A new agency can be incorporated into the Energy Smart Government program at any stage of the program. When incorporating an additional agency into the Energy Smart Government program special consideration needs to be given when determining an appropriate baseline for the agency. The following methodology will be applied when incorporating an additional agency into the Energy Smart Government program because of:

• Increased staffing levels in a general government sector agency to 25 or more FTEs
  
• Creation of a new agency with a new activity or function
  
• An existing agency volunteering to participate

This framework would not apply to a new agency created from the transfer of functions, staff and facilities from an existing agency. These circumstances are addressed under the Adjusting an Energy Smart Government Baseline Policy.

Increased staffing levels

Agencies over a period a time may experience growth in staffing levels. When a small agency, currently outside the scope of the Energy Smart Government policy, experiences a sustained increase in staffing levels to 25 or more FTE it becomes mandatory for it to participate in the Energy Smart Government program.

Agencies are responsible for ensuring they comply with Government policy and should endeavour to advise the Sustainable Energy Development Office if changes have occurred that will impact on the application of the policy. The Sustainable Energy Development Office will also monitor agency staffing levels on an annual basis, with the assistance of the Department of the Premier and Cabinet, to ensure compliance with the policy.

Where an agency's circumstances change to the extent that it falls under the scope of the program, the Sustainable Energy Development Office will advise the agency of its responsibilities under the Energy Smart Government policy. Typically, the agency will be advised of the need to participate commencing from the beginning of the next financial year. It is envisaged an agency will be given 4 weeks notice that it is required to participate in the program.

A baseline will be established from the energy data provided by the agency for the financial year prior to participating in the program. The agency will also have the opportunity to seek credit for energy efficiency initiatives implemented in the three years prior to the year of commencing in the program.

New Agency

The establishment of a new agency calls for special consideration to enable it to fully participate in the Energy Smart Government program.

The Sustainable Energy Development Office will monitor the creation of new agencies with the assistance of the Department of Treasury and Finance to ensure compliance with the policy.

When Government creates a new agency, the Sustainable Energy Development Office will determine if it falls under the scope of the Energy Smart Government policy. In the circumstance where it does, the agency will be advised of the policy's requirements. The Sustainable Energy Development Office will also determine if the new agency is created from the reallocation of government functions or created to undertake a new Government activity or function.

If a Government function is reallocated from an existing agency to create a new agency, the baseline will be established from within the existing baseline. The baseline of the new agency will be equal to the reduction in the existing agency's baseline. The adjustment will be made on the baseline data so that the whole of government baseline is not changed.

When a new agency is created with a new activity or function that has not been reallocated from an existing agency, the energy consumption in the first reporting year will be used to establish a baseline for the new agency. The new agency will have the opportunity to seek credit for energy efficiency initiatives implemented during the fit out of its offices or facilities and for those energy saving initiatives implemented in the first year of operation.

Voluntary agency

While participation in the Energy Smart Government program is mandatory for many agencies, there are a large number of other government bodies that are encouraged to participate on a voluntary basis.

Where an agency wishes to participate on a voluntary basis, the Sustainable Energy Development Office will work with the agency to develop a baseline.

The baseline will be established using the energy data provided by the voluntary agency for the financial year prior to participating in the program. The voluntary agency will also have the opportunity to seek credit for energy efficiency initiatives implemented in the three years prior to the year of commencing in the program.

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