Managing the agreement
Active management of the Cleaning services agreement ensures consistent service quality, value for money, and ongoing performance reviews.
Terms and conditions
The school representative is recommended to familiarise themselves with the contract’s terms and conditions, including the service provider’s responsibilities.
Induction
Before commencing the service, all providers must be briefed on the school’s policies, operations, and protocols, such as working hours, child safety requirements, OHS requirements, chemical management, and security protocols.
Initial phase of the agreement
Compliance with the Cleaning services agreement is essential. Schools are recommended to regularly communicate with the provider, provide feedback, and address issues promptly. Schools are recommended to complete an initial review of the provider’s performance within 8 weeks of the contract start to ensure expectations are met.
Varying the agreement
Varying the value of the agreement
Variations to the agreement may occur due to changes such as:
- space usage
- increased enrolments
- building projects.
Both the school council and the service provider must agree on any contract variations. A Variation agreement must be signed by both parties, and uploaded to AIMS, along with any other supporting documents.
The service provider must propose fee variations through written notice. The school has discretion to accept the proposal in writing within 5 business days, otherwise services continue at existing fees. Where a service provider proposes a variation to its fees, the school does not need a formal contract variation agreement. Schools can simply provide written confirmation to the service provider accepting their fee variation proposal, and retain a record of that written acceptance to upload to AIMS with any other supporting documents.
Extending the agreement
The school council agreement can be extended for up to 5 years, made up of an initial 3-year extension, with options for 2 additional one-year terms (for example initial contract of 3 years, with the option for an additional one-year extension, and following that, again an option for another additional one-year extension, therefore the total of the contracted service term as 5 years). Extensions are at the school council’s discretion, based on the provider’s performance. Extensions must be formalised with a signed extension letter, available on the Resources tab.
If the school council and service provider agree to a change in the cleaning cost for the additional one year terms, then a Variation agreement must be completed and executed.
Ending the agreement
At least 12 weeks before contract expiry, the principal is recommended to meet with the service provider to discuss next steps.
A formal termination letter must be sent with at least 20 days’ notice. Schools can find a termination letter template on the Resources tab.
If the school council doesn’t make a decision by the time required in the contract, the current agreement will continue on the same terms and conditions, on a rolling month-by-month basis until the agreement is terminated.
Ending the agreement before expiry
Below are options if the school council wishes to terminate the agreement before its expiry:
- Termination due to breach: the school must first issue a Notice for breach of school cleaning services agreement . This written notice outlines the specific breaches and requires the service provider to rectify them within 14 days. If the breaches are not addressed within that timeframe, the school may proceed with termination using the Contract termination – service failures template .
- Termination without cause: alternatively, the school can terminate the contract without cause by providing 20 days’ written notice to the service provider, using the Termination without cause template .
We strongly recommend that schools contact the department’s Legal Division at legal.services@education.vic.gov.au for specific legal advice and guidance on terminating an agreement before it’s expiry.
Performance management
Schools are expected to assess the provider’s performance, offer feedback, and ensure the provider addresses any performance issues.
Schools are recommended to document performance issues and attempts to resolve them to support management of the agreement.
If issues arise with the provider, schools should address them promptly. If issues persist, schools can seek advice from the VSBA School Cleaning Unit or the Legal Services Division.
Communication
Regular communication with the service provider ensures clear expectations and identifies issues early. Schools are recommended to:
- conduct routine checks and provide performance feedback
- establish a dedicated method of communication, such as a communication book to share updates, raise concerns, and advise of any changes to access or requirements.
Formal meetings
Schools are recommended to undertake performance reviews with cleaning providers. It is recommended to meet during the last 2 weeks of term, each term, to review the current performance, agree on the periodical cleaning schedule and communicate any upcoming building works and site closures.
Formal meetings can be recorded to track performance, review feedback, and address issues.
Reviewed 12 March 2026