Site Review Process
Describes the procedure for obtaining site approval from the California Department of Education and the roles and responsibilities of other state agencies involved in the site approval process.A variety of factors, such as rising enrollment, demographic shifts, expanding programmatic needs, and overcrowding, can lead a Local Educational Agency (LEA) to pursue the acquisition of a new school site.
The selection of a new school site should consider multiple factors outlined in the California Department of Education’s (CDE) School Site Selection and Approval Guide. In addition to meeting the needs of the community, any proposed site must also comply with the California Code of Regulations (CCR), Title 5, § 14010.
When identifying potential school sites, LEAs should also consider reviewing CDE’s Guide to School Site Analysis and Development (PDF) to ensure that the site is adequately sized for the master planned enrollment. LEAs proposing school sites that are 50 percent or less of the CDE’s recommended size are subject to additional criteria outlined in the Small School Site Policy.
The CDE School Facilities and Transportation Services Division (SFTSD) is responsible for reviewing and approving proposed school sites in accordance with Title 5, which states that all districts must select a site that provides safety and supports learning.
This web page provides an overview of CDE’s school site review process and the steps required for approval under Title 5 Regulations, Section 14011. CDE approval is required in order for LEAs to access state funding.
For LEAs using local funding to acquire property, please refer to Title 5 Regulations, Section 14012.
Step 1: Initial Contact
Step 2: Prepare Required Documentation
Step 3: Submit Documentation for CDE Review and Approval
Step 1: Initial Contact
Begin by contacting the SFTSD Field Representative assigned to your county.
Your SFTSD consultant will schedule a site visit to review the CDE school site approval process and complete an Initial School Site Evaluation (Form SFPD 4.0) for each site under consideration.
Whenever possible, CDE strongly encourages LEAs to identify and evaluate at least three potential school sites. Reviewing multiple options supports a more thorough comparison of safety, suitability, and compliance with regulatory requirements.
Sites Near Airports
If a proposed school site is located within two nautical miles (12,152 feet) of an existing or planned airport runway, the LEA governing board is required to notify SFTSD and submit scaled maps in accordance with CDE policy. This step should be one of the first actions taken before investing in additional studies or site development efforts.
The SFTSD will forward the submitted materials to the California Department of Transportation (Caltrans), Division of Aeronautics, for review. Caltrans will issue a final determination letter indicating whether it objects to the establishment of the school.
If Caltrans does object based on the site’s proximity to an airport, CDE cannot approve the site under any circumstances. If Caltrans does not object, the LEA must include the final determination letter as part of its complete site approval package.
(CCR Title 21, Division 2.5, Chapter 2.1; EDC § 17215
)
Sites Within Coastal Zones
If a proposed school site is located within a designated Coastal Zone, the LEA should determine whether the site is subject to the requirements of a Local Coastal Program (LCP) or review by the California Coastal Commission. In some cases, a Coastal Development Permit or consultation with local or state coastal agencies may be required.
To avoid potential delays, LEAs are encouraged to confirm early in the site selection process whether coastal regulations apply and to coordinate with the appropriate agencies as needed. For additional guidance, refer to CDE Advisory 00-10.
(California Coastal Act, PRC §§ 30000 et seq.
)
Step 2: Prepare Required Documentation
As outlined in the CDE’s School Site Approval Procedures (Form SFPD 4.01), LEAs must submit a range of documents and studies to demonstrate compliance with state laws and regulations.
Any acreage included in the proposed school site, including joint-use areas, must comply with all requirements outlined in Title 5 Regulations, Section 14010. Joint-use areas are held to the same safety and suitability standards as the rest of the site.
Please use the tabs below to explore each requirement in detail. For charter schools, please refer to the Form SFPD 4.01C.
CDE Forms
SFPD 4.0, Initial School Site Evaluation
This form is completed by the CDE Field Representative during the initial site visit. If multiple sites were evaluated, only the 4.0 for the proposed site is required to be submitted.
SFPD 4.02, School Site Report (Education Code Section 17251[a])
This form requires the district to provide basic information about the proposed site and to identify any hazards present on or near the site.
SFPD 4.03, School Site Certification
This form asks the LEA to certify that the site is suitable for educational purposes and is free, or will be free, prior to occupancy, from hazards that could be considered harmful to student and staff health and safety.
Site Information
Legal Description and Site Map
The LEA must provide a legal description for the selected site and a parcel map indicating:
- dimensions, showing metes and bounds corresponding to the legal description,
- adjacent streets,
- gross and net usable acres, and
- assessor's parcel number, with easements and access points to the site indicated.
Site Schematic
The LEA must provide a site utilization diagram or schematic demonstrating the proposed building placement and vehicle/bus ingress/egress on the site. Architectural plans for new schools are approved separately as part of the Plan Review process. When designing the site schematic, the LEA should review the requirements of Title 5, § 14030.
LEA Documentation
LEA Boundaries Map
The LEA must provide a map indicating their attendance areas as well as all existing schools and sites, including the proposed site.
Planning Commission Report
The LEA must submit a copy of the city or county planning commission report or response on the site chosen by the LEA.
If the LEA has not yet received a response, they may provide a copy of the notice sent to the city or county.
(PRC § 21151.2
; GOV §§ 53094
, GOV §§ 65402[c]
)
Unused Site Documentation
The LEA must submit a list of all unused LEA-owned sites and:
- An explanation of why each site may not be used in lieu of acquiring a new school site,
- A statement that the LEA plans to sell an alternative site in order to use the proceeds for the new site, or
- A letter stating there are no other LEA-owned sites.
(School Facility Program Regulations § 1859.75
(PDF); EDC § 17072.12
)
Master Plan Site Documentation
The LEA must provide current (not over five years) documentation justifying the master plan size of the site. This may include:
- A Facility Master Plan,
- A Developer Fee Justification Study, or
- A School Facilities Needs Analysis
(School Facility Program Regulations § 1859.74
(PDF); CCR, Title 5, § 14001[a],[b]
)
Written Determinations and Findings
The LEA must submit a copy of the governing board adopted resolution that addresses the following:
- Written Determination and Findings outlined in Education Code 17213
and Public Resources Code Section 21151.8
confirming the site is not a current or former waste disposal or hazardous substance release site, does not contain pipelines, and noting whether it is within 500 feet of a qualified freeway or traffic corridor. Additional findings must address hazardous air emitters or material handlers within ¼ mile, and any health risks based on air dispersion modeling or a board-adopted statement of Overriding Considerations in an Environmental Impact Report and a board-adopted statement that no suitable alternative site is available due to a severe shortage of sites that meet Education Code requirements.
- Adoption of the site’s applicable California Environmental Quality Act (CEQA) determination.
A sample board resolution is available to support LEAs in preparing their submission.
Geological Hazards
Geological Hazards Report
The LEA must submit a Geological Hazards Report that addresses potential environmental hazards (DOC) near the school site as outlined in Appendix H of the School Site Selection and Approval Guide. It includes but not limited to high-pressure pipelines, liquid storage tanks, railroads, airports, electrical transmission lines, and areas subject to flooding, dam inundation, seismic faulting, and liquefaction. LEAs may use the Hazardous Pipeline Survey Form (DOC) to certify compliance with Title 5, Section 14010(h).
Please refer to the Environmental Hazards Checklist Form (DOC).
(EDC § 17212.5
; CCR Title 5, § 14010
)
DTSC Compliance
The Department of Toxic Substances Control (DTSC) ensures that selected properties are either free of contamination or have been remediated to safe levels for students and staff. To demonstrate that the site has been evaluated by DTSC, the LEA must submit one or more of the following as appropriate:
- DTSC-approved Phase I assessment (and any addenda) and PEA Executive Summary (if one was required)
- DTSC "final" determination letter approving the Phase I assessment and/or PEA
- If a response action was required, the DTSC "no further action" letter, or the certified completion of a response action
- Form SFPD 4.14 (PDF) committing the LEA to complete a Phase I assessment addendum, PEA, or response action for lead-based paint, PCBs, and/or OCPs signed by the LEA and the DTSC (if seeking a final CDE approval prior to completing DTSC requirements)
- Form SFPD 4.15 (DOC) committing the LEA to complete a response action signed by the LEA and the DTSC (if seeking a final CDE approval prior to completing DTSC requirements)
For additional information and resources on toxic evaluation procedures and related state funding programs, please visit CDE’s toxics web page.
(EDC §§ 17210
and EDC §§ 17213.1
)
CEQA Compliance
California Environmental Quality Act Compliance
As part of compliance with the California Environmental Quality Act (CEQA), districts must demonstrate that environmental impacts have been properly evaluated and disclosed during the school site selection process. The LEA must submit a board-adopted copy of:
- Certified Final Environmental Impact Report or Negative Declaration (including Initial Study);
- Comment Period Closure Letter or date stamped Notice of Completion from the Governor's Office of Planning and Research, State Clearinghouse; and
- Date-stamped Notice of Determination, or Notice of Exemption along with an explanation of why the project is exempt, that was filed with the County Clerk and State Clearinghouse.
Other Studies As Applicable
Every proposed school site is unique. Depending on site-specific conditions, LEAs may be required to conduct additional risk assessments or submit supplemental studies as part of the CDE site approval process. These may include, but are not limited to, studies related to noise, traffic, railroads, pipelines, electrical transmission lines, and flooding.
Step 3: Submit Documentation for CDE Review and Approval
LEAs may choose to submit a complete site package for approval in hard copy or electronically.
Electronic submittals can be made via CDEBox. Additional instructions are available on the CDEBox for School Facilities web page.
Hard copy submittals may be mailed to the CDE School Facilities and Transportation Services Division at the following address:
1430 N Street, Suite 1201
Sacramento, CA 95814
Due to required studies and coordination with other State agencies, the entire site approval process, from initial contact to the issuance of the CDE site approval letter, may take between 1 to 2 years. CDE requires at least 90 days to review a complete site package.
“Contingent” Site Approval (Upon Written Request)
LEAs facing financial or environmental hardship may request contingent school site approval from CDE. Most required documents listed above must be submitted, except for the School Site Certification (Form SFPD 4.03), the DTSC’s final approval letter, and board-adopted CEQA documents.
CDE recommends submitting CEQA and DTSC documents—draft or final—as soon as they are available. If the LEA's board has not yet adopted written determinations and findings, alternative documentation addressing those issues must be provided.
If a Response Action is required, the LEA must also submit:
- A cost estimate for the response action,
- A comparison of the proposed site with alternatives, and
- An evaluation of site suitability.
This information helps determine whether the site is the “best available alternative” under Education Code requirements.
Additional Resources
- References to Education Code
- References to Public Resources Code
- U.S. Environmental Protection Agency Resources