Stage 2 Initial Application

A formal application providing project details, enrolments, cost at standard costs, Educational Need, conformity with area guidelines and a forecast of Financial Need.

Closing date is Thursday 3 February 2022

Please read the instructions below before completing and submitting your application.

Step 1 - Instructions for Applicants

There are five parts to this year’s application documentation which can be downloaded here for completion.   Documents 2, 3, 4 & 5 are to be uploaded on the last page of the On Line form.

  1. Stage 2.1 Initial Application – On Line Form
  2. Stage 2.2 Initial Application – Excel
  3. Financial Analysis R2023 – Excel
  4. Site Diagram
  5. Sketch Plans

Please ensure that each of these steps listed here are completed to that your application is accepted.

Step 2 - Completing your application

Information about the grants program

Capital Grants Program (CGP) Guidelines 2019“.  This publication is issued to Schools by the Department of Education and Training.  It outlines the Capital Grants Program’s scope, objectives and priorities.

Schools are welcome to contact the BGA to discuss any proposed application prior to submission.

Complete Stage 2.1 Initial Application On-Line

To complete the on line form go to the bottom of this screen and click on the link provided.

Complete Stage 2.2 Initial Application

This is an Excel file which consists of a number of spreadsheets for collecting information about: enrolments, existing facilities and the proposed project.

The spreadsheets have been designed to make it easy to enter information.  They also perform many of the calculations automatically.  To submit this document upload on the final screen of the on-line Stage 2.1 Initial Application.

Complete Financial Analysis for R2023 Application

This is an Excel file which consists of a number of spreadsheets for collecting information about your capital budget, project financing and your financial forecast.  You will require you to update the data over Stages 2 – 4 of the application process.

The spreadsheets have been designed to make it easy to enter information.  They also perform many of the calculations automatically.  Please read the Instruction page FIRST!

To submit this document upload on the final screen of the on-line Stage 2.1 Initial Application.

Site Diagram

Please PDF a diagram of the School site showing all existing and proposed facilities preferably A3 size. Please label rooms and show square metre areas.

Ideally this should be a copy of the master plan for the School’s facilities.  To submit this document upload on the final screen of the on-line Stage 2.1 Initial Application.

Please shade and code the diagram to show current, projected and other planned future facilities. 

Sketch Plans

Please PDF sketch plans that give a good idea of the design of the project.  Where possible include plans and external perspectives with dimensions.  To submit this document upload on the final screen of the on-line Stage 2.1 Initial Application.

Submit Application

On completion of the Stage 2.1 Initial Application on line form, UPLOAD the three documents on the final screen.

  • Stage 2.2 Initial Application – must be uploaded in EXCEL format only.
  • Financial Analysis for R2023 – must be uploaded in EXCEL format only.
  • Site Diagram – must be in PDF, A3 size preferably
  • Sketch Plans – must be in PDF

After submission you will receive and email showing the details that have been entered in Stage 2.1 Initial Application.

Step 3 - Special Notes

Costs of Applications

The “Total Project Cost” has been redefined to include the Application Costs i.e. the costs of preparing a BGA Application (architects, consultants, quantity surveys etc). Your Application Costs are borne by the school regardless of the success of the application.

Retrospective assistance

Applications for retrospective assistance cannot be considered.  An application is considered to be retrospective if a School enters a commitment (eg signs a contract) prior to receiving formal Ministerial approval of a grant.  This occurs in late November/early December prior to the Grant Year.

Late Applications

Late applications cannot be accepted

Engaging an architect

While not mandatory, using expert advice for design and costing at this early stage is strongly encouraged. Preliminary design should consider all options and requirements.  Inaccurate costing can lead to later financial problems.  In particular,

  • a description of the project and realistic costings are required at the initial application stage, and
  • an A3 size site plan with all areas of facilities marked is also required. The current, proposed and projected facilities must be shade coded on the sketch.

Cost Guidelines

CLICK HERE for details of costs for functional areas.  If estimates of costs for your project exceed BGA standard costs, please add an explanation.

Step 4 - Area Guidelines
Size Chosen and Total Area
This is in regard to Stage 2.2 “Existing Facilities” and “Proposed Project”.  Sizes are measured as net floor areas, ie areas are measured from the inside face of the interior walls. Figures should be expressed in whole square metres. In the case of extensions, “size chosen” is the area of the additional space. For conversions and refurbishments, “size chosen” is the total area of the facility being converted or refurbished.

Cost m2 and Total Cost
Costs should be expressed to the nearest $100. The cost of built-in equipment and built-in furniture  should be included in the Associated Costs section of the Proposed Project tab in Stage 2.2 Initial Application.

Area Guideline 
The BGA has established area guideline for Schools. A School’s area per student is measured before and after a proposed project is constructed to allow for enrolment increases.  In general, Schools will need to explain why they will exceed the Area Guidelines after the proposed project is completed.  The current Area Guidelines are 7.5 m2 per primary student (Years R-6) or 12.0 m2 per secondary student (Years 7-12).

To download a copy of the above instructions CLICK HERE.

Complete the Stage 2.2 Initial Application – Excel document CLICK HERE.

Complete the relevant section of the Financial Analysis for R2023 – Excel document CLICK HERE

This document can be uploaded with your Site Diagram and Sketch Plans via the ONLINE Application below.

To complete the On Line Application for Stage 2.1 Initial Application CLICK HERE.

Please ensure you have all attachments completed and ready to upload.  You can save a draft and return to the application at a different session if necessary.