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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 2018 Round. For CGP and SCAS applications there is one submission point per calendar year.

2018 Round Dates

On-line Application opens: Mon, 4th December 2017
Part A Application closes (Section 1): Thurs, 1st March 2018 (at 11.59pm)
Part B Application closes (Section 2): Thurs, 29th March 2018 (at 11.59pm)
Hardcopy requirements due at QIS BGA: Fri, 6th April 201

Accessing the Online Application

To access the online application, a username and password is required and will be provided, on request, by QIS BGA. The username and password must be renewed for each new application year. Click on the link below to e-mail a request for a password and username:

2018 Online Application Username and Password Request

Once a password has been obtained, the website address for the online application is It is advisable to use the web browsers Mozilla Firefox, Safari, Chrome or Internet Explorer 9 or later. 

If assistance is required whilst completing the application, clicking on the following link will provide access to the Help Notes for the round:

2018 Help Notes for the online application

In addition to the Help Notes, the following information is provided in support of the school authority's understanding of the application process.

Background Material for the Application Process

´╗┐Competitiveness of the funds

The allocation of capital funds for Australian Government and State Capital projects is not an entitlement, but is competitive amongst the applicants participating in each round. Applications are assessed on the basis of educational and financial need, using a range of indicators to determine the level of educational disadvantage.

The agreement to participate in an application

School authorities applying for Australian and State Government capital assistance are required to complete the QIS BGA Applicant School Agreement, which relates to the processing of an application by QIS BGA.  This agreement is embedded within the online capital application.

Assessment of applications

QIS BGA is required by the Australian and State Governments to assess all applications against the relevant guidelines.  The BGA must determine the minimum viable project for the identified educational need and the maximum contribution that it can make towards the project.  Eligible projects are then ranked in order of priority. Elements of the applicant schools circumstances, such as socio-economic disadvantage of students, shortfall against global area entitlements, the condition of existing facilities and financial capacity are some of the criteria used.

Global area entitlements

Schools are free to plan the type of learning spaces they desire and need, however, QIS BGA will use global area entitlements as a basis for determining the need for additional space and also in the priority ranking of schools. In certain situations, such as small schools or older schools which may have heritage listing, it may be impossible to stay within the global area entitlement. In such circumstances, the school may put forward a case for the BGA to consider an exemption from the guidelines. Schools should use enrolment projections two years forward of the application round when calculating their floor area entitlement.

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.

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 a 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:

  • 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 Australian 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

New schools will be required to have land already available, be accredited in Queensland via the processes of the Non-State Schools Accreditation Board and be eligible to receive recurrent funding. 

The QIS BGA New Schools Policy provides detail for approved authorities of schools when making application for capital assistance.

 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 and State Government grants must not commence work until after funds from both sources are approved and a QIS BGA Recipient School Agreement has been executed.  The school will be notified in writing of Ministerial approval directly from the office of the appropriate Australian and/or State Government Minister 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 facility needs of the school two years forward of the application round.

Appeal process

Schools that have applied for capital funding and are dissatisfied with the outcome of their application may appeal to QIS BGA in writing with regard to the following guidelines:

  • 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.

  • 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.