Hadrian School Letting Policy

Hadrian School Letting Policy

Contents

1.  Introduction, Committee Members

2.  Rationale, and Letting policy Guidelines

3.  Application Procedure

4.  Conditions of Hire

5.  Health and Safety

6.  Scale of Charges

7.  Service Agreement/Application Form

LETTINGS POLICY

Head Teacher: CHRISTOPHER ROLLINGS

Deputy Head Teacher: MARIAN STOKLE

Business Manager: DAVID PALMER

Project and Facilities Manager: ANDY TODD

Administration Assistant: PAULINE TURNER

Membership of Premises, Health & Safety Committee

responsible for Lettings:

Members include:

Christopher Rollings

Tommy Thompson

Andy Todd

David Palmer

Ann Menzies

Carole Morton

Mandy Allan

Wayne Wheatley

Jennifer Taylor

Date Policy and Scale of Charges adopted - September 2012

Date Policy and Scale of Charges reviewed - On an annual basis

LETTINGS POLICY

Rationale

The Education Act 1993 provides for the Governing Body of Hadrian School to have control over the use of school premises, both within and outside of school hours, subject to the directions of the Local Authority, and having regard to the disabled communities. The Governing Body perceive Hadrian School as playing an important role in both the Local and Regional Communities, and wish to see the facilities of their school used for cultural, learning and leisure purposes wherever possible and appropriate.

The use of the building is subject to approval by the Governing Body and on condition that it does not result in disturbance or damage to the school in anyway. It is imperative that any community use does not involve activities which conflict with School or Local Authority policies.

In order that the school budget is compensated appropriately the Leadership Team and the Governing Body have drawn together a formal Hadrian School Lettings Policy.

Purposes

1. To encourage and support the local and wider community so that Hadrian School is perceived as a positive partner throughout the region.

1. To establish and maintain effective links with schools throughout the region in order to promote the range of educational and social opportunities offered by Hadrian School.

1. Through links with other schools and organisations to provide wider opportunities for Hadrian School pupils and parents.

1. To ensure that all lettings costs are met promptly and are appropriate to the use of facilities and time spent in the building.

1. To promote opportunities not only for children, but also opportunities for the training and development needs of parents and other professionals through our role as an Accredited Centre for Learning.

1. To extend the concept of Hadrian School as a “Centre of Excellence”.

Guidelines

1. The Premises, Health and Safety Committee of the Hadrian School Governing Body have overall responsibility for all school lettings and associated documentation.

1. The Premises, Health and Safety Committee of the Governing Body will review the Lettings Policy and scale of charges on an annual basis.

1. The day-to-day management of all school lettings will rest with the Head Teacher, Deputy Head Teacher, Business Manager, and Project and Facilities Manager.

1. The school will ensure that the following information will be made available for potential users:

·  Facilities and equipment available for hire, along with scale of charges

·  Conditions for use and hire of facilities, equipment

·  Application procedures for hire of facilities and equipment

·  Application forms for the hire of facilities and equipment

·  Health, Safety and Fire Procedures information sheet

All of this information can be found in the Appendices attached to this policy document.

1. Specialist rooms and resources, such as the Sensory Room, Hydro-therapy Pool and Sensory Integration Room will be available for use after school as long as the Group Leader has undergone the appropriate training and have if required the necessary qualification.

1. The school may ask for a donation toward School Fund from schools or organisations using the Sensory Room, Hydrotherapy Pool, Sensory Quadrangle, Sports Hall, and mini-buses on a regular basis. This donation would help to offset the costs of chemicals, lighting, heating, fuel, etc.

1. The school will not be made available for hire for any purpose which may bring Hadrian School into disrepute.

1. Hadrian School operates the Public Liability Cover for Hirers. This means that hirers of the premises have public liability cover that covers the hirers legal liability in the event of an injury to a third party. The premium is charged on 10% of the funds raised from the letting of the school. (Please see Insurances For Schools – A summary for Governors and Head Teacher.

Conclusion

It is intended that the Hadrian School Lettings Policy will extend cultural, learning and leisure opportunities for schools, organisations and the community on both a local and regional level. In doing so we hope to develop our aim of promoting a partnership between school, parents, other professionals and the wider community.

This Policy applies to all Hadrian School Extended School activities.

Hadrian Education and Development Services (HEADS), is now responsible for the lettings of Hadrian School. HEADS is a Ltd company by guarantee that operates to generate funds from lettings that are then used by school for activities, equipment, goods and services.

HADRIAN SCHOOL

APPLICATION PROCEDURE FOR HIRE OF FACILITIES AND EQUIPMENT

To ensure effective implementation of the Hadrian School Lettings Policy the Governing Body have agreed guidelines and procedures on application for hire of facilities and equipment. They would ask all hirers to consider these procedures before agreeing the letting.

Application Procedures:

·  When application for the hire of facilities is made, the Business Manager and the Project and Facilities Manager will establish with the hirer a mutually agreed time to vacate the premises. This agreed time will take into account the need to clean and reset the facilities and the need to secure and lock up the premises. The amount of time agreed for these activities will vary according to the extent of use, but will attempt to meet the needs of both the hirer and Hadrian School.

·  The School has its own scale of charges for each facility available for hire. This will be made available to potential hirers

·  The School has its own conditions of use form, which must be agreed and signed by the potential users prior to the letting

·  The School has its own application for hire forms, which must be completed and returned to the Business Manager, together with the payment and conditions for use form, between 8:45 am and 4:00 pm weekdays, or by post. Cheques should be made payable to “HEADS”.

·  The School has its own Health, Safety and Fire Procedures information sheet. This will be made available to potential hirers.

·  When payment has been received, or agreement reached on payment terms, a permit will be issued by the School. This will be produced on a three-part form, with one copy being retained by the School, one copy in remittance to the hirer, one copy to Business Manager

·  All hire charges must be paid in advance as recommended by the Local Authority Auditors.

·  Some long-term users may not be able to pay on a termly basis, so reasonable terms of payment may be negotiated, i.e. weekly or monthly.

HADRIAN SCHOOL

CONDITIONS FOR USE AND HIRE OF FACILITIES AND EQUIPMENT

The Governing Body of Hadrian School welcome community use of their premises. We hope our facilities and equipment meet the needs of your group. Any further requests or suggestions for improvement should by brought to the attention of the Business Manager – David Palmer or Project and Facilities Manager – Andy Todd.

Conditions for use

We need to safeguard and maintain the condition of all facilities and equipment at Hadrian School and, therefore, ask hirers to adhere to the following conditions:

·  No smoking is allowed within the School grounds or premises at any time

·  All school, Health, Safety and Fire Procedures must be followed (see information sheet).

·  The hirer is fully responsible for the events, its supervision and any incidents arising from the event and must arrange for his/her own public liability insurance

·  Any damage to the building, rooms, facilities, equipment, fixtures and fittings, furniture must be reported immediately and will be paid for by the hirer. The School will assess the damage along with the subsequent costs to the hirer.

·  The School does not accept responsibility for any injuries or losses incurred by the hirer as a result of the activities undertaken.

·  All accidents and incidents must be reported to the Project and Facilities Manager or Head Teacher as soon as possible. All accidents should be documented on a Local Authority report form, available from the Administration Office.

·  The School does not accept any responsibility for the loss of, or damage to any personal belongings, equipment or vehicles brought on to the School premises during the course of hire.

·  The hirer must obtain any necessary permission or licence for the event, such as those required for Car Boot Sales, Musical Performances, Sale of Alcohol, etc.

THE SCHOOL MAY REQUIRE REFERENCES FROM USERS PRIOR TO ANY AGREEMENT TO HIRE ANY FACILITIES OR EQUIPMENT. WE RESERVE THE RIGHT TO TERMINATE THIS AGREEMENT IF HIRERS DO NOT COMPLY WITH CONDITIONS OF USE.

CONFIRMATION OF AGREEMENT OF TERMS AND CONDITIONS DETAILED THIS DOCUMENT

We/I agree to observe the conditions of hire described in this document.

Signed ………………………………………………… Date ……………………………

Organisation ……………………………………..

HADRIAN SCHOOL

HEALTH AND SAFETY REGULATIONS

No Smoking Policy

This covers the whole school site, including the Adventure Playground, car park and perimeter area. This should be strictly adhered to at all times.

Fire Exit and safe evacuation of the building

If the building is in use out of school hours it is the responsibility of the group organiser to keep a check on numbers and the safe evacuation of their group from the building. The assembly point is the school car park via the main entrance unless this is block by fire, in which case the nearest emergency exit is to be used. The Project and Facilities Manager should be notified immediately and he will phone the Fire Brigade or advise as necessary.

Accidents on Site

All accidents on site must be reported using the LA report form available on request from the Project and Facilities Manager within 24 hours of the incident taking place.

School Equipment, Fixtures and Fittings

The hirer must not use any school equipment without prior arrangement with school and must accept responsibility for any injuries or losses incurred as a result of activities involving school equipment. No one should use any equipment or undertake any activities unless they have the relevant qualifications or have taken part in a prior induction programme, e.g. Trampoline Coaching Award, P.E. Coaching Award.

Soft Play

Any access or use of this area must be discussed through negotiation with Newcastle Toy and Leisure Library and their rules and regulations adhered to at all times.

Sports Hall

There must be no unsupervised use of this area.

Adventure Playground

This area needs close supervision at all times; in particular the pond and large climbing frame. There must be a minimum of two adults to twenty primary aged pupils.

Specialist Rooms

These rooms and facilities will only be let following an induction session led by a member of school staff and only made available when a member of school staff is on site to oversee the use of the rooms.

CONFIRMATION OF AGREEMENT OF REGULATIONS DETAILED IN THIS DOCUMENT

I/WE have read the above Health and Safety Regulations and agree to adhere to them. I/WE accept that by doing so we acknowledge our duty and responsibility to prove for the safety and welfare of MY/OUR party.

Signed …………………………………………………Date ……………………………

Organisation …………………………………………

HADRIAN SCHOOL

FACILITIES AND EQUIPMENT AVAILABLE FOR HIRE

AND SCALE OF CHARGES

Access to some areas of the school will be restricted due to:

·  possible damage to the fabric of the building and school displays

·  vulnerability of specialised equipment

·  health and safety factors involving chemicals, etc

Under no circumstances will school keys ever be given to the hirer. All facilities are available for evening and weekend hire following negotiation and agreement with the School Site Manager. Any damage to equipment or school building/facilities, the hirer will be invoiced for repairs.

All payments for school facilities are to be made payable to ‘HEADS’.

Facilities available for hire

Activity / Time / Cost
Hydro Pool / 8:00 a.m to 6:00p.m / £20.00 per Hour (Specialist Use only)
School Hall / 8:00 a.m to 3:00 p.m £10 per hour
3:00 p.m to 5:45 p.m
Any usage after 5:45 p.m £15.00 per hour, plus additional charges for caretaking. / £10.00 per Hour
£15.00 per Hour
Sports Hall / 8:00 a.m to 3:00 p.m £15 per hour
3:00 p.m to 5:45 p.m £20 per hour
Any usage after 5:45 p.m £15.00 per hour, plus additional charges for caretaking / £15.00 Per Hour
£20.00 Per Hour
Art Room / 8:00 a.m to 3:00 p.m £10 per hour
3:00 p.m to 5:45 p.m
Any usage after 5:45 p.m £15 per hour, plus additional charges for caretaking / £10.00 Per Hour
£15.00 Per Hour
Dance Studio / 8:00 a.m to 3:00 p.m £15 per hour
3:00 p.m to 5:45 p.m
Any usage after 5:45 p.m £15 per hour, plus additional charges for caretaking / £15.00 Per Hour
£20.00 Per Hour
Sensory Studio / Saturday hire will be charged at £30 per hour – minimum of 4 hours.
Sunday hire will be charged at £40 per hour – minimum of 4 hours.
Any hire will incur extra charges e.g. Caretaking, Heating, Lighting.
Training Room / 8:00 a.m to 3:00 p.m £10 per hour
3:00 p.m to 5:45 p.m
Any usage after 5:45 p.m £15 per hour, plus additional charges for caretaking / £10.00 Per Hour
£15.00 Per Hour
£40.00 Half Day – External
£80.00 Full Day – External
Conference Facilities
See Note 1 on next page / Half Day
Full Day / £150.00
£300.00
Note: If you would like to book any of the facilities above after 5.45 p.m there will be an additional £15.00 per hour charged for caretaking costs Tea and coffee can be provided at the cost of £1.00 per person for meetings and ½ day workshops. If the course is all day and there are more than 2 servings the costs will be £1.50 per delegate. Catering can be provided on request, and costs negotiated.

Please Note: All payments by cheque are to be made payable to “HEADS”