education.vic.gov.au

School operations

Asset Management Roles and Responsibilities Framework

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Asset management responsibilities and leadership

Corporate

Corporate staff provide a technical leadership program covering asset management strategies and policies for school leaders, business managers and aspiring leaders.

Corporate staff provide schools with support through:

  • Bricks and Mortar support and services information
  • the development and implementation of School Maintenance Plans (SMPs)
  • the development of asset management (AMP) plan phase 1 for capital works funding
  • the management of Planned Maintenance Program (PMP) funding
  • advice on school led PMP projects
  • the effective use of Asset Information Management System (AIMS)
  • monitoring and advising on the management of assets in the Annual Contracts schedule.

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
  • attending and/or providing access to relevant staff to participate in SMP workshops – conducted once every 5 years after schools accept their Rolling Facilities Evaluation (RFE) condition assessment reports (CAR)
  • attending and/or providing access to relevant staff to participate in AMP phase 1 for capital works, if an announcement is made
  • attending and/or providing access to relevant staff to participate in AIMS training.

Principals are responsible for ensuring their schools engage with the RFE and SMP processes and use AIMS to budget, schedule and manage the maintenance of their buildings and grounds.

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 SMP associated budget for the upcoming year

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Maintenance (including Rolling Facilities Evaluation and School Maintenance Plans)

Corporate

Corporate staff are responsible for allocating 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 PMP, EMP 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 RFE, 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 SMP, which enables them to address the defects identified by the RFE, schedule, undertake and record routine-maintenance activities, plan their expenditure, and record and manage any asset hazards unique to their specific sites.

Corporate staff are responsible for providing ongoing support to schools to develop and implement their SMPs. Corporate staff are also responsible for reviewing and approving schools’ SMPs.

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 emergency maintenance activities.

Principals are also responsible for following the steps of the RFE program which include attending information sessions, completing a pre-assessment questionnaire, and reviewing, providing feedback (where required) and accepting the school’s CAR.

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

Principals are also responsible for regularly updating their SMP using AIMS (including both marking activities as complete and 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 must exhaust safe and available means to prevent and respond to maintenance issues.

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 SMP 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.

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Student Resource Package – Maintenance

Corporate

Corporate staff are responsible for allocating funding under the Student Resource Package (SRP). This includes funding for maintenance and minor works, grounds, and annual contracts.

Corporate staff are also responsible for monitoring and advising schools on the management of assets in the Annual Contracts 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 maintenance and rectification works in accordance with the department’s policies.

Costs associated with repairs are funded within the Maintenance portion of the SRP.

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

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.

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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 a web based OHSMS, a telephone support line, and on-site support from consultants and/or regional based support staff.

At the site level, corporate staff audit the implementation of the OHSMS and management of OHS risks and hazards.

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 audit 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 and Wellbeing Unit 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.

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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 also passive fire safety such as fire doors, fire-rated structures and other infrastructure 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 reporting. This includes the preparation of the Annual ESM Report (ASEMR). Corporate staff monitor compliance with ESM requirements through the Asset Information Management System (AIMS).

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

Principal

Principals should identify their requirements through the ESM Maintenance Schedule, including reviewing this Schedule annually.

Principals will be notified ahead of ESM testing and inspections coordinated by corporate staff. The outcomes of these will be stored in AIMS and will be accessible by the school. This will support schools in undertaking any maintenance or rectification works of ESM items.

Principals are responsible for overseeing the inspections, tests and maintenance of ESM items. This includes the inspections and testing coordinated by the VSBA.

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 schools 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 determine the level of school council oversight for ESM in accordance with the Occupational Health and Safety Act 2004 (Vic)and should do so in consultation with the principal.

Due to the importance of ESM in protecting life, school councils should establish, at minimum, an annual oversight process for all activities and audits (including findings and recommendations). School councils should develop an ESM activity plan to ensure compliance with regulatory requirements to be tabled annually at a school council meeting.

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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 Victorian School Building Authority (VSBA) is responsible for the delivery of these removal works.

Principal

Principals are responsible for the management of asbestos. This includes development of an asbestos management plan and appointing an asbestos coordinator. Guidance and implementation resources for asbestos management are available on the department’s policy on Asbestos Management.

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.

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Gas Heater Maintenance

Corporate

Corporate staff are responsible for supporting schools through the regular review of the Gas Appliance Management guidance and assist in meeting their mandatory obligations.

Corporate staff are responsible for providing schools with allocated funding for routine inspection of gas appliances via the annual contracts allocation of the Student Resource Package (SRP). Costs associated with the repair of gas appliances are funded within the Maintenance portion of the SRP.

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 appliance 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 Appliance Management guidance in the Building and Grounds Maintenance and Compliance policy.

Principals are responsible for first identifying gas appliances in the school.

Principals are responsible for managing and implementing an appropriate inspection and servicing regime annually for all gas appliances. Routine Activities must be included in AIMS.

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

Gas appliances that are not in use, have not been serviced for more than a year, or have been declared unsafe for use by ESV must have clear signage stating, ‘Do not use this heater. It has not been serviced and is not safe to use’.

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 appliances matters and participate in decision making associated with gas appliance management.

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

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Private Drinking Water (rainwater tanks and bores)

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 school water supply management plan and support to address non-compliance when identified.

Corporate staff are also responsible for providing support to schools through the allocation of funding via schools’ SRP for the ongoing maintenance and repair of private drinking water supplies, such as rainwater tanks and bores.

Corporate staff monitor compliance with the private drinking water requirements through Asset Information Management System (AIMS).

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 should consult with the principal in doing so.

School councils should request regular private drinking water supply management compliance updates from the principal.

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Planned Maintenance Program

Corporate

Corporate staff are responsible for allocating Planned Maintenance Program (PMP) funding to address high-priority defects identified through the Rolling Facilities Evaluation (RFE) and other audit programs. The CEO, VSBA approves PMP allocations for maintenance-related projects. Corporate staff are also responsible for notifying the Minister for Education of approved PMP allocations.

PMP projects may either be school-led or VSBA-led.

Corporate staff provide guidance to schools on school-led PMP projects, including requirements to access the allocated funds and how to update AIMS/their SMPs as part of the process. Corporate staff are also responsible for taking over delivery of a school-led project upon request by the school.

For VSBA-led projects, corporate staff undertake PMP projects and update AIMS/SMPs on behalf of schools.

Corporate staff are responsible for taking over delivery of a school-led project, using the allocated funds, if it does not commence within 9 months of receiving funding from RFE 2 onwards.

Corporate staff are responsible for contacting the school to inform it of the process and when project milestones are achieved.

PMP project type and delivery mode
  • RFE project with Shelter-in-Place (SIP) defects – VSBA-led
  • RFE project with defects requiring specialist trade investigation – VSBA-led
  • RFE project at a poor condition school (that is, condition rating of less than 3.25) – VSBA-led
  • RFE project with a nominal value greater than or equal to $50,000 – VSBA-led
  • RFE visual outcomes project at a school with a condition rating of 3.25 or more with a nominal project value less than $50,000 – school-led
  • Other audit program projects – VSBA-led

Principal

School-led PMP works

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

To access the school’s allocated funds, principals are required to complete and submit for approval a funding declaration form for approval attesting that they will spend the PMP allocation on the Priority 1 and 2 tasks identified in the RFE 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 required to ensure school-led projects commence within 9 months of receiving funding.

Principals are responsible for ensuring the completion of school-led works and then updating the School Maintenance Plan (SMP) to mark these works as complete. Schools are supported by corporate staff to keep their SMP up to date. This includes one-on-one workshops as well as refreshers and email reminders.

Principals can request the VSBA to deliver projects on the school’s behalf at any time.

VSBA-led PMP works

For VSBA-led PMP 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 PMP for alternative uses, as funding is allocated to ‘high priority defects’ identified through the RFE and other audit programs.

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

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Emergency Maintenance Program

Corporate

Corporate staff operate an Emergency Maintenance Program (EMP) to address unforeseen maintenance matters that pose immediate and serious risks to health and safety. The program is application based for last-resort assistance.

Principal

Principals must exhaust safe and available means to prevent and respond to maintenance issues.

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.

School councils

School councils should not rely on the department’s EMP for responding to foreseeable maintenance emergencies.

School councils determine the level of school council oversight for matters that relate to emergency maintenance issues as part of the department’s EMP and should consult with the principal in doing so.

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

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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.

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 section below for school council responsibilities associated with Security and Insurance.

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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. A ‘disability’ includes physical and psychiatric impairments which result in a person learning differently.

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.

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.

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Cleaning

Corporate

Corporate staff are responsible for the state-wide allocation of funding for school cleaning. Corporate staff are also responsible for audits and provide contract management supports for school principals.

Regional schools

Corporate staff are responsible for providing support to regional schools on the requirements to engage a cleaning service.

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.

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 with a department approved compliance status. Principals are also responsible for the upload of contractual documentation and submission of annual performance reviews on AIMS.

Metropolitan schools

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

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 via the cleaning service provider’s helpdesk.

School councils

School councils are responsible for providing 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 unable to source an approved cleaning service provider from the panel must submit an application for exemption.

Metropolitan schools

Metropolitan school councils must provide 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.

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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 School Equipment Coverage Scheme.

Corporate staff are also available to assist all government schools to understand the departments 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.

To be covered by the department’s School Equipment Coverage Scheme, the principal is responsible for maintaining records compliant with Asset Recording and Control policy.

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. School councils should request regular security 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.

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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 the department’s Asset Information Management System (AIMS).

Principal

Principals seeking to repurpose or rename a school space must notify the department (via the regional office) of their intention to do so. Principals seeking to reclassify a space must complete and submit an Application Form for Repurposing of Spaces. For changes to the use of an existing space, principals first must submit a business case for repurposing of spaces to the department (via the regional office) for approval. Principals seeking to reclassify a space as part of a school-led capital project may request to do so as part of their school-led capital project business case instead of completing a business case for repurposing of spaces.

Principals must provide timely and detailed updates to school asset drawings in accordance with the department’s policies.

School councils

School councils do not have responsibilities associated with repurposing school spaces or updating the department’s Asset Information Management System (AIMS).

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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 the Asset Information Management System (AIMS).

Corporate staff also monitors 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 must upload copies of all hire and licence agreements to the department’s Asset Information Management System (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 use the 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.

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Guidance chapter outlining activities undertaken during the 'manage' stage of the school asset management lifecycle

Reviewed 16 May 2024

Guidance

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