Program Summary

The objectives of the Australian Government’s Capital Grants Program (CGP) are to:

  • provide and improve school capital infrastructure, particularly for the most educationally disadvantaged students

  • ensure attention to refurbishment/upgrading of capital infrastructure for existing students, while making provision for needs arising from new demographic and enrolment trends

  • pursue the Commonwealth’s other priorities and objectives for schooling

  • account for all capital funding provided under the Act to meet the expectations of the auditors.

The aims and objectives of the CGP are documented in the publication “Capital Grants Program Guidelines”, which is available below for downloading.

Around $2,900,000 per annum in total is normally made available for ACT non-government schools under this program. The maximum limit for a grant will normally be $1,000,000. However, for projects that are for the establishment of new schools, for new campuses, or (either wholly or primarily) for new education levels, funding of up to $1,500,000 for a project will be considered. Funding for projects is generally provided over a two to three year period which means that prospective applicants may have to borrow funds to finance projects in the interim.

Grants for capital expenditure must be used for the following:

  • investigating the need for:
    i) schools in particular areas, or
    ii) schools of particular kinds in particular areas, or
    iii) buildings or other facilities (or parts of buildings or other facilities), or equipment;

  • purchasing land, with or without buildings (or parts of buildings);

  • planning for the erection, alteration, extension, demolition or refurbishment of a building or other facility (or part of a building or other facility);

  • developing or preparing land for building or other purposes;

  • erecting, altering, extending, demolishing or refurbishing a building or other facility (or part of a building or other facility);

  • installing or upgrading water, electricity or any other services;

  • providing equipment, including information technology (as part of a broader capital project unless special circumstances exist);

  • providing furniture (as part of a broader capital project unless special circumstances exist);

  • providing library materials or obtaining services and goods for cataloguing a library (or part of a library) (as part of a broader capital project unless special circumstances exist);

  • any other expenditure prescribed by the Regulation.

Funds are not available for:

  • facilities which have religious worship as a principal purpose;

  • facilities in a co-educational school where those facilities will not, as far as practicable, be equally available to male and female students at the school;

  • where retrospective approval is sought (generally after a contractual arrangement to commence the project has been entered into);

  • projects proposed to be undertaken solely by parents and friends;

  • facilities where the majority of the use will be by full fee paying overseas, or other unfunded students attending a ‘for profit’ section of the school;

  • facilities that are principally for pre-primary education, ie for students below the prescribed state/territory school starting age or where the facility is not in a formal school setting (for example, a school’s attached Early Leaning Centre would not be eligible for CGP funding)

Further information on the CGP is available in the following document:

  • Capital Grants Program Guidelines: View DOCX/PDF

Forms & Procedures

01 · Timetable

View PDF

02 · Participant Agreement

View PDF

03 · Application Process

To apply for a Capital Grant, refer to the Information to Assist Applicants and complete and submit the Online Application Forms for Capital Grant funding:

Information to Assist Applicants: View PDF
Capital Grants Online Application Forms: Login
ACTBGA Quantity Surveyor Project Cost Template: View XLSX

Standard Costs:

Benchmark Square Meter Rates: View PDF

Note: Should an independent school or the Catholic Education Office decide to apply for a Capital Grant, they are invited to lodge a detailed application outlining the proposed Capital Project and the circumstances of the school.

04 · Assessment Process

Assessment Process: View PDF
School SES Scores: View LINK

05 · Appeal Policy & Procedures

View PDF

06 · Approval Process

By the last working day of September each year, the BGA must recommend to the Australian Government Minister which projects are to be funded in the following year and with what level of funding. Generally, the Minister’s decision on recommended Capital Grant projects is announced in November or December and most projects are scheduled to commence in the following year.

07 · Successful Grant Application Checklist

Successful Grant Application Checklist: PDF

08 · Grant Acceptance

Once a grant has been approved by the Australian Government the ACTBGA will forward to the successful applicant a Letter of Offer and a Grant Acceptance Form which outlines their responsibilities with regards to the grant. The successful applicant is required to sign and return the documents to the ACTBGA. Payments from the ACTBGA to the recipient cannot commence until at least January in the first year of the grant.

09 · Tender Process - Project Management

Before a project can commence, tenders must be obtained and submitted to the ACTBGA unless alternative procurement arrangements have been earlier agreed in writing with the BGA. Please note that no work can be undertaken until the ACTBGA approves the tender or agrees to alternative procurement processes. Once the tender is approved by the ACTBGA, and before any grant payments can be made, a Notification of Contract Signing, or Notification of Project Management, must be completed and sent to the ACTBGA.

Tender Procedure: View PDF
Results of Tender Form: View DOCX
Construction Management Form: Use DOCX
Construction Management Trade Package Tender Results: View DOCX
Notification of Contract Signing (proforma): Use DOC
The Building Code 2016: View LINK

10 · Construction, Variation & Expenditure Phase

In the event that a school wishes to amend a project’s approved scope of works; start or completion date; or project costs; a Variation Request Form must be submitted to the BGA.

Once the school or system has signed a construction contract or reached agreement with the ACTBGA to take a construction management approach, and has commenced the site preparation and construction phase, claims should be submitted on the Progressive Expenditure Statement.

The ACTBGA retains $20,000 or 10% of the grant until the final Progressive Expenditure Statement and Architect’s Certificate is received by the ACTBGA.

Procedure for claiming payments: PDF
Capital Grant Progressive Expenditure Statement: XLS
Variation Request Form and Procedure: DOC
Architect’s Certificate: DOC

11 · Final Payment & Project Completion

Once the Architect’s Certificate and the Final Progressive Expenditure Statement have been submitted to the ACTBGA, the final grant payment will be made to the school/system. On receipt of the final payment the school or system must organise for an Independent Accountant to complete the Accountant’s Certificate. This must be done within 3 months of receiving the final payment. Once this has been received by the ACTBGA the project can be acquitted.

Accountant’s Certificate: Use DOC

12 · Recognition Requirements

School Opening Procedure: View LINK

13 · Capital Grants Program – ACTBGA Approved Projects

View PDF