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 a combination of the Minister for Education, the Secretary of the Department of Education and Training (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 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.

The 3 parties have both shared and separate accountabilities and responsibilities. To understand the alignment of accountabilities and authorities, refer to 2016 to 17 Victorian Auditor-General’s Office Review: Managing School Infrastructure.

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 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, principles 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 Departmental employees, principals also act 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 Asset Information Management System (AIMS).

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 is 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 Guidance tab.

Asset Information Management System

To improve the ability to inform itself and schools of the performance of the school assets, the Department developed and is rolling out an Asset Information Management System (AIMS). The system is intended to hold a wide range of information and is designed to be the ‘single source of truth’ for both the Department and school.

The new system will make it easier for schools to manage their asset within a single portal and will be rolled out over 2021 and 2022.

As schools gradually transition to using AIMS, they will be provided with a transition date, staff training and support.

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 meet this requirement, the Department provides a web based Occupational Health and Safety Management System (OHSMS), a telephone support line, and on-site support from consultants and/or regional based support staff. Principals are responsible for ensuring the implementation, continuous monitoring and execution of OHSMS activities.

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

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.

As schools gradually transition to using AIMS, they will be able to manage and keep records on mandatory obligations through the automatic and manual scheduling of required tasks in the system. Until provided with access to AIMS, schools must continue to maintain manual records that reflect the completion of obligations.

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

Schools with AIMS access, should manage and keep records on mandatory obligations in the system. Until provided with access to AIMS, schools must continue to maintain manual records that reflect the completion of obligations.

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 and regional 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 and regional staff work with schools to support enrolment management activities. This includes the development and maintenance of school zones and guidance and advice to ensure adherence to the Placement Policy including supports for key points of transition.

Principals

Principals are responsible for ensuring that they adhere to the department’s Enrolment Policy. In circumstances when a school may not be able to accept all applications due to existing or future capacity concerns, schools must manage enrolment applications in accordance with the ‘priority order of placement’. More information can be found in the Enrolment: Placement Policy chapter on PAL.

School councils

School councils are not responsible for provision planning.

Links

• Placement Policy
• School zones
• Enrolment

Facility area schedules

Corporate

Corporate staff are responsible for determining the 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. For example, principals must follow department policy when determining scope of capital works project, transfers of relocatable building or managing excess space processes.

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

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.

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.

However, school councils may resolve to contribute funds towards a purchase of land or lease effected in the name of the Minister.

Links

• Land Acquisition
• Victorian Government Land Transactions Policy (PDF)
• Community Use of Schools — Hiring, Licensing Community Joint Use Agreements

State budget investment and funding allocations

Corporate

Corporate staff are responsible for providing advice to government on where and when to invest in the government school infrastructure portfolio. It is 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 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 — Financial Management for Schools 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 AMPs for planning and delivery of capital works.

Corporate staff are also responsible for supporting schools in their completion of AMP processes. Some schools, such as small rural schools, may require additional support with asset management planning.

Principal

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

Phase 1 AMPs 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 AMP Phase 2. Phase 2 AMPs are expected to have school principal endorsement prior to submission to the VSBA.

School councils

Phase 1 AMPs 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 AMPs for capital works projects are expected to have received school council endorsement prior to submission to the VSBA.

Links

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

Relocatable Building Program

Corporate

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

Principal

Principals are responsible for organising the cleaning and maintaining of relocatable buildings, ensuring fixtures remain within relocatable buildings (as they must remain in the building if transferred) and ensuring that no structural changes are made to these buildings.

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

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

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

School councils

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

Links

• Relocatable Building Management
• Accessible Buildings Program

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 training.

School councils

For state-funded school-led projects (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
• Asset Management Planning – School Upgrades
• DEECD iTWOcx portal (staff login required)
• Bricks and Mortar support and services information for schools (staff login required)
• Capital Building Projects in Schools

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 ($50,000 and over) including school contributions to existing VSBA capital projects. For projects $200,000 or more, the school must have Executive Director, VSBA approval.

Corporate staff are responsible to coordinate 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 (including GST).

Principal

Principals are responsible to ensure 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 $50,000, 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.

Principals are responsible to only obtain tenders or quotations, or commence any associated works, services or contracts valued over $50,000 once they have received Departmental approval.

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 (SRP funding can be used to fund maintenance projects, including maintenance projects that exceed $50,000 (including GST)).

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 $50,000.

School councils must not obtain tenders or quotations, or commence any associated works, services or contracts valued over $50,000 until the school has have received Departmental approval on the project proposal.

Links

• Building Quality Standards Handbook
• Asset Management Planning – School Upgrades
• School-funded Capital Projects
• Bricks and Mortar support and services information for schools (staff login required)
• Procuring Low-value Construction Works or Services
• Shade Sails

Manage

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.

Links

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.

Links

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

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.

Links

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

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.

Links

• Workplace Inspections
• Contractor Management
• OHS Management System (OHSMS) Overview
• School Council — Training and Good Governance

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.

Links

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.

Links

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.

Links

• Buildings and Grounds Maintenance and Compliance
• Gas Heater Management
• Building Quality Standards Handbook

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.

Links

• Buildings and Grounds Maintenance and Compliance
• Duty of Care
• Water – Private Drinking Water

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.

Links

• Planned Maintenance Program
• Procuring Low-value Construction Works or Services
• School-funded Capital Projects

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.

Links

• Buildings and Grounds Maintenance and Compliance
• 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.

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.

Links

• Buildings and Grounds Maintenance and Compliance
• 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. 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.

Links

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.

Links

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.

Links

• Crime Prevention in Schools
• Insurance for Schools
• Managing school security Policy (staff login required)
• Insurance for Schools
• CCTV School Policy template (staff login required)
• Insurance Policy template (staff login required)

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.

Links

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.

Links

• Community Use of Schools – Hiring, Licencing and Community Joint Use Agreements
• Schools as Polling Places support and services information for schools
• Bushfire and Grassfire Preparedness
• Shelter-in-Place Buildings
• Hire of facilities – School Policy Templates Portal (staff login required)

Dispose

Demolition

Corporate

Corporate staff are responsible for the demolition of school buildings.

Principal

Principals are responsible for ensuring the school complies with the Demolition Policy.

Schools must seek advice on the value of an asset from the Victorian School Building Authority before acting.

Principals may authorise the truncation, removal or demolition of school-funded assets valued at less than $50,000 (including GST).

Principals must obtain the Victorian School Building Authority's (VSBA) authorisation before truncating, removing or demolishing any Department or school-funded asset valued at $50,000 or more (including GST).

Principals, as asset managers, are responsible for planning and delivering safe and sustainable learning environments. This may include demolishing buildings that are in poor condition or excess to facility area allocation.

Principals must seek advice on the value of an asset from the VSBA prior to taking any action, regardless of whether the asset was funded by the VSBA or by the school.

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 and whether the asset was funded by the Department or the school.

Links

Demolition

Land disposal and sales

Corporate

Corporate staff are responsible for maintaining surplus land, including closed schools, sites where a school has merged or relocated, 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

Resources

• For more information on the Bricks and Mortar Asset Management program, visit Asset Information Management System (AIMS)
• Key asset management roles and responsibilities (DOCX)