10 Year Property Plan steps for schools

There’s an 8-step process for preparing and submitting a 10 Year Property Plan (10YPP). Schools provide input throughout the process to ensure the completed 10YPP meets their property needs.

8 step 10YPP process for schools

Overview of the 10YPP process.

  1. Preparation: Ensure you have access to all NZSPA systems and that your team has all the information they need to begin.
  2. Desktop condition assessment: Gather existing data and knowledge about the condition of the school.
  3. Physical condition assessment: Commission 5 high-level specialist reports and complete a detailed assessment of the site.
  4. Updating and auditing MPlan: Input new condition data into MPlan, audit and correct existing data, NZSPA's required reports.
  5. Consider Ministry policies: Review the school's 5YA allocation and any additional budgets that may apply.
  6. Planning meeting: Meet with the school and property advisor to discuss the priorities for the plan.
  7. Drafting the 10YPP: Create a draft plan, seek input from the property advisor if you need it, and complete your own checks to ensure the quality of the plan.
  8. Finalising the 10YPP: Submit a draft plan to the school for their agreement. Once the school has agreed, submit the final plan to NZSPA through the portal.

Step 1: Prepare

We’ll appoint a 10YPP consultant for your school, and they’ll contact you to schedule a meeting to introduce themselves. The meeting should be attended by board members, the principal and any staff with property knowledge. The consultant will explain how they work, and discuss everyone’s roles and responsibilities.

What your school needs to do

You need to:

  • complete a school access plan with the consultants and discuss Police vet requirements for them and other visiting consultants
  • give the consultant access to your school's health and safety plan
  • complete the school evaluation of the physical environment (SEPE) questionnaire to evaluate how well your school’s physical environment supports its approach to teaching and learning. This will help establish priorities for property upgrades.

Police vetting for school property contractors and consultants

info

We'll let you know when to complete your SEPE – you can access it using your Education Sector Logon.

School Evaluation of Physical Environment (SEPE) – Education Applications and Online Systemsopen_in_new

Step 2: Complete a desktop condition assessment

The 10YPP consultant will use the information they‘ve gathered to complete a desktop assessment of your school.

What your school needs to do

To help the 10YPP consultant with their desktop assessment you’ll need to provide:

  • roll projections showing whether the school roll is growing, steady or falling
  • the cyclical maintenance plan and a copy of any maintenance contracts – for example, the programme maintenance plan for painting, or your boiler maintenance contract
  • building warrant of fitness (BWOF) information and details of any outstanding work
  • anything else that may affect the 10YPP, like:
    • an energy management review
    • an asbestos management plan
    • special character features
    • learning support needs
    • cultural impacts
    • your school security policy, or
    • your traffic management plan.

Agree the required maintenance standards

You must agree a required maintenance standard with the 10YPP consultant and NZSPA for each of the school's buildings.

The maintenance standards are:

  • A – specialist spaces that need a higher level of maintenance than other areas, like science laboratories
  • B – general spaces like classrooms and administrative facilities
  • C – buildings and services that have a limited life, fulfil a non-core function or have a basic utility function only, such as a caretaker or storage shed
  • D – buildings and services that are closed and not in current use.

Step 3: Complete a physical condition assessment

The 10YPP consultant will complete a detailed assessment of the buildings on your site. If required, they’ll engage specialists to do high-level reports on 5 key infrastructure features:

  • electrical
  • roofing
  • plumbing
  • drainage
  • boiler and heating.

Step 4: Update and audit MPlan

The 10YPP consultant will update the condition assessment data and load it into a tool called MPlan.

Step 5: Consider NZSPA policies

The 10YPP consultant will review the school's 5 Year Agreement (5YA) allocation and any other relevant budgets. They’ll also assess works against the 10YPP work priorities, and any other NZSPA policies or programmes.

Step 6: Hold a planning meeting

The 10YPP consultant will arrange a planning meeting and send you an agenda for it.

The school principal, a board representative, the 10YPP consultant and your property advisor must attend the meeting. Any other staff with property knowledge can also attend.

What your school needs to do

The 10YPP consultant will send you their reports before the meeting for you to review.

Then, at the meeting they’ll present their findings and you’ll have a chance to discuss what projects should be included in the 10YPP.

The key things you need to consider are:

  • the board's vision for the school
  • any issues highlighted in the SEPE
  • the results of the condition assessment
  • any expected changes to the school roll
  • your 5YA funding, board funding and any other funding
  • your cyclical maintenance needs and how they’ll be paid for.
  • The 10YPP consultant will take minutes at the meeting and will provide them to the board afterwards.

Step 7: Draft the 10YPP

The 10YPP consultant will create a draft plan using all the information they’ve gathered, and the details of what was agreed at the planning meeting. They’ll create the plan in the property portal.

Education property portalopen_in_new

Step 8: Finalise the 10YPP

The 10YPP consultant will send you a draft 10YPP to consider.

What your school needs to do

The 10YPP is a detailed document that your school board will need to review and provide feedback on. The board needs to agree to the plan, and record their decision in the board minutes.

After the board has done this, the 10YPP consultant will submit the plan to NZSPA for approval.

When we approve the 10YPP we'll confirm it in a letter to the board, and we'll provide you with copies of your 5 Year Agreement (5YA) to sign. A 5YA is an agreement between the school board and NZSPA about funding for the first 5 years of capital projects. Once you've signed the 5YA, planning can start on the projects defined in the 10YPP.

Planning a school-led project

Related pages

  • 5 Year Agreement funding

    We provide 5YA funding to schools for capital property work on Crown-owned buildings. The funding covers a 5-year period, and aligns with your school’s 10 Year Property Plan.
    Read more

  • Property maintenance grant funding

    The property maintenance grant (PMG) is part of school operational funding. It's used to maintain Crown-owned buildings and facilities.
    Read more

  • Surplus school property

    If your school has property it no longer needs or uses, the school board can decide to release it. This means they no longer need to cover the cost of maintaining surplus property.
    Read more