Lettings and Community Use

Extended Services on School Sites - Jan 2010

We have consulted Hampshire Property Services (contacts - Rachel Overton, Gemma Wigman, Barry Richard) who are very happy to advise schools on an individual basis but in the first instance you may wish to explore:

http://intranet.hants.gov.uk/childrens-services/cs-staff/cs-units/efs/efs-publications/schoolfinancemanual/chapter23.htm This is a link is to the Children Services Manual of Financial Practice and Procedure in relation to lettings and community use of school facilities. The main parts of interest are the appendices, these offer standard documents for you to personalise and advice on charging/setting rates.The link to a guidance note in appendix 23A is an important summary.

Occasional use, or series of occasional uses can be dealt with by way of hire arrangements - rates for these may be set by governing bodies and may reflect the wider benefits to the school. See flow chart at point 1.10 on the link shown above.

Longer term arrangements, especially when dealing with third parties (e.g. before/after school childcare providers, pre-schools on a school site etc) on a more commercial basis and more particularly if they have sole occupancy of accommodation. To prevent them from gaining rights (such as security of tenure) which may hamper future dealings with the school, these must be set up from the outset on an acceptable basis. In these cases it is important to liaise with HCC Property Services. 

There is specific advice available for setting up childcare on a school site - the first point of contact is Sue Little sue.little@nfdc.gov.uk or download the guide.

Schools owned by the diocese rather than HCC will need to consult the diocese before entering into longer term arrangements.

In addition to the above it may be sensible for schools on adjacent sites to discuss charges with a view to reaching a compatible informal local agreement/broadly common approach. There may also be the opportunity to share caretaking costs associated with late lock ups etc.

One of the partnership schools, St Luke's Sway, reviewed their documentation in March 2010 - they are happy to share the following documents with colleagues - Letter to hirer/club organiser  -Lettings application guidance for hirer  - Sample letter to parents about a club  - Sample club register.

Please also refer to safeguarding and extended services