M-R FIX Data Collection
Introduction
The Maintenance Reserve Facility Indexing Program (M-R FIX) was initiated in 2023, and the data is collected annually. The General Assembly amended the Code of Virginia adding:
§ 22.1-138.3. Department; school division maintenance reserve tool
A. The Department, in consultation with the Department of General Services, shall develop or adopt and maintain a data collection tool to assist each school board to determine the relative age of each public school building in the local school division and the amount of maintenance reserve funds that are necessary to restore each such building.
B. Each school board shall provide to the Department in a timely fashion the local data that is necessary to ensure that the tool maintained pursuant to subsection A remains relevant and useful for the determination of maintenance reserve needs.
The VDOE, in collaboration with the Department of General Services (DGS), uses the DGS Real Estate and Assets Management System template known as M-R FIX to gather the required data on school facility age and condition of all school facilities. This data, as required by Code of Virginia §22.1-138.3, need to be collected and updated annually in a timely fashion to ensure that the tool remains relevant and useful for the determination of maintenance reserve needs. M-R FIX produces a Relative Age for a building which is a composite value weighted age considering life expectancy of all building systems.
Training Resources
2024-2025 Submissions
Any school division with no previous M-R FIX data submitted will need to complete all missing templates. Requests for previous templates can be made by emailing supportservices@doe.virginia.gov.
DGS has consolidated the templates received from participating school divisions in the previous two years into one workbook. VDOE will send new workbooks to all school divisions. All school divisions will review previously submitted data on these workbooks, updating the data collected as applicable and return the workbook to VDOE.
Send the completed Excel Workbook as an attachment in your email to supportservices@doe.virginia.gov by May 12th, 2025.
Frequently Asked Questions
Contacts
If you have questions, please contact the Office of Support Services at 804-750-8715 or email: Vijay.Ramnarain@doe.virginia.gov, Ann.Belanger@doe.virginia.gov, Nancy.Hartigan@doe.virginia.gov, or Adam.Johnston@doe.virginia.gov