Buildings and Grounds Maintenance and Compliance

Policy

This policy sets out schools’ requirements for inspection and maintenance of their facilities including the requirement to comply with mandatory obligations. It sets out how schools must respond to facilities-related safety incidents and access supplementary maintenance assistance if required.

Summary

• Principals are responsible for maintaining a school’s buildings and grounds.
• It is a function of school councils under the Education and Training Reform Act 2006 (Vic) to exercise a general oversight of their school’s grounds and buildings.
• Schools must maintain site infrastructure, buildings and facilities with their Student Resource Package (SRP) allocation funding.
• Asset Management Roles and Responsibilities Framework summarises the key responsibilities for corporate staff, principals and school councils for activities throughout each stage of the school asset management lifecycle.
• This policy falls within the 'Manage' stage of the School Asset Lifecycle.
• Where a school has sustained damage to facilities that pose an immediate and serious health or safety risk to occupants, schools must take reasonable measures to ensure the safety of everyone on site and then contact the DET Incident and Security Operations Centre on 1800 126 126.

In an emergency where there is an immediate hazard to students and staff, schools must contact Emergency Services (Fire Brigade, Ambulance, Police) on 000.

Details

Principals are responsible for maintaining their school’s buildings and grounds. This includes routine maintenance to prolong asset lifespan and reduce reliance on condition-based maintenance. The department provides schools with SRP funding specifically for this purpose.

As part of their responsibility for maintaining school facilities, principals must:

• comply with laws, regulations and policies established to support the safe and effective management of school infrastructure
• prevent and respond to maintenance issues as they arise through appropriate inspections and works as relevant
• manage urgent repairs
• maintain buildings (internally and externally) so that they meet occupational health and safety requirements
• maintain all essential services (including water, electricity and Essential Safety Measures – for more information, refer to the Essential Safety Measures Policy)
• manage the school’s maintenance requirements within an annually defined budget
• report compliance with key activities to the Victorian School Building Authority (VSBA).

Asset Information Management System

Over 2021 and 2022, the VSBA is rolling out a new Asset Information Management System (AIMS) to all schools. AIMS will make it easier for schools to manage their assets within a single portal. As schools gradually transition to using AIMS they will be provided with a transition date, staff training and support.

Refer to the department’s advice on the Asset Information Management System (AIMS) for further information.

School maintenance

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. Refer to the Asset Management Roles and Responsibilities Framework for further information. To comply with these responsibilities, regular maintenance should be conducted.

Routine maintenance helps to support the upkeep of school facilities and prevent new maintenance issues from arising. Routine maintenance tasks are simple, small-scale activities undertaken regularly to prevent wear and tear and support the upkeep of buildings and grounds.

Unlike the condition-based maintenance tasks, the activities do not correspond to the unique profile of individual schools. Instead, schools are encouraged to tailor the routine maintenance schedule by selecting activities that are relevant to them. However, the following 6 routine maintenance activities should be scheduled as a minimum to decrease the possibility of costly and high-risk condition based tasks in the future:

1. roof
2. down-pipes and guttering
3. pest-control (including termite treatment)
4. foundations and structural beams
5. stormwater drains, grates and channels
6. roads and car parks and retaining walls.

Schools may access guidance material for support in developing a school maintenance plan. Refer to the department’s policy on School Maintenance Plans and Rolling Facilities Evaluations.

Every 5 years, schools get an onsite condition assessment organised by the VSBA, known as the Rolling Facilities Evaluation (RFE). The RFE gives schools comprehensive information about the condition of their assets every 5 years. The RFE delivers regular assessments of the condition of buildings and other infrastructure such as car parks, footpaths and fencing at all Victorian government schools.

School maintenance plans (SMPs) help schools budget, schedule and manage the maintenance of their buildings and grounds, including for issues identified in the RFE, using an online portal. It enables schools to record and manage asset risks, and build a routine maintenance program to prevent condition-based maintenance issues. Refer to the department’s policy on School Maintenance Plans and Rolling Facilities Evaluations for further information on scheduling routine maintenance tasks in SMPs.

AIMS will support schools in managing and keeping records on SMPs through the automatic and manual scheduling of required tasks. Schools not yet provided access to AIMS must continue to maintain records through the online portal.

Compliance and monitoring for school infrastructure

The department is committed to assisting schools to effectively manage their compliance obligations related to school infrastructure.

The department’s Risk Management Framework 2021 (staff login required) utilises the 3 lines of defence approach.

The First Line – Functions that own and manage risks

The first line of defence places reliance 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 – Functions that oversee and support risk management

The second line provides support to schools through oversight and support. This includes functions that oversee and support risk management practices, set policy directions and monitor the effectiveness of controls. These functions are generally located within Region or the VSBA.

The Third Line – Functions that provide independent assurance

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.

Mandatory requirements

Schools obligations related to school infrastructure are outlined in individual PAL policies.

These are

• Essential Safety Measures
• Gas Heater Management
• Water – Private Drinking Water

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

The OHSMS outlines how schools can meet their health, safety and wellbeing obligations. This includes conducting regular workplace inspections to identify health and safety hazards in schools. Refer to the Workplace Inspections Policy for further information.

All schools must have a current Emergency Management Plan (EMP) that addresses site specific hazards and threats which have the potential to result in emergencies and critical incidents. Refer to the Emergency and Critical Incident Management Planning Policy for further information.

These hazards and threats include bushfire.

Additional requirements apply to schools with bushfire identified as a threat or hazard in their EMP risk assessment and schools listed on the Bushfire At-Risk Register (BARR).

Refer to the Bushfire and Grassfire Preparedness Policy and Shelter-in-Place Buildings Policy for further information.

Key steps for compliance and monitoring

The department’s infrastructure related compliance and monitoring methodology is defined by key steps which identify, manage and monitor compliance with obligations relating to school infrastructure.

1. Identify

• The first step is for schools to identify the relevant mandatory maintenance requirements items for their school.
• Schools must review each of the relevant policies annually and assess existing assets in the school to determine which policies apply.
• Schools must ensure a record of assets is maintained, for example the number, type and location of gas heaters within the school.

2. Manage

• Required controls or activities for each asset must be recorded in the School Maintenance Plan.
• Schools implement the required operational control or activity.
• Depending on the compliance obligation, these activities and tasks may include arranging inspections, testing, monitoring, or routine maintenance activities.
• Schools must follow the reporting process outlined in individual policies. Where possible and available, reporting occurs automatically through the new Asset Information Management System to minimise administrative burden
• The VSBA can provide support to schools in identifying and managing the compliance activities and may at times be involved in the management of the activity.

3. Monitor

• The VSBA monitors compliance with obligations (using the new Asset Information Management System where possible) and responds to non-compliance at a school and system level through direct intervention or revision of policies and procedures.
• This monitoring contributes to annual attestation processes whereby the Secretary reports on compliance with key items including those related to the Asset Management Accountability Framework.

Support for schools

The department supports schools to meet their mandatory compliance obligations through the work of the Asset Management Reform Implementation (AMRI) unit which supports schools with managing their essential safety measures and annual contracts. In addition, the School Asset Leadership team provides direct guidance and support to schools on request and the School Maintenance Advice and Planning team provides support to schools to complete and operationalise their School Maintenance Plans. These teams can be contacted on the number and email in the ‘Contacts’ section of this policy.

Where a school has insufficient funds for critical repairs costing $5,000 or more they may apply for assistance through the Emergency Maintenance Program.

AIMS will support schools in managing and keeping records on mandatory obligations through the automatic and manual scheduling of required tasks. Schools not yet provided access to AIMS must continue to maintain manual records that reflect the completion of obligations.

Funding

The department provides maintenance funding through a school’s SRP. This funding is for condition-based and routine maintenance works.

Principals must fully spend their SRP allowances for facilities on condition-based and routine maintenance activities in accordance with the department’s polices.

The relevant SRP lines are:

• Grounds Allowance (Reference 31)
• Maintenance (Reference 35)
• Annual Contracts and Essential Safety Measures (ACES) (Reference 36).

Principals must ensure maintenance expenditure is accurately reported in CASES21 (the administration and finance system for Victorian government schools):

• Building Works expenditure should be charged to Account Code 86504 (Building Works), Sub Program 6201 – Maintenance and Minor Works.
• Grounds Works expenditure should be charged to Account Code 86505 (Grounds Work), Sub Program 6201 – Maintenance and Minor Works.

In addition to the SRP, the VSBA may provide additional maintenance funding through the Planned Maintenance Program. Schools participating in this program must comply with the Planned Maintenance Program Policy.

Procurement

Schools must comply with the following policies when procuring construction and maintenance works or services:

• School-funded Capital Projects
• Procuring Low-Value Construction Works or Services
• Community Use of Schools — Hiring, Licensing and Community Joint Use Agreements

Emergency Maintenance Program

When schools conduct routine maintenance and an unforeseen maintenance issue arises, schools may apply to the VSBA for assistance through the Emergency Maintenance Program (EMP).

The EMP targets unforeseen maintenance matters, posing immediate and serious health and safety risks that the school does not have funds to address.

The program is only applicable to circumstances where:

• safety of students and/or staff is at risk
• the problem could not reasonably have been foreseen
• the school has insufficient funds from all sources (including in reserves) to fund the repair works. Assessment of funds will include the school’s bank balance, committed contracted works, and a base budget requirement which is calculated by the number of students enrolled in the school
• the school has obtained an independent professional report for the maintenance issue
• the school can demonstrate that SRP funding already provided for maintenance has been spent on routine maintenance
• the school can demonstrate that any discretionary financial capacity is either contractually committed to other projects or is allocated to works that are of a higher priority than the unforeseen maintenance issue
• proposed works are within the school’s designated facilities area as per the Capacity and Area Allocation Advice, and the affected area cannot be reasonably closed. Works at a Special Development School (SDS) and Special Schools will not be restricted to facility area allocations.

Schools seeking assistance from the EMP must submit their application (including quotes where relevant) via the SharePoint workflow system on eduGate (login required). This system allows schools to track the status of their applications. Schools should contact their regional office to assist with the completion of their application. The regional office will assess eligibility and validate the information provided by the school. Once validated by the region, the application will be assessed by the VSBA against the above criteria.

For detailed guidance on the Emergency Maintenance Program, refer to the Emergency Maintenance Program Guidelines in the Guidance tab.

Make-Safe Program

The VSBA’s Make-Safe Program assists schools that have sustained damage through an ‘incident’ or ‘event’. Schools in this situation must ensure the safety of everyone onsite and contact the DET Incident and Security Operations Centre on 1800 126 126.

Schools should then contact the Make-Safe service provider on 1300 133 468 to respond to the incident. The VSBA, through its service provider, will make the site of the ‘incident’ or ‘event’ safe for staff, students and the community. Under certain circumstances, the program may reinstate school facilities to an operational standard.

Reinstatement works will be subject to a second approval process by the VSBA. This is initiated at the completion of the Make-Safe works and will only be applicable in circumstances where:

• safety of students and/or staff is at risk
• the school has insufficient funds from all sources (including in reserves) to fund the repair works. Assessment of funds will include the school’s bank balance, committed contracted works, and a base budget requirement which is calculated by the number of students enrolled in the school
• the damage is not covered under separate insurance purchased by the school through the Victorian Managed Insurance Authority (VMIA).

School facilities will only be reinstated to the school’s designated facilities area. Reinstatement to Special Schools and Special Development Schools (SDS) will not be restricted to facility area allocations.

For detailed guidance on the Make-Safe Program, refer to the Make-Safe Program Guidelines in the Guidance tab.

Assessing trees on school grounds and the Safe Tree Program

Schools should conduct regular maintenance of their school grounds following the Asset Management Roles and Responsibilities Framework and their School Maintenance Plan (where applicable).

Schools are required to manage trees on school sites as part of school’s OHS responsibilities. Schools must engage an arborist to undertake an annual tree integrity audit inspection, as listed in their OHS activities calendar following advice from OHS Risk Management Policy and Contractor OHS Management Policy.

When schools conduct routine school grounds and tree maintenance and an unforeseen tree maintenance issue arises, schools may apply to the VSBA for assistance through the Safe Tree Program.

Unless applying for Safe Tree Program assistance, schools are not required to obtain approval from the VSBA to undertake regular tree maintenance or related works.

The Safe Tree Program is available to schools to apply for assistance and advice in assessing, managing and, if required, prioritising the removal and/or pruning of urgent and high-risk trees, where schools do not otherwise have the financial capacity to do so. Additionally, the Safe Tree Program can assist schools in implementing the recommendations provided by a qualified arborist, when work is funded by the school.

This program does not apply in instances where trees present an immediate risk to the health and safety of students, staff or community.

If trees pose an immediate risk to the health and safety of students, staff or community, schools should call the VSBA’s emergency Make-Safe service provider Programmed Facility Management on 1300 133 468.

Further information on the Safe Tree Program can be found in the Safe Tree Program Guidelines in the Guidance tab.

For information about trees and vegetation affected by capital building projects, refer to the department’s policy on Tree Removal and Replacement.

Definitions

Event
An event is a natural or incidental occurrence that makes a site unsafe. Examples may include floods, fires, storms, and civil disturbance.

Incident
An incident is any malicious activity by a person that makes a site unsafe. Examples may include vandalism or theft of infrastructure critical to safety.

Related policies

• Asset Management Roles and Responsibilities Framework
• Asset Information Management System (AIMS)
• Bushfire and Grassfire Preparedness
• Capacity and Area Allocation
• Community Use of Schools — Hiring, Licensing and Community Joint Use Agreements
• Essential Safety Measures
• Gas Heater Management
• Mosquito Risk Management
• Occupational Health and Safety Management System (OHSMS)
• Procuring Low-Value Construction Works or Services
• School-funded Capital Projects
• Shelter-in-Place Buildings
• Sustainable Facilities
• Water – Private Drinking Water
• Workplace Inspections

Relevant legislation

• Education and Training Reform Act 2006 (Vic)
• Occupational Health and Safety Act 2004 (Vic)

Guidance

This guidance contains the following chapters:

• Make-safe Guidelines
• Emergency Maintenance Program Guidelines
• Safe tree program

Make-safe Guidelines

Program overview

The Victorian School Building Authority (VSBA) Make-safe Program assists schools that have sustained damage through an incident or event, where that damage presents an immediate health and safety concern for students, staff and/or the community.

These guidelines are also applicable to incidents of malicious activity, such as vandalism or break-ins.

The Make-safe Program is delivered via a contracted service provider, Programmed Facility Management, who provides professionals services under the program and oversees all phases of the process.

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

Make-safe Procedure

Immediate action and notification

In an emergency where there is an immediate hazard to students and staff, schools must contact Emergency Services (Fire Brigade, Ambulance, Police) on 000.

Schools should provide the following information about the incident when contacting Programmed:

• the name of the person reporting the incident
• the nature of the incident
• the location of the incident (school/campus, building/area/room(s) etc.)

Programmed will attend the site to assess the scope of the Make-safe works. When Programmed is notified of the incident by other parties, Programmed contacts the school to commence the process.

Schools agree on a time for Programmed to attend the site. Programmed are required to be on-site within:

• 4 hours of the agreed scheduled site attendance in metro area; or
• 8 hours of the agreed scheduled site attendance in a regional area

Identification of works

Programmed will attend the site and determine the works necessary to make the site safe for staff, students and the community. Programmed will also complete a Make-safe report and submit a quote for any identified reinstatement works to the Make-safe Program Manager at the VSBA.

Delivery of immediate Make-safe works

Programmed will complete Make-safe works to eliminate the risk of immediate hazards resulting from the incident or event. For example, Programmed may:

• cordon off dangerous areas
• secure hazardous structures
• dislodge pipe blockages
• install drying equipment
• board up broken windows
• perform water and gas leak detection

Should a school require temporary relocatable classrooms due to a Make-safe incident, the Make-safe team will facilitate this process alongside the Relocatable Buildings Program.

Once Programmed have completed Make-safe works, Programmed will issue an email notification to the school that Make-safe works are complete. Programmed will advise the school when the affected areas are safe to reoccupy. If an area cannot be made safe during the initial works, Programmed will work with the school to minimise disruption.

Reinstatement works

Following the completion of emergency make-safe works, the VSBA will assess the requirements for any reinstatement works that may be required to repair or restore the site to its pre-loss condition.

Reinstatement works may include:

• painting and replastering of ceilings and walls
• replacing carpet or vinyl
• minor roof works, such as replacing skylights or installing flashings

As part of this process, the VSBA receives a detailed report, scope of works and quote from the Programmed. Based on the eligibility criteria listed below, the VSBA reviews the reinstatement quote and determines whether to fund any reinstatement works.

When the VSBA has completed its assessment, the school will be notified via email. The VSBA aims to inform schools of their Reinstatement approval or declination within 10 days of the initial make-safe completion. This may vary as works are assessed on a case-by-case basis.

Eligibility criteria

Where damage to a school facility is severe enough to warrant reinstatement, the VSBA will determine a school’s eligibility based on whether:

• the safety of students and staff is at risk
• the damage has been caused by an incident or event
• the school has insufficient funds from all sources (including in reserves) to fund the repair work. Assessment of funds includes:
  • the school’s bank balance
  • the school’s committed contracted works and
  • a base budget requirement calculated by the number of students enrolled in the school)
• the minimum cost of the works exceeds $5000
• the work is urgent, and unable to be addressed in the School Maintenance Plan (SMP) or the Rolling Facilities Evaluation (RFE)
• the damage is not covered under separate insurance purchased by the school through the Victorian Managed Insurance Authority (VMIA) and
• the site of the works is in entitled space (works at Special Development Schools (SDS) and Special Schools will not be subject to facility area allocations).
  Schools should note that entitled space extends to school grounds and issues such as external burst pipes and fallen trees are within scope for the Make-safe Program.

Contacts

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

Victorian Regional Offices

South-Western Victoria Region

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

North-Western Victoria Region

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

North-Eastern Victoria Region

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

South-Eastern Victoria Region

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

Central DET Office

Victorian School Building Authority
Response Programs Unit
Email: vsba.response.program@education.vic.gov.au
33 St Andrews Place
East Melbourne 3001

Emergency Maintenance Program Guidelines

The Emergency Maintenance Program (EMP) addresses unforeseen, urgent infrastructure maintenance issues which pose a risk to safety, where schools do not have the financial capacity to rectify the issue. EMP is managed by the VSBA’s Response Programs Unit.

The program is available when:

• a genuine health or safety risk requires urgent address,
• school funds (including SRP funding) are not sufficient to address the issue, and
• the issue could not have been practically prevented by effective school asset management

Eligibility criteria

Where a school discovers an unforeseen, urgent maintenance issue and lacks the funds to address it, the school must contact their Regional Office for assistance preparing an EMP application. Schools may request part- or whole-funding for the works. The Regional Office can advise schools on emergency maintenance issues, and assist schools in preparing an application.

Works will be carried out at the school to address the urgent issue if the application meets all of the following criteria:

• the safety of students and/or staff is at risk and
• the problem could not reasonably have been foreseen and
• the school has attempted to identify an approximate cost for rectification works, such as a quote or professional report outlining necessary works and
• the school has insufficient funds from all sources (including in reserves) to fund the maintenance costs. Assessment of funds includes the school’s bank balance, committed contracted works and a base budget requirement calculated by the number of enrolled students and
• the school can demonstrate SRP funds already provided for maintenance projects have been spent on routine maintenance or are committed to other essential projects and
• the school has considered options to address the maintenance issue and has given the VSBA sufficient information to make an informed decision and
• the proposed works are in entitled space. Works at Special Development Schools (SDS) and Special Schools will not be restricted to facility area allocations.

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

EMP Application Process

Applications can be made at any time via Sharepoint. Once submitted, schools may track their application status on Sharepoint, or may contact the VSBA directly at vsba.response.program@education.vic.gov.au

Step 1: Regional Advice

Contact Regional Office for advice in preparing an immediate plan or action. Regional Office staff can advise if the issue is suitable for an EMP application.

Step 2: School submission

School makes an application through Sharepoint, accessible via eduGate. Regional Offices are available to assist with the application.

Step 3: Regional Endorsement

Regional Office reviews the application, assessing it against eligibility criteria and checking that the application is complete. The Regional Office then endorses the application and forwards it to the VSBA.

Step 4: VSBA Assessment

VSBA assesses the application against the EMP eligibility criteria and clarifies with the school as required. The VSBA may approve all, part or none of the project.

Step 5: Notification to School

Where the application is approved, the VSBA will contact the school principal to notify them or next steps. The VSBA will also notify schools if an application is unsuccessful.

Step 6: Project Delivery

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

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

Applying for funding

Schools can make an EMP application via the following link:

EMP application (login required)

Schools should liaise with the Regional Office before starting an application. The Regional Office can provide advice on whether an issue qualifies for Emergency Maintenance works, and can provide support in completing the application.

Supporting documentation

Schools must provide evidence of their eligibility against the criteria.

Compulsory financial documentation

The following documentation must be provided to explain the school’s financial position:

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

Compulsory supporting documentation

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

• photographs of the issue
• marked-up SAMS plan showing location of the issue
• an independent professional report for the maintenance issue. This may include, but is not limited to, any of the following:
  • Specialist Assessment obtained through the Rolling Facilities Evaluation (RFE)
  • Structural Engineering report
  • other documentation, such as a quote, from a tradesperson or specialist identifying the issue

EMP Application Guide

The EMP Application Guide provides guidance for each section of the EMP application.

Contacts

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

Victorian regional offices

South-Western Victoria Region

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

North-Western Victoria Region

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

North-Eastern Victoria Region

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

South-Eastern Victoria Region

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

Central DE Office

Victorian School Building Authority
Inclusion Infrastructure Unit
Email: vsba.inclusion.infrastructure.unit@education.vic.gov.au
33 St Andrews Place
East Melbourne 3001

Safe tree program

Schools should conduct regular maintenance of their school grounds following the asset management roles and responsibilities framework and their school maintenance plan (where applicable).

Schools are required to manage trees on school sites as part of schools’ occupational health and Safety responsibilities. Schools must engage an arborist to undertake an annual tree integrity audit inspection, following advice from OHS Risk Management Policy and the Contractor OHS Management Policy.

The safe tree program (the program) is available to schools to apply for assistance and advice in assessing, managing and, if required, prioritising the removal and/or pruning of urgent and high-risk trees. Additionally, the program can assist schools in implementing the recommendations provided by a qualified arborist when work is funded by the school.

The program is managed by the Victorian School Building Authority (VSBA) Response Programs Unit, who can be contacted via email: vsba.response.program@education.vic.gov.au

Eligibility criteria

The program is application-based and open to all government schools.

Financial assistance under this program is available for schools:

• to engage a qualified arborist to assess the health of all existing trees on site
• to address the recommendations for tree works provided by a qualified arborist.

Under the program, schools may also seek advice and assistance from the VSBA in implementing the recommendations provided by a qualified arborist when work is funded by the school.

Note: If a school requires financial assistance to engage a qualified arborist to undertake an arborist report, they must obtain approval from the VSBA prior to engagement.

There is no limit on the number of trees eligible for safe tree program funding – the intent of the program is to prioritise the removal and/or pruning of all identified high-risk trees from school sites.

Schools should not apply for assistance through the safe tree program for:

• vegetation and grass removal or management
• tree sanctuaries or plantations as defined in the Plantations Policy.

High-risk trees

High-risk trees are trees posing significant safety risk, such as instances when branches (or whole trees) are dead or damaged.

To properly assess all trees on the school site, schools must engage a qualified arborist.

Arborist reports

When procuring an arborist report, schools must ensure all trees on site are inspected and included in the arborist report with an appropriate risk rating. Schools should request quotes for any works related to high-risk trees. For further reference on how to engage a qualified arborist, refer to the Contractor OHS Management Policy and the OHS provider directory (staff login required)

The program can provide assistance to schools with the implementation of the recommendations provided by an independent qualified arborist and funded by the school.

Risk rating for trees under the safe tree program

Those trees identified for removal or trimming under the program must be assessed and classified based on a hazard rating by an independent qualified arborist, and which relates to a combination of factors including health, structure and condition and include the following:

• urgent – should be undertaken immediately, these trees represent an immediate hazard
• high – should be undertaken within 6 months
• medium – should be undertaken within 12 to 24 months
• low – basic recommended works which should be undertaken within 24 to 36 months.

Removing stumps from school sites

Tree stumps should be removed when they are in a high-traffic area and when they pose a safety risk at the arborist’s recommendation. Schools should ensure that any potential soil contamination concerns are reviewed prior to stump removal. In cases where removing the tree stump might cause additional damage, such as damage to underground pipes, the tree stumps should be ground down rather than removed. For further information relating to soils, refer to the Asbestos Management Policy.

Following approval of the program application for financial assistance, any required tree stumps works will be funded by the program.

Native tree replanting

Schools can seek assistance to replace removed trees through the program. The choice of trees should be in accordance with the requirements outlined in the Building Quality and Standards Handbook (PDF).

Following approval of the program application, a grant may be provided to schools alongside advice on the trees that will be funded. Schools are asked to purchase the trees first and then seek reimbursement through the program with a proof of purchase.

Schools or the VSBA must plant at least 2 trees of a comparable species for every one removed in accordance with the Tree Removal and Replacement Policy.

Making an application

Applications for the program can be made through the online SmartyGrants application form.

When starting an application form schools should select one of the following options based on support they are applying for:

1. school-led works with financial assistance provided through the program (only where an arborist report has already been procured)
2. department-led works with financial assistance provided through the program
3. department-led works where the school is not seeking financial assistance and works are school funded.

Approval

Program applications are approved by the VSBA. Schools are advised of the outcome of applications via email.

Schools will be notified of the outcome of their application within 30 days of submitting a completed application and providing all required details to facilitate the assessment process.

Delivery of works

Schools seeking assistance through the program can either deliver the arborists recommendations themselves (school-led project) or seek assistance from the VSBA (VSBA-led project).

Schools wishing to deliver the arborist recommendations themselves (school-led project) must submit an already procured/existing arborist report as part of their application. Schools requiring assistance to procure and implement the arborist recommendations (funded through the safe tree program or the school) must specify this in the safe tree program application. These works will be delivered by the VSBA (VSBA-led project).

The below section outlines detailed steps for each of the options.

VSBA-led projects

Step 1: School submits an application

School completes an online SmartyGrants application form providing available information.

Through the online application form, schools must provide:

• a description of concerns of any potential trees/branches
• a quote for the procurement of an independent qualified arborist report or an existing independent qualified arborist report which clearly identifies any proposed tree works for high-risk trees
• a quote for any identified works to high-risk trees, if already available.

Step 2: Assessment of application

The application is assessed, and the outcome is provided in writing with direction on next steps.

Step 3: Completion of tree works

The works can include organising an independent qualified arborist to assess the existing tree/s condition on site and implementation of the arborist recommendations in accordance with the aims of the program (management and/or removal of any high-risk trees).

Provision of advice and assistance with implementation of recommended works (school funded)

When schools have the funding to finance the tree works themselves but require the assistance of the VSBA to complete the works, an agreement can be made in writing for department-led works.

Schools should apply through SmartyGrants, requesting assistance to deliver the tree works.

Following the completion of works, the VSBA will then issue an invoice to the school seeking reimbursement of costs.

School-led projects

Schools wishing to deliver the arborist recommendations themselves (school-led project) must submit an already procured/existing arborist report as part of their SmartyGrants application.

Step 1: School submits an application

School completes an online application form providing an existing arborist report and a quote for any identified works to high-risk trees.

Schools must organise a quote following advice from the Contractor OHS Management Policy and the OHS provider directory (staff login required).

Step 2: Assessment of application

The application is assessed, and the outcome is provided in writing with directions on next steps.

Step 3: Endorsement of quote and grants funds

The school is notified to proceed with approved tree works.

Step 4: School organises endorsed tree works

The school arranges for a qualified arborist to complete the works. Schools should ensure that the contractor completing the works is also updating the existing arborist report with up-to-date risk assessment on any remaining trees on site.

Step 5: Evidence of works completed

Following the completion of the project, the school uploads evidence of the works to SmartyGrants:

• a completed and up to date arborist report
• a tax invoice and evidence of payment for the costs for tree works
• photos of the completed works or other supporting evidence.

Step 6: Acquittal

Once all the required documentation is provided the department will reimburse the school with the funds spent on the works completed (this may include the cost of the initial assessment report when deemed appropriate).

Resources

Emergency Maintenance Program (EMP)

• SharePoint workflow system on eduGate (staff login required) — the system that schools use to make and track their EMP application.