School premises shared use policy

Booking conditions

Schools may negotiate booking conditions direct with the hirer. For those schools that wish to follow them, Children's Services have produced some Conditions of hire (PDF) [149KB]. 

Letting fees

Schools may negotiate their own rates with hirers.

Health and safety conditions of hiring school premises

Hirers' responsibilities

For the duration of the letting period the hirer will be responsible for ensuring the following:

1. Adequate supervision is available
2. Normal and emergency procedures are followed
3. The hirer will ensure that all relevant recruitment and vetting checks including DBS checks have been undertaken on staff who work with children
4. No school equipment, other than that specified at the time of letting, is used. School furniture shall not be moved by the hirer except by arrangement with the caretaker or custodian.
5. Familiarity with emergency equipment, such as fire extinguishers, alarms, telephone, first-aid facilities
6. An emergency evacuation procedure is established. This will detail who will be responsible for taking control, calling emergency services and where to assemble. Consideration should be given to the needs of any disabled participants.
7. Facilities and equipment are used in a responsible manner which does not compromise the safety of the users or the premises and equipment. This includes ensuring that:
   • Alcohol is not consumed
   • Emergency exits, fire extinguishers, alarm points are not obstructed
   • Adequate walkways are available to allow free and easy access and egress
   • No gas cylinders or canisters are used inside the premises
   • Combustible materials are not placed adjacent to heat sources
   • Equipment is used for the purpose for which it was designed
   • Flammable and/or hazardous substances are not to be used
   • Nails, tacks, screws etc, shall not be driven into or adhesives fixed to walls, floors, ceilings, furniture or fittings and no decorations of any kind shall be put up
   • Footwear likely to damage floors is not to be worn
   • Litter and property belonging to the hirer or his servants or agents is to be removed by the hirer at the end of the period of hire. Any costs incurred in removing these items will be paid by the hirer.
   • Alterations to lighting or heating systems is forbidden
   • Parking must be in designated areas, leaving access for emergency vehicles
8. Arrangements have been made to ensure the premises are secured at the end of the letting period if appropriate

Schools' responsibilities

For the duration of the letting period schools will be responsible for ensuring the following provision:

1. Adequate means of escape in an emergency.
2. Adequate equipment available for use should an emergency situation arise. This should include:
   • Fire extinguishers
   • First aid kit
   • Access to telephone
3. Adequate heating, lighting and ventilation. This should include external lighting where required.
4. Safe equipment and premises. Individual arrangements should detail which equipment should be used and which not.
5. Assistance available on call to deal with defects to school plant and equipment and ensure premises are secured.
6. Sufficient information given to hirers on operation of plant, equipment and emergency facilities. (This will include, for pool hire, copies of the normal and emergency procedures).
7. Arrangements are in place to ensure the security of the premises at the end of the letting period if appropriate.

In addition to the above provisions, schools must ensure that hirers will have adequate supervision in attendance during letting periods. For swimming sessions this will require evidence of valid life-saving qualifications being produced.

Schools will be required to carry out periodic monitoring of hire activities to ensure compliance with hire conditions.

Swimming pools

Attention is drawn to the need for life guarding supervision as detailed in the pool's operating procedures. 

In the event of the use of a pool for other than swimming purposes, such as canoeing or sub-aqua, then the supervision should be in accordance with the requirement of the national governing body for that activity.

Copyright

The hirer or his servants or agents shall not infringe any copyright, or performing rights and undertakes to indemnify the County Council against the costs for infringement. 

Where the hire involves the use of sound recordings or music is played, groups might not be covered by the licenses purchased for the school premises. Primarily groups that are linked to the school and consist of teachers, students, PTA members etc., will be covered. 

For other groups, clarification should be sought from the relevant licensing authority prior to the premises being hired and the relevant licence purchased, if required.  

The school or lettings officer will require from the hirer sight of the relevant licence(s) at the time of booking the premises.  

A licence may also be required for the performance of a dramatic or musical work. Hirers should be warned that the use of 'home produced' tapes is illegal.

Alcohol

Alcohol shall not be consumed on the school premises except with the permission of the school governors and will be subject to the conditions made at the time of the booking, and to the obtaining of such Licence as may be necessary.

Charges for sporting use

The hirer is reminded that the charges for sporting use relate to facilities available and at the standards provided for pupils. 

If a hirer should require facilities of a higher standard, then the hirer will be responsible for additional costs incurred by the school in meeting with special demands.

Disabled persons

On those occasions when disabled persons are present on the premises such special arrangements as may be necessary in the circumstances shall be made so as to enable all persons to leave the premises in the event of fire.

Use of premises for overnight accommodation

Premises used for overnight accommodation by Guides, Brownie groups, Boy Scouts and similar organisations, should have been previously inspected by the Fire Service to comment on the suitability of the premises for its proposed use. 

In addition to the above guidance, guidelines and recommendations for fire safety in premises used for temporary sleeping accommodation are set out below:

1. A responsible adult who is familiar with fire evacuation procedures and escape routes from the building should supervise the children's sleeping area.
2. Adequate means of escape should be provided from the area used for sleeping accommodation - preferably only ground floor accommodation should be used.
3. If there is no provision for emergency lighting within the sleeping area and associated escape routes, sufficient hand lamps should be provided.
4. Access to the use of an exchange telephone should be maintained for emergency purposes to avoid any undue delays.
5. The Fire Brigade should be notified regarding temporary use of premises as an additional precautionary measure.

Damage to property

The hirer undertakes to make good any damage to the property of the County Council caused by neglect or default of the hirer or organisation or their servants or agents (see note concerning insurance in the liability of hirer section below). 

In the case of damage to sports fields, such as by heavy vehicles, the County Grounds Maintenance Manager would be responsible for the necessary repairs and for raising the appropriate account.

Liability of hirer

The County Council shall not be liable for any injury (including injury resulting in death) or damage to or loss of property, which shall or may occur to, or be sustained by the hirer, their assistants, servants or agents, or others entering on the property in the exercise or purported exercise of the hiring (with the exception of injury or damage as may occur by reason of the neglect of the County Council or its servants or agents acting within the scope of their authority). 

The hirer will indemnify and keep indemnified the County Council, its servants from and against all claims and liabilities in respect of such injury or damage and all action, proceedings, costs, damages and expenses in regard thereto and also from and against all other liability, claims, demands, proceedings, costs, damages and expenses in respect of injury to persons whomever (including injury resulting in death) and damage to and loss of property (whatsoever which may arise from, or in consequence of, the exercise or purported exercise of the hiring (see note below concerning insurance).)

Note

In the particular instance of damage to the County Council's property being caused by fire, the County Council's fire insurers will deal with the case and may have a legal right of recovery from the hirer.

In view of the potential liabilities in respect to damage to County Council property, however caused, and any other liabilities, hirers are advised to arrange liability insurance.

Use of the kitchen, servery and exclusive-use dining areas

Children's Services encourages the use of all kitchens, serveries and exclusive use dining rooms, but emphasises the need for close co-operation between the school and Norse Catering staff (the catering contractors) to ensure the satisfactory provision of the catering service.

Use of, and access to, kitchen, servery and exclusive use dining areas will be at the discretion of the governing body, in consultation with the headteacher, subject to the following.

Restricted areas

Certain areas specified in the catering contract will be off limits except to the headteacher when accompanied by a member of the contract catering staff. 

Such areas would normally include food and cleaning materials stores, refrigerators and freezers. These areas will normally be kept locked with the keys held by the contract caterer. 

The headteacher will hold a duplicate set of all keys, in case of emergencies.

Access during service times

During the service times laid down in the contract, access to all areas should normally only be allowed when: 

• There is a justifiable need
• The catering contractor is informed
• Access does not interfere with the contractor's service 

Access must be allowed in case of an emergency. Users must ensure that all conditions specified in the contract are met and that areas are left in the same condition they were found. 

The school may incur a charge if the contractor has to clean up after use by other persons.

Charges for hire

The governing body, in consultation with the headteacher may authorise and charge for lettings subject to:

• Informing the contractor prior to the let
• Not allowing access to areas specified as restricted in the contract
• Not allowing access during the service times laid down in the contract
• Persons intending to use the cooking and washing facilities having been given prior instructions by the contractor in their safe and efficient operation. The headteacher may, on his or her responsibility, allow use without instruction if hirers are qualified to use facilities in accordance with Health and Safety legislation. 
• The attendance of a contractor's representative at the beginning and end of any let over 24 hours. The charge for the let should reflect the additional cost of this to the school.

The charge made for the hire will be at the discretion of the governing body, in consultation with the headteacher. The headteacher should inform the hirer that they would be charged for any additional costs caused by the let, such as damage, breakages or cleaning.