Start Strong Capital Works - Frequently asked questions
Capital Works Grants Program FAQs
Centre-based services are regulated under the National Quality Framework (NQF). The NQF consists of the Children (Education and Care Services) National Law (NSW), Education and Care Services National Regulations, Assessment and Quality Rating process and National learning frameworks.
Applicants applying for a grant as part of the Start Strong Capital Works Grants Program must ensure that their capital works project is compliant with all relevant regulations and once the capital works are completed they must obtain a service approval for either:
a new service with the intended number of preschool places; or
- an existing service with the intended increase in preschool places.
Applicants should carefully consider the requirements for obtaining or increasing their service approval and per day preschool places, taking into account the particulars of their project (i.e. standalone centre-based service, service located on or in close proximity with other schools or neighbours, multipurpose services, etc).
Although the below is not intended as an exhaustive list, applicants should consider these resources when preparing their application as it will assist in determining the number of preschool places that can be created through the capital works project:
Applicants should consider all relevant regulations and regulatory requirements as described in the above resources, including but not limited to the space requirements outlined on regulations 107 and 108 of the Education and Care Services National Regulations. Please note that as part of your application to the Start Strong Capital Works Grants Program you will be required to explain how you have calculated the proposed increase in preschool places in line with regulations 107 and 108 as a minimum. You will also be required to provide plans and unencumbered calculations prepared by a building practitioner to support your claims.
When considering space requirements, please note that in most circumstances Colas and Verandas are considered by the Regulatory Authority to be outdoor spaces due to being open to the elements and as such, typically they cannot be adequately heated and cooled in inclement weather for year-round use. The area of a verandah may be included in calculating the area of indoor space only with the written approval of the Regulatory Authority. Additionally, a verandah that is included in calculating the area of outdoor space cannot be included in calculating the area of indoor space.
Applicants should seek their own independent professional advice if assistance is required in this area. For further information or enquiries about the regulatory requirements to obtain a service approval to operate a centre-based service or increase an existing service approval, please contact Early Childhood Education, Information and Enquiries on 1800 619 113 or by email at ececd@det.nsw.edu.au.
Applicants under the following funds are required to provide concept (building) plans drawn up by a licenced building practitioner as evidence to substantiate the number of preschool places that will be created or maintained by the proposed capital works project:
Minor Capital Fund;
Crisis Fund; and,
- Major Capital Fund.
Building plans must align with relevant regulations and requirements. Calculations of unencumbered space should also be prepared and confirmed by the building practitioner to give certainty that the proposed preschool places can be realised through the proposed capital works.
Before engaging a building practitioner, applicants should check their registration or accreditation with the appropriate body, for example:
Architects: refer to NSW Architects Registration Board
Landscape architects: refer to Australian Institute of Landscape Architects Landscape Architects can only prepare or certify plans and calculations for outdoor spaces under Regulation 108.
Surveyors: refer to NSW Board of Surveying and Spatial Information
Certifiers: refer to Fair Trading NSW – Building Certifiers
- Building designers: refer to Building Designers Association of Australia.
For applicants seeking a service approval to operate from a school premises (and will be using school facilities), the Regulatory Authority may accept plans and calculations prepared by a licenced builder, or plans prepared by the department’s Asset Management Unit (AMU).
Plans and calculations must contain the full name and licence/ registration/ accreditation number of the building practitioner that prepared them.
The plans must show all of the following information, as required by regulation 25(1)(b):
the location of all buildings, structures, outdoor play areas and shared areas
the location of all entries and exits
the location of all fences and gates, specifying the type of fence or gate used or to be used
the location of nappy change areas (if applicable), toilet and washing facilities and any food preparation areas
the boundaries of the premises
the landscape of, or landscaping plans for outdoor spaces that will be used by the education and care service, specifying the natural environments that are or will be provided
a floor plan, indicating the unencumbered indoor and outdoor space suitable for children
the location of any associated children's service
calculations carried out by a building practitioner of the areas referred to in regulations 107 and 108 relating to unencumbered indoor and outdoor space
the elevation plans of the premises.
The DA approval process for centre-based childcare facilities, including the steps to follow in preparing a DA for submission to a consent authority are outlined in the document Obtaining DA approval for centre-based services (PDF 179 KB).
Major Capital Fund FAQs
A suitable project manager must be identified and appointed within four weeks of the Funding Agreement execution.
The name and contact details (email, telephone number, including mobile) of the proposed project manager must be included in the application and confirmed in the Funding Agreement.
For applications with a total project cost of $500,000 excluding GST or above, applicants will be required to provide evidence of their project manager’s qualifications and experience in the management of infrastructure projects. Project management costs should be included in the budget for the grant application.
Failure to follow these requirements regarding a project manager could ultimately result in the department withdrawing from the funding commitment.
Funds are released as each milestone is achieved. The first milestone payment cannot be released until the Funding Agreement and the Security Instrument have been negotiated and fully executed by all parties.
Please note that depending on your circumstances, the execution of a Security Instrument can take time. Please factor this into your timeframes and requirements prior to entering into any contracts with any third parties, to avoid any financial hardship.
The grant is paid in instalments in accordance with project milestones. The grant type and total project cost will determine the number of project milestones and payments.
For example, if you have 4 milestones then you will be paid:
40% for Milestone 1 completion
30% for Milestone 2 completion
20% for Milestone 3 completion
- 10% for Milestone 4 completion.
You are required to submit progress reports and evidence to the department when you complete a project milestone. The Department will send you the progress report template to complete at the appropriate time. The department will assess the progress report and if it is satisfactory, will arrange payment of that milestone. Evidence should include any relevant approvals, reports or certificates related to the capital works, before and after photos and itemised invoices.
Construction works must start within 12 months of receipt of a successful Outcome Letter. Major Capital Fund projects must be completed and acquitted within 24 months of the Funding Agreement being executed.
If you do experience unexpected delays, please contact the Capital Programs Team as soon as possible. Please note that as per the Terms and Conditions, the grant recipient is responsible for any shortfalls in funding or overruns that may arise.
Any requests for extension to the project timeframes will be considered by the department in accordance with the provisions in the Funding Agreement. At a high level, such requests will generally involve:
the grant recipient contacting the department immediately upon identifying that they may not meet the timeframes for project delivery; and
the grant recipient being required to provide detailed written evidence that explains the reason for the delay and demonstrates how the project will be completed within the additional time requested.
The grant recipient must note that timeframe extensions may not be approved, and that excessive delays may ultimately result in the department recommending to the Minister withdrawal of the funding commitment.
For all grants provided under the Major Capital Fund, service approval will need to be obtained for the additional approved places within 12 months of project completion.
For further information on the Approvals Process please visit the department’s website or contact the department’s Quality Assessment and Regulation Services on 1800 619 113 (toll free) or by emailing ececd@det.nsw.edu.au.
Crisis Fund FAQs
A suitable project manager must be identified in your application and appointed within four weeks of the Funding Agreement execution.
The name and contact details (email, telephone number, including mobile) of the proposed project manager must be included in the application and confirmed in the Funding Agreement.
For applications with a total project cost of $500,000 excluding GST or above, applicants will be required to provide evidence of their project manager’s qualifications and experience in the management of infrastructure projects. Project management costs can be included in the budget for the grant application.
Failure to follow these requirements regarding a project manager could ultimately result in the department withdrawing the funding commitment.
Funds are released as each milestone is achieved. The first milestone payment cannot be released until the Funding Agreement and the Security Instrument have been negotiated and fully executed by all parties.
Please note that depending on your circumstances, the execution of a Security Instrument can take time. Please factor this into your timeframes and requirements prior to entering into any contracts with any third parties, to avoid any financial hardship.
The grant is paid in instalments in accordance with project milestones. The grant type and total project cost will determine the number of project milestones and payments.
For example, if you have 4 milestones then you will be paid:
40% for Milestone 1 completion
30% for Milestone 2 completion
20% for Milestone 3 completion
- 10% for Milestone 4 completion.
You are required to submit progress reports and evidence to the department when you complete a project milestone. The department will send you the progress report template to complete at the appropriate time. The department will assess the progress report and if it is satisfactory, will arrange payment of that milestone. Evidence should include any relevant approvals, reports or certificates related to the capital works, before and after photos and itemised invoices, among others.
Construction works must start within 12 months of receipt of a successful Outcome Letter. Crisis Fund projects must be completed and acquitted within 24 months of the Funding Agreement being executed.
If you experience unexpected delays please contact the Capital Programs Team as soon as possible. Please note that as per the Terms and Conditions, grant recipients are responsible for any shortfalls in funding or overruns that may arise.
Any requests for extension to the project timeframes will be considered by the department in accordance with the provisions in the Funding Agreement. At a high level, such requests will generally involve:
the grant recipient contacting the department immediately upon identifying that they may not meet the timeframes for project delivery; and
- the grant recipient being required to provide detailed written evidence that explains the reason for the delay and demonstrates how the project will be completed within the additional time requested.
Grant recipients must note that timeframe extensions may not be approved, and that excessive delays may ultimately result in the department recommending to the Minister withdrawal of the funding commitment.
Service approval must be within 12 months of project completion, including for any additional places as per the application, if any.
For further information on the Approvals Process please visit the department’s website or contact the department’s Quality Assessment and Regulation Services on 1800 619 113 (toll free) or by emailing ececd@det.nsw.edu.au.
Minor Capital Fund FAQs
Funds are released as each milestone is achieved. The first milestone payment cannot be released until the Funding Agreement has been negotiated and fully executed by all parties.
The grant is paid in instalments in accordance with project milestones. The grant type and total project cost will determine the number of project milestones and payments.
For example, if you have 2 project milestones then you will be paid:
70% for milestone 1
- 30% for milestone 2.
You are required to submit progress reports and evidence to the department when you complete a project milestone. The department will send you the progress report template to complete at the appropriate time. The department will assess the progress report and if it is satisfactory, will arrange payment of that milestone. Evidence should include any relevant approvals, reports or certificates related to the capital works, before and after photos and itemised invoices.
If you experience unexpected delays please contact the Capital Programs team as soon as possible. Please note that as per the Terms and Conditions grant recipients are responsible for any shortfalls in funding or overruns that may arise.
Any requests for extension to the project timeframes will be considered by the department in accordance with the provisions in the Funding Agreement. At a high level, such requests will generally involve:
the grant recipient contacting the Department immediately upon identifying that they may not meet the timeframes for project delivery; and
- the grant recipient being required to provide detailed written evidence that explains the reason for the delay and demonstrates that the project will be completed within the additional time requested.
Grant recipients must note that timeframe extensions may not be approved, and that excessive delays may ultimately result in the department recommending to the Minister withdrawal of the funding commitment.
For all grants provided under the Minor Capital Fund, service approval must be obtained for the additional approved places within 12 months of project completion.
For further information on the Approvals Process please visit the Department’s website or contact the Department’s Quality Assessment and Regulation Services on 1800 619 113 (toll free) or by emailing ececd@det.nsw.edu.au.
Mobile Fund FAQs
Funds are released in one payment once the Funding Agreement has been negotiated and fully executed by all parties.
If you experience unexpected delays please contact the Capital Programs Team as soon as possible. Please note that as per the funding Terms and Conditions, the Approved Funded Provider is responsible for any shortfalls in funding or overruns that may arise.