Step 5: Approval of 10YPP

Information and resources for 10YPP consultants.

Level of compliance	Main audience	Other
Required	10YPP Consultants

Level of compliance

Main audience

Other

Required

10YPP Consultants

The final step in the 10 Year Property Plan (10YPP) process is approval of the plan, where you, as the 10YPP consultant, will seek board and Ministry approval before the school can begin projects. Find key deadlines and documents we require in order for approval.

Send draft 10YPP to school

Send the draft 10YPP to the school to review.

The school then submits the 10YPP to their full board for agreement.

Once the school is satisfied with the 10YPP they will provide you with a letter of agreement.

Submit the 10YPP to the Ministry

Submit the completed 10YPP to the Ministry for approval using the 10 Year Property Planner.

The following documentation are mandatory to email to the school’s property advisor:

board letter of agreement, or a copy of the board minute endorsing the plan
planning meeting minutes
current CAD site plan
Condition Assessment reports (MPlan extracts)
5 high-level reports from specialists
cyclical maintenance plan
confirmation of school hazard register.

The following documentation may also be required to email to the property advisor, depending on the proposed projects in the plan:

any additional specialist reports
rough sketches to illustrate proposed changes
Building Update forms
rationalisation plan
any third party agreements on file (for example, for an early childhood centre or satellite unit).

Each document must be provided as a separate Word, Excel Spreadsheet or PDF document. A single PDF containing all documents are not accepted and will be returned to you.

Ministry approval

The Ministry will check that the 10YPP meets the approval criteria. If something does not meet the criteria, the property advisor will discuss any changes needed with you. If major changes are required, the 10YPP may need to go back for board agreement.

If no major changes are required, the 10YPP should be approved within 10–20 working days.

If the 10YPP includes the use of top-up funding, or the use of 5 Year Agreement (5YA) funding to build new square metres (a footprint extension), we will submit it to our 10YPP Quality Assurance Panel for approval.

The Ministry’s 10YPP Quality Assurance Panel assesses the entire 10YPP to check that the request fits with Ministry policy and is consistent with other requests throughout New Zealand.

The panel will make a decision within a month. If it does not approve the request, it will be returned to you for further work and may take a further month to be approved.

Key dates

Plan submission deadline – mid-April

In order to have the 10YPP approved on time, it must be submitted to the Ministry no later than mid-April.

To allow enough time to develop the plan, and have the board agree to the plan for submission to the Ministry, you should aim to have your Condition Assessment completed no later than 3-6 months prior to submission.

Plan approval deadline - 30 June

10YPPs must be approved by the Ministry before 30 June in the year the school’s 5YA begins. This is to allow the school to have access to all of their 5YA funds on 1 July, when their 10YPP comes into effect.

School signs the 5YA

Once the Ministry has approved the 10YPP, we will send a letter to the school with our approval and include 2 copies of the 5YA for signing.

Begin projects in the 10YPP

Once everyone has signed the 5YA, the school can begin the projects planned in the 10YPP from 1 July in year one of their funding cycle.

All projects must meet Ministry project management requirements.

Schools can choose to appoint a project manager to oversee the projects in the plan, and they may be different from the 10YPP consultant. You can tender for the school’s 5YA projects, but you must go through a separate engagement process with the school and have a separate contract.

Last reviewed: 14 December 2020 Has this been useful? Give us your feedback