to PASS. Please use the Calendar icon to enter the dates for the scheduled meetings.

     

    You will need to record and/or upload the following:

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    1. Certification

       

    Before certification, you might be asked to provide additional information regarding space sharing and/or rooms not used as intended if applicable.

    The Survey Principal is required to certify that he/she has coordinated with all the other Principals in the building regarding this survey. This certification is required in order to be able to submit the survey. If you wish to make changes to the survey after final submission, please contact the PASS office.

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    1. Room Category and Functions List

     

    The PASS Room Use page includes a Room Use Table with dropdown lists for the room categories and functions. Please take a moment to review the list below to familiarize yourself with how the dropdown lists are designed. When updating the room usage, please select the Room Category first that best corresponds to that room. Then select a Room Function from the second drop down list.


    Please note how to assign room function in the following situations below:

     

    • When space in the GYM, AUDITORIUM, LIBRARY, or CAFETERIA is used for INSTRUCTIONAL purposes, please indicate its originally designated functions. This means that if you use a Gym to teach something other than Physical Education, you should continue to designate the room as a GYM.

    • If a GYM has been partitioned (with floor to ceiling partitions) for instructional purposes indicate the square footage for each partitioned space and the current function.

    • Please note that under “Specialty Instruction” there is an option to choose Multi-function classrooms where teaching takes place.

    • Please note that under “Public Assembly” there is an option to choose Multi-function (non classrooms - under category Public Assembly) where teaching does not occur.

    • Rooms under construction should be listed as the Category “Under Construction” and Function “Under Construction.”

     

     

    The dropdown lists for the Room Categories and Functions are designed to standardize and simplify the editing process. Prior to using the dropdown lists in the survey on Room Information Page to update room usage, please take a moment to go examine the list below to familiarize yourself with how the lists are designed. When updating the room usage, please first select the Room Category that best corresponds to that room. After you select a Room Category, please select a Room Function from the second drop down list. We strongly suggest that you print out a copy of this list for your reference.

     

    Room Category Room Function Description
    ADMINISTRATIVE SPACE AP'S OFFICE ROOM USED AS ASSISTANT PRINCIPAL'S OFFICE
    ATTENDANCE OFFICE ROOM USED AS ATTENDANCE OFFICE
    CONFERENCE ROOM ROOM USED AS CONFERENCE ROOM
    COACH'S OFFICE ROOM USED AS COACH'S OFFICE
    DEAN'S OFFICE ROOM USED AS DEAN'S OFFICE
    DUPLICATING/COPY ROOM ROOM USED FOR DUPLICATING AND COPYING
    GENERAL/MAIN OFFICE ROOM USED AS GENERAL OR MAIN OFFICE
    GUIDANCE OFFICE ROOM USED AS GUIDANCE OFFICE
    NURSE/MEDICAL SUITE ROOM USED AS NURSE'S OFFICE OR MEDICAL SUITE
    OTHER OFFICE ROOM USED FOR ADMINISTRATIVE FUNCTIONS NOT LISTED ABOVE
    PARENT'S ROOM ROOM USED AS PARENT'S ROOM
    PRE-K FAMILY ROOM ROOM USED AS PRE-K FAMILY ROOM
    PRINCIPAL'S OFFICE ROOM USED AS PRINCIPAL'S OFFICE
    RECORD ROOM ROOM USED TO FILE AND STORE RECORDS
    SOCIAL WORKER/COUNSELOR ROOM USED AS SOCIAL WORKER OR COUNSELOR'S OFFICE
    STAFF DEVELOPMENT ROOM USED FOR STAFF DEVELOPMENT
    STORAGE ROOM ROOM (240 SQ. FT. AND UP) USED FOR GENERAL STORAGE (NON-RECORD)
    TEACHER'S CAFETERIA ROOM USED AS TEACHER'S CAFETERIA
    TEACHER'S ROOM ROOM USED AS TEACHER'S ROOM
    FACILITY OPERATIONS GENERAL BUILDING SUPPORT CUSTODIAN'S OFFICE, BOILER ROOM, TOOL/HEAVY EQUIPMENT STORAGE, TELECOMMUNICATIONS ROOM, MECHANICAL ROOM ETC.
    KITCHEN PLACE WHERE MEALS ARE PREPARED FOR STUDENTS AND/OR STAFF (NOT TO BE CONFUSED WITH HOME ECONOMICS WHICH IS IN THE SPECIALTY INSTRUCTION CATEGORY)
    OTHER INSTRUCTIONAL SUPPORT ACADEMIC INTERVENTION SERVICES ROOMS USED FOR ACADEMIC INTERVENTION SERVICES
    RESOURCE ROOM ROOMS USED AS RESOURCE ROOM
    SAVE/SUSPENSION ROOM ROOMS USED AS SAVE/SUSPENSION ROOM
    OUTSIDE ORGANIZATIONS OTHER ORGANIZATION ROOM USED BY OUTSIDE ORGANIZATIONS
    PHYS.ED./PUBLIC ASSEMBLY AUD/CAFETERIA ROOM USED AS BOTH AN AUDITORIUM AND CAFETERIA
    AUDITORIUM ROOM USED AS AUDITORIUM
    AUXILIARY EXERCISE ROOM ROOM USED TO TEACH PHYSICAL FITNESS BUT DOES NOT HAVE THE TYPICAL "GYMNASIUM" CEILING HEIGHT.  ROOM MAY OR MAY NOT INCLUDE WOOD FLOORS AND/OR BASKETBALL HOOPS, ETC.
    GYM/AUD/CAFETERIA ROOM USED AS BOTH AN AUDITORIUM, CAFETERIA AND GYMNASIUM
    GYM/AUDITORIUM ROOM USED AS BOTH A GYMNASIUM AND AUDITORIUM
    GYM/CAFETERIA ROOM USED AS BOTH A GYMNASIUM AND CAFETERIA
    GYMNASIUM ROOM USED AS GYMNASIUM
    LIBRARY ROOM USED AS LIBRARY
    LOCKER ROOM ROOM USED AS LOCKER ROOM
    MULTI-PURPOSE (NON-CLASSROOM) ROOM USED FOR MULTIPLE PURPOSES
    STUDENT CAFETERIA ROOM USED AS STUDENT CAFETERIA
    SWIMMING POOL ROOM CONTAINING SWIMMING POOL
    WEIGHT ROOM ROOM USED AS WEIGHT ROOM
    REGULAR CLASSROOM PRE-K FULL DAY ROOM USED AS PRE-K FULL DAY CLASSROOM
    PRE-K HALF DAY ROOM USED AS PRE-K HALF DAY CLASSROOM (ONE A.M. & ONE P.M. SESSION)
    KINDERGARTEN ROOM USED AS KINDERGARTEN CLASSROOM
    FIRST GRADE ROOM USED AS FIRST GRADE CLASSROOM
    SECOND GRADE ROOM USED AS SECOND GRADE CLASSROOM
    THIRD GRADE ROOM USED AS THIRD GRADE CLASSROOM
    FOURTH GRADE ROOM USED AS FOURTH GRADE CLASSROOM
    FIFTH GRADE ROOM USED AS FIFTH GRADE CLASSROOM
    REGULAR CLASSROOM - MS GRADES ROOM USED AS REGULAR CLASSROOM FOR GRADES 6-8
    REGULAR CLASSROOM - HS GRADES ROOM USED AS REGULAR CLASSROOM FOR GRADES 9-12
    REGULAR CLASSROOM ROOM USED AS A CLASSROOM IS SHARED BY DIFFERENT GRADES AND IS NOT A "SPECIALTY" INSTRUCTION CLASSROOM (AS OUTLINED BELOW). EXAMPLES INCLUDE MATH, ENGLISH, SOCIAL STUDIES, AND COMPUTER CLASSROOMS THAT ARE SUPPORTED BY LAPTOPS ONLY. NOTE DESKTOP PC CLASSROOMS ARE CONSIDERED COMPUTER LABS AND ARE PART OF THE SPECIALTY INSTRUCTION CATEGORY LISTED BELOW
    REGULAR CLASSROOM ICT -- ELEMENTARY GRADES ROOM USED AS INTEGRATED CO-TEACHING CLASSROOM FOR STUDENTS WITH AND WITHOUT DISABILITY WITH 2 (TWO) TEACHERS IN ELEMENTARY GRADES
    ICT -- MIDDLE SCHOOL GRADES ROOM USED AS INTEGRATED CO-TEACHING CLASSROOM FOR STUDENTS WITH AND WITHOUT DISABILITY WITH 2 (TWO) TEACHERS IN MIDDLE SCHOOL GRADES
    ICT -- HIGH SCHOOL GRADES ROOM USED AS INTEGRATED CO-TEACHING CLASSROOM FOR STUDENTS WITH AND WITHOUT DISABILITY WITH 2 (TWO) TEACHERS IN HIGH SCHOOL GRADES
    NON-D75 SPED CLASSROOM ROOM USED AS CLASSROOM BY NON-D75 (DISTRICT) SPECIAL EDUCATION CLASSES
    D75 SPED CLASSROOM ROOM USED AS CLASSROOM BY D75 CITYWIDE SPECIAL EDUCATION PROGRAMS
    HORIZON KINDERGARTEN / FIRST GRADE ROOM USED AS A SELF CONTAINED CLASSROOM FOR STUDENTS IN THE ASD HORIZON PROGRAM IN KINDERGARTEN TO FIRST GRADES
    HORIZON SECOND TO TWELFTH GRADES ROOM USED AS A SELF CONTAINED CLASSROOM FOR STUDENTS IN THE ASD HORIZON PROGRAM IN SECOND THROUGH TWELFTH GRADES
    NEST KINDERGARTEN ROOM USED AS AN INCLUSIONARY CLASSROOM FOR STUDENTS IN THE ASD NEST PROGRAM IN KINDERGARTEN GRADE
    NEST FIRST TO THIRD GRADE ROOM USED AS AN INCLUSIONARY CLASSROOM FOR STUDENTS IN THE ASD NEST PROGRAM IN FIRST TO THIRD GRADES
    NEST FOURTH TO FIFTH GRADE ROOM USED AS AN INCLUSIONARY CLASSROOM FOR STUDENTS IN THE ASD NEST PROGRAM IN FOURTH TO FIFTH GRADES
    NEST NINTH TO TWELFTH GRADE ROOM USED AS AN INCLUSIONARY CLASSROOM FOR STUDENTS IN THE ASD NEST PROGRAM IN NINTH TO TWELFTH GRADES
    NEST SIXTH TO EIGHTH GRADE ROOM USED AS AN INCLUSIONARY CLASSROOM FOR STUDENTS IN THE ASD NEST PROGRAM IN SIXTH TO EIGHTH GRADES
    VACANT CLASSROOM THAT IS NOT IN USE 
    SPECIAL EDUCATION SUPPORT ACTIVITIES FOR DAILY LIVING ROOM USED FOR ACTIVITIES FOR DAILY LIVING SUCH AS SELF CARE, WORK AND HOMEMAKING
    ADAPTIVE PHYSICAL EDUCATION ROOM USED TO PROVIDE ADAPTIVE PHYSICAL EDUCATION TO STUDENTS
    CIT ROOM USED BY CRISIS INTERVENTION TEACHER/CRISIS MANAGEMENT
    HEARING/VISION ROOM USED FOR TESTING HEARING AND VISION
    INDIVIDUALIZED EDUCATION PLAN ROOM USED FOR OF INDIVIDUALIZED EDUCATION PLAN
    OCCUPATIONAL THERAPY ROOM USED TO PROVIDE OCCUPATIONAL THERAPY TO STUDENTS
    OT/PT ROOM USED TO PROVIDE BOTH OCCUPATIONAL AND PHYSICAL THERAPY TO STUDENTS
    PHYSICAL THERAPY ROOM USED TO PROVIDE PHYSICAL THERAPY TO STUDENTS
    SBST ROOM USED BY THE SCHOOL BASED SUPPORT TEAM
    SETSS ROOM USED FOR SPECIAL EDUCATION TEACHER SUPPORT SERVICES
    SPECIAL ED SUPPORT ROOM USED FOR THE PROVISION OF SPECIAL EDUCATION SUPPORT SERVICES NOT LISTED BY A SPECIFIC DESCRIPTION IN ANY OTHER ROOM FUNCTION
    SPEECH ROOM USED TO PROVIDE SPEECH THERAPY TO STUDENTS
    SPECIALTY INSTRUCTION ART ROOM NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH ART
    AUTOMOTIVE SHOP NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH AUTOMOTIVE TRADES
    COMPUTER LAB NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH COMPUTER SKILLS USING NON-PORTABLE DESKTOP COMPUTERS THAT ARE  INSTALLED IN THE ROOM.                 NOTE: IF PORTABLE LAPTOPS ARE USED TO TEACH COMPUTER SKILLS, THE ROOM SHOULD BE DEFINED AS A REGULAR CLASSROOM - SEE DESCRIPTION LISTED ABOVE
    COURT ROOM NON GRADE-SPECIFIC ROOM THAT IS USED AS A MOCK COURT ROOM
    DANCE ROOM NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH AND PRACTICE DANCE, MOVEMENT
    DARK ROOM NON GRADE-SPECIFIC ROOM THAT IS USED AS DARK ROOM
    SPECIALTY INSTRUCTION DRAFTING ROOM NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH DRAFTING
    ELECTRONICS SHOP NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH ELECTRONICS OR ELECTRICAL STUDIES
    FUNDED - ESL NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH FUNDED ENGLISH AS SECOND LANGUAGE PROGRAMS
    FUNDED - LITERACY NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH FUNDED LITERACY PROGRAMS
    FUNDED - MATH NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH FUNDED MATH PROGRAMS
    FUNDED - OTHER NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH ANY FUNDED PROGRAMS NOT LISTED ABOVE
    FUNDED - READING NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH FUNDED READING PROGRAMS
    HOME ECONOMICS NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH COOKING, SEWING AND RELATED TOPICS
    MEDIA CENTER NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH AUDIO VISUAL OR MEDIA ARTS
    MULTI-PURPOSE CLASSROOM NON GRADE-SPECIFIC ROOM THAT IS PRINCIPALLY USED AS CLASSROOM FOR MULTIPLE PURPOSES
    MUSIC ROOM NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH MUSIC, BAND, CHORUS, VOCAL, ORCHESTRA, INSTRUMENT PRACTICE,  
    OTHER SHOP ROOM NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH SUBJECTS NOT MENTIONED ABOVE SUCH AS METAL, PLASTICS, CERAMICS AND GRAPHIC ARTS
    SCIENCE CLASSROOM FOR PS ROOM THAT IS USED TO TEACH SCIENCE TO GRADES 1-5. ROOM DOES NOT INCLUDE SCIENCE LAB STATIONS, BURNERS, ETC.
    SCIENCE DEMO ROOM NON GRADE-SPECIFIC ROOM THAT IS USED FOR SCIENCE INSTRUCTION WITH A DEMONSTRATION TABLE FOR THE TEACHER AND REGULAR CLASSROOM FURNITURE FOR STUDENTS
    SCIENCE LAB NON GRADE-SPECIFIC ROOM THAT IS USED AS A SCIENCE LAB WITH WORKSTATIONS FOR TEACHER AND STUDENTS
    SCIENCE PREP ROOM NON GRADE-SPECIFIC ROOM THAT IS USED FOR THE PREPARATION AND STORAGE OF SCIENCE RELATED MATERIALS INCLUDING CHEMICALS
    SPECIATY INSTRUCTION THEATRE ARTS/DRAMA NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH THEATRE ARTS OR DRAMA
    WOOD/CARPENTRY SHOP NON GRADE-SPECIFIC ROOM THAT IS USED TO TEACH WOOD AND CARPENTRY
    UNDER CONSTRUCTION UNDER CONSTRUCTION A ROOM THAT IS BEING RENOVATED OR UPGRADED AND IS CURRENTLY UNINHABITABLE DUE TO WORK IN PROCESS.

     

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    1. Frequently Asked Questions (FAQ)

     

    1. What if I am no longer the Principal of the school that your system has me assigned to?

     

    Please contact the PASS Office either by e-mail or telephone for assistance.

     

    1. Can I designate my assistant principal or someone else at my school to complete this survey on my behalf?

     

    The survey was designed so that only the Principal can gain access and submit data. In order to assign another party to this task, you would need to provide the designated person with your user name and password.

     

    1. Can I print a copy of last year’s survey data?

     

    Last year's survey data is available via a link on the enrollment page. After logging in, click the "Print Last Year's Survey" link next to the appropriate building. You can also reach this page by clicking the "School Enrollment" link at the top of any page.

     

    1. Why doesn’t the survey print out in with the formatting that appears on the computer screen?

    The print set up options need to be set properly to print out what is shown on the computer screen as follows:

     

    1. What if I want to make changes to my school’s survey after I’ve submitted it?

     

    If you are housed in a co-located campus, certain parts of the survey will remain open for further update after submission. For example, you may log into PASS at any time to update Building Council or Shared Space Committee meeting minutes. To make changes to other portions of the survey, please contact the PASS Office.

     

    1. Can I print a copy of my survey submission after I’ve completed and submitted it?

    Yes. After you click the “Submit” button, you will see a prompt that asks if you want to print a copy of your submission for your records. You can also print the submitted survey after logging in by clicking "Print Submitted Survey" on the School Enrollment by Building page. (You can also reach this page by clicking the "School Enrollment" link at the top of any page.)

     

    1. After I submitted the survey, I was redirected to the first page and I see a note that says that I must complete 1 one or more additional surveys. Why is this?

     

    If you are the survey principal for more than one building, you will be prompted to complete the survey for the other building(s) as well. You may return at a later time to complete other surveys.

     

    1. If I don’t have access to edit the survey how do I make corrections and/or updates to the data?

     

    The Survey Principal has editing access and is responsible for entering updates from all the principals in the school building into the survey. Contact the Survey Principal listed next to the building ID after you log into PASS. Please verify that changes are made accurately by the Survey Principal.

     

    1. The length and width fields on the Room Use page are locked and I cannot change them.

     

    All rooms in buildings that have been visited by SCA Analysts have been measured. In this case, room measurement fields will be locked. If you need to make a change to room dimensions you will need to contact the PASS Office using the contact information below.

     

     

    1. Can I designate a different principal to update Building Council or Shared Space Committee meeting minutes?

     

    Once a survey is submitted, any principal in the building can upload meeting minutes. Log in and click “Upload meeting minutes” next to the appropriate building ID.

     

    1. I cannot add or delete rooms to any building.

     

    Please contact the PASS office if you need to add or delete a room.

     

    1. I cannot change the function of any PA or PE spaces.

     

    If you need to change the function of any Gymnasium, Student Cafeteria or Auditorium, please contact the PASS Office.

     

    1. How do I know the survey submitted?

     

    You will see a popup when the survey submits, and you should receive an email confirmation.

     

    1. The survey website seems to have stopped responding.

     

    The PASS website will time out after two hours. When you log in, please be prepared to complete the survey within that time. Otherwise, you may need to close the browser window and re-log in order to continue.

     

    1. I am having trouble connecting to the PASS website.

     

    For connectivity issues, please contact your SPOC (Technology Single Point of Contact). The list may be found here: http://intranet.nycboe.net/IT/TechnologySupport/SchoolTechSupport/default.htm
    From this page you may locate your SPOC, open a help desk ticket or contact the DOE IT Service Desk.

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    1. Contact the PASS Office

       

    Principal Annual Space Survey

    School Construction Authority

    NYC Department of Education

    30-30 Thomson Avenue

    Long Island City, NY 11101

    Email:PASS@nycsca.org

    Telephone: (718) 752-5237