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.

This includes:

  • Bricks and Mortar support and services information for schools
  • support with development and implementation of school maintenance plans
  • support in the development of asset management (AMP) plan phase 1 for capital works funding
  • support in managing Planned Maintenance Program funding
  • support in the effective use of Asset Information Management System (AIMS) following staged rollout.

Principal

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

Principals’ responsibilities 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 school maintenance plan workshops
  • 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 as part of the staged rollout.

School councils

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 endorse an updated school maintenance plan and associated budget for the upcoming year.

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School Maintenance Plans and Rolling Facilities Evaluations

Maintenance (including Rolling Facilities Evaluation & School Maintenance Plans)

Corporate

Corporate staff are responsible for allocating maintenance funding and operating high risk and/or high value priority maintenance programs.

Corporate staff provide a backup for when principals and school councils are unable to respond, where it is inappropriate for them to do so, or where risks and issues need to be managed at the system-level – for example, asbestos removal.

Corporate staff are also responsible for the delivery of programs such as the Rolling Facilities Evaluation (RFE) which assists in identifying and prioritising defects for repair.

This information, incorporated into the school maintenance plan, permits the school to plan and schedule their maintenance activities and expenditure.

Corporate staff are responsible for reviewing school maintenance plans and provide ongoing support to schools through the development and implementation stages of the school maintenance plan, to ensure they can effectively be fulfilled.

Principal

Principals are responsible for the maintenance of school buildings and grounds. This includes routine maintenance to prolong asset lifespan and reduce reliance on emergency maintenance activities.

Principals are responsible to follow the steps of the RFE program which include attending information sessions, completing a pre-assessment questionnaire and reviewing, providing feedback or accepting the school assessment report.

Principals are responsible for developing a school maintenance plan and submitting it to the VSBA for endorsement. Once the school maintenance plan has been endorsed, the school is responsible for completing the maintenance activities within the plan.

Principals are responsible for updating the school maintenance plan regularly, both marking completed activities and updating the plan itself. This enables monitoring of maintenance activities and 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 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 endorse an updated school maintenance plan and 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 and essential safety measures.

Principal

Principals must ensure facilities-related SRP allowances (including for maintenance, grounds, and annual contracts and essential safety measures) are fully expended on routine and preventative maintenance, repairs and essential safety measures activities in accordance with the department’s polices.

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 and essential safety measures or ACES 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.

The essential safety measures guidance supports principals to meet legal requirements under the Building Regulations 2018 (Vic). This includes inspection, testing, maintenance and record‑keeping activities.

Corporate staff monitor compliance with ESM requirements through the Asset Information Management System (AIMS) and, for schools without AIMS, through the submission of Annual ESM Reports to the VSBA.

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 ESM are inspected and maintained correctly and in accordance with regulations.

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

Principals are responsible managing the inspections, tests and maintenance of ESM items, including by engaging qualified and competent persons to conduct these activities where required.

Principals are responsible to maintain and audit ESM records and develop an Annual ESM Report. Principals are responsible to submit the Annual ESM Report to the VSBA and advise/submit any changes to the ESM to the VSBA.

Principals with access to AIMS are responsible to submit their Annual ESM Report through the AIMS Document Upload function. Principals without access to AIMS are responsible for submitting their Annual ESM Report to the School Facilities Profile Website or ESM inbox at essential.safety.measures@education.vic.gov.au

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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Essential safety measures

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.

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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Asbestos Management

Gas Heater Maintenance

Corporate

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

Corporate staff are responsible for providing schools with allocated funding for routine inspection of gas heaters via the annual contractors allocation of the Student Resource Package (SRP). Costs associated with the repair of gas heaters 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 heater requirements through the Asset Information Management Systems (AIMS) , for schools that have 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 in the school.

Principals are responsible for managing and implementing an appropriate inspection and servicing regime at a frequency of either every 2 years or every year depending on the type of heater. Routine inspection and maintenance activities must be included in the school’s school maintenance plan.

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. Schools with access to AIMS are required to upload this documentation into AIMS.

Gas heaters that are not in use, have not been serviced for more than 2 years, 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 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.

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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), for schools that have 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 school 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 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 providing advice to government on Planned Maintenance Program (PMP) funding allocations. It is government’s responsibility to make decisions on where funding is allocated.

Corporate staff are responsible for administering the PMP which may allocate additional funding to support priority maintenance projects.

Corporate staff also provide guidance to schools on school led PMP projects, as well as deliver projects on behalf of schools, when appropriate.

For projects above $200,000 the VSBA will lead these works on behalf of the school. The VSBA is responsible to contact the school to discuss the process.

Principal

Where PMP funding is allocated, the principal must actively engage, completing all relevant PMP documentation to obtain the allocated funding for the school.

Projects up to $50,000

Projects valued up to $50,000 are school-led.

Principals are required to complete and submit a funding declaration form for approval. Principals are responsible for ensuring the completion of funded works and then updating the School Maintenance Plan to mark these works as completed.

Projects over $50,000

For projects between $50,001 and $200,000, principals can elect to have the VSBA complete this work on their behalf or lead the works, following the approved process.

For all school-led projects above $50,000, principals are required to submit at least one quote where the total value of works completed by any one supplier is less than $50,000 GST Inclusive, and a minimum of 3 quotes must be sought where the total value of works completed by any one supplier is greater than $50,000 GST Inclusive.

For VSBA led projects, the school will be allocated a project officer who will work with the principal throughout the delivery process.

School councils

School councils should not rely on the department’s PMP as funding is allocated to ‘high priority defects’ identified through the Rolling Facilities Evaluation.

School councils have delegated authority to enter construction procurement contracts for self-funded building works or improvements valued at $50,000 (including GST) or less. The school council, as nominated financial delegate, must also endorse the preferred tenderer recommendation before executing a contract.

If the contract value is estimated to exceed $50,000 (including GST), schools must not obtain tenders or quotations, or commence or enter any associated works, services or contracts, until they have sought VSBA approval to proceed.

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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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Accessible Buildings Program Policy

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 the management of the School Cleaning Panel and the online school cleaning contract management system, DETclean. Corporate staff are also responsible for the assessment of school exemption requests.

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 the procurement and management of school cleaning contracts. Principals are also responsible for the upload of contractual documentation and submission of annual performance reviews on DETclean.

Metropolitan schools

Principals are responsible for working and agreeing a cleaning services plan (CSP) for their school campus with the department’s contracted cleaning services provider(s).

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 should engage cleaning service providers with approved School Cleaning Panel status. 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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Cleaning

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 register.

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. Principles 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 register.

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Repurposing and Renaming School Spaces

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.

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.

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.

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

Reviewed 07 March 2024

Guidance

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