Capital Works Fund

Status:: Open, closes 4 July 2025
Who can apply:: Government
Funding:: $0 - $500,000

The Capital Works Fund (CWF) supports building projects to improve the learning environment, condition or character of schools. Funding is also available for projects that promote inclusion, especially for students with disabilities or additional needs.

The 2025-26 State Budget allocated $25 million to the fund.

Congratulations to the latest 21 schools to benefit from this fund (list available below).

Applications are open until Friday 4 July 2025.

Since 2024, 79 schools have gained grants so far from the $50 million invested in the CWF.

Categories of funding:

Minor Infrastructure: This is funding of up to $50,000 for small priority of condition-related projects.
Student Inclusion Projects: This is funding of up to $300,000 for Student Inclusion Projects to support all students, including those with disabilities or additional needs. This could be inclusive playgrounds. It could also be making indoor and outdoor learning areas more inclusive.
Larger Priority Projects: This is funding of up to $500,000 for larger priority or condition-related projects.

Apply now

Guidelines

The Capital Works Fund (CWF) supports small-scale priority projects that improve the learning environment, condition, or character of Victorian government schools. The CWF also includes projects that promote inclusion, especially for students with disabilities and additional needs.
The CWF is not intended for routine and preventative maintenance activities, or for major capital works. The Victorian School Building Authority (VSBA, a division of the Department of Education) administers the CWF.
Program principles
For the 2025-26 CWF, we will be prioritising projects that clearly:
- address priority building conditions
- improve the learning environment, condition or character of the school
- cannot be fully funded from within existing school funds
- support schools that have a demonstrated commitment to facility maintenance
- support Victorian construction jobs as well as suppliers and other industry sectors.
In terms of student inclusion, the CWF will also consider proposals that:
- increase participation and improve learning outcomes for students with disabilities or additional needs
- create innovative environments based on inclusive best practice and universal design in facility planning and design for students with additional needs.
Funding is not intended to:
- replace routine, scheduled, and preventative maintenance (schools are expected to undertake this with Student Resource Package [SRP] funding)
- replace significant capital works projects that require state budget funding
- replace other key funding programs, such as:
  - emergency maintenance or issues relating to health and safety, which should be addressed through the Emergency Maintenance Program
  - modifications to make a facility compliant to the relevant disability legislation and standards, which can be made through the Accessible Buildings Program.
Schools that have not previously received funding under the Minor Capital Works Fund (MCWF) or the Inclusive Schools Fund (ISF) may be prioritised for consideration.
Program timelines
The program opens on Tuesday 10 June 2025 and closes at midnight on Friday 4 July 2025 with all funded projects to be completed by the end of December 2027.
- Program announced – May 2025
- Applications open – Tuesday 10 June 2025
- Applications close – Friday 4 July 2025
- Assessment – July to August 2025
- Costing and shortlisting – September to October 2025
- Approval and announcements – November 2025
- Delivery of works – All funded projects completed by end of December 2027.

Funding

Funding streams

Stream 1 – Small priority or condition-related projects	Stream 2 – Larger priority or condition-related projects	Stream 3 – Student inclusion projects
Maximum funding of $50,000 (ex GST)	Maximum funding of $500,000 (ex GST)	Maximum funding of $300,000 (ex GST)
We will prioritise condition-related projects (e.g. toilet and roof upgrades), as well as projects that promote inclusion. We will determine who manages the project – whether it be school-led or VSBA-led. If an application to Stream 1 is costed above $50,000, we will move it to Stream 2 for assessment. Schools must provide a clear project description with detailed specifications and designs/plans. We will arrange for all projects to be professionally costed. Schools can co-contribute any amount up to maximum project costs. Any co-contributions must be approved by the VSBA. By exception, a project costed above $500,000 under Stream 2 or $300,000 under Stream 3 may be approved for funding in cases where the VSBA deems it a significant priority.
All funded projects to be completed by the end of December 2027.
Apply via SmartyGrants. Applications close midnight, Friday 4 July 2025.

Determining project scope costs and project viability

If you’re uncertain of which stream to apply under, please email Capital.Works@education.vic.gov.au.

For small condition-related projects, apply for Stream 2 if you’re sure your project is expected to cost more than $50,000 (ex GST).

For inclusion projects, all applications of up to $300,000 will be assessed under Stream 3.

Your project proposal must be within the maximum funding amount ($50,000 for Stream 1, $500,000 for Stream 2, and $300,000 for Stream 3).

You do not need to obtain a quote as part of your application.

The application and assessment process is designed to help the VSBA understand what your school is looking to achieve, and your project proposal will be professionally costed by a quantity surveyor.

It is the role of schools to clearly define the project scope. The online application template asks key questions to help you articulate your project scope and intent.

To further support schools in determining an achievable scope of works under the CWF 2025-26 Round, the VSBA may contact schools to clarify project scope and intent.

It is the role of the VSBA to assess all applications and determine project costs:

The VSBA will engage professional quantity surveyors to assist in costing applications.
Schools may receive a phone call during the assessment process to clarify scope. This call may be from the VSBA or a professional quantity surveyor assisting us cost projects.
Schools may be contacted by the VSBA to allow a building professional to enter your school site and consider:
- the cost of your project proposal
- site specific considerations at your school site
- the viability of your project proposal.
Where on-site professional costing is undertaken, schools will be involved in this process and have project scope confirmed with them.
Attendance of a building professional at your school is not a guarantee that a project will be funded.
Where the VSBA receives professional advice indicating Stream 1 proposals are estimated to cost more than the maximum funding amount of $50,000 (ex GST), they will be moved to Stream 2 for consideration.
Where the VSBA receives professional advice indicating that proposals under Stream 2 or Stream 3 are estimated to cost more than the maximum funding amounts ($500,000 for Stream 2 and $300,000 for Stream 3), your school will be given the opportunity (where possible) to:
- meet any project-related costs more than the maximum available funding amount, or
- allow the VSBA, in consultation with your school, to reduce the project scope to fit in with the maximum funding amount available.
The announced funding covers all costs associated with the building project, including project management and professional fees as well as contingency items. The VSBA is responsible for making all required payments to consultants and builders.

Where unforeseen circumstances or latent conditions arise causing the project to incur additional costs beyond the available budget, unfortunately no additional funding is available. In these circumstances, the VSBA will work with schools to ensure the best outcome is achieved from the announced funding.

Eligible schools
The CWF is open to all Victorian government schools.
Funding for Victorian non-government school infrastructure projects is provided through the Building Fund for Non-Government Schools.
Eligible projects
Projects are eligible if:
- they pertain to a government school registered with the Victorian Registration and Qualifications Authority (VRQA)
- they are compliant with the Building Quality Standards Handbook
- the proposed use is consistent with the Education and Training Reform Act 2006
- they are ready to start and able to be completed by the end of December 2027.
Only one project per school can be funded, although schools with multiple campuses can apply for a separate project for each campus.
Ineligible projects
Projects are ineligible if:
- school co-contributions have not been approved by the VSBA
- more than one application per school is lodged (although schools with multiple campuses can apply for a separate project for each campus)
- the application bundles projects (for example, a playground upgrade and a new toilet)
- the proposal involves significant capital works subject to the State Budget process
- the proposal involves land not administered by the Minister for Education (e.g. council/private land)
- further approvals (other than a building permit) are required (e.g. Heritage Victoria permits, Flora and Fauna Guarantee Act, Cultural Heritage)
- they create space in addition to School Area Facilities Schedules (see School Facilities Schedules Policy for further information)
- they involve unforeseen, urgent infrastructure maintenance issues which pose a risk to safety, where schools do not have the financial capacity to rectify the issue (this should be addressed through the Emergency Maintenance Program)
- a school has been damaged in an incident or event and requires assistance to make the site safe (this should be addressed through the Make-safe Program by calling 1300 133 468)
- they are to make reasonable adjustments to school facilities for eligible members of the school community with disability, and to purchase hearing equipment for students with hearing loss (this should be addressed through the Accessible Buildings Program)
- funding is intended to be used for a cost overrun on an existing project.
If you are in any doubt about any of the eligibility requirements, please contact the VSBA at capital.works@education.vic.gov.au.
Eligibility criteria
Your application must be able to demonstrate that:
- the applicant organisation is a government school registered with the Victorian Registration and Qualifications Authority
- the proposed works are not ineligible and do not relate to projects or works outlined in the “What will not be funded” section (below) of these Guidelines.
If your application is unable to demonstrate compliance against all eligibility criteria, it may be ruled ineligible.
We will contact all applicants on the outcome of their applications. Successful projects will be published here, on the Victorian School Building Authority website.
All funded projects are to be completed by the end of December 2027.
Submission of an application does not necessarily mean your school will receive funding.
What can be funded?
The CWF aims to support works that improve the learning environment, condition and/or character of schools, or promote inclusion.
Eligible project examples include:
- toilet upgrades for students or staff
- roof upgrades for learning or administration spaces.
- issues identified by the Rolling Facilities Evaluation and found in the Priority 3 to 5 categories (including asphalting, gutters and drains)
- relocatable building upgrades or replacement
- classroom upgrades, including flooring
- general landscaping
- playgrounds
- football/soccer goals
- flagpoles (consistent with the Department’s Flags Policy)
- oval upgrades – resurfacing and drainage
- covered walkways
- outdoor learning areas
- bike sheds
- fences – new or repaired (please read the Department’s Fences Policy before applying. For fences which border a neighbour’s property, applicants will be expected to show that they have consulted with neighbours)
- indoor or outdoor inclusive learning spaces
- inclusive playgrounds.
Projects that address student inclusion should incorporate the 7 Principles of Universal Design:
1. Equitable use
2. Flexibility in use
3. Simple and intuitive design
4. Perceptible information
5. Tolerance for error
6. Low physical effort
7. Size and space for approach and use.
What will not be funded?
The CWF will not support:
- applications bundling more than one project into a single application. If you are unclear whether your project would count as bundling, please contact Capital.Works@education.vic.gov.au.
- more than one project per school (although schools with multiple campuses can apply for a separate project for each campus)
- space in excess of School Area Facilities Schedules
- projects requiring further approvals other than a building permit (e.g. Heritage Victoria permits, Flora and Fauna Guarantee Act, Cultural Heritage)
- demolitions and new buildings considered significant capital works
- lifts/elevators
- air-conditioning (except where consideration may be given to schools in NatHERS climate zones 20 and 27 – refer to Building Quality Standard Handbook Appendix B for relevant postcodes)
- information technology costs
- staffing costs
- loose furniture and equipment
- reimbursement for works already started or completed
- routine maintenance for buildings, grounds, for annual contracts and Essential Safety Measures
- emergency works such as damage due to vandalism or a severe weather event
- Accessible Buildings Program eligible modifications including:
  - ramps and handrails (including temporary ramps)
  - toilet and shower modifications
  - modifications for vision or hearing impairments
  - change tables and hoists
  - limited external works to improve access for the applicant.
- works which can be funded through other programs
- major capital projects.
Lodging applications
Applications must be submitted by the principal or by an authorised representative with explicit, written approval from the principal.
Applications:
- are made online through SmartyGrants
- can be changed at any time during their preparation and completion until formally submitted (please remember to occasionally click the “Save” button within the application form to prevent data loss)
- must have all sections completed for applications to be considered.
To ensure that you supply all relevant information, see the ‘Required Information’ section below in these guidelines before submitting your application.
We also recommend that you discuss your application with your nearest Department’s regional office before submitting.
Applications close at midnight on Friday 4 July 2025 for all 3 streams. Late applications will not be considered.

Assessment

Assessment Criteria	Weighting
Scope of works is clearly defined	15%
Project improves the learning environment, condition or character of the school, or promotes student inclusion	40%
Project is ready to commence	15%
Project can't be funded through existing school funds	15%
Commitment to maintaining your school	15%

Required information

You must supply the following to address the assessment criteria as part of the application process and to complete all sections in the application form.

Schools can use the table below as a checklist.

Assessment criteria checklist
Criterion 1 (15%): Scope of works is clearly defined	A clear project title. A clear project summary (within maximum funding amounts of $50,000 for Stream 1, $500,000 for Stream 2, or $300,000 for Stream 3). An indication of the project type (you’ll be able to choose these from a list in the application form (e.g. ‘roof upgrade’ or ‘toilet upgrade’). Very detailed project scope listing dot points of the works you’d like to occur. For example, a bathroom refurbishment, might include: new sinks, new vanity units, new toilet pans, new cubicles. A site (SAMS) plan marked up showing where on your school site the project will take place and how the project will change the site (if applicable, e.g. an arrow pointing to where the roof upgrade will be on the school site). You can find the SAMS plan for your school at: School Facilities Profile website.
Criterion 2 (40%): Project improves the learning environment, condition or character of the school, or promotes student inclusion	Streams 1 and 2: No more than 300 words describing why this is a priority improvement. You may choose to supplement this with an up-to-one-minute voice recording or video of someone from your school (ideally the school principal) outlining why your project should receive funding. The Department will use VSBA-maintained data to verify and assess school asset condition and will give emphasis to priority condition-related projects (e.g. roof and toilet refurbishments) in assessing applications. Stream 3: No more than 300 words describing the school’s commitment to inclusion and why the proposed project will improve learning outcomes and increase participation for students with disabilities or additional needs. Detail the prevalence of children with disabilities or additional needs attending the school. Both streams: The Department will use VSBA-maintained data to verify and assess whether schools have previously applied for the same scope of works through VSBA administered grant programs and will give emphasis to projects that previously ranked highly.
Criterion 3 (15%): Project is ready to commence	Photographs or video of the current (proposed) project location (e.g. a photograph or video of the current toilet block). Photographs or video of what you would like the project location to look like in the future, that help convey what you are trying to achieve (e.g. a photograph of a roof refurbishment that has been completed at another school). The VSBA website is a good place to start. No more than 300 words describing the school’s preparedness for project implementation. For example, that plans are in place to support school operations if facilities are affected by the project.
Criterion 4 (15%): Project can’t be funded through existing school funds	Written confirmation of the maximum amount the school can co-contribute (if the school is able to co-contribute). No more than 300 words demonstrating that the project cannot be fully funded from existing school funds. The Department will compare information provided against school bank account data to verify and assess whether schools can fully fund or contribute towards projects. Emphasis will be given to projects that schools are unable to fund.
Criterion 5 (15%): Commitment to maintaining your school	Endorsed School Maintenance Plan (SMP) in place. If you have any queries regarding your SMP, please contact the SMP team on 7022 2212 or email maintenance.plan@education.vic.gov.au. No more than 300 words demonstrating condition and routine maintenance works are being completed on time and your school is recording this on Department systems (including the Asset Information Management System – AIMS). The Department will also use data from Departmental systems to assess this. For schools that received funding through the School Shade Sails Fund or Bushfire Preparedness (Vegetation) Program, all requested acquittal evidence must have been submitted.

School contributions for VSBA-led projects
Where schools want to contribute to VSBA-led projects, approval may be given as part of this grant application process.
Schools are not to use equity funding or retain SRP maintenance funding for the purposes of a school-funded capital project.
Schools should be maintained to an appropriate condition before funding is used for new facilities.
Schools must contribute 100% of their funding prior to the award of a construction contract.
To ensure that all project transactions are captured, the VSBA makes payments directly to consultants and contractors on a school’s behalf, subject to the school having, first, reimbursed the VSBA.
For transparency, contributions will be reported in the Victorian Government’s Budget Paper 4.
Recommended projects
The VSBA will provide a list of recommended projects to the Minister for Education for approval. The Minister makes the final determination with respect to funding.
Projects will be recommended for funding primarily on their rating against the Assessment Criteria; however, the VSBA will consider other factors including:
- the distribution of approved projects across funding streams, local government areas and education regions
- the availability of funding, noting that the number and value of eligible, highly-rated projects may exceed the total available funding
- whether schools have received major capital upgrades or other grants funding recently.
The Minister reserves the right to allocate funding under this program to any application made by a government school to address the strategic priorities of the program.
All applicants will be contacted on the outcome of their applications. Successful projects are subject to a signed funding acceptance and will be published on the VSBA website.
Procurement compliance for school-delivered projects
When conducting any construction or capital works procurement schools must comply with Victorian Government probity and tendering policy, consistent with the Project Development and Construction Management Act 1994 (PDCMA). Specifically “Schools must obtain at least one supplier quote for contracts valued at $50,000 (including GST) or less” and follow the Procuring Low-value Construction works or Services policy. Schools must obtain at least three supplier quotes from a Victorian Building Authority registered builder for projects estimated to exceed $50,000 (including GST), and comply with the School-funded Capital Projects policy.

Delivery

All funded projects are to be completed by the end of December 2027.

Delivery of approved projects

The VSBA is committed to supporting schools in the delivery of all capital projects. Based on total project cost, and with some exceptions, delivery will generally be managed as follows:

Stream	$ – total project cost	Delivery
1 – Small projects	Up to $50,000	School-led
2 – Larger projects	$50,001 and up to $200,000	School-led or VSBA-led
2 – Larger projects	$200,001	VSBA-led
3 – Inclusion projects	Up to $100,000	School-led
3 – Inclusion projects	$100,001 to $200,000	School-led or VSBA-led
3 – Inclusion projects	$200,001	VSBA-led

The VSBA will determine whether any project is school or VSBA delivered; however, schools will be consulted as to whether they have a preference to undertake the work themselves.

All projects above $200,000 will be delivered by VSBA.

The VSBA reserves the right to deliver any funded project.

Where unforeseen circumstances or latent conditions arise causing the project to incur additional costs beyond the available budget, no additional funding is available. In these circumstances, the VSBA will work with schools to ensure the best outcome is achieved from the announced funding.

VSBA-led projects

For all VSBA-led projects, we will assign a dedicated project officer to work with you and be your point of contact throughout the delivery process.

The announced funding covers all costs associated with the building project, including all project management and professional fees. The VSBA is responsible for making all required payments to consultants and builders.

School-led projects

Schools deliver the projects independently and comply with all policies and regulations. Schools should refer to the Department’s Procuring Low-value Construction works or Services policy, and School-funded Capital Projects policy for more information.

Where schools deliver projects independently, the school (and not the VSBA) bears the risk of any project cost overrun.

For approved school-led projects, funding will be released to schools in two milestone payments:

	Payment	Documentation required
Milestone 1	80% of allocated funding upon approval of documentation	Submission of scope of works, quotations, approval of contributions and approved building/planning permits. Signing of a funding acceptance.
Milestone 2	20% of allocated funding upon approval of documentation	Submission of the Project Acquittal. Photographic evidence of the completed project/works. Confirmation the school SAMS plan has been updated (where relevant).

The following links are provided to assist with applications:
In relation to inclusive practice for students with special needs, the following resources are available:
- Department of Education
- Sport and Recreation Victoria
  - Good Play Space Guide: “I can play too”
- Australian Inclusion Resources
  - All Play Learn
  - inclusion ED

Contacts

Announced May 2025
21 schools that applied for the previous round have been funded in the 25–26 State Budget.
Announced December 2024
58 schools were successful in securing funding, sharing in over $24.765 million.

Region	Provision & Planning Manager	Email	Phone
North-Eastern Victoria	Damien Hanwright	Damien.Hanwright@education.vic.gov.au	7022 1172
North-Western Victoria	Jeanette Stubbs	Jeanette.Stubbs@education.vic.gov.au	8468 9224
South-Eastern Victoria	Darren Clarke	Darren.Clarke@education.vic.gov.au	8904 2559
South-Western Victoria	Kimberley Bendall	Kimberley.Bendall@education.vic.gov.au	9194 6305

Updated 6 June 2025

Guidelines

Program principles

Program timelines

Funding streams

Determining project scope costs and project viability

Eligible schools

Eligible projects

Ineligible projects

Eligibility criteria

What can be funded?

What will not be funded?

Lodging applications

Assessment criteria

Assessment process

School contributions for VSBA-led projects

Recommended projects

Procurement compliance for school-delivered projects

Delivery of approved projects

VSBA-led projects

School-led projects

Program enquiries

Application enquiries (SmartyGrants)

Regional offices

Announced May 2025

Announced December 2024