ACADEMIES CAPITAL MAINTENANCE FUND 2013-14
INITIAL APPLICATION ROUND
October 2012
Frequently Asked Questions
November 2012 update
A. Should I be able to see my application on the ACMF SharePoint site?
Applications are not available for applicants to see whilst we carry out the
assessment process. Please ensure that information submitted is saved locally
when submitting forms. If you do need a copy of your form please email
[email protected] requesting this.
B. My new sixth form / boarding provision has been approved by DfE / EFA. Can
I apply to ACMF for capital funding?
Yes, please provide appropriate evidence in your submission e.g. an agreed
amendment to the Funding Agreement. We will not consider projects that expand
the age range or provide new or expanded boarding facilities without evidence of
such approval.
C. Section 5.1 of the Guidance for Applicants states ‘As well as having a
building condition issue, or a case for expansion, academies applying to the
ACMF need to have up to two appropriate, cost effective and deliverable
capital projects scoped to address the identified issues.’ Do I need to have
two alternative solutions to the issues?
No. The intention of this paragraph is to stress that an academy must demonstrate
both:
 a need, and
 a cost effective and deliverable project to address the need.
Applicants may wish to use an option appraisal to demonstrate why the proposed
project is the most appropriate way to address the identified need (see Guidance to
Applicants, Annex A – Top tips for developing good ACMF projects)
Academies can apply for up to two projects; these projects need not be related or
address the same need.
D. I am / intend to be a large academy chain. How do I join the pilot mentioned in
Q8 below?
Only academy chains anticipated to have over 10 academies by 1 January 2013 will
be invited to take part in the pilot. We believe this is the minimum number of
academies needed in a Trust to make effective use of a formulaic allocation.
E. Is the ACMF SharePoint application website still due to open by Friday 23
November 2012?
We are currently developing the system for the new application round. To avoid
confusion with the current round, we are planning to open the system for
applications by Friday 30 November 2012. This will still leave plenty of time to
FAQs ACMF 2013-14 round
Updated 22 November 2012
submit applications by the deadlines.
F. What are the deadlines?
The key milestones for the initial application process are as follows:
Action
Instructions to applicants available
Application website opens
Academies converted BEFORE
30 September 2012:
Recommended target for
submission of applications
Deadline for submission of
applications
Academies converting AFTER
30 September 2012:
Recommended target for
submission of applications
Deadline for submission of
applications
Target notification of successful
projects
Date
Thursday 18 October 2012
By Friday 30 November 2012
Friday 14 December 2012
Tuesday 18 December 2012 at 18:00
Friday 25 January 2013
Friday 1 February 2013 at 18:00
Friday 5 April 2013
G. I submitted a bid to Round 2 2012-13 in September. If I am unsuccessful, I
would want to resubmit this bid for the next round. What do I need to do?
You will need to complete a new application form and update relevant cost and
milestone information. The announcement of 2012-13 Round 2 funding is due on
14 December and will be brought forward if possible.
When the announcement is made, unsuccessful projects will be provided with their
scores and limited feedback where necessary. Please note that you will only have a
limited time between the 2012-13 Round 2 announcement and the deadline for
submission for the 2013-14 initial round.
H. I submitted a bid to Round 2 2012-13 in September. If I am successful, I
would want to adapt my bid for the next round. What do I need to do?
You should consider in advance how your applications for the 2013-14 Initial Round
would be affected by being granted funding for 2012-13 Round 2 and either explain
this in your submission (e.g. a project may be scaled back if some of the works
receive Round 2 funding) or, preferably, adjust your application accordingly prior to
submission.
I. Our academy has two temporary classrooms that are in a poor state of repair
and the school is overcrowded. Can I apply to replace these buildings with a
six classroom block?
Yes. You will need to apply under the expansion priority and make the case for the
additional floor area being proposed. The assessment of such a scheme will be
based around the case made for the expansion, but credit will be given to projects
that address building condition issues as part of their expansion scheme.
J. What if we cannot build our new block within the £1,500/m2 baseline design
rates?
FAQs ACMF 2013-14 round
Updated 22 November 2012
The baseline design rates are starting points; careful consideration should be given
to the location and specification of the development to ensure the impact of funds
are maximised. Applicants should make clear why the costs are significantly above
the baseline design rates and yet still provide value for money. We will assess the
value for money of the project overall, before taking into account any contributions
from other sources.
K. We are a small primary academy, so have very little budget flexibility to
procure works before knowing whether we are going to be awarded funding –
are we at a disadvantage?
All academies need to determine the relative urgency of the work required and the
risk of committing to a scheme prior to funding being awarded. The assessment
process is proportionate – smaller projects will not need to provide the same level of
information as larger ones – and we are sympathetic to the capacity constraints that
exist in many academies to develop and deliver capital projects. Nevertheless,
given the limited funding available, we do want to support projects that are ready to
go. In bringing forward the bidding process and announcement date, we hope that
where necessary, academies will be able to procure works in a timely way to make
full use of the summer holiday period.
Programme
1. How much funding is available?
Ministers have not yet announced how much funding is available. In 2012-13
funding was £276m and it is anticipated that the increased numbers of academies
will be reflected in a larger fund in 2013-14. The overall fund allocation is calculated
on the same basis as the allocations to local authorities for their maintained
schools. We expect the demand for funds to exceed the availability; last year the
fund was four times oversubscribed.
2. What are the fund priorities?
As in 2012-13, there are two main priorities for the ACMF 2013-14:


To support academies with significant building condition needs including
health and safety issues that cannot be met from routine maintenance or
Devolved Formula Capital funding.
To support successful, popular academies that are currently overcrowded
and/or wish to expand their existing facilities and floor space to
accommodate more pupils within their existing age range.
3. What is the minimum amount of funding I can bid for?
The guideline minimum project size is £10,000 for Primary Academies and £25,000
for Secondary, Middle and All Through Academies. Smaller projects should be
funded through use of Devolved Formula Capital, revenue or other funding sources.
Projects below these levels may be funded by exception; project costs should not
be inflated to reach the guideline minimum.
4. What is the maximum amount of funding I can bid for?
There is no formal maximum size of project, although projects over £1 million may
not be deliverable within the 31 March 2014 deadline unless they are ready to
proceed with design complete, planning approval granted and a contractor
appointed. Larger schemes may be deliverable if the academy applies for the
FAQs ACMF 2013-14 round
Updated 22 November 2012
limited amount of 2014-15 funding likely to be available. Academies applying over
for sums in excess of £4 million will need to provide strong evidence of the
deliverability of their scheme and present a good value for money case for a large
scale investment.
5. How will the fund be allocated?
The majority of the fund will be allocated by 5 April 2013 following this initial online
application round. A contingency fund will be withheld to address urgently arising
projects on a case by case basis. The remainder will be allocated in one or more
further rounds to be announced later in 2013.
6. How will applications be assessed?
Each project will be assessed against the following criteria:
 Outputs to be Achieved
50%
 Value for Money
30%
 Deliverability
20%
We will also consider other information that we are aware of in prioritising funding
e.g. past performance on delivery, previous or planned modernisation works and
previous funding allocations.
7. Some surveyors representing EFA recently saw how bad our buildings are.
Why do I need to bid for this funding?
The EFA’s Property Data Survey Programme (PDSP) is currently underway with
surveyors assessing the condition of schools and academies throughout England in
order to ensure future capital maintenance funding is targeted to meet the most
urgent condition needs of the education estate. This is a major task that is not due
to be completed until autumn 2013. In the meantime ACMF funding will primarily be
allocated through the application process. As well as having a building condition
issue, or a case for expansion, academies applying to the ACMF need to have up to
two appropriate, cost effective and deliverable capital projects scoped to address
the identified issues.
8. Will the larger academy chains be allocated funding formulaically again?
In 2012-13 the largest academy chains/multi-sponsors were invited to take part in a
pilot, where they would receive ACMF funding formulaically rather than through
bidding. Four chains decided to take part in this pilot. It is intended that this is
repeated in 2013-14. We will be in contact with relevant academy chains shortly. In
the meantime we recommend academies in chains to continue to develop their
schemes.
9. Is there a separate post-16 growth fund for academies to apply to?
To streamline application processes, we expect all academies looking to expand
their sixth forms as a result of local demographic growth to apply to this fund so
developments can be coordinated to achieve better value for money.
Eligibility
10. Who can apply for the ACMF 2013-14?
The initial application round will be open to academies in England that are
established by or on 1 January 2013.
Academies which have received, or are due to receive, significant capital
FAQs ACMF 2013-14 round
Updated 22 November 2012
investment in new building or refurbishment works (e.g. through PFI, Building
Schools for the Future or academies major capital programmes) can apply, but are
unlikely to be prioritised. Free Schools, Studio Schools and UTCs have received
capital allocations from DfE/EFA based on an understanding of their building
requirements and are therefore unlikely to be awarded additional funds through the
ACMF.
Independent, Local Authority maintained, Foundation, Voluntary Aided, Voluntary
Controlled, Further Education and Sixth Form Colleges are not eligible to apply for
funds under ACMF, as separate funding arrangements have been made.
11. What can ACMF funding be used for?
ACMF monies can only be used for capital projects, which must create or enhance
an asset owned or leased by the academy or its trust. In exceptional
circumstances, ACMF funds may be used to acquire an additional asset for the
academy or its trust; either land or an existing building. Funding awarded to
academies through this programme must be used to complete the projects detailed
in their application.
12. Can I purchase land through this programme?
Land purchases will only be considered as part of a wider development project – for
example, the purchase of a neighbouring piece of land and development of a new
block. Academies entering into an additional lease or purchasing land will need to
separately secure appropriate EFA approval under the conditions of the Funding
Agreement.
13. Can I develop additional facilities for pupils with special educational needs
through this programme?
Yes. We will take the additional costs of facilities for pupils with SEN and
disabilities into account when assessing the value for money of the proposed
project.
14. I applied in the September round for the 2012-13 fund and do not know if I
have been successful. Can I apply for ACMF 2013-14 funding?
Yes. The announcement of funding following the September round is due on 14
December 2012, though we are aiming to bring this forward if possible. In the
meantime, academies may wish to consider how to present their 2013-14
application in either scenario.
15. I was awarded funding in ACMF 2012-13 for a project running into 2013-14.
Can I apply for more ACMF 2013-14 funding?
Yes. However, academies will need to consider how they will manage the day-today operation of the academy and complete all projects by the deadline for the
fund, and demonstrate this in their application.
16. Can I reapply for a project that was rejected in a previous round?
Yes, though recent demand has far outstripped availability of funding and this is
anticipated to continue. Academies should consider how they can improve their
projects and quality of application before resubmitting.
17. My school is due to convert to academy status on 1 February 2013, can I
apply for this round?
FAQs ACMF 2013-14 round
Updated 22 November 2012
No. Only academies which are open by or on 1 January 2013 are eligible for this
initial round. We would encourage academies to begin working up their plans for the
school estate in anticipation of future opportunities to apply for capital funding. For
example, the academy may wish to commission a new building condition or
asbestos survey to ensure any future projects will be based on up to date
information.
18. In 2012-13 the initial round was in March. Why is it so much earlier this year?
In response to feedback from academies, we want to provide academies with as
much time as possible to deliver robust, value for money projects. The summer
break is a key opportunity to carry out disruptive works. In addition there are far
more academies applying for funding, increasing the time required for a robust
assessment and prioritisation process. By launching the process well in advance of
the financial year we will be able to announce funding in early April.
19. There is more than one academy in my Trust. Can we each apply?
Each academy with a separate URN can apply for funding for up to two projects. A
registered user can submit applications on behalf of a number of academies that
they represent. By procuring similar work over multiple sites, a Trust might be able
to secure valuable efficiency savings.
20. My academy is within the Priority School Building Programme (PSBP). Can I
apply to ACMF?
No. The majority of PSBP academies have already had access to limited capital
funds to address the most urgent health and safety issues. Additional capital
investment at these schools prior to the PSBP investment would not provide good
value for money. PSBP academies with ambitions to expand should discuss
access to additional funds with their nominated Project Director / the PSBP central
team.
Timescale for bidding
21. We only converted recently / have not yet converted. Can we have more time
to bid?
Indications were given in September that there would be an announcement in
October about the 2013-14 fund to allow academies to prepare. We have extended
the bidding period from previous rounds and allowed those academies that have
converted after 30 September 2012 an additional 6 weeks. Only academies which
are open by or on 1 January 2013 are eligible for this initial round.
22. We converted on 1 September 2012. Why do we have to meet the earlier
submission deadline?
We have allowed the most recent converters a later deadline to enable as many
academies as possible a sensible opportunity to prepare an application. We can
only do this by ensuring academies that have converted earlier have submitted their
applications by 18 December 2012 to allow us to get the assessment process
underway.
23. The heating / roof in our main teaching block has suddenly failed. Do I have to
wait until April?
We have retained a small contingency in 2012-13 for urgent cases, but funds are
limited and only available for cases where there is a significant risk to the health
FAQs ACMF 2013-14 round
Updated 22 November 2012
and safety of pupils and staff and/or the school faces imminent closure as a result
of the building condition issues. Alert the ACMF team to arrange a discussion as
soon as possible by emailing [email protected],
consider short term contingency arrangements, and look to secure some technical
advice from engineers / consultants if/as necessary to work up an appropriate
response to the issue identified.
Making applications
24. I have registered previously. Do I need to register again?
No. Please use your existing Username and Password to login and apply. Please
note that user names and passwords for the IM Portal will not work on the ACMF
SharePoint site – please register separately.
25. I am trying to register but my password is not accepted. What should I do?
Please ensure that your password contains letters, numbers and a symbol
(!ӣ$%^&*).
26. I have forgotten my SharePoint Username. What do I do?
Email us at [email protected] stating ’Username’ in
your email subject.
27. I have forgotten my SharePoint password. What do I do?
Email us at [email protected] stating ‘Password’ in
your email subject. We will reset your password and send it to the registered email
address.
28. My academy is not on the drop down list. What should I do?
Please ensure you select the correct name (with the correct URN) as many
academies have similar names. Consider other names that the academy could be
listed as e.g.:
 St Philip’s Academy,
 Saint Philip’s Academy
 The St Philip’s Academy,
 The Academy, St Philip’s
 The predecessor school name
In most cases if the academy name is not on the list this will be because the
academy has recently, or not yet, converted. Our data source is the Edubase
records, so please ensure these are updated if/as necessary. If the academies
name is still not on the drop down list please contact the ACMF team by emailing
[email protected] stating ‘Missing’ in your email
subject. We will get this added or make alternative arrangements.
29. 50 words is not enough space to make the case for the project! Why the limit?
Given the tight timescale for delivery, we want to support well thought through
projects that are ready to go. We also want to reduce the burden on academies
and are therefore not asking for extended bids to be submitted. We believe that
such projects can be summarised succinctly, and indeed, if not, it may be that
further consideration needs to be made prior to submission. Use the supporting
information to augment the case made as appropriate.
FAQs ACMF 2013-14 round
Updated 22 November 2012
30. Can I submit my application by post or email?
Academies can only submit their application form online via the secure website
once it is live; hard copies or email versions will not be assessed. This is the most
appropriate approach to manage and evaluate the large numbers of applications
anticipate whilst ensuring appropriate data security.
31. I need to access my March 2012 application. How do I retrieve this?
Unfortunately we have had to withdraw previous applications from the secure web
site to pave the way for the current submissions. We are looking at ways at
reinstating these, but it may not be possible to do this in a timely manner. Please
ensure that you save your own copy of your submission.
32. Why is the URL of the website showing a Partnerships for Schools address –
is it secure?
The site is secure – please dismiss any security prompts which may be generated
by your server’s firewall. To ensure the effective operation of the site, and avoid all
academies re-registering, the system is held on the old PfS server used for the
previous bidding round.
Project costs
33. How do I enter the ‘Funding Requested’ amount in the Project Costs section?
Please enter the ‘Funding Requested (£)’, to the nearest pound, in the box below
‘Project Name’. This will be copied down to the Project Costs section automatically.
34. How do I pay for the VAT on building works if I cannot include VAT in the
application?
Academies can reclaim VAT on non-business related activities. Academies will
generally need to pay the VAT on capital works and reclaim this from HMRC.
Academies are expected to manage any cash flow issues this causes internally and
should ensure that appropriate measures are in place to reclaim VAT promptly.
Delivering projects
35. When does the funding need to be spent by?
Works that have been allocated 2013-14 funding needs to be completed by 31
March 2014; works allocated 2014-15 funding needs to be completed from 1 April
2014 to 31 March 2015.
36. The works will have been committed but not completed. Is this OK?
No. Current Treasury rules require works to be completed in the year funding has
been allocated.
37. Can an academy apply for a project that would go into the next (2014-15)
Financial Year?
Such applications will be assessed on a case by case, exceptional basis. Given the
very limited availability of 2014-15 funding likely to be pre-committed at this stage,
academies are advised to apply for 2013-14 funding only (and demonstrate
deliverability by 31 March 2014), where at all possible.
FAQs ACMF 2013-14 round
Updated 22 November 2012