Master Plan Program
A well-crafted site master plan is crucial because it guarantees that a school's built assets align with its strategic goals, and are phased correctly and within budget constraints. Additionally, it fosters excellent learning environments and supports specific pedagogy and community values. The master plan is regularly reviewed and updated to stay relevant and responsive to evolving needs and priorities.
For a limited time, funding is also available for a Site Potential and Constraints Assessment under the Master Plan Program.
Funding sources
The Australian Government Capital Grants Program (CGP) provides funding to eligible independent schools to develop a master plan.
Eligibility
Funding eligibility is based on a school:
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Being in receipt of Australian Government recurrent funds for the levels of education to which the proposed project relates.
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Having entered into a QIS BGA Participation Agreement.
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Through its application being able to demonstrate that it will develop a master plan that includes the following elements:
- Community consultation is undertaken
- Design principles are established and guide the development of the plan
- Site potential and constraints are identified
- Spatial strategies are developed and guide the development of the plan
- An implementation and staging plan is documented
- Each stage of development is costed and within the school’s budgetary framework
- A review and evaluative framework is documented
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Through its application being able to demonstrate:
- That it will be operating from the site within three (3) years of the funding offer being made. That the project will contribute to funding guideline objectives and address other Government priorities and objectives for schooling. These objectives and priorities will be highlighted in each funding round.
- That there is a strategic need for master plan to be developed.
- That the school has adequate insurance cover.
- That is own the land or has a lease for the land and/or buildings that is at least 22 years from the date of the application.
Site potential and constraints assessment
An essential part of a good master plan is a site potential and constraints assessment and the conceptual design response to it. Although it is anticipated that master plans funded in 2025 and beyond will incorporate an assessment and design response, it is acknowledged that many previously funded master plans may not have included this component. Consequently, QIS BGA is funding a site potential and constraints assessment that will amongst other things cover:
- Site infrastructure assessment to plan for phasing site infrastructure to “feed” new or refurbished learning spaces and associated facilities. Please refer to QIS BGA’s “What is Site Infrastructure?” document to understand what costs can be funded.
- Approval to develop overlays. For example, environmental, landscape, land management and heritage overlays.
- Traffic assessment
- A matter unique to the site
Eligibility
Funding eligibility is based on a school:
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Being in receipt of Australian Government recurrent funds for the levels of education to which the proposed project relates.
-
Having entered into a QIS BGA Participation Agreement.
-
Through its application being able to demonstrate:
- That it will be operating from the site within three (3) years of the funding offer being made. That the project will contribute to funding guideline objectives and address other Government priorities and objectives for schooling. These objectives and priorities will be highlighted in each funding round.
- A previously QIS BGA funded master plan did not include a site potential and constraints assessment.
- That the school has adequate insurance cover.
- That is own the land or has a lease for the land and/or buildings that is at least 22 years from the date of the application.
Assessment principles and fundamentals
Master plan
The development of a master plan is achieved through a holistic process generally led by a lead consultant who will likely be supported by several secondary consultants. While the type of consultant and their level of input will vary depending on the size and complexity of the site, QIS BGA has determined that a good master plan can cost $100,000 or more.
Consequently, a funding application will include fees from the lead consultant (often an architect) and secondary consultants to demonstrate that work related to the characteristics stated above will be undertaken. An example of the types of consultants involved in the development of a master plan are an Architect, Engineer (Civil, Electrical, Hydraulic etc.), Traffic Consultant, Environmental Consultant, Surveyor, Quantity Surveyor, Town Planner, and Ecologist.
In response to a site master plan being a foundational and guiding document for the design and construction of a new or refurbished facility, the inclusion of a site master plan in a capital funding application is needed as follows:
| Round Year | Inclusion of Master Plan |
| 2025 | Highly desirable |
| 2026 | Highly desirable |
| 2027 | Mandatory |
Site potential and constraints assessment
Like the development of a master plan, a site potential and constraint assessment will be led by a primary consultant who will likely be supported by several secondary consultants. While the type of consultant and their level of input will vary depending on the size and complexity of the site, QIS BGA has determined that an assessment and design response can cost $50,000 or more. As such, the application will most likely include fees from a range of consultants to substantiate the cost of an Assessment.
Funding available
Development of a master plan
| Need indicator | Level of funding |
| CTC of 96 and below | 75% of master planning cost, capped at $75,000 |
| CTC 97 to 110 | 50% of master planning cost, capped at $50,000 |
Site potential and constraints assessment
| Need indicator | Level of funding |
| CTC of 96 and below | 75% of assessment and design cost, capped at $37,500 |
| CTC 97 to 110 | 50% of assessment and design cost, capped at $25,000 |
Application and assessment timeline
Make an application
Approved Authorities and/or applicant schools can access the Master Plan Grant Application via the school's Client Portal within the Enquire GMS. To obtain access to the Client Portal, please contact the QIS BGA Office.
Please note that funding to undertake a Site Potential and Constraints Assessment is part of the Master Plan Program. Consequently, the Master Plan Grant Application should be used to apply for this type of funding.
Important information and dates
For schools planning to prepare a Master Plan for use in the 2026 capital application round, it is advisable that grant requests be submitted via the March 2025 round, to allow adequate time for the completion of the master planning process.
| March 2025 Round | 28th February 2025 |
| July 2025 Round | 27th June 2025 |
| Sept 2025 Round | 29th August 2025 |
Key documents
There are many documents and resources available to assist applicant schools to complete the application for a capital grant. Understanding the application process can also benefit the accuracy and quality of information provided by the school through the application process.
- QIS BGA Master Plan Guide – support the demonstration of sound educational planning
- QIS BGA Sustainability Guide and Toolkit – support the demonstration of sound educational planning.
- Value for money definition and principles – support the demonstration of sound educational planning.
- Application Help Notes
- CGP Guidelines
Grant administration
Recipient school agreement
An agreement will be forwarded to the Approved Authority by QIS BGA through the GMS Client Portal immediately after the advice of Ministerial approval.
Funding claims
100% of the Grant will be paid upon receipt of a 100% Claim Form via the GMS Client Portal
Accountability
Once the claim is made, schools will complete documentation provided by the BGA via the GMS Client Portal, where the schools external accountant confirms that grant monies were spent only on the approved project.
Recognition
Schools receiving funds through CGP for master planning purposes are required to:
- Ensure that school communities are advised directly about the financial assistance received from the Australian Government, by such means as school newsletters and school-based social media and websites.
- Acknowledge the Australian Government’s contribution to the master planning process undertaken by the school and its community in opening ceremonies for capital projects supported by the completion of the Master Plan.