Guidelines for school-led funding allocations
The information in this section applies to schools that receive up to $50,000 in planned maintenance program (PMP) funding for visual defects identified through the rolling facilities evaluation (RFE).
All school-led projects must commence within 9 months of receiving a funding allocation. If the school-led project has not commenced within 9 months, the Victorian School Building Authority (VSBA) will take over delivery of the project, using the allocated funds.
Schools may also request their project to be led by the VSBA at any time if desired.
Funding acquittal
For school-led projects, schools are required to complete and submit a funding declaration form for approval. Schools will be contacted by a VSBA technical leadership coach to explain the process and assist with the completion of the funding declaration form if required.
In completing and submitting the form for approval, the school acknowledges the intention of the funds, and the full amount of funding available. This helps the VSBA ensure funding is spent for its intended purpose.
The form requires department regional office approval. The school will not receive funds until the appropriate approvals are made (step 4).
All school-led projects must commence within 9 months of receiving a funding allocation. If the school-led project has not commenced within 9 months, the VSBA will take over delivery of the project, using the allocated funds.
Works delivery
After the funding declaration form has been approved by the regional office, schools may enter into contracts with suppliers for PMP projects valued up to $50,000.
To ensure the department fulfils its mandatory obligations under the Project Development and Construction Management Act 1994 and the Ministerial Directions and Instructions for Public Construction , schools seeking to enter such contracts must comply with the Procuring Low-value Construction Works or Services policy.
The process for a school-led project is detailed below.
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Download a copy of the planned maintenance program funding declaration form and save it offline.
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Complete sections A to D of the planned maintenance program funding declaration form :
- Section A: school details
- Section B: planned maintenance program (PMP) funding allocation information
- Section C: agreement
- Section D: signature and date
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Submit the planned maintenance program funding declaration form and a copy of the school’s funding letter via email to the VSBA at amp.coordinator@education.vic.gov.au
The VSBA will upload the relevant documentation to the condition assessment (staff login required).
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Await regional approval before engaging contractors to complete the works.
The regional provision planning staff will review and if there are no issues, they will approve the submission. The school will receive an email when the submission has been approved.
Once the submission has been approved, the school may engage contractors in accordance with Procurement policy to undertake works.
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Mark the items as complete in the school maintenance plan by using the condition-based maintenance work orders in (school log in required).
This involves packaging items together if required, approving work orders and paying invoices correctly in CASES21. This will automatically mark AIMS items as financially complete at the time of payment.
Reviewed 29 May 2024