PEACEHAVEN HEIGHTS PRIMARY SCHOOL LETTINGS POLICY. Adopted: July 2016

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1 PEACEHAVEN HEIGHTS PRIMARY SCHOOL LETTINGS POLICY Adopted: July 2016 Review: Feb 2017

2 The Governing Body of Peacehaven Heights Primary School recognises the role of the school within the wider community and welcomes the use of the school s premises for a variety of community and leisure purposes. However, the use of the premises for school events and functions will always take priority over lettings. The school will retain income derived from lettings. Costs which arise from the lettings will be met from this income. Use of school premises on behalf of the school (eg PTA) are not subject to the charging elements of this policy. All formal hiring of the schools premises, including those for which no charge is made shall be properly documented. All hirers must complete a lettings agreement, a copy of the Booking Conditions will be given to the Hirer when the initial enquiry is made. The hire agreement is a contract, which the governors may enforce at law. Principles 1. In assessing applications, the school will consider the likely costs of such activity, including the costs of administering the letting and general dilapidations that will arise through extended use of the building. Applications will only be granted where the school can see its way clear to breaking even. No let shall be agreed where to do so would impinge on the school s core funding regardless of the potential social and community benefit that might arise. 2. We will not let any group that promotes or supports activities contrary to the moral and social ethos of the school: for example, groups promoting racism, sexism, ageism, homophobia or any other type of discriminatory practice, or those whose presence would otherwise be incompatible with the school s ethos and policies. 3. Before letting the school premises (including the school field) we will have regard to the likelihood of any damage being caused to the premises or any nuisance that may arise as a result of accepting the booking. 4. The safety of all children on school premises remains paramount, regardless of whether they are pupils of Peacehaven Heights Primary School, therefore, the school will require the hirer to complete the risk assessment confirming that appropriate systems are in place to ensure the safeguarding of children on school premises. There is an expectation that the hirer keeps a register of attendance and is aware of all emotional and medical needs along with up-to-date parent contact details. 5. The school reserves the right to ask for appropriate documentation as part of the hire agreement; Public Liability insurance documents and up to date DBS certificates will need to be provided at the application stage.

3 Applications The hiring of the school buildings or swimming pool enclosure and associated areas by external organisations is a valuable means of raising money to enhance the school s budget. It is important, therefore, that there should be a clear policy, agreed by the Governing Body, which (a) Lays down the criteria for the approval or otherwise of a request for hire and (b) Gives guidance on the appropriate level of charges to be made for the hiring of specific areas of the school buildings or swimming pool enclosure and associated areas. 1. Application forms, available from the school offices, should be submitted at least two weeks prior to the first day of the proposed letting. 2. The person signing the application form will be considered to be the Hirer and must accept responsibility for ensuring compliance with the conditions detailed in this policy and all appendices thereto 3. All applications will be considered on their merits; taking into consideration the suitability of the activity. The responsibility for final approval rests with the school governors. 4. Lettings fees are reviewed annually by the governing body. Hirers will be informed at the time the application is approved of the current charge for the use of the facilities required. 5. The school reserves the right to cancel any letting if the accommodation is required for urgent official; or academic business. In such circumstances the Hirer will be reimbursed any lettings fees paid. 6. Any intention of the part of the Hirer to cancel a letting must be notified to the School Business Manager/Bursar/Headteacher at least 24 hours before the letting is due to take place. In the event of the Hirer failing to give at least 24 hours notice no reimbursement of hiring fee will be made. If preparatory works have already been undertaken the Hirer will bear the actual costs incurred. Criteria for the approval of requests for hire 1. Applications received from the following groups will normally be approved automatically. In the event of any request for hire or agreed letting, the school s own needs for use of the premises will take priority: a) Any school related organisation (eg The Link). b) Adult education courses, in liaison with East Sussex County Council and others. c) Local Community Groups which satisfy appropriate conditions relating to supervision and organisation. d) Language schools in so far as any request does not adversely affect the teaching and learning of pupils of the school. e) Requests from established Youth Groups (eg scouts, cubs, guides, brownies).

4 f) Individuals who wish to hire the premises for a family event or community activity/meeting. 2. Applications from the following groups will be considered on their merits by the Governing Body for approval: g) Requests which involve the consumption of alcoholic drinks on the premises. h) Religious groups. i) Organisations seeking hire for profit making purposes. 3. Applications from the following groups will not normally be approved: a) Political or quasi-political groups. 4. The Governing Body reserves the right to disapprove without reason any request made for the hire of the school premises. We are a safeguarding school and put the welfare of children first. All extended schools providers will provide a Disclosure and Barring Service (DBS) check and a certificate showing the appropriate level of public liability insurance is in place. The Council s top up insurance can be obtained at a charge to be advised at the time of hire. FINANCIAL ACCOUNTING 1. All letting agreement forms to be sequentially numbered, correctly authorised and accounted for. 2. An invoice/statement of account should be issued for all lettings. 3. A receipt should be issued to the Hirer when cash payment are received. The receipt should include date, amount and invoice number to which it relates. 4. There should be documented evidence for all transfers of income from one officer to another, as per the school s Local Procedures for Cash Handling. 5. Income, when processed in FMS should be referenced to the relevant invoice number. Charges for After-school clubs for Peacehaven Heights Primary School Pupils After-school clubs using indoor facilities, ie hall or classroom plus toilets, will operate during Monday Friday, with a finish time no later than 18:00 hours, term time at a rate of per hour. If a club over-runs or the timing of the club falls in to a second hour the hirer will be charged for a full additional hour. After-school clubs using outdoor facilities, ie playground or field plus toilets, will operate during Monday Friday, with a finish time no later than 18:00 hours, term time at a rate of per hour. If a club over-runs or the timing of the club falls in to a second hour the hirer will be charged for a full additional hour.

5 Charges for hiring school facilities outside the school day/during school holidays between the hours of 08:00 and 18:00 Monday to Friday; 08:00 and 12:00 noon Saturday The school premises, pool and associated facilities are NOT available for hire under any circumstances on SUNDAYS Hall or classroom plus toilet/cloakroom facilities Field or playground plus toilet/cloakroom facilities Swimming Pool enclosure and associated areas 75 for 3 hours (minimum) 36 per day (08:00-18:00 hours) 25 per hour An opening fee of 15 and closing fee of 15 will be levied, in addition to the above charges, to cover overtime paid to the Caretaker when the let occurs outside the working day of the Premises Manager (08:00-18:00 hours). An additional charge would be incurred if the Let requires the Premises Manager to remain on the premises. For overtime worked on any night between 18:00 and 06:00 hours there will be a supplement of 20% of the employee s rate payable in addition to the overtime rate. Payment of Letting Fees Invoices for lettings fees will be issued on a termly basis and payment is due within one week of the date of each account. The non-payment or reoccurring late payment of lettings fees amount to breach of contract and in such an event the school will terminate the agreement immediately and pursue any outstanding fees. Entry and Exit onto the School Premises When allowing children to exit the school premises at the end of the Let, the Hirer must ensure that they are handed over to the appropriate parent/carer. If the Hirers are in possession of entry codes, they must ensure that no person other than themselves and their employees are in possession of this. Monitoring and Review This policy and its operation will be reviewed annually (or as the need arises) from the date of FGB approval. The Lettings Committee will retain responsibility for advising the FGB on this review. Any substantive amendments must be approved by the FGB.

6 CONDITIONS GOVERNING THE LETTING OF PEACEHAVEN HEIGHTS PRIMARY SCHOOL Infant site: Roderick Avenue, Peacehaven, BN10 8UZ Junior site: Hoddern Avenue, Peacehaven, BN10 7QY Agreement No: Name of Hirer: Address: Contact Telephone numbers (all relevant): Dates, times and areas of use required: Nature of the activity: Please read and sign the general conditions listed below. General Conditions 1. Applications for the use of the school s premises must be made to the Headteacher, and responsibility for their approval rests with the Governors. The person signing the agreement form will be deemed to be the Hirer, and must accept responsibility for ensuring compliance with these conditions. 2. Hirers are responsible for arranging their own insurance for any legal liability associated with the hiring of the property. This includes third part claims for injury or loss, and damage to school property caused as a direct result of the hiring. Please arrange to bring in a copy of your certificate of insurance for the sum of 5,000,000 per claim before your hire commences.

7 3. If working with children, please arrange to supply yours and any helpers Disclosure and Barring Service Disclosure certificates. 4. Information about any special needs/dietary requirements It is the hirer s responsibility to ensure children do not have any allergies to snacks given during the hiring period. 5. If running classes straight after school which involve children from our school: Hirers must be on the school premises before the end of the school day, and be ready to accept the children at the end of the school day. Hirers must have a Child Protection Policy in place and all Hirers and their employees or helpers must have undertaken Safeguarding training which must be renewed every three years. Hirers must have an appropriate qualified first aid person with them throughout the hire period. Children must be collected promptly by their parents/carers at the end of the session as there are no facilities for minding children after school. It is the Hirer s responsibility to take care of children until their parents/carers arrive, they must, therefore hold a register of attendees which must also include names, addresses and contact telephone numbers for the responsible parent/carer of each child. Children must be appropriately supervised when using the toilet facilities. Children must be suitably attired for the club/class they are attending. 6. All documentation requiring completion and a signature must be completed, signed and returned to the school before commencement of hire. 7. No structural alterations to school premises, fixtures or fittings will be permitted and notices must only be affixed to boards provided. 8. If it is intended to organise a public performance or entertainment, or performance of music, signing or dancing to which members of the public are admitted, Hirers are advised to consult the Headteacher in advance to ensure that the school premises are adequately licensed for the purpose before submitting a firm application. 9. Footwear which is likely to cause damage to school s floors must not be worn.

8 10. Hirer s equipment must be PAT tested or it CANNOT be brought onto the premises. 11. Animals must not be brought on the school grounds, playground or into the buildings, with the exception of specifically therapy trained dogs, ie guide dogs. 12. No smoking is permitted within the buildings or grounds of the school. 13. The premises must be left clean and tidy after use. Lights and electrical equipment must be switched off, and all windows must be closed. 14. Any photocopying of leaflets or paperwork required by the school from the Hirer must be undertaken by the Hirer at their expense. The school may agree to undertake photocopying for the hirer at a charge of 5p per copy (black or colour). 15. Hirers must be responsible for ensuring that everyone taking part in the lettings are properly and adequately supervised. 16. For any activity or equipment which requires a risk assessment, the risk assessment must be completed by the Hirer and given to the Headteacher at least one week before the hire commences. Fire Precautions 17. The Hirer, or a responsible person nominated by them in writing, shall be in charge of and be upon the hired part of the premises the whole time the premises are open and there shall be during that time sufficient staff or competent attendants on duty on the premises. The person in charge shall not be engaged in any duties which will prevent him/her from exercising general supervision of the premises and evacuation. THE HIRER SHALL ASCERTAIN AND COMPLY WITH ANY SPECIAL FIRE PRECAUTIONS REQUIREMENT CONTAINED IN MUSIC, SINGING AND DANCE, THEATRES, OR ANY OTHER LICENCES APPROPRIATE TO THE I NTENDED USE OF THE PREMISES. 18. If anyone requires assistant in evacuating the building, a Personal Emergency Evacuation Plan (PEEP) must be submitted to the Headteacher at least one week before the hire takes place. 19. The maximum capacity of each school hall is 150 for the Infant site and 200 for the Junior site. These numbers must not be exceeded.

9 20. All corridors, and passageways intended for exit shall be kept entirely free from obstruction and shall not be used as cloakrooms. 21. All exit doors shall be kept clear for safe exit during the whole hire period. 22. Doors and openings, other than exits, shall have notices placed over them indicating No thoroughfare. 23. Mats and other floor coverings should not be used to prevent rucking and eliminate slips, trips and falls. 24. Inflammable materials shall not be used for decorations on the premises. 25. The Hirer shall ascertain the position of escape routes, fire alarm systems and fire-fighting equipment which shall be in the charge of some suitable person specially nominated for the purpose, who shall ensure that the appliance and equipment are always available for use. 26. If hiring the premises after school hours, thorough checks should be made by the Hirer at the end of the letting to ensure that all lights and electrical equipment is switched off and doors and windows are properly secured. If there is any doubt about the application of any of the above conditions and agreements, the advice of the Headteacher should be sought. Disability Equality Statement Peacehaven Heights Primary School is committed to promoting Disability Equality and equality of opportunity for pupils with learning difficulties. The Hirer must ensure that anyone with a disability or learning difficulty has equal access as described below: Equal Opportunities and Inclusivity 1. The Hirer is committed to providing the equality of opportunity for all adults, children and families. We believe that no child, individual or family should be excluded from any group on any grounds. 2. The Hirer is committed to the principle that any behaviour, language or action that creates discrimination or disadvantage is unacceptable and will be challenged.

10 3. The Hirer will make every effort to ensure that the setting, equipment and resources promote equality of opportunity for all and reflect the different cultures, levels of ability, family status, gender, religion, etc, of the group of members who hire the facilities. 4. The Hirer believes it is important to operate a provision which is fully inclusive and encourages anti-discriminatory practice for both children and adults., The building has full wheelchair access and the setting and facilities are adaptable to enable the best level of care for all the group member s needs. 5. The Hirer will ensure that any activities undertaken would not be detrimental to cohesion of the community, nor promote intolerance on the basis of ethnicity, faith, gender, sexual orientation, disability or age. 6. The Hirer or Service Provider will indemnify Peacehaven Heights Primary School against all claims arising from The Hirer or Service Provider s legal liabilities in respect of any loss, damage or injury to East Sussex County Council (ESCC) and other third parties. Signed (the Hirer):. Date:.. Signed (the Headteacher/SBM):.. Date: Signed (the Governing Body): Date:

11 Safeguarding Children Checklist A checklist should be completed for each club/hirer and relevant copies of documentation mentioned obtained Safety Requirement 1 Has the school gone through the Lettings Agreement for use of the premises with the Hirer? 2 Has the Hirer got a Child Protection & Safeguarding Policy that is compatible with the school s policy? In Place? Does it state that all employees/volunteers/helpers have had safeguarding training and that the training is renewed every three years? 3 Has the Hirer got a Code of Conduct for staff detailing appropriate behaviour with children? 4 Is the Hirer aware of the procedures to be followed if they think a child is being abused and have they been supplied with the appropriate contact numbers? 5 Does the Hirer have a procedure in the event of a child protection allegation being made against them? 6 Does the Hirer follow the Safer Recruitment in Education principles in appointing and vetting staff (2 references, enhanced DBS check and Childcare Disqualification Declaration)? 7 Have all the staff/volunteers/helpers working with the children (including transporting children as part of the activity) been CRB checked? Have the school been provided with copies of the DBS certificates? Has anything has been disclosed that the school needs to take advice about? 8 Have references been checked? 9 Are there appropriate arrangements for first aid or other emergencies? 10 Are all individuals in the Hirer s organisation made aware of the school s policies and procedures?

12 11 Are there arrangements for the school to liaise with the Hirer or hirer s representative if there should be a particular concern? 12 Are staff/pupil ratios appropriate for the activity? Documentation Check A B Public Liability Insurance Certificate level of cover verified and copy certificate obtained Letting Policy and Conditions Governing the Let signed by Hirer and the Headteacher C Relevant invoice issued, fees paid and receipt given D Safeguarding Policy of Hirer obtained E DBS certificates of Hirer, employees, volunteers seen, checked for disclosures and copied F Hirer s Code of Conduct obtained G H Full contact details of Hirer, Fire Officer, First Aider obtained Name, address, telephone number plus emergency contact telephone number Register of attendees to Club or activity with parent/carers contact telephone numbers and details, together with any special collection arrangements Signed (the Hirer):. Date:.. Signed (school rep):.. Date: