Asset Management Roles and Responsibilities Framework

Advice

The purpose of this advice is to outline school asset management roles and responsibilities for corporate staff, principals, and school councils.

Summary

• The school Asset Management Roles and Responsibilities Framework is designed to clarify and strengthen school asset governance arrangements by specifying the asset planning and management roles and responsibilities of corporate staff, principals, and school councils.
• The framework applies to corporate staff, principals, and school councils of all Victorian government schools. The roles and responsibilities apply to most schools, but different roles and responsibilities may apply for schools managed as part of the public-private partnership (PPP) model.
• Refer to the Guidance tab for a detailed breakdown of key asset management roles and responsibilities in schools. This can also be downloaded and viewed as a Word document in table format. Refer to Key asset management roles and responsibilities (DOCX).

Details

Shared responsibility model

Accountability

Victorian government schools are operated and administered by the Minister for Education, the Secretary of the Department of Education (the department), employees of the department including school principals, and school councils.

The Secretary employs the majority of teaching service staff and is responsible for setting department policy that is applied in government schools, including some of the policies that school councils must apply. School councils are able to employ certain categories of staff that work in schools, such as maintenance workers.

The roles and responsibilities of school councils in the government school system are limited to the functions and powers that are given to them under the legislation and ministerial orders. Some of those roles and responsibilities are explained further in this Framework. Actions taken by school councils that are not within their legislated functions and powers are invalid. The department provides training, advice and support to school councils to support members to understand and undertake their roles effectively.

School asset planning and management is the shared responsibility of principals, school councils and corporate staff. Key asset responsibilities for all 3 parties are outlined in the Guidance tab of this topic.

To ensure the school environment is appropriate to meet the school’s curriculum needs and asset management practices, school councils must comply with departmental requirements and policies for asset management.

Under the Education and Training Reform Act 2006 (Vic), there are functions that school councils are exclusively accountable for and others that they share with principals.

Principals

In their capacity as departmental employees, principals must comply with all applicable requirements, policies or conditions of funding specified by or referred to by the department including:

• the planning and performance accountabilities described in this policy
• asset planning and management policies and procedures issued by the department.

Under the department’s shared responsibility model, principals are the asset managers for their school and are responsible for the planning of and delivery of safe and sustainable learning environments.

This includes overseeing, planning and managing the maintenance of school facilities, and ensuring their school site is safe and secure for all staff and students.

As part of their responsibility as asset managers, principals must:

• ensure compliance with occupational health and safety regulations and policies
• facilitate the regular inspection, testing and maintenance of Essential Safety Measures
• facilitate regular inspections, testing and maintenance on other relevant asset management compliance items prescribed by the department
• maintain buildings, equipment, and infrastructure
• respond to unexpected events impacting facilities
• develop and implement School Maintenance Plans
• participate in the planning phases of state-funded capital works projects.

In addition to their role as a departmental employee, a principal also acts as the executive officer of the school council. Principals and school councils should maintain a strong partnership to support the execution of school council responsibilities.

Other duties a principal may be responsible for, if provided the delegated authority of the school council, include:

• ensuring that adequate and appropriate advice is provided to the school council in relation to asset management and other related matters
• ensuring the decisions of the council are implemented
• ensuring that adequate support and resources are provided for the conducting of school council meetings.

For detailed information of principals’ asset management responsibilities, refer to the Guidance tab.

School councils

Under clauses 1.3.3 and 1.3.4 of the Ministerial Directions for Public Construction Procurement in Victoria, school councils must comply with department’s policies and requirements relating to public construction procurement.

Specific requirements and conditions for school council financial delegates are outlined in the Procuring Low-value Construction Works or Services policy.

Under the Education and Training Reform Act 2006 (Vic), there are functions that school councils are exclusively accountable for and others that they share with principals.

As part of their responsibility as asset managers, school councils must:

• provide general oversight of maintenance activities to ensure school buildings and grounds are kept in good order and condition in consultation with the principal
• ensure that the school (as a workplace) is, so far as is reasonably practicable, safe and without risks to health
• provide for the cleaning and sanitary services that are necessary for the school – refer to the Cleaning policy
• oversee matters related to asbestos management in consultation with the principal.

The department has a range of policies, guidance and resources to support school councils understand their roles, responsibilities and processes in relation to asset management. For a detailed overview of school councils’ asset management responsibilities, refer to School Council – Overview and the Guidance tab.

Corporate staff

Corporate staff of the Victorian School Building Authority (VSBA) and the department’s regional offices are responsible for setting standards, allocating funding, and managing delivery of relatively high-risk and high-value projects.

These include building new schools, funding major maintenance activities and delivering capital works for existing schools and facilitating maintenance and repairs that schools cannot undertake themselves, for example, emergency maintenance and asbestos removal.

School funding and additional program funding is provided through multiple sources facilitated by the annual State Budget appropriations process, including:

• Student Resource Package
• Planned Maintenance Funding
• Capital Works Funding.

Corporate staff provide dedicated asset management support to schools and continually work to improve the broader school asset management system by reviewing, updating and communicating the Asset Management Roles and Responsibilities Framework for schools annually.

Asset management planning

To support schools in implementing a longer-term strategic approach to managing the school assets, the department has a continual improvement model for strategic asset planning and performance measures, and principals and school councils are held accountable for the key asset management processes.

Rolling Facilities Evaluation Program

The Rolling Facilities Evaluation Program delivers condition assessments to each Victorian government school every 5 years, collecting comprehensive and up-to-date information about the condition of school assets to inform infrastructure planning and investment by schools and government.

School Maintenance Plans

School Maintenance Plans are 5-year schedules of maintenance activities prepared by principals in partnership with corporate staff to address issues identified by the Rolling Facilities Evaluation.

The plan sets out the condition-based maintenance activities and schedule of routine maintenance activities that schools need to undertake to support the efficient upkeep of school assets. Priority is given to the actions that pose risk to health and safety.

VSBA monitors the use and implementation of the School Maintenance Plans. For more information, please refer to School Maintenance Plans and Rolling Facilities Evaluations.

Bricks and Mortar Learning and Development Program

The Bricks and Mortar Learning and Development Program is a dedicated asset management professional development program to strengthen the asset management capability of schools. For more information, refer to Bricks and Mortar support and services information for schools.

Asset management plans for capital works

Asset management plans (AMPs) for capital works are completed when a school receives funding to undertake a new capital works project. AMP focuses on the educational directions of the school and current sufficiency, condition and functionality and asset management and infrastructure needs over a 5-year period that support the identified educational directions. AMPs optimise infrastructure funding by defining projects, budgets, timelines, and cash flow.

Principals are accountable to corporate staff and a project control group for their timely contributions to the planning process. School councils should also contribute to the planning process. AMPs for phase 1 of capital works projects are expected to be endorsed by both principals (as departmental employees) and school councils before submission to corporate staff for approval. Requirements, timelines, and performance measures are project specific and communicated following the announcement of funding allocations.

Performance and activity are closely monitored by the VSBA and enforced through the department’s regional offices. Schools are supported to meet relevant milestones and there is an established issue resolution process that holds relevant parties to account.

Further information on the above programs can be found on the Guidance tab.

Essential Safety Measures (ESM)

ESM are the fire, life safety, and health items installed or constructed in a building to ensure adequate levels of fire safety and protection from other dangers. ESM items should be inspected and maintained correctly and in accordance with regulations. For more information, please refer to the Essential Safety Measures guidance.

Asset Information Management System

To improve the ability to inform itself and schools of the performance of the school assets, the department maintains an Asset Information Management System (AIMS). The system holds a wide range of information and is the ‘single source of truth’ for both the department and school.

Refer to the Asset Information Management System (AIMS) advice for further information.

Occupational Health and Safety Management System

In addition to infrastructure related policies, all schools must also implement the department’s Occupational Health and Safety Management System (OHSMS).

Under clause 11.2.2(8) of Ministerial Order 1038, principals are responsible for ensuring safe work practices at their school in accordance with the requirements of the Occupational Health and Safety Act 2004 (Vic).

To assist principals to meet this requirement, corporate staff provide OHS policies on the Policy and Advisory Library (the OHSMS on PAL), a telephone support line (OHS Advisory Service), and on-site support from consultants and/or regional based support staff (for example, OHS Services Program).

At the site level, the OHS Assurance Program is conducted by the department’s Employee Safety, Wellbeing and Inclusion Division to provide proactive support to confirm schools are implementing the department’s OHSMS consistent with the Occupational Health and Safety Act 2004 (Vic).

Performance and activity of each school is monitored by the department’s Employee Safety, Wellbeing and Inclusion Division and reported to the department’s regional offices.

Compliance and monitoring for school infrastructure

Compliance and monitoring for school infrastructure is a joint responsibility of schools and corporate staff through 3 lines of defence which identify, manage and monitor compliance with obligations relating to school infrastructure. This framework outlines critical tasks and responsibilities for both schools and the department.

• The first line of defence focuses on the operational controls and activities that occur at the school. The school is responsible for implementing preventative and corrective actions to address risks.
• The second line oversees and supports schools, including legal compliance. These functions are the responsibility of the corporate staff.
• The third line provides a level of independent assurance that the risk management and internal control of the framework is working – for example, internal audit.

Schools are expected to manage their compliance activities and keep records on mandatory obligations in AIMS.

For more information on compliance and monitoring for school infrastructure mandatory requirements refer to Buildings and Grounds Maintenance and Compliance policy.

Mandatory requirements

To facilitate the department’s ability to demonstrate compliance with the Asset Management Accountability Framework, and support schools to fulfil their responsibilities on critical maintenance activities, legal requirements and compliance, the department has developed specific policies that outline school compliance obligations related to school infrastructure.

For a detailed overview of key asset management responsibilities, please refer to the Guidance tab.

Schools should manage and keep records on mandatory obligations in AIMS.

Definitions

For users of the framework to correctly understand and carry out their unique roles and responsibilities, it is important for users to understand the meaning of certain terms used in the framework.

'Must' is used to convey obligation or necessity and is used when the relevant party is required to follow an instruction according to relevant legislation, departmental policy or another mandatory requirement. For example, principals must ensure state funding is spent in accordance with the department’s policies.

'Should', by contrast, is used to convey non-mandatory recommendations consistent with the department’s understanding of best practice for school asset management. For example, school councils should request regular security updates from the principal, but they are not strictly required to do so. This section is optional and provides the opportunity to define technical or specific terms to assist users to understand the policy.

Relevant legislation

• Building Act 1993 (Vic)
• Building Regulations 2018 (Vic)
• Education and Training Reform Act 2006 (Vic)
• Education and Training Regulations 2017 (Vic)
• Financial Management Act 1994 (Vic)
• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• Public Administration Act 2004 (Vic)
• Victorian Registration and Qualifications Authority requirements for school registration

Key asset responsibilities

This guidance outlines a summary of the key asset management roles and responsibilities for corporate staff, principals and school councils. It includes activities throughout each stage of the school asset management lifecycle.

It contains the following chapters:

• Plan
  • Provision planning and enrolment management
  • Facilities area schedules
  • Land acquisition and leasing property
  • State budget investment and funding allocations
  • Asset management planning for capital works projects
  • Relocatable building program
• Build
  • Delivery of state-funded capital works projects
  • School funded (including locally funded) capital works projects
• Manage
  • Asset management responsibilities and leadership
  • Maintenance (including Rolling Facilities Evaluation and School Maintenance Plans)
  • Student Resource Package – Maintenance
  • Occupational health and safety
  • Essential Safety Measures
  • Asbestos Management
  • Gas Heater Maintenance
  • Private Drinking Water (rainwater tanks and bores)
  • Planned Maintenance Program
  • Emergency Maintenance Program
  • Make-Safe Program
  • Accessible Buildings Program
  • Cleaning
  • Security and Insurance
  • Repurposing and renaming of spaces
  • Hiring, licensing and shared use of school facilities
• Dispose
  • Demolition
  • Land disposal and sales

For an easy-to-read summary about roles and responsibilities, refer to the Key asset management roles and responsibilities table (DOCX) and relevant policy and procedural documentation for each item.

For activities where the principal or school council have no direct responsibility, corporate staff welcome feedback about opportunities or concerns from the principal, school council and any member of the broader community.

Plan

Provision planning and enrolment management

Corporate

Corporate staff are responsible for provision planning. Provision planning assesses forecast demand needs and makes recommendations to government on where additional funding is required to meet demand for school places. This includes planning for new schools or identifying when additional school capacity at existing school sites may be required to support future demand.

Corporate staff work with schools to support enrolment management activities. This includes supporting schools impacted by zone changes and advice to ensure adherence to the Placement Policy, including supports for key points of transition.

Corporate staff are responsible for reviewing appeals escalated from schools, ensuring compliance with the Placement Policy, and assessing the adequacy of the school’s consideration. A panel of senior regional staff provides advice and recommendations to the regional director, who makes the final decision on the appeal.

Principals

Principals must adhere to the department’s Enrolment policy. If a primary or secondary school is not able to accept all applications due to existing or future capacity concerns, the principal must manage enrolment applications in accordance with the ‘priority order of placement’ set out in the Placement Policy subsection of the Enrolment policy.

Schools where the minister or delegate has approved specific entry criteria (including specialist and select entry schools) have local enrolment policies that apply in place of the Placement Policy. The remainder of the department’s Enrolment policy still applies to these schools, unless stated otherwise.

More information can be found in the Enrolment policy on PAL.

School councils

School councils are not responsible for provision planning and enrolment management.

Links

• Placement Policy
• Enrolment
• Enrolment in specialist schools
• Disability rights and responsibilities in schools

Facility area schedules

Corporate

Corporate staff are responsible for determining the school size and facilities a school requires to deliver its curriculum for a certain number of enrolled students. These decisions are based on the facility area schedules which promote equity across the Victorian government school education system.

Principal

To ensure the school environment is appropriate to meet the school’s curriculum needs and asset management practices, principals are responsible for following relevant department policies dealing with management of proposed and existing facilities.

School councils

To ensure the school environment is appropriate to meet the school’s curriculum needs and asset management practices, school councils are responsible for following relevant department policies dealing with management of proposed and existing facilities.

Links

• Capacity and Area Allocation advice

Land acquisition and leasing property

Corporate

All land acquired for educational purposes is acquired in the name of the Minister for Education. Corporate staff have delegated authority to act on the minister’s behalf in acquiring land and property.

Only the Minister for Education (delegated to corporate staff) has the legal ability to enter into a lease of land or premises under the Education and Training Reform Act 2006 (Vic). All such leases must be for a purpose recognised under the Act.

All acquisitions and leases of land must be consistent with the Victorian Government Land Transactions Policy and Guidelines.

Principal

Principals have no legal authority to acquire or lease land or premises.

Principals may notify corporate staff (via their regional office) where land adjacent to an existing school becomes available for purchase or lease.

School councils

School councils do not have any legal authority to acquire land or lease land or premises. However, school councils may resolve to contribute funds towards a purchase of land or lease effected in the name of the minister.

Links

• Victorian Government land transactions use policy and guidelines
• Land Acquisition policy

State budget investment and funding allocations

Corporate

Corporate staff are responsible for providing advice to the government on where and when to invest in the government school infrastructure portfolio. It is the government’s responsibility to make decisions on where funding is allocated.

Corporate staff are responsible for implementing the government’s investment strategy and associated allocations of funding.

Principal

Principals are not responsible for making state budget investment decisions or the associated allocation of funding. Where funding is allocated directly to a school, principals must ensure state funding is spent in accordance with the department’s relevant policies.

The Finance Manual — Financial Management for Schools sets out the key obligations and conduct expected of principals in relation to financial management.

School councils

School councils are not responsible for making state budget investment decisions or the associated allocation of funding.

Where the government allocates funding, school council must ensure that all monies are expended for proper purposes relating to the school.

The Finance Manual sets out the key obligations and conduct expected of school councils in relation to financial management.

Links

• Finance Manual – Financial Management for Schools

Asset management planning for capital works projects

Asset Management Plans (AMPs) for capital works are completed when a school receives funding to undertake a new capital works project. AMP Phase 1 focuses on the educational directions of the school and current sufficiency, condition, and functionality. AMP Phase 2 focuses on the asset management and infrastructure needs over a 5-year period that will support the educational directions outlined, and optimises infrastructure funding by defining projects, budgets, timelines and cash flow.

Corporate

Corporate staff are responsible for prescribing and managing planning requirements, funding and policy parameters, and the issue resolution process for school asset management plans for planning and delivery of capital works.

Corporate staff are also responsible for supporting schools in their completion of asset management plan processes.

Principal

Principals are responsible for completing Phase 1 of the Asset Management Plan for a capital works project in accordance with the department’s policies and guidance.

Phase 1 Asset Management Plans are expected to have school principal endorsement prior to submission to the regional office.

Principals are responsible for working with the project control group and architect on the Asset Management Plan Phase 2.

Phase 2 Asset Management Plans are expected to have school principal endorsement prior to submission to the VSBA.

School councils

Phase 1 Asset Management Plans for capital works projects are expected to have received school council endorsement prior to submission to the relevant regional office and then VSBA for approval. Governance arrangements for school councils engaged in asset management planning are explained in the Asset Management Planning Guidance.

Phase 2 Asset Management Plans for capital works projects are expected to have received school council endorsement prior to submission to the VSBA.

Links

• Asset Management Planning – School Upgrades policy
• Capital Building Projects in Schools policy
• Everything you need to know about a school building project fact sheet (DOCX)

Modular Classrooms Program

Corporate

Corporate staff are responsible for administering the state-wide Modular Classrooms Program including the transfer of buildings to meet existing and future demand.

Principal

Principals must clean and maintain modular classrooms and facilities in the same way as permanent buildings, ensuring fixtures remain within modular buildings (as they must remain in the building if transferred) and ensuring that no structural changes are made to these buildings (see ‘Cleaning’ section below for further details’).

Principals are further responsible for supporting corporate staff to install, transfer or remove modular buildings, as required.

Principals are also responsible for the timely and accurate provision of enrolment data into department systems and raising capacity issues with regional staff.

Principals are responsible for applying to the Accessible Buildings Program, if an accessibility ramp is required.

School councils

School councils do not have responsibilities associated with the allocation and transfer of the department’s modular buildings. However, school councils should be aware that cleaning and maintenance responsibilities for the modular buildings are the same as those for permanent facilities.

Links

• Cleaning policy
• Management of Modular Classrooms and Facilities policy
• Buildings and Grounds Maintenance and Compliance policy
• Accessible Buildings Program policy

Build

Delivery of state-funded capital works projects

Corporate

Corporate staff are responsible for the oversight and delivery of state-funded capital works projects valued over $200,000.

Corporate staff are also responsible for approving the proposed scope of works for state-funded school-led projects (those under $200,000).

Under the Project Development and Construction Management Act 1994 (Vic), corporate staff are responsible for adhering to the Ministerial Directions pursuant to this Act.

Principal

Principals are responsible for the delivery of state-funded capital works projects valued up to $200,000, unless otherwise agreed with the VSBA. State funded school‑led projects are to be delivered in accordance with the department’s policies.

Where principals are not responsible for delivery, principals have responsibilities as instructed by corporate staff, for example, membership of the relevant departmental project control group.

Principals of schools that receive state funding for a capital works project must attend (or have attended) the department’s Bricks and Mortar Asset Management Planning training. Principals are responsible for developing an asset management plan in partnership with their department regional office and the VSBA.

School councils

For state-funded school-led projects (for example, those valued up to $200,000 unless otherwise agreed with VSBA), school councils are responsible for – via the principal – submitting an Asset Management Planning template for the VSBA approval.

School councils are not responsible for the delivery of state-funded capital works projects valued over $200,000.

Refer to the section for school council responsibilities associated with Asset management planning for capital works projects.

Links

• Building Quality Standards Handbook (BQSH) policy
• Asset Management Planning – School Upgrades policy
• Aconex (staff login required)
• Sustainable and Climate Resilient Facilities policy
• Capital Building Projects in Schools policy

School funded (including locally funded) capital works projects

Corporate

Corporate staff are responsible for prescribing the minimum requirements for school-funded (including locally funded) capital works projects.

Corporate staff are also responsible for approving the proposed scope of works for all school-funded capital works projects ($150,000 and over) including school contributions to existing VSBA capital projects. For projects $200,000 (GST inclusive) or more, the school must have Executive Director (VSBA) approval.

Corporate staff are responsible for coordinating Minister for Education approval of the school-funded capital project proposals, when required.

Corporate staff are responsible for the delivery of the school-funded capital projects with a project value exceeding $500,000 (GST inclusive).

VSBA is responsible for leading all projects involving ramps, regardless of project value.

Principal

Principals must receive approval from their school council before seeking VSBA approval for a school-funded capital project, or for a school-funded contribution to a VSBA-led capital project or grants program.

Principals are responsible for ensuring compliance with the department’s requirements for planning and delivery of school-funded (including locally funded) capital works projects.

Principals are responsible for seeking approval for works or services valued over $150,000 (GST inclusive), including school contributions to existing department projects on site, by submitting an online project proposal approval form and following advice outlined in the School-funded Capital Projects policy and guidelines.

If schools are contributing to an active capital works project, they must seek VSBA approval through the School-funded Capital Works process, regardless of contribution or value.

Principals are responsible for the commencement of any associated works, services or contracts valued over $150,000 (GST inclusive) once quotes have been obtained and they have received departmental approval.

For projects up to $500,000 (GST inclusive) it is preferred that principals seek tender prices from pre-qualified building contractors on the Construction Supplier Register (CSR). For projects in this value range deemed to be high-risk, principals may be required by the VSBA to engage a contractor from the CSR.

There are limits on the sources of funds that can be used to fund school-funded projects and school contributions to VSBA-led building projects, including that schools must not fund new capital building projects with equity funding or Student Resource Package (SRP) maintenance, annual contracts, or grounds allowance funding.

Regardless of value, all projects involving ramps must be VSBA-led.

When planning a school-funded project, principals should speak to their regional provision and planning team about application requirements.

School councils

Depending on the value of the project, school councils may have the authority to carry out, enter into and/or pay contracts in accordance with the department’s policies, including the Procuring Low-value Construction Works or Services policy.

School councils must follow the School-funded Capital Projects policy and guidelines for works or services valued over $150,000 (GST inclusive).

School councils must not obtain tenders, or commence any associated works, services or contracts valued over $150,000 (GST inclusive) until the school has received departmental approval on the project proposal.

Links

• Building Quality Standards Handbook (BQSH) policy
• Asset Management Planning – School Upgrades policy
• School-funded Capital Projects policy
• Bricks and mortar registration (staff login required)
• Shade Sails policy
• Procuring Low-value Construction Works or Services policy

Manage

Asset management responsibilities and leadership

Corporate

Corporate staff provide access to Technical Leadership Coaches, who are former school leaders. They provide support to school leaders, business managers, and aspiring leaders in areas of asset management strategy and policy.

Corporate staff provide schools with support through:

• Bricks and Mortar workshops
• facility management coaching – working with a technical leadership coach to establish effective facility management processes in managing a school’s facilities
• the development of School Maintenance Plans
• advice regarding the implementation of School Maintenance Plans
• the development of Asset Management Planning Phase 1 for Capital works funding
• advice on school led Planned Maintenance Program projects
• the effective use of Asset Information Management System (AIMS)
• monitoring and advising on the management of assets in the Annual Contracts schedule
• advice and support in the implementation of the Rolling Facilities Evaluation program.

Principal

Principals are responsible for ensuring they and their staff have appropriate asset management knowledge, skills, and experience.

Principals’ responsibilities in these areas include:

• attending and/or providing access to relevant staff to participate in Bricks and Mortar workshops. A member from each school is required to complete Bricks and Mortar training at least once every 5 years
• attending and/or providing access to relevant staff to participate in the Rolling Facilities Evaluation/School Maintenance Plan 2.0 Pre-engagement Workshop when invited. Schools are generally invited to this session a term before their next Rolling Facilities Evaluation is to be held
• attending and/or providing access to relevant staff to participate in School Maintenance Plan workshops – conducted once every 5 years after schools accept their Condition Assessment Report following their Rolling Facilities Evaluation
• attending and/or providing access to relevant staff to participate in Asset Management Planning phase 1 for Capital works, if an announcement is made
• ensuring AIMS is used to plan and deliver their facility management at their school. If required, encouraging staff to attend AIMS training.

School councils

School councils are responsible for general oversight of maintenance activities to ensure school buildings and grounds are kept in good condition and should do so in consultation with the principal.

School councils determine the level of school council oversight for maintenance activities and should do so in consultation with the principal. For example, at one meeting each year, school councils may review the number of maintenance tasks completed in the School Maintenance Plans' associated budget for the upcoming year.

Links

• Bricks and Mortar registration (staff login required)

Maintenance (including Rolling Facilities Evaluation and School Maintenance Plans)

Corporate

Corporate staff are responsible for allocating supplementary maintenance funding and undertaking high-risk and/or high-value priority maintenance projects on schools’ behalf as part of VSBA-led maintenance programs (such as the Planned Maintenance Program, Emergency Maintenance Program and Make-safe program).

Corporate staff administer backup programs to address school defects, risks, or issues that need to be managed at the system-level (for example, asbestos removal) or where principals and school councils are either unable to respond to the issues, or it would be inappropriate for them to do so.

Corporate staff are also responsible for the delivery of audit programs such as the Rolling Facilities Evaluation, which delivers condition assessments to every government school across a 5-year cycle in order to collect condition data on school assets and identify and prioritise defects for repair. This information is then incorporated into school’s School Maintenance Plan, which enables them to address the defects identified by the Rolling Facilities Evaluation, schedule, undertake and record routine-maintenance activities, plan their SRP expenditure, and record and manage any asset hazards unique to their specific sites.

Corporate staff are responsible for supporting schools during the development of their School Maintenance Plans and for providing advice regarding their implementation.

Corporate staff are also responsible for reviewing and approving schools’ School Maintenance Plans.

Corporate staff are responsible for assisting schools with implementing the Solar Inspections Program. The Greener Government School Buildings and Solar Inspections Program takes a pro-active approach in investigating solar power systems at schools and ensuring that existing solar power systems are compliant and operate safely, while providing detailed information in relation to the condition and status.

Principal

Principals are responsible for asset management activities, which include overseeing, planning and managing the maintenance of school facilities. This includes routine maintenance activities to prolong asset lifespan, prevent asset deterioration and reduce reliance on reactive maintenance activities.

Principals are also responsible for following the steps of the Rolling Facilities Evaluation program, which include

• attending the Rolling Facilities Evaluation/School Maintenance Plan 2.0 pre-engagement session
• completing a pre-assessment questionnaire
• reviewing, providing feedback (where required) and accepting the school’s Condition Assessment Report.

Principals are responsible for developing and implementing a School Maintenance Plan for their school. This includes attending a School Maintenance Plan workshop, developing a School Maintenance Plan(with support from corporate staff), and submitting it to the VSBA for review/endorsement. Once the School Maintenance Plan has been endorsed, the school is responsible for ensuring the maintenance activities outlined within its School Maintenance Plan are completed according to their respective timeframes where their maintenance budget allows except for VSBA-led condition-based maintenance works funded through Planned Maintenance Program.

Principals are also responsible for regularly using AIMS to organise works, which will be automatically updated as complete if paid correctly in CASES21 (adding new activities as required). This enables monitoring of maintenance activities so that asset planning and investment decisions are informed by the most up-to-date and accurate information about the maintenance needs of each school.

Principals are responsible for ensuring that school funding is optimised to prevent decline in asset condition and effectively manage ongoing school maintenance.

Principals are responsible for endorsing and supporting the implementation of the Solar Inspections Program at their school, including working with contractors to enable the inspections to be undertaken.

School councils

School councils are responsible for general oversight of maintenance activities to ensure school buildings and grounds are kept in good condition and should do so in consultation with the principal.

School councils determine the level of school council oversight for maintenance activities and should do so in consultation with the principal. For example, at one meeting each year, school councils may review the number of maintenance tasks completed in the School Maintenance Plan and the associated budget for the upcoming year.

School council financial delegates must follow requirements under the Ministerial Directions for Public Construction Procurement in Victoria. School council financial delegates should refer to the Procurement of Low-value Construction Works or Services Policy to determine what maintenance works are subject to mandatory requirements.

Links

• School Maintenance Plans and Rolling Facilities Evaluations policy
• Buildings and Grounds Maintenance and Compliance policy
• Procuring Low-value Construction Works or Services policy

Planned Maintenance Program

Corporate

Corporate staff are responsible for allocating Planned Maintenance Program funding to address high-priority defects identified through the Rolling Facilities Evaluation and other audit programs (that is, Ramps Safety Audit Program and Hydraulic Fire Safety Systems Program).

Planned Maintenance Program projects may either be school-led or VSBA-led.

Corporate staff are responsible for contacting the school to provide guidance on Planned Maintenance Program projects, including informing schools of the process, requirements to access allocated funds, and how to update AIMS and School Maintenance Plans throughout the process and when project milestones are achieved.

The VSBA will lead RFE projects in circumstances where:

• shelter-in-place works are required
• there are defects requiring a specialist trade investigation
• the school has an overall condition rating less than 3.25 or
• the nominal project value is greater than or equal to $50,000.

For VSBA-led projects, corporate staff undertake Planned Maintenance Program projects delivery and update AIMS/School Maintenance Plans on behalf of schools.

Corporate staff are also responsible for taking over delivery of a school-led project upon request by the school.

Principal

In line with the Credit Carryover Policy, where a school has a cash balance of more than $2 million or 6 times their operating reserve, they may be required to make co-contributions to PMP projects

School-led Planned Maintenance Program works

Schools will lead projects in circumstances where they receive up to $50,000 in PMP funding for visual defects identified through the RFE.

Where funding is allocated for a school-led Planned Maintenance Program project, the principal must actively engage in the process and complete all relevant Planned Maintenance Program documentation to obtain the Planned Maintenance Program funding allocated to their school.

To access the school’s allocated funds, principals must complete and submit for approval a funding declaration form attesting that they will spend the Planned Maintenance Program allocation on the Priority 1 and 2 tasks identified in the Rolling Facilities Evaluation within 6 or 12 months, respectively.

Once approved, schools engage contractors via AIMS in accordance with the department’s Procuring Low-value Construction Works or Services policy.

Principals are responsible for ensuring the completion of school-led works and once these work orders are approved in AIMS and paid correctly in CASES21, the work orders will be marked as Financially Complete.

Schools can contact the VSBA regarding their Planned Maintenance Program project via email at amp.coordinator@education.vic.gov.au

Schools may also request their project to be led by the VSBA at any time if desired.

As outlined in the Planned Maintenance Program policy, schools may be required to make co-contributions where their cash balance exceeds the departmental thresholds.

VSBA-led Planned Maintenance Program works

For VSBA-led Planned Maintenance Program projects, the school will be allocated a project officer who will work with the principal throughout the delivery process. The principal must actively engage in the process.

School councils

School councils should not rely on the department’s Planned Maintenance Program for alternative uses, as funding is allocated to ‘high priority defects’ identified through the Rolling Facilities Evaluation and other audit programs.

School councils should be made aware of any funding allocations made to a school under the Planned Maintenance Program. School councils determine the level of school council oversight for matters that relate to condition-based maintenance issues funded under the department’s Planned Maintenance Program and should consult with the principal in doing so.

Links

• Planned Maintenance Program policy
• Procuring Low-value Construction Works or Services policy

Student Resource Package – Maintenance

Corporate

Corporate staff are responsible for allocating funding under the SRP. This includes funding for maintenance and minor works, grounds, and annual contracts. Corporate staff are also responsible for the allocation of cleaning funding for regional schools.

Corporate staff are also responsible for monitoring and advising schools on the management of assets in the maintenance schedule.

Principal

Principals must ensure facilities-related SRP allowances (including for maintenance, grounds, and annual contracts) are fully expended on routine, low priority and preventative maintenance, repairs and Essential Safety Measures rectification works in accordance with the department’s policies (refer to ESM section for details regarding principal responsibilities).

Costs associated with repairs are funded within the SRP Maintenance and Minor Works line.

Costs associated with routine servicing, inspection, and testing of various items both essential and mandatory are funded within the SRP line.

Principals are also responsible for ensuring this expenditure is accurately reported in CASES21 (the administration and finance system for Victorian government schools).

The finance manual sets out the key obligations and conduct expected of principals in relation to financial management.

School councils

Under the Education and Training Reform Act 2006 (Vic), school councils must ensure that all monies coming into the hands of the school council are expended for proper purposes relating to the school. This includes the SRP maintenance allowance.

The Finance Manual – Financial Management for Schools sets out the key obligations and conduct expected of school councils in relation to financial management.

Links

• Student Resource Package – Overview policy
• Guide to school council and finance motions (DOCX)
• Finance Manual – Financial Management for Schools policy
• Software and Administration Systems policy

Emergency Maintenance Program (EMP)

Corporate

Corporate staff operate an EMP to address unforeseen maintenance matters that pose immediate and serious risks to health and safety, where the school does not have the funds to complete the work themselves. The program is application based for last-resort assistance.

Principal

Principals must exhaust safe and available means to prevent and respond to maintenance issues. They can discuss any proposed applications with their regional provision and planning team prior to submission to ensure it will meet the criteria.

Where an emergency maintenance issue arises that cannot be managed locally, principals are responsible for applying to the VSBA to access additional emergency maintenance assistance. Applications are made in AIMS.

School councils

School councils are responsible for general oversight of maintenance activities to ensure school buildings and grounds are kept in good condition.

School councils are required to proactively manage maintenance and should not rely on the department’s EMP for responding to foreseeable maintenance problems that become emergencies.

School councils should be made aware of any application to the EMP and should be consulted before principals apply where time allows, and it is safe to do so.

Links

• Buildings and Grounds Maintenance and Compliance policy
• Emergency Maintenance Program Guidelines

Make-safe Program

Corporate

Corporate staff are responsible for administering the Make-Safe Program for managing clean-up and make-safe works to facilities damaged by vandalism, flood, fire or storms. This includes a 24-hour hotline.

Principal

Where a Make-safe need arises, the principal must contact the contracted service provider for support via the 24-hour hotline 1300 133 468.

School councils

Where Make-safe Program activities occur, school councils determine the level of school council oversight for matters related to make safe issues.

Refer to the later section for school council responsibilities associated with Security and Insurance.

Links

• Buildings and Grounds Maintenance and Compliance policy
• Make-safe Guidelines

Accessible Buildings Program

Corporate

Corporate staff must comply with the Disability Discrimination Act 1992 (Cth) to ensure that students with disabilities can participate in education on the same basis as their peers.

In line with the Disability Discrimination Act 1992, the Accessible Buildings Program (ABP) can provide funding to enhance existing facilities. The ABP operates on an ‘as needs’ basis rather than providing portfolio wide modifications.

Principal

Principals and corporate staff are responsible for ensuring compliance with minimum requirements and ensuring that students with disabilities can participate in their education, which may include reasonable modifications to physical premises in some circumstances.

Principals (or their delegate) should make an ABP application in AIMS with associated documentation in line with the policy should modifications be required.

School councils

School councils determine the level of school council oversight for matters related to the ABP and should consult with the principal in doing so.

Links

• Accessible Buildings Program policy

Asbestos management

Corporate

Corporate staff are responsible for administering a state-wide asbestos management program of Division 5 asbestos audits, providing labels to schools, and providing advice and training support.

Corporate staff are also responsible for allocating funding for the removal of A3-related Asbestos Containing Material (ACM) identified in the Division 5 asbestos audits. The VSBA is responsible for the delivery of these removal works.

Corporate staff are responsible for the 24-hour Asbestos Make-safe hotline, which schools can contact on 1300 133 468 to report any occurrences of disrupted, damaged, degraded or suspected ACMS.

Principal

Principals are responsible for the management of asbestos. This includes development and annual review of an asbestos management plan and appointing an asbestos coordinator even if no known asbestos is recorded on the school site. Guidance and implementation resources for asbestos management are available on the department’s policy on Asbestos Management.

Under the Asbestos policy, regardless of if there is asbestos on site or not, all principals and asbestos coordinators must complete the Managing Asbestos in Schools eLearn module (at least every 3 years) and attend the Asbestos Management Information and Training session provided as part of the department’s Bricks and Mortar Asset Management Workshop on commencement of their role and at least once every 5 years.

Quarterly visual inspections are scheduled for schools that have asbestos onsite in the school’s OHS Activities Calendar, and work orders in AIMS are approved once undertaken. Inspections are recorded on the Asbestos register and Asbestos label register within AIMS. Where deteriorated or damaged asbestos is identified, principals or delegates must call the 24-hour Make-safe hotline on 1300 133 468.

School councils

School councils determine the level of school council oversight for matters related to asbestos management and should do so in consultation with the principal. For example, at one meeting each year, school councils may present an overview of the school’s asbestos management plan to understand requirements and to seek regular updates.

Links

• Asbestos Management policy
• Bricks and Mortar registration (staff login required)

Occupational health and safety

The Occupational Health and Safety Management System (OHSMS) outlines how schools can meet their health, safety and wellbeing obligations. This includes how schools conduct regular workplace inspections to identify health and safety hazards in schools.

Corporate

Corporate staff are responsible for maintaining an OHSMS to assist school principals to provide a healthy and safe environment for all employees, students, contractors, volunteers, and visitors.

Corporate staff are also responsible for ensuring that contractors engaged directly by corporate staff on behalf of the department conform to contractor safety management requirements and have established appropriate safety processes and capabilities.

To assist principals to meet this requirement, corporate staff provide OHS policies on the Policy and Advisory Library (the OHSMS), a telephone support line (OHS Advisory Service), and on-site support from consultants and/or regional based support staff (for example, OHS Services Program).

At the site level, the OHS Assurance Program is conducted by the department’s Employee Safety, Wellbeing and Inclusion Division to provide proactive support to confirm schools are implementing the department's OHSMS consistent with the Occupational Health and Safety Act 2004 (Vic).

Principal

Under clause 11.2.2(8) of Ministerial Order 1038, principals are responsible for ensuring safe work practices at their school in accordance with the requirements of the Occupational Health and Safety Act 2004 (Vic).

Principals are responsible for providing and maintaining a safe working and learning environment, including the management of contractors engaged by the school to ensure that appropriate safety processes and capabilities are established.

Principals are responsible for ensuring the implementation, continuous monitoring and execution of OHSMS activities.

Principals must follow any OHS assurance recommendations and ensure evidence of action is uploaded to the OHSMS.

Performance and activity of each school is monitored by the department’s Employee Safety, Wellbeing and Inclusion Division and reported to the department’s regional offices.

School councils

Under the Occupational Health and Safety Act 2004 (Vic), school councils must ensure that the school (as a workplace) is, so far as is reasonably practicable, safe and without risks to health. This duty extends to all matters which school councils have management and control, including engagement of goods and services, oversight of the management of contracts, and the maintenance of school buildings, grounds and facilities. This extends to all persons affected by school conduct, including students, parents, visitors and contractors.

Links

• Contractor OHS Management policy
• Audits, Reviews and Assurance Programs in Schools policy
• Occupational Health, Safety and Wellbeing Management in Schools policy

Essential Safety Measures

Corporate

Essential Safety Measures (ESM) are the fire, life safety and health items installed or constructed in a building to ensure adequate levels of fire safety and protection from other dangers. They include all traditional building fire services such as sprinklers and mechanical services, and passive fire safety such as fire doors, fire-rated structures and other activities such as paths of travel to exits.

Corporate staff are responsible for coordinating qualified ESM service providers to undertake school ESM inspections, testing and annual essential safety measures reporting (AESMR). Providers have been appointed for programs and operate in specific regions and areas.

Corporate staff monitor compliance with ESM requirements through provider reports and service records.

Corporate staff support schools to be compliant Schools can request support by contacting essential.safety.measures@education.vic.gov.au

Principal

Principals will be notified ahead of ESM testing and inspections or annual audit by the provider allocated and coordinated by corporate staff. The outcomes of annual audits (reports) will be stored in AIMS and will be accessible by the school. Service reports from inspections and testing will be provided directly to schools. This will support schools in undertaking any maintenance or rectification works of ESM items.

Principals are responsible for ESM defect rectification works and receive funding for rectification work through the Maintenance and Minor Works budget line in the SRP.

School councils

ESM compliance is required by law. The Building Regulations 2018 (Vic) made under the Building Act 1993 require the owner, the school council with delegated authority from the Minister, to oversee general and specific inspections, testing, maintenance and record-keeping activities for ESM.

ESM testing and associated record keeping is a Victorian Registration and Qualifications Authority requirement for school registration.
The oversight of ESM is also required under the Occupational Health and Safety Act 2004 (Vic). School councils must ensure that the school (as a workplace) is, so far as is reasonably practicable, safe and without risks to health.

School councils are required to ensure the schools AESMR is presented at a school council meeting at least once each year.

Links

• Essential Safety Measures guidelines

Gas heater management

Corporate

Corporate staff are responsible for supporting schools through the regular review of the Gas Heater Management policy and assisting schools to meet their mandatory obligations.

Corporate staff are responsible for providing schools with allocated funding for routine inspection of gas heaters via the SRP Annual Contracts line. Costs associated with the repair of gas heaters are funded within the SRP Maintenance and Minor Works line.

Corporate staff can assist schools when they have insufficient funds for critical repairs costing $5,000 or more. Schools may apply for assistance through the Emergency Maintenance Program.

Corporate staff monitor compliance with gas heater requirements through the Asset Information Management Systems (AIMS).

Corporate staff support schools to be compliant. This support can include one-on-one assistance for schools that request it.

Principal

Principals are responsible for ensuring the school complies with the Gas Heater Management policy.

Principals are responsible for first identifying gas heaters at the school and knowing if they are Type A or Type B.

Principals must ensure that:

• all Type A gas heater appliances are inspected, serviced and cleaned once every 2 years by a qualified gas plumber
• all Type B gas heater appliances are inspected, serviced and cleaned at least once every year by a qualified gas plumber.

To enable monitoring and attesting of compliance with mandatory gas heater maintenance requirements, principals are responsible for retaining all documentation on gas heaters (service reports, invoices and any issued statements of compliance) and providing them on request. Principals are required to upload this documentation into AIMS.

Gas heaters that have not been serviced for more than 2 years (or in the case of Type B gas heaters, 1 year) or have been declared unsafe for use by Energy Safe Victoria must have clear signage stating, ‘Do not use this heater. It has not been serviced and is not safe to use’.

When a gas heater reaches the end of its functional life, schools are strongly encouraged to consider replacing it with an electric equivalent.
Schools are also encouraged to replace gas heaters with an electric one when planning heating system upgrades, whenever possible.

All rectification works must comply with the National Construction Code, the Building Quality Standards Handbook, and Victorian government purchasing and procurement standards.

School councils

School councils should be aware of gas heater matters and participate in decision making associated with gas heater management.

School councils determine the level of school council oversight for gas heater matters and should do so in consultation with the principal. School councils should request regular gas heater management updates from the principal.

Links

• Buildings and Grounds Maintenance and Compliance: Emergency Maintenance Program Guidelines
• Gas Heater Management policy
• Building Quality Standards Handbook

Water – Private Drinking Water policy

Corporate

Corporate staff are responsible for supporting schools through the regular review of the department’s Water – Private Drinking Water policy and assisting schools to meet mandatory requirements for the management of private drinking water supplies.

This includes support to develop a private drinking water supply management plan (for schools with a private drinking water supply), and support when non-compliance is identified. Corporate staff are also responsible for providing support to schools through the allocation of funding via schools’ School Resource Packing (SRP) for the ongoing maintenance and testing (Annual Contracts funding) and repair of private drinking water supplies, such as rainwater tanks and bores.

Corporate staff monitor compliance with the private drinking water requirements through AIMS.

If a school requests an emergency water supply, corporate staff provides this through the VSBA Make-safe service provider.

Principal

Principals are responsible for ensuring the school complies with the department’s Water – Private Drinking Water policy.

Principals are responsible for ensuring any private drinking water supply will not pose a risk to human health.

Principals are responsible for first identifying their private drinking water and requirements in the school.

Principals must manage the safety of the private drinking water supply through development of a Private Drinking Water Supply Management Plan. The plan involves undertaking regular inspection and maintenance activities as set out in the plan, including flushing stagnant water from systems after prolonged shutdown periods (such as school holidays), as well as water testing.

Principals are required to upload the school’s Private Drinking Water Supply Management Plan into AIMS.

When private drinking water systems are no longer used for drinking water purposes, principals must restrict access to the equipment and any outlets/taps retained for non-drinking purposes to ensure untreated water cannot be used for drinking by staff and students.

Principals must make an IRIS alert if a gastro outbreak is suspected.

Principals may request an emergency water supply through the VSBA’s Make-Safe service provider on 1300 133 468.

School councils

Under the Occupational Health and Safety Act 2004 (Vic), school councils must ensure that the school (as a workplace) is, so far as is reasonably practicable, safe and without risks to health. This duty extends to the oversight of private drinking water supplies, such as rainwater and bore water.

School councils determine the level of school council oversight for matters related to the management of private drinking water supplies and are encouraged to request regular compliance updates from the principal on private drinking water supply management.

Links

• Buildings and Grounds Maintenance and Compliance policy
• Water – Private Drinking Water policy
• Duty of Care policy
• Bricks and mortar registration (staff login required)

Heritage buildings

Corporate

Corporate staff are responsible for ensuring compliance with the Heritage Act 2017 (Vic).

Corporate staff provide advice and support to schools regarding the appropriate management, conservation, and maintenance of heritage-listed buildings.

Corporate staff are responsible for obtaining approval from Heritage Victoria before commencing VSBA-led works on Victorian Heritage Register listed buildings.

Principal

Principals must not allow Victorian Heritage Register listed buildings to fall into disrepair or fail to maintain those buildings to the extent that their conservation is threatened.

Principals must obtain approval from Heritage Victoria before commencing school-led works on Victorian Heritage Register listed buildings. Principals may receive this approval as a permit or exemption.

Principals are encouraged to consult with their local council before undertaking school-led works on buildings with a Heritage Overlay to ensure the works are consistent with the intent of the heritage overlay.

School councils

School councils provide oversight and consult with the principal on the maintenance and conservation of heritage buildings.

Links

• Heritage Buildings policy

Cleaning

Corporate

Corporate staff are responsible for the state-wide allocation of funding for school cleaning.

Regional schools

Corporate staff are responsible for providing support to regional schools on the requirements to engage a cleaning service and offering ongoing cleaning advice and support as needed.

Metropolitan schools

Corporate staff are responsible for entering into cleaning services contracts and for all contract administrative functions including performance and relationship management and payment of services.

Corporate staff are also responsible for conducting cleaning quality audits at metropolitan schools.

Principal

Principals are responsible for ensuring the school environment is clean.

Regional schools

Principals are responsible for entering into a School Council Agreement for the Provision of Cleaning Services (cleaning contract) with a cleaning service provider or other approved cleaning arrangements. Principals are also responsible for the upload of contractual documentation onto AIMS.

Metropolitan schools

Principals must work collaboratively with their school cleaning service provider to ensure a cleaning services plan for their school campus(es) is completed and agreed upon.

Principals must participate in an annual performance review of cleaning standards with the service provider.

Principals must communicate minor cleaning requests or issues with their service provider’s local cleaning team and/or the service provider’s area supervisor/manager. If the request or issue is more significant, principals should formalise this by raising a cleaning incident in AIMS.

School councils

School councils are responsible for organising the cleaning and sanitary services that are necessary for the school. School councils determine the level of additional school council oversight required and should consult with the principal in doing so.

Regional schools

In accordance with the department’s policies, regional school councils are responsible for entering into school council agreements with cleaning contractors.

Regional school councils must submit an exemption application if alternative arrangements are necessary due to sourcing challenges.

Metropolitan schools

Metropolitan school councils must accept school cleaning in accordance with the department’s approved cleaning arrangements, under clause 6(1) of the Ministerial Order No. 1127 of the Education and Training Reform Act.

Links

• Cleaning policy

Security and insurance

Corporate

Corporate staff are responsible for policies and programs to support principals and school councils to remove, reduce and mitigate risks, including through the delivery of the School Equipment Coverage Scheme.

Corporate staff are also available to assist all government schools to understand the department's insurance arrangements and ensure that they have sufficient building insurance.

Principal

Principals are responsible for ensuring each foreseeable risk is removed, reduced or appropriately mitigated in accordance with the department’s policies. This includes maintaining an emergency management plan. Principals must ensure incidents involving property loss, damage, or personal safety are reported to corporate staff through ISOC. Schools can reach ISOC by calling 1800 126 126.

To be covered by the department’s School Equipment Coverage Scheme, the principal is responsible for maintaining records compliant with the Finance Manual – section 13 Asset and Inventory Management.

Applications to the School Equipment Coverage Scheme are made in AIMS.

School councils

School councils should be aware of security and insurance matters, what is and is not covered under the department’s insurance arrangement and participate in decision making associated with security and insurance. This includes deciding whether additional insurance arrangements should be purchased by the school.

School councils determine the level of school council oversight for security and insurance matters and should do so in consultation with the principal. It is recommended that school councils request regular updates from the principal.

For example, at one meeting each year, the principal may provide school council with an overview of security and insurance arrangements and update the school council on issues throughout the year.

Links

• Crime Prevention in Schools policy
• Insurance for Schools policy
• Finance Manual – Financial Management for Schools policy
• Managing and Reporting School Incidents (Including Emergencies) policy
• CCTV in Schools – Installation and Management policy

Teacher housing

Corporate

Corporate staff are responsible for setting asset management policies and standards with respect to teacher housing. Corporate staff must enter into and effect Teacher Tenancy Agreements on behalf of the minister and hold the authority to terminate agreements.

Corporate staff provide all documentation required for the management of the tenancy, retain all tenancy datadata, and manage teacher rent payments through the eduPay system.

Principal

Principals (in consultation with the VSBA) are responsible for allocating teacher housing to teachers who meet the eligibility criteria.

Principals are responsible for ensuring that all necessary documentation for new tenancy agreements is completed, in particular the property condition report. Principals are responsible for ensuring that utilities are connected and any outstanding charges are defrayed (ongoing service utilisation is the responsibility of the tenant). Principals should contact the VSBA (Property Unit) to recoup defrayment charges.

Principals are responsible for ensuring that regular inspections of the teacher house occur and that the premises are clean and habitable at the start of each tenancy.

Principals are responsible for ensuring that regular maintenance occurs including regular planned maintenance activities such as the servicing of smoke detectors, air conditioners and heaters, the clearing of gutters, and organising cleaning and removal of debris.

In addition, principals are responsible for ensuring SRP funding allocated is used to manage required repairs and maintenance as outlined in their School Maintenance Plan.

School councils

School councils determine the level of school council oversight for matters related to the Teacher Housing Program and should consult with the principal in doing so.

Teacher housing is not generally available to non-teacher (sundry) tenants without written approval from both the VSBA and from the relevant school council.

Links

• Teacher Housing policy

Biodiversity

Corporate

Corporate staff are responsible for supporting the consideration of biodiversity when exercising asset management functions, as required under Section 4B of the Flora and Fauna Guarantee Act 1988.

Corporate staff are responsible for policies and programs to support schools to:

• avoid or manage adverse biodiversity impacts
• promote positive biodiversity impacts and
• comply with relevant legislation and regulations relating to vegetation removal.

Principals

Principals are responsible for ensuring adherence with the department’s requirements for vegetation removal, including relevant legislation and regulations, and promoting positive biodiversity impacts on their own school sites. Principals may engage an arborist who can prepare a vegetation removal and retention report to assist in complying with relevant legislation and regulations relating to vegetation removal.

School councils

School councils should be aware that in decision making, school leadership must consider biodiversity before performing activities which may be reasonably expected to impact biodiversity on a school’s site.

Where possible, school councils should encourage understanding of existing site biodiversity and seek to enhance flora on school sites where practical.

School councils’ responsibilities for the biodiversity duty are in line with their responsibility to exercise oversight of the school building and grounds and ensure they are kept in good order and condition.

Links

• Tree and Vegetation Management policy

Ventilation and air purification

Corporate

Corporate staff are responsible for developing guidelines and resources to assist schools in managing ventilation and air purification, including conducting routine maintenance on air purifier units.

Corporate staff are also responsible for administering the Air Purification Program, including:

• providing air purifiers to all new schools, kindergartens on school sites, new buildings and modular buildings
• providing a limited number of filters to schools who are eligible
• collecting surplus (un-opened) air purifier units from schools for redistribution.

Principals

Principals are responsible for ensuring classrooms are well ventilated to reduce the risk of transmission of airborne infectious diseases in schools in high-risk spaces and during higher-risk times.

Principals are also responsible for maintaining and cleaning their air purifier units, as part of regular maintenance of school assets.

School councils

School councils determine the level of school council oversight for ventilation and air purification related matters and should do so in consultation with the principal.

Links

• Ventilation and Air Purification policy

Repurposing and renaming of spaces

Corporate

Corporate staff are responsible for managing a land and building asset register. Data from the register informs policy, planning, funding allocations and financial reporting obligations.

Corporate staff review business cases for repurposing of spaces to ensure all changes to school spaces are appropriate and accurately recorded in AIMS.

Principal

Principals must contact their provision and planning team before repurposing a space, unless only changing a room name.

Principals must notify the department of changes to the purpose or name of spaces to ensure changes are accurately reflected in AIMS.

Principals must complete the Application for Repurposing Spaces when seeking to reclassify a space. If this is part of a school-led capital project, principals can seek reclassification through the business case.

Principals seeking to reclassify a space as part of a reconfiguration or refurbishment project must not proceed without a department-approved business case for repurposing of spaces.

School councils

School councils do not have responsibilities associated with repurposing school spaces or updating AIMS.

Links

• Repurposing and Renaming School Spaces policy

Hiring, licensing and shared use of school facilities

Corporate

Corporate staff are responsible for prescribing the minimum requirements and approval processes for shared use of school facilities.

Arrangements for the construction and long-term shared use of buildings or facilities require a Community Joint Use Agreement between the minister, the school council and the community partner. Corporate staff are responsible for briefing the minister and seeking their approval.

Corporate staff monitor compliance with mandatory requirements for community use of school facilities through AIMS.

Corporate staff also monitor compliance with this policy through the Integrity and Assurance Division (Annual Financial Audit).

The minister may delegate their approval to corporate staff to sign agreements and/or approve the proposed development and construction of new facilities.

Principal

Principals are not authorised to enter into agreements on behalf of school councils or the minister. Principals must ensure compliance with the department’s shared use policies and requirements.

If a request from a third party is for a purpose that is not educational, recreational, sporting or cultural, or involves the construction and long term shared used of buildings or facilities, the principal (as executive officer of the school council) is responsible for referring the request to corporate staff for consideration.

Principals are required to use the department hire and licensing templates.

Principals must upload copies of all hire and licence agreements and proof of insurance from third parties entering into hire and license agreements to AIMS.

Principals are required to annually review all of their hire and licence agreements to ensure they continue to follow all departmental policies and processes. This includes ensuring that parties hiring or licencing the facilities are using the facility for an approved purpose.

School councils

Under the Education and Training Reform Act 2006 (Vic), school councils have the power to enter into agreements with third parties for the use of school facilities for no more than 5 years when they are not required for ordinary school purposes. The proposed use must be for the purpose of educational, recreational, sporting or cultural activities for students, the local community or young persons. Any other purpose requires the Minister’s approval sought via corporate staff. School councils should use the department's templates for hire and licensing agreements with third parties.

School councils must not, without the minister’s approval, sought via corporate staff, grant a licence, or enter into a licencing arrangement which is for more than 5 years or has a total value of more than $500,000.

School councils are not authorised to independently enter into lease agreements to augment their own school sites or facilities. School councils should refer to the department’s Legal Division for additional guidance on the preparation and execution of documents related to hire and licencing agreements.

School councils must ensure they use the correct School Council Hire Agreement Template when entering into a hire agreement and the School Council Licence Agreement Template when entering into a licence agreement, both available on the Community Use of Schools – Hire and Licencing policy page on PAL.

The VSBA’s Property Branch is available to provide support to schools with department policies supporting shared community use of school sites.

Links

• Community Use of Schools – Community Joint Use Agreements policy
• Community Use of Schools – Hiring and Licensing policy
• Elections – Schools as Voting Centres and Polling Places policy

Dispose

Demolition

Corporate

Corporate staff are responsible for identifying proposed demolitions works (including truncations) for buildings that are in poor condition or excess to facility area allocation.

Corporate staff are also responsible for assessing proposed demolitions works, including proposed school-funded demolition works.

When a request for VSBA-led demolition works is supported, corporate staff allocate funding for the works to be completed. The VSBA is responsible for the delivery of the works and facilitating the update of school asset drawings once practical completion if achieved.

Principal

Principals can identify proposed demolition works for buildings that are in poor condition or excess to facility area allocation. Principals must raise any proposed demolitions works with their Regional Provision Planning (RPP) team.

Principals must obtain the VSBA’s approval before truncating, removing or demolishing any school building.

Principals may engage a contractor for the truncation, removal or demolition of school-funded buildings valued at less than $50,000 (including GST) that are not classified as entitled space once VSBA approval is received. Principals must ensure the school complies with the Procuring Low-Value Construction Works or Services policy.

After school-led demolitions works are completed, principals are responsible for providing a marked-up site plan to facilitate update of school asset drawings.

School councils

School councils have limited delegated authority to dispose of school facilities using school resources. The extent of school council authority depends on the value of the asset, whether the asset was funded by the department or the school, and whether the asset is classified as entitled space.

Links

• Demolition policy
• School-funded Capital Projects policy
• Procuring Low-value Construction Works or Services policy

Land disposal and sales

Corporate

Corporate staff are responsible for maintaining land which has been declared surplus to education needs by the minister including, plantations, former teacher houses and former camp sites.

Principal

Principals do not have responsibilities associated with land disposal and sales.

School councils

School councils do not have responsibilities associated with land disposal and sales.

Links

• Land Disposal policy

Resources

• Bricks and Mortar Asset Management program
• Key asset management roles and responsibilities (DOCX)