Buildings and Grounds Maintenance and Compliance: Emergency Maintenance Program Guidelines

Emergency Maintenance Program Guidelines

Discovery of unforeseen and serious maintenance issues

Where a school discovers an unforeseen and serious maintenance issue which poses a risk to health and safety and the school lacks the funds to address it, they must contact their regional office (through their Provision and Planning Manager or their Provision Planning Officer) to discuss the issue.

The regional office will assist the school to prepare an Emergency Maintenance Program (EMP) application via the Asset Information Management System (AIMS) (staff login required)(opens in a new window) if they meet the EMP eligibility criteria (outlined below). This system allows schools to track the status of their applications. The regional office will assess eligibility and validate the information provided by the school. Once endorsed by the region, the application will be assessed by the VSBA against the eligibility criteria.

The regional office will advise schools on emergency maintenance issues and alternative avenues for support, if they do not meet the EMP eligibility criteria (outlined below).

If schools meet the eligibility criteria for EMP, they may request part- or whole-funding for the works in their application.

Emergency Maintenance Program eligibility criteria

The EMP addresses unforeseen and serious infrastructure maintenance issues which pose a risk to health and safety, where schools do not have the financial capacity to rectify the issue.

The program is only applicable in circumstances where the following eligibility criteria has been met:

the health and safety of students and/or staff is at risk
the problem could not reasonably have been foreseen
the school has provided the required application materials (see below)
the critical repairs will cost $5,000 (excluding GST) or more
the school has insufficient funds from all sources, including in reserves, to fund the repair and maintenance costs (see criteria below)
the school has followed the proper application process (detailed below)
the school can demonstrate that SRP funding already provided for maintenance has been spent on routine maintenance
the school has considered options to address the maintenance issue and has given the VSBA sufficient information to make an informed decision
the school can demonstrate that any discretionary financial capacity is either contractually committed to other projects or is allocated to works that are higher priority than the unforeseen maintenance issue
the proposed works are within the school’s designated facilities area as per the Capacity and Area Allocation policy, and the affected area cannot be reasonably closed with the exception that Special Development and Specialist Schools will not be restricted to facility area allocations.

The EMP does not provide immediate or urgent responses to infrastructure damage. Schools should be aware that if their application is successful, the EMP process could take up to 52 weeks to complete depending on the scope of work and complexity (detailed below). Schools are recommended to refer to the EMP or Make-safe Program section below if they need immediate or urgent assistance.

Outside of these programs, schools are provided with SRP funding which can be used to manage foreseeable maintenance issues that arise and that do not need immediate or urgent rectification to make the site safe. Schools can refer to the Student Resource Package – School Infrastructure policy for further information or contact their regional office (through their Provision and Planning Manager or their Provision Planning Officer) for advice on this.

EMP or Make-safe Program?

The EMP is designed to assist schools with larger projects requiring specialist assistance, such as major roof repairs, retaining walls, or other structural issues that may require time to be rectified.

More immediate and urgent damage to school infrastructure may be more suitable for funding or support under the VSBA's Make-safe Program. The Make-safe Program assists schools who have sustained damage in an incident or event, where that damage presents an immediate health and safety concern for students, staff and/or the community.

If a school has been damaged in an incident or event and requires assistance to make the site safe, they can refer to the Make-safe Guidelines or call the Make-safe service provider, Programmed Facilities Management on 1300 133 468.

EMP application materials

Once schools have spoken with their regional office, applications for EMP can be made at any time via AIMS (staff login required)(opens in a new window). Please refer to the Accessible Buildings Program and Emergency Maintenance Program Quick Reference Guide (PDF)(opens in a new window) for instructions on how to lodge a service request for EMP in AIMS.

Once submitted, schools can track their application status on AIMS, or may contact the VSBA directly at vsba.inclusion.infrastructure.unit@education.vic.gov.au

Required application materials

Evidence of compulsory financial documentation
Evidence of compulsory supporting documentation
A quote, except if region and VSBA agree there are exceptional circumstances and a quote is not required – or 2 of the following 3 criteria are met:
1. enrolments are less than 200 students (refer to the School Entity Register System (staff login required)(opens in a new window))
2. the school’s bank balance is less than operating reserve plus $250,000
3. the school is located in a rural location (LGA based, refer to list of rural and regional schools (XLSX) (staff login required)(opens in a new window))

Compulsory financial documentation

The following compulsory financial documentation must be provided to explain the school’s financial position and support the assessment criteria of ‘insufficient funds’:

CASES21 sub-program transaction account reports for '6201: Maintenance and Minor Works'
statement of school’s financial commitments
breakdown of the school’s spend and commitments against the school’s overall bank balance
evidence of funds that have already been contractually committed to other projects. This may include a purchase order or a term contract.

Criteria for ‘insufficient funds’

The schools has:
1. less than 200 students (refer to the School Entity Register System (staff login required)(opens in a new window)) or
2. a bank balance less than operating reserve plus $250,000 or
The school has:
1. a bank balance less than 5 times the operative reserve and:
  1. is up to date with their School Maintenance Plan (SMP) actions or
  2. if their annual maintenance spend is within 10% of their SRP maintenance allocation or
  3. the school’s reason for not being up to date with SMP actions are related to the EMP application (or VSBA-led Planned Maintenance Program)

Compulsory supporting documentation

Schools must provide evidence of their eligibility against the criteria.

If schools need assistance with this process, they can contact their regional office (through their Provision and Planning Manager or their Provision Planning Officer) for support.

The following compulsory supporting documentation must be provided to explain the maintenance issue:

photographs of the issue
a marked-up School Plan (downloadable from the Facilities page of their School profile in AIMS), formally known as School Asset Management System (SAMS) plan, showing the location and scale of the issue
proposed scope of works to address the maintenance issue.

If relevant, schools can also provide an independent professional report for the maintenance issue. This may include, but is not limited to, any of the following:

specialist assessment obtained through the Rolling Facilities Evaluation (RFE)
structural engineering report
other documentation, such as a quote, from a tradesperson or specialist identifying the issue.

EMP application and approval process

The EMP process is outlined below. Depending on the scope of work, the process from start to completion can last up to 52 weeks. The VSBA’s Inclusion Infrastructure Unit will provide schools with updates and estimated timelines for their individual project, once approved by the VSBA.

If an EMP application is approved, the VSBA may decide to fund all or part of the proposed project. This may include a request for an appropriate contribution from the school.

Step 1: Regional advice

The school contacts their regional office (through their Provision and Planning Manager or their Provision Planning Officer) for advice in preparing an immediate plan. Regional office staff can advise if the issue is suitable for an EMP application, or alternative avenues of support available to the school.

Step 2: School submission

The school makes an application through AIMS (staff login required)(opens in a new window). Regional offices are available to assist with the application.

Step 3: Regional endorsement

The regional office reviews the application, assessing it against eligibility criteria and checking that the application is complete. The regional office then endorses the application in AIMS and forwards it to the VSBA for assessment. Schools can view the status of their application at any stage and will be notified of the application’s progress or if any additional information is required.

Step 4: VSBA approval

The VSBA assesses the application against the EMP eligibility criteria and seeks further information from the school as required. The VSBA may approve all, part or none of the project.

Step 5: Notification to school

Where the application is endorsed and approved, the VSBA will contact the school principal to notify them of next steps. The VSBA will also notify schools if an application is unsuccessful. Schools who are unsuccessful can speak with their regional office (through their Provision and Planning Manager or their Provision Planning Officer) to discuss the next steps.

Step 6: Project delivery

School-led grant: School arranges and funds work with a grant.

VSBA Delivery: VSBA engages a consultant and contractor to design and deliver the project.

Roles and responsibilities

Role of the principal

Seek assistance from their regional office (through their Provision and Planning Manager or their Provision Planning Officer) to complete the EMP application
Submit the EMP application, and attach all relevant supporting documentation outlined in the 'EMP application material' section of these guidelines
Provide financial documentation to explain the school’s financial position, and the prioritisation of proposed expenditure
Clarify and supply information related to the EMP application upon request from the regional office or the VSBA

Role of the regional offices (Provision and Planning Managers and Provision Planning Officers)

Advise schools on maintenance issues and assist in exploring available options. This may include urgent breakages and failures, and planned works where there are budgetary issues
Advise schools on strategies to manage urgent maintenance and facilities issues. This may include visiting the school to inspect the issue and to discuss strategies
Provide guidance to schools as requested on the detail required to complete the EMP application. This may include helping schools to assess their capacity for contributing surplus SRP funds to the cost of the works
Confirm with schools that assessment and explanation of all available SRP has been provided in the application
Review applications for sufficiency and compliance, and endorse for VSBA review

Role of the VSBA

Periodically review and amend the EMP criteria and guidelines
Ensure that all endorsed and approved applications meet the program’s eligibility criteria. This includes the requirement that schools review cost-effective alternatives to the proposed work
Apply a priority criteria and assess the priority of emergency requests
Assess if immediate safety works are needed to rectify the maintenance issue, or whether available funds can be re-allocated to address the maintenance issue
Advise schools of the outcome of their requests, and negotiate an appropriate contribution from the school for the proposed works if required
Facilitate school-led grants for projects as appropriate. School-led grants are available at the VSBA’s discretion
Engage and oversee project consultants and contractors to carry out works if the project is approved

Schools will receive an email notification following review of their application by the region and the VSBA.
Applications are assessed on a case-by-case basis and timelines will vary. All schools will receive a response that their application has been received, and a member of the team will be in contact between 5 to 10 business days, to confirm details if needed. Schools should then allow up to 4 weeks for an application to be endorsed by the regional office and assessed by the VSBA, based on all supporting documentation having been submitted.
Schools may track the progress of their application via AIMS (staff login required)(opens in a new window). When the VSBA makes a decision on the application outcome, the applicant will be notified via email. The application outcome will also be updated on AIMS.
Works can be undertaken through different methods based on the project scope, cost, and complexity.
EMP project management
In most instances, works are managed and delivered through the VSBA. A Project Design Consultant (PDC) is normally appointed to design a project before a contractor is appointed.
The consultant’s responsibilities can include:
- visiting the school to develop a scope of works and a cost estimate
- prioritising works to accommodate the specific needs in the application
- briefing the school on the proposed works
- managing project operations, including site access, project progress, work quality assurance, contractor claims and advice
- coordinating the completion and handover process.
Grants
If the school is seeking minor works that are considered straight-forward, the VSBA may provide the school with a grant for a school led project. In this case the school engages a builder directly to undertake the approved works.
If schools are provided with a grant for approved works, they must comply with the following:
- DE policies relating to building on school sites, including School-funded Capital Projects and Procuring Low-value Construction Works and Services
- the Building Quality Standards Handbook
- asbestos removal requirements in line with the Asbestos Management policy (Division 6 report)
- any necessary building permits (PDF)(opens in a new window).
The school is also responsible for ensuring that contractors provide statutory and other compliance documentation for the works, as per the Contractor OHS Management policy and any other local policies such as the school's Visitor's policy.
Upon completion of the project, the school must submit completion acquittal documentation to the VSBA as outlined in grant correspondence provided to the school. Reimbursement of funds is then made to the school.
When an application is approved and the works are VSBA-led, a VSBA Senior Project Officer is nominated to oversee the project. The senior project officer will contact the school to gather preliminary information for a consultant brief.
Once a consultant is appointed, the senior project officer will also make arrangements with the school to coordinate access arrangements as required.
The consultant creates a scope of works in consultation with the school and the senior project officer. When the scope of works has been endorsed by the senior project officer, the consultant seeks acknowledgement that the school understands the works being proposed.
The consultant will coordinate and oversee the completion and handover process for the school.
Example Primary School discovered termite damage in two of their school’s classrooms. The school engaged an exterminator who conducted an inspection, report and termite management action plan. They concluded that termites had been identified around door frames, doors and the floor. These would require treatment and replacement.
Continued use of the classrooms would have constituted a significant health and safety risk, so they were isolated. The school did not have sufficient funds to conduct the termite management plan or to replace the door frames, doors and flooring of the classrooms.
Application process
In January 2023, following a conversation with their Provision and Planning Manager, Example Primary School submitted an application in AIMS which included the following supporting documentation:
- a report from the exterminator outlining the problem, stating that actions in the termite management plan and the replacement of the door frames, doors and flooring were the only solution
- photos of the termite affected classrooms, including close ups of the door frames, doors and floors, and a marked up school plan identifying the affected areas
- CASES21 Subprogram Transaction reports, proving that SRP funds allocated to maintenance had been spent
- budget information demonstrating that discretionary funds had been contractually committed to another project.
The application was endorsed by the regional office, and then approved by the VSBA, in February 2023.
Emergency works timeline*
March 2023
- VSBA Senior Project Officer appointed and contacts the school
- VSBA tenders and appoints a consultant to oversee the project
- Consultant visits school to assess the issue
May 2023
- Consultant prepares a Report and Estimate, outlining the issue and recommended actions
- Consultant prepares a Scope of Works, which is put out to tender
- Successful contractor is appointed in late July 2023
August 2023
- First site meeting between contractor and school
- Work begins 14 August 2023
October 2023
- Works completed 10 October 2023
*Please note the period of time it takes to complete the works component is dependent on the type of works needed to resolve the particular issue. Therefore, completion time frames are likely to differ between projects.

EMP application guide

The EMP application guide (DOCX)(opens in a new window) provides guidance for each section of the EMP application.

Contacts

EMP is managed by the Victorian School Building Authority’s (VSBA) Inclusion Infrastructure Unit. Schools can contact the unit with queries or concerns on vsba.inclusion.infrastructure.unit@education.vic.gov.au

If your school has been damaged in an incident or event and you require assistance to make the site safe, please call the Make-safe service provider Programmed Facility Management on 1300 133 468.

Victorian regional offices

South-Western Victoria Region

Ballarat, Footscray, Geelong, Keilor and Warrnambool
1300 333 232
swvr@education.vic.gov.au

North-Western Victoria Region

Bendigo, Coburg, Greensborough and Mildura
1300 338 691
nwvr@education.vic.gov.au

North-Eastern Victoria Region

Glen Waverley and Benalla
1300 333 231
nevr@education.vic.gov.au

South-Eastern Victoria Region

Dandenong, Frankston, Moe and Sale
1300 338 738
sevr@education.vic.gov.au

Updated 14 January 2026

Buildings and Grounds Maintenance and Compliance

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