Shade Sails

Policy

This policy sets the requirements for schools to construct, manage and maintain shade sails.

Summary

• Shade sails must be constructed in accordance with the requirements outlined in the Building Quality Standards Handbook (BQSH).
• Schools do not require a planning permit to construct shade sails.
• Schools must visually check shade sail support structures, sails and associated hardware at least once quarterly (once per term), as part of the Workplace Safety Inspections activity.
• Schools must organise for a registered structural engineer to undertake a structural inspection of shade sails at least once every 3 years.
• Shade sails are not allocated in the School Facility Schedules and do not attract Student Resource Package funding. Schools may use their global maintenance budget to maintain shade sails.
• Shade sails must be recorded in the Victorian School Building Authority’s (VSBA) asset register as non-cleanable facilities and surplus to a school’s area allocation.

Details

The provision of shade is a key factor in adaptive management of heat-related climate change impacts such as extremely hot days and heatwaves.

The department’s Sun and UV Protection policy requires school councils to ensure that there are sufficient shelters and trees to adequately shade the school grounds. The proper construction, and ongoing maintenance of shade sails on school grounds is one of the most effective strategies schools can use to protect students and staff from overexposure to UV and increase thermal comfort when using outdoor facilities.

This policy relates to shade sails, which are fabric structures that provide sun and rain protection. If schools are interested in constructing a structure with a solid roof, schools can refer to:

• the BQSH (section 3.4.2 Outdoor learning spaces) to see the building requirements for a covered outdoor learning area (COLA)
• the Repurposing and Renaming School Spaces policy
• the Procuring Low-Value Construction Works or Services policy.

When constructing a shade sail, schools must:

• follow the requirements outlined in the BQSH (section 5.1.5 Shade areas)
• obtain approval for the work and a copy of the certified structural computations from a structural engineer
• follow the guidance in School-funded Capital Projects and Procuring Low Value Construction Works and Services
• record the shade sail in the VSBA’s asset register as non-cleanable facilities and surplus to a school’s area allocation in line with the School asset drawing changes checklist (PDF)
• mark up the shade sail in the SAMS plan and submit it to sams@education.vic.gov.au

Schools do not require planning permits to construct shade sails. However, schools with a Heritage overlay are recommended to follow the Heritage Buildings policy and consult with their local council before undertaking school-led works to ensure the works are consistent with the intent of the heritage overlay. If schools need help consulting with their local council, they can contact the School Asset Leadership unit for assistance at schoolasset.leadership@education.vic.gov.au

Maintenance

Schools can find more information on the routine maintenance tasks for shade sails in the Workplace Safety Inspections policy and the AIMS Knowledge Centre – Routine Maintenance Tasks Guides (PDF) (staff login required).

Visual inspection

Schools must complete a visual inspection in accordance with the Workplace Safety Inspections policy and can find additional information the AIMS Knowledge Centre – Routine Maintenance Tasks Guides (PDF) (staff login required).

To ensure shade sails remain safe and functional, schools must visually check shade sail support structures, sails and associated hardware at least once every 3 months. This visual inspection can be carried out by the school principal or delegate.

Schools must consider the following key issues related to shade sail maintenance and safety:

• corrosion of connections
• inadequate tension
• tears and fraying in the shade cloth material
• corrosion and movement of steel posts and footings.

Following the inspection, schools must take action to address any defects, issues or concerns, using an approach appropriate to the issue. This may include:

• contacting an appropriate shade sail specialist to adjust tensioning or repair tearing
• engaging a registered structural engineer to investigate any visual signs of distress, wear or tear to footings and support structure.

Shade sails engineers inspection and report

Schools must engage a registered structural engineer to undertake structural inspections every 3 years to assess the safety of the support structure.

It is recommended that schools consider using the structural engineer they engage to complete other checks while onsite. These checks can include basketball/netball towers inspections or playground checks.

This inspection is to assess the safety of the support structure and may include assessing:

• excessive sail movement
• corrosion
• fabric condition
• stitching
• tensioning hardware
• footing movement.

Schools can upload the report to AIMS in School Documents.

If schools need help finding a structural engineer, they can contact the School Asset Leadership unit by emailing schoolasset.leadership@education.vic.gov.au

Schools can find additional information in the AIMS Knowledge Centre – Routine Maintenance Tasks Guides (PDF) (staff login required).

Funding

Shade sails fall outside school area allocation and do not attract specific Student Resource Package funding. Schools are responsible for ongoing maintenance and inspection costs and may use their global maintenance and minor works budget for this. Schools can find more information in the Student Resource Package – School Infrastructure policy.

Security

Schools, after considering their history of security incidents, may take down shade sails during holidays. When removing shade sails, schools must follow the Prevention of Falls when Working at Heights policy.

Definitions

School Facility Schedules
The School Facility Schedules indicate the spaces required for a school to deliver its curriculum for a certain number of students.

The Schedules are tables that set out the number and type of learning spaces and/or square metres of space that are required for a school of a certain size and type – for example, primary, secondary, special and special developmental. For more information, refer to the department's Capacity and Area Allocation advice.

Related policies

• Building Quality Standards Handbook
• Capacity and Area Allocation Advice
• Heritage Buildings
• Sun and UV Protection
• Ventilation and Air Purification
• Managing Extreme Heat
• Prevention of Falls when Working at Heights
• Procuring Low-value Construction Works or Services
• Repurposing and Renaming School Spaces
• School-funded Capital Projects
• Student Resource Package – School Infrastructure
• Sustainable and Climate Resilient Facilities
• Workplace Safety Inspections