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Estates management 2017/18 - Building condition assessment condition - D20aConditionAssessmentDefinition

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Estates management 2017/18

Fields required from institutions in All fields

Building condition assessment condition - D20a

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Short nameConditionAssessmentDefinition

The fields in this entity contain data about building condition definition.

Applicable toEngland Northern Ireland Scotland Wales

All higher education providers (HEPs).


Figures are required for both the residential and non-residential estate for each of the four conditions. It is expected that HEPs carry out assessment of condition on a building by building basis, an overall view of the building should be taken.

Report the percentage of GIA (excluding commercial space) which falls under the following headings:

Condition A - As new condition - Typically features one or more of the following:

  • typically built within the last five years or may have undergone a major refurbishment within this period,
  • maintained/serviced to ensure fabric and building services replicate conditions at installation,
  • no structural, building envelope, building services or statutory compliance issues apparent,
  • no impacts upon operation of the building.

Condition B - Sound, operationally safe, and exhibiting only minor deterioration - Typically features one or more of the following:

  • maintenance will have been carried out,
  • minor deterioration to internal/external finishes,
  • few structural, building envelope, building services or statutory compliance issues apparent,
  • likely to have minor impacts upon the operation of the building.

Condition C - Operational but major repair or replacement needed in the short to medium-term (generally 3 years) - Typically features one or more of the following:

  • requiring replacement of building elements or services elements in the short to medium-term,
  • several structural, building envelope, building services or statutory compliance issues apparent, or one particularly significant issue apparent,
  • often including identified problems with building envelope (windows/roof etc.), building services (boilers/chillers etc.),
  • likely to have major impacts upon the operation of the building, but still allow it to be operable.

Condition D - Inoperable or serious risk of major failure or breakdown - Typically features one or more of the following:

  • building is inoperable or likely to become inoperable, due to statutory compliance issues or condition representing a health and safety risk or breach,
  • may be structural, building envelope, or building services problems coupled with compliance issues,
  • the conditions are expected to curtail operations within the building (exclude very minor items which can be rectified easily).

The assessment should also relate to current year condition and state. Thus, if the building is currently assessed as condition C but the HEP is aware that it will soon change to condition D, it should still be assessed as condition C. Furthermore, a building which is undergoing refurbishment should be reported as the condition it is in as at the end of the HESA reporting period.

Building condition assessment updates should be undertaken annually. A full condition survey should be carried out regularly (no more than a 5 year cycle) by an appropriately qualified and experienced professional (e.g. a specialist in condition surveys and legislative compliance who may be either in-house or an external consultant). Should the survey data not be up to date, the data should be returned as estimated. Any data returned must be supportable by audit.

Good practice methodology

The following methodology is provided as an example of best practice in carrying out building condition assessment; it is not a requirement that this method is used. However, it is expected that the assessment will be undertaken by an appropriately qualified and experienced professional using an objective assessment methodology.

Each building can be given a condition grade based on the relationship between repair and rebuilding costs as follows:

X=R / IRV where R= net cost of all currently identified repairs at the point of the annual assessment update, and IRV = net replacement value of the building, based upon its current function (using BCIS published data). Repair costs should include those associated with ensuring legislative compliance (see Current cost of legislative compliance). To ensure comparability, both repair costs and rebuilding costs should be net, i.e. excluding all associated professional fees, statutory fees, contingencies and VAT etc. and should be at present day values, excluding inflation.

As a general guide, where X is:

  • < 5%, this indicates condition A (or where the building is less than 5 years old),
  • between 5% and 20% indicates condition B,
  • between 20% and 50% indicates condition C,
  • >= 50% indicates condition D.

The proportion of the overall estate which falls into each of the condition categories should be calculated by floor area.

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