education.vic.gov.au

School operations

Student Resource Package — School Infrastructure

Maintenance (Reference 35)

The formula for Maintenance and Minor Works funding is completed in 3 steps.

Step 1 – Maintenance rates

The actual area of all curriculum buildings and covered ways on a school site is multiplied by a maintenance rate (in dollars per square metre). Buildings and spaces which are recorded as ‘no entitlement’ are excluded from this calculation. Spaces are typically recorded as ‘no entitlement’ if they were not originally constructed by the department, and are in excess to a school’s allocated facility area. For more detail on area allocation and excess space, see Capacity and Area Allocation.

The maintenance rate reflects the cost of maintenance activities which schools are required to perform on school buildings. The rate is tailored by building type:

  • Permanent curriculum building
  • Relocatable curriculum building
  • Curriculum covered way

Step 2 – Modifiers

A set of modifiers is then applied to the maintenance rates developed in Step 1. These modifiers reflect specific conditions of a building or site which increase the cost of maintenance.

These modifiers include allowances for:

  • building age
  • building condition
  • heritage buildings
  • multi-storey buildings
  • regional or rural location
  • STEM facilities
  • specialist schools
  • hydropools
  • lifts (this covers the ongoing maintenance of lifts, lift inspections are covered through the Annual Contracts allocation).

Step 3 – School allocation

The building-level maintenance allocations are added up (following the application of the modifiers in Step 2) to produce an overall maintenance allocation for each campus.

Then, the campus allocation is scaled for excess space (space in excess to a school’s allocated facility area).

All campus allocations are then proportionally adjusted to meet the overall maintenance budget available for that year.

All campuses also receive a set minimum allocation to cover basic operating costs.

For schools with more than one campus, the school allocation is the sum of all individual campus allocations.

The Student Resource Package (SRP) Maintenance and Minor Works grant is paid on a quarterly basis as part of the SRP budget cash grant.

Changes to a school's Maintenance and Minor Works funding allocation between calendar years and/or between Indicative and Confirmed allocation may have occurred due to:

  • changes to building data
  • changes to enrolment
  • changes in relocatable buildings
  • changes in the state-wide maintenance budget.

Funding allocation

All schools are encouraged to undertake proactive maintenance planning, using all available information, including routine maintenance guides and the results of condition assessments. It is vital that schools use their SRP Maintenance and Minor Works allocation for the active and ongoing maintenance of facilities and to prevent potential health and safety issues.

Schools that have already taken part in the Rolling Facilities Evaluation should be using the School Maintenance Plan portal to plan or AIMS, if your school has been migrated to AIMS, and schedule maintenance tasks. For further information, refer to School Maintenance Plans or contact vsba.asset.management@education.vic.gov.au

Expenditure should be allocated in CASES21 to the following:

  • Sub Program Code: 6201 – Maintenance and Minor Works
  • General Ledger Account Code: 86504 – Building Works.

SRP funding for Maintenance is calculated at the Indicative and Confirmed cycles and may be updated at the Revised cycle. Funding is allocated through cash funding.

Reference 35 of the SRP Guide, providing information on maintenance funding including the formula for funding distributions

Reviewed 02 January 2023

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