Secure Zone

Making an Application

Applications for the Australian Government Capital Grants Program (CGP) and the State Capital Assistance Scheme (SCAS) will be submitted online for the 2017 Round.

For CGP and SCAS applications there is one submission point per calendar year, as per the relevant Commonwealth and State Legislation and Guidelines.

2017 Round dates are:

On-line Application opens: Mon, 5 December 2016
Part A Application closes (Section 1): Wed, 1 March 2017 (at 11.59pm)
Part B Application closes (Section 2 - 5): Fri, 31 March 2017 (at 11.59pm)
Hardcopy requirements due at QIS BGA: Fri, 7 April 2017

To access the online application, you will need a username and password privided by the QIS BGA office. 

Click on the link below to activate this process:

2017 Online Application Username and Password Request


The website address or URL for the online application is

It is preferable to use web browsers - Mozilla Firefox, Safari, Chrome or Internet Explorer 9 or later.


When using the application, if assistance is required, please click on the link below to access the Help Notes:

Help Notes to the 2017 Online Application

Application Processes

Competitiveness of the funds

The allocation of capital funds for Australian Government and State Capital projects is not an entitlement, but is competitive amongst applicants in each round. 

Applications are assessed on the basis of educational and financial need, using a range of indicators to determine the level of socio-economic disadvantage.

Competition for funds in the round is expected to be extremely strong and some applicants may be unsuccessful, or the proposed project may not be supported to the extent sought in terms of the number of facilities and amount of grant.

Signing of agreement to participate in an application

Applicants for Australian Government and State Government funding will be required to complete an Applicant School Agreement that relates to the conditions/requirements in the submission and processing of an application for an Australian Government or a State Government capital grant.  This Agreement is in the online capital application.

Assessment of applications

The BGA is required by the Australian and State Governments to assess the eligibility of all applications against the legislated Guidelines.  The BGA must determine the minimum viable project for the school to achieve its stated goals and the maximum contribution that it can make towards the project.  Eligible projects are then ranked into an order of priority (Admin. Arrangements; para. 4.6; State Govt. Guidelines 10.2).  Items such as educational disadvantage of students, shortfall against global area standards, condition of existing facilities and financial capacity are some of the criteria used.

All applicants will be visited during the period mid-April to mid-August to allow school authorities to present their case for funding to QIS BGA.

Global area guidelines and its impact on assessment

Schools are free to plan the type of functional spaces they desire and need; however, the BGA will use global area standards as a basis for determining the educational need for additional space and also in the priority ranking of schools demonstrating need. In certain situations, such as small schools or older schools that might have heritage listing, it may be impossible to stay under the global areas. In such circumstances the school should put forward a case for the BGA to consider an exemption from the area guidelines.

The floor area standards used by the BGA to assess educational need for additional space are:

Tuition Facilities:

  • 7 m2 per Primary student
  • 10 m2 per Junior secondary student (Years 8-10)
  • 11 m2 per Senior secondary student (Years 11 and 12)

Boarding Facilities:

  • 24 m2 per Boarding students

Schools should use enrolment projections two years forward of the application round to calculate the floor area entitlement. A school’s floor area (internal measurements) on completion of the proposed project should be less than the school’s floor area entitlement for the relevant year. See Global Area Standards for information on how this is calculated.

Distance education operation and facilities

The construction and/or renovation of facilities to service Australian Distance Education students are eligible for consideration of Australian Government capital grants.  State Government capital grants apply for Queensland students only.

To operate a School of Distance Education servicing 250 students as a baseline number, the following areas are deemed fair and reasonable to enable such a facility to operate in an efficient manner and to attract capital grants.

This totals 222 m2 for 250 students.

Pro-rata increases for larger schools in some spaces such as teacher work areas would be appropriate.

It is recognised that the funding and operation of Distance Education is different from a Day School operation and so there is a need to differentiate the Distance Education program as a separate cost centre from the Day School’s operation in any capital application.

Overseas students and their impact on assessment

When overseas students in at least one level of education provided in the school comprise more than 5% of the student enrolment, or more than 20 in that year level, QIS BGA must consider the contribution these students are making to the recurrent and capital needs of the school.  If a school has been charging overseas student fees that cover the full capital and recurrent cost of education of the overseas students, so that State and Australian Government grants are not used to meet the cost of facilities for overseas students, then an application (which is solely for the use of Australian students) may be assessed in the normal manner.

Where a school’s overseas student fees have not been or are not adequate, the amount of `lost’ income to the school and the amount of additional debt that could be serviced by that `lost’ income must be considered when assessing the school’s contribution to the project.

Even if adequate fees have been charged for overseas students, the Australian Government directs the BGA to carefully scrutinise claims by an applicant school that a facility will not be used primarily by overseas students nor has the potential for overseas students to be the primary user of the facility in the future.

The BGA recognises that there are two types of buildings for which schools with overseas students could apply for capital assistance:

  • A custom-built facility for the sole use of overseas students.  These buildings are not eligible for capital assistance;
  • Facilities which will be used by overseas students and Australian students.  The Australian Government recognises that, most schools could provide the present percentage of overseas students who would use the facility.  It also recognises that, in practice, it is not possible to identify the on-going overseas students’ proportion of a project in this way.  Consequently, rather than trying to dissect out the fundable portion of a project, BGA policy is to ensure that the school’s contribution to the total project is such that no subsidising of overseas students is involved.

Calculating Adequate Overseas Student Fees

From:  Aust. Govt. Administrative Arrangements Attachment 3 para. 6 - Australian student fee for that level:

  • Australian student fee for that level
  • Non-fee income per student
  • Australian Govt. per capita recurrent grant for that level
  • State Govt. per capita grant for that level
  • An amount equal to the amount paid by Aust. students for Capital

A Capital contribution that is at least equal to 40% of the school’s private income per students (recurrent and Capital) per annum = Overseas Student Fee

New schools policy

Under the Commonwealth and State Government’s Capital Grants Program, schools may apply for Stage 1 funding up to two years prior to commencement.  Schools may also apply for funding in the year prior to opening for construction during the first year of operation and for use in the second year (commonly called Stage 2).

New schools will be required to have land already available, be accredited to operate a school in Queensland and be eligible to receive Australian Recurrent Grant funds (GRG).  No Australian Government Capital Grants can be paid until schools are in receipt of GRG funding, that is, have students enrolled in the school.

Appeal process

Schools that have applied for Capital funding and are dissatisfied with the outcome of their application may appeal to the Block Grant Authority in writing with regard to the following guidelines:

1. Australian Government Capital Grants

If an application is not recommended for a grant, the BGA will communicate the reasons for rejection to the school.  If a school does not agree with these reasons it may appeal against the assessment and request an independent review of the assessment process.  There is no mechanism for appeal if the school thinks the grant is insufficient.

2. State Government Capital Grants

If an applicant school does not agree with the amount of grant they have received they may request a review of the grant amount, through the Block Grant Authority.  The applicant must specify the amount of the increase sought and give reasons for seeing the increase.  There is no mechanism for appeal if the school is not recommended for a grant.

Recommendations submitted to the Ministers

The BGA must present recommendations for funding from Australian and State Governments to the relevant Ministers responsible for Education by 30 September each year.  The outcome of applications for Australian and State Government funds is expected to be announced by early December.

Signing agreements to accept grants

Grantees under either the Australian Government General Element Capital Grants Program and/or the State Capital Assistance Scheme will be required to enter into a Recipient School Agreement (contract) with QIS BGA Limited in relation to the:

  • expenditure of Capital funds;
  • acknowledgement of receipt of and accountability for the funds;
  • and use of facilities for a period of at least 20 years (at which time the right ends for the Australian and State Governments to demand repayment of grant funds).

Tendering process

The Australian and State Governments require effective competition to the greatest extent practicable for all major elements of the building program, therefore tendering must be based on the Australian Standard Code of Tendering – AS4120.  Potential tenderers must be invited to express interest in a recognised public newspaper and appropriate respondents should receive the tender documents.

Commencement of building works

No funding of approved Australian Government and/or State Government projects is able to be paid if building works are commenced prior to receiving Ministerial approval.  Applicants recommended for Australian Government and State Government grants must not commence work until after funds from both sources are approved and Recipient School Agreements (contract) have been executed.  The school will be notified of approval of projects directly from the appropriate Commonwealth and State Government Ministers for Education and later from the BGA office.

Occupancy of buildings

For both Australian and State Government funding, applicants should aim at meeting the educational need of the school for 2018 enrolments:

Projects funded from either or both of the two government sources should be constructed during 2017, ready for occupancy at the beginning of the 2018 school year.

Recognition of capital assistance

Plaques Plaques recognising all sources of funding must be placed on buildings for each project. Find out more.
Opening Ceremonies

Schools in receipt of Australian Government grants greater than $100,000 MUST hold an opening ceremony and invite the Federal Minister for Education to open the facility and speak at the ceremony.

Where the State Government has contributed more than $500,000 or more to the project, there MUST be an opening ceremony. The State Minister for Education or their delegate should be invited to both attend and speak at the ceremony.