Lettings Policy

Article posted by Asim

We believe that our School / Centre should be a Centre for Lifelong Learning.

In line with the school aim to extend the activities and services provided to children, their parents and to the wider community it is the intention of the school to encourage community groups to have access to school facilities at minimum cost.

The overarching aim of the school is to provide our pupils with an excellent education therefore classrooms shall not be available for hire in order to maintain the quality of the learning environment and protect the professional autonomy of class teachers.

Policy and Guidelines

General guidance

• There are two types of lettings ‘occasional’ i.e. one off bookings and ‘period lettings’ bookings on a regular (usually weekly) basis.

• A member of staff will be present on site for the full duration of all lettings and the cost of this covered within the charge.

• Premises may be used for political meetings. Currently the following organisations are not allowed to use Council Premises:

The British National Party

The National Front

The Unification Church

Organisation and Charges for lettings

• A timetable will be used for all letting to check for availability, avoid double booking and check for staff payments.

•  At the time of booking the applicant should be asked the following questions:

•1.      What type of activity is it?

•2.      What organisation is it?

•3.      How many people are expected?

•4.      Is the event open to the public?

These questions are to assess the suitability of the activity for our school facilities.

• A licence must be signed for all lettings.  Only the licence book will be used.  The licence is a numbered legal document.  The top sheet is retained in the book for audit and administration purposes, the first copy by the applicant and the third copy by the school for organisation purposes. 

If a person uses school facilities without a licence they are trespassing and not covered by the insurance policy. At the time of signing the representative will be made fully aware of the terms and conditions of the letting and given a copy of them.  Fire regulations will be explained to the hirer.

 

•Charges will be reviewed by governors annually and will be clearly set out in a separate statement of charges produced annually.

 

•Recording of lettings, the caretaker shall keep a log of the lettings he has worked with details of the duration, facility and equipment used and the licence number.  He will ask the hirer to sign the log at the end of a letting confirming that the caretaker has been in attendance and that the duties listed have been completed satisfactorily.

 

•For occasional lettings a refundable deposit may be levied, details of this are outlined in the annual statement of charges.

 

 

 

 

 

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