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  DSF: Frequently Asked Questions
View the answers to some of the most commonly asked questions below.
DSF: Frequently Asked Questions
What is the DSF?

How Are We Organized?

  • The DSF is divided into six departments: Field Operations, Program Management, Environmental Health & Safety, Finance and Administration, DSF Labor Relations and the Office of Staff Development. For a detailed look at our operations, go to: http://www.opt-osfns.org/dsf/reference/operations
What Are We Responsible For?

  • There is often confusion regarding the role of the DSF and the School Construction Authority (SCA). The SCA builds new public schools and manages the repair and renovation of large capital construction projects. The DSF is primarily responsible for the maintenance, repair, and the safe, efficient operation of over 1,400 buildings that make up the Department of Education infrastructure. This would include cleaning, garbage disposal, heating, air conditioning, plumbing, carpentry, painting, minor repairs, environmental health and safety and all other aspects of building maintenance. In other words, the SCA builds it; we maintain and repair it. If, for example, a roof leaks, the DSF will fix the leak; if a roof needs to be replaced, that’s a job for SCA.


  • DSF manages its repairs and maintenance through a software application known as PassPort. This maintenance management system tracks all repair requests and monitors the progress of those jobs until their completion. To make repairs that fall outside the scope of work of our on site custodial staff, DSF relies on its own in-house workforce of some 700 skilled trades’ people as well as private contractors. All work is carefully monitored for quality and cost by DSF construction management professionals.
How do I get a repair done?

  • Non-routine repairs and repairs beyond the scope of the on-site custodial staff are prioritized, scheduled and accomplished through the DSF’s internal repair process. Custodians contact the Deputy Regional Facilities Manager for their school district; they forward the request to the Regional Maintenance Planner, who will prioritize the project based on urgency and available funding.
How do I get an improvement done?

  • There are a number of ways that DSF can help school principals facilitate improvements at their schools. Generally DSF only accepts improvement projects with a value under $100,000. If your project exceeds $100,000 in value, please contact us.

    Here are two examples:

    Journal Entry Procedure — The Journal Entry (JE) process allows work to be performed under the management of DSF construction professionals with the school or district reimbursing DSF through the JE process. DSF secures a contracted vendor and prepares a scope of work which includes the price for the job. Once the school or district agrees on the scope and price, DSF issues a proceed notice to the contractor. DSF manages the project, which includes inspecting the work, ensuring that the contractor conforms to standard maintenance and repair requirements (labor law, insurance, dust protocol, building code, etc.), approves the contractor's application for payment, and pays the vendor. The district, in order to reimburse DSF for the work, allocates sufficient funds in their budget (using object code 676 - "Maintenance and Repair"). After DSF pays the contractor it will journal the charges to the allocation set up by the school or district. A confirming email should be sent to DSF’s Finance Director, Mark David (mdavid@schools.nyc.gov) indicating that the principal or other authorized individual has set aside sufficient funds in their budget. The principal should indicate in the email the amount accrued and where the funds are located by noting location, activity budget and quick codes.

    Third Party Agreements — This is a more difficult and cumbersome method then Journal Entry. In Third Party Agreements the School or District (or others such as the school's Parents Association or a non-profit organization) will fund the project and do the work with a contractor selected by the funding entity. DSF will assess the project to make sure the proposed work conforms to its building, environmental health and construction standards; that the contractor has appropriate insurance, and is aware of the specific requirements of the Dust Control Protocol established for the safety of students and staff.

    Where the work is funded using public (school or district) funds, the work must be solicited in accordance with the Department's bidding procedures. This means that you must have a full description of the work to be done. That scope should reference the materials or equipment to be used (manufacturer's make and model for example). Contractors using public funds must pay the prevailing rate for the trade doing the work. You are responsible for obtaining and to the best of your ability checking Certified Payroll Forms from the contractor indicating the hours, wages, and benefits paid to the employees of the contractor who worked on your project. NOTE: the NYC Comptroller requires that owners and partners performing covered work on jobs requiring the payment of prevailing wages be paid the prevailing rate for any hours so worked.

    To download an Initial Request in PDF form, click here:
    Third Party Agreements — Initial Request (pdf)

    For additional instructions, click here:
    Third Party Agreement Requests Steps (pdf)

How do I report a problem?

  • Immediate emergencies, especially life threatening emergencies, or those involving urgent, time-critical issues of health and safety should always be reported to 911.


  • The public can report routine maintenance problems, or make other inquiries via 311, or contact the DSF directly. Click here to view the DSF Contact List.


Click here to view The Division of School Facilities Org chart

© 2004 The Division of School Facilities 44-36 Vernon Boulevard Long Island City, NY 11101 Phone: (718) 349-5799
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