Model Lettings Policy

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SUNNY BROW NURSERY SCHOOL
Lettings Policy

Introduction

The Governing Body regards the school buildings and grounds as a community asset
and will make every reasonable effort to enable them to be used as much as
possible. However, the overriding aim of the Governing Body is to support the school
in providing the best possible education for its pupils, and any lettings of the
premises to outside organisations will be considered with this in mind.

A charge will be levied to meet the additional costs incurred by the school in respect
of any lettings of the premises.

Definition of a Letting

A letting may be defined as “any use of the school premises (buildings and grounds)
by another school or establishment or a community group (such as a local music
group or football team), or a commercial organisation (such as the local branch of
‘Weight Watchers’)”. A letting must not interfere with the primary activity of the
school, which is to provide a high standard of education for all its pupils.

Use of the premises for activities such as staff meetings, parents’ meetings,
Governing Body meetings and extra-curricular activities of Sunny Brow pupils
supervised by school staff, fall within the corporate life of the school. Costs arising
from these uses are therefore a legitimate charge against the school’s delegated
budget.

Administrative Process

Organisations seeking to hire the school premises should approach the Headteacher,
who will identify their requirements and clarify the facilities available. A School
Letting Request Form (a copy of which is attached to this policy) should be
completed at this stage. This may be done on line by downloading a form from our
website and e-mailing it to office@sunnybrow.rochdale.sch.uk Alternatively download
and send by post. The details of our lettings policy are on the website
(www.sunnybrow.rochdale.sch.uk) and applicants need to tick and date that
conditions will be respected (or signed if by post). The Governing Body has the right
to refuse an application, and no letting should be regarded as “booked” until approval
has been given. No public announcement of any activity or function taking place
should be made by the organisation concerned until the booking has been formally
confirmed.

Once a letting has been approved, an invoice will be generated which requires
payment prior to the letting. Specific terms and conditions are involved if Forest
School or room is hired. These similarly are on the website within the Lettings Policy
The hirer should be a named individual and the agreement should be in their name,
giving their contact address and telephone number. This avoids any slight risk that
the letting might be held to be a business tenancy, which would give the hirer security
of tenure. It will be expected all users will have enhanced CRB’s if there is a
possibility of contact with children and necessary checks to comply with statutory
regulations.
TERMS AND CONDITIONS
FOR THE HIRE OF THE SCHOOL PREMISES

All terms and conditions set out below must be adhered to. The “Hirer” shall be the
person making the application for a letting, and this person will be personally
responsible for payment of all fees or other sums due in respect of the letting.

Status of the Hirer

Lettings will not be made to persons under the age of 18, or to any organisation or
group with an unlawful or extremist background. The hire agreement is personal to
the hirer only, and nothing in it is intended to have the effect of giving exclusive
possession of any part of the school to them or of creating any tenancy between the
school and the hirer.

Any adults working with the school’s pupils (for example, at an after school sports
club) must be appropriately qualified. Sports coaches must follow the LA’s guidelines
for working in schools. Similarly, persons running a ‘Forest School’ session must be
qualified to at least level 2, preferably level 3 and have a First Aider with them.

Priority of Use

The Headteacher will resolve conflicting requests for the use of the premises, with
priority at all times being given to school functions.

Attendance

The Hirer shall ensure that the number of persons using the premises does not
exceed that for which the application was made and approval given.

Public Safety

The Hirer shall be responsible for the prevention of overcrowding (such as would
endanger public safety), and for keeping clear all gangways, passages and exits.
The Hirer shall be responsible for providing adequate supervision to maintain order
and good conduct, and - where applicable - the Hirer must adhere to the correct
adult/pupil ratios at all times.

Own Risk

It is the Hirer's responsibility to ensure that all those attending are made aware of the
fact that they do so in all respects at their own risk. A risk assessment should be
completed for all off site visits – Forest School practitioners should visit site before
hand to assess risk.

Damage, Loss or Injury

The Governing Body has arranged appropriate public liability insurance to cover all
legal liabilities for accidents resulting in injuries to persons (including all participants
in the activity for which the premises are being hired),and/or loss of or damage to
property, including the hired premises, arising out of the letting. A pro-rata cost of the
insurance premium has been included in the hire charge.

Neither the school, nor the Local Authority, will be responsible for any injury to
persons or damage to property arising out of the letting of the premises.
Furniture and Fittings
Furniture and fittings shall not be removed or interfered with in any way. No fittings
or decorating of any kind necessitating drilling, or the fixing of nails or screws into
fixtures which are part of the school fabric, are permitted. In the event of any
damage to premises or property arising from the letting, the Hirer shall pay the cost
of any reparation required.

School Equipment

Responsible adults must supervise the use of any equipment which is issued and
ensure its safe return. The Hirer is liable for any damage, loss or theft of school
equipment they are using, and for the equipment's safe and appropriate use. Forest
equipment and tools to be used only with supervision and instruction of qualified
Forest School practitioner. Similarly – Forest School fires only to be operated by
Level 3 practitioners

Electrical Equipment

Any electrical equipment brought by the Hirer onto the school site MUST comply with
the LA code of practice for portable electrical appliance equipment. Equipment must
either have a certificate of safety from a qualified electrical engineer or be inspected
by the LA. The intention to use any electrical equipment must be notified on the
application.

Car Parking Facilities

Subject to availability, these may be used by the Hirer and other adults involved in
the letting. Car parking is restricted by space – visitors will need to use the road –
with respect to the neighbours. Vehicles must not travel up/down the drive without
knowledge of Head Teacher as children may be playing out. Disabled parking is
available with agreement.

Toilet Facilities

Access to the school’s toilet facilities is included as part of the hire arrangements.
D.D.A. compliant toilet is available in the porch of the main building and is accessible
by a ramp.

First Aid Facilities

There is no legal requirement for the school to provide first aid facilities for the Hirer.
It is the Hirer's responsibility to make their own arrangements, such as the provision
of first aid training for supervising personnel, and the provision of a first aid kit,
particularly in the case of sports lettings. Use of the schools resources is not
available. (If Forest Room hired -a first aid box is in room. Records must be kept)
Forest School users must supply a travel first aid kit and have a member of staff
qualified in first aid.

Fire Regulations

A written copy of fire evacuation procedures will be available to hirers with the
Lettings’ policy which is on the website. Hirers must agree to take responsibility for
ensuring users are aware of fire evacuation and fire prevention procedures. The
advice will specifically relate to emergency evacuation procedures, fire alarm points
and fire fighting equipment, assembly points and roll call of personnel, location of
telephone and how to summon the Fire Brigade and emergency services. Users of
Forest School will evacuate to the front of the building via the forest gate. If forest
users wish to make a fire – school must be informed beforehand (Level 3 practitioner
only).
Food and Drink

No food or drink may be prepared or consumed on the property without agreement in
line with current food hygiene regulations. All litter must be placed in the bins
provided. Separate arrangements to be made for Forest School if food is consumed
outdoors (all refuse removed from Forest after use)

Intoxicating Liquor

No intoxicants shall be brought on to or consumed on the premises.

Smoking

The whole of the school premises is a non-smoking area, and smoking is not
permitted. This extends to our Forest School

The Hirer shall not, during the occupancy of the premises, infringe any subsisting
copyright or performing right, and shall indemnify the Local Authority against all sums
of money which the LA may have to pay by reason of an infringement of copyright or
performing right occurring during the period of hire covered by this agreement.

Sub-letting

The Hirer shall not sub-let the premises to another person.

Charges

Hire charges are reviewed annually and the current charge is set out in the Charging
policy which is also available on the web.

Variation of Scales of Charges and Cancellations

The Hirer acknowledges that the charges given may be increased from time to time
(they will be reviewed by the Governing Body on an annual basis) and that the letting
may be cancelled, provided that in each circumstance at least 10 days notice either
way is given. Should Forest School need to be cancelled due to high winds or poor
conditions underfoot – money will be held for another booking (cancellations will
need to be on the day).It is the Hirer's responsibility to notify users (where
appropriate) of any changes in dates or venues.

Security

The Governors will hire and pay for a person to be responsible for the security of the
premises before, during and after the hire, and for the cleaning of the premises after
its use. This cost will be included in the charge for the letting. If no suitable person
can be employed, then the letting will not be allowed or will be cancelled. Only
named key holders may operate the security system. Keys and entry codes should
not be passed to any other person without direct permission of the Governing Body
of the school.

Right of Access

The Governing Body reserves the right of access to the premises during any letting.
The Headteacher or members of the Governing Body may monitor activities from
time to time.
Conclusion of the Letting

The Hirer shall, at the end of the hire period, leave the accommodation in a
reasonably tidy condition, (brush and shovel etc. will be supplied) with all equipment
being returned to the correct place of storage. If this condition is not adhered to, an
additional cost may be charged.

Vacation of Premises

The Hirer shall ensure that the premises are vacated promptly at the end of the
letting. The Hirer is responsible for supervising any children taking part in an activity
until they are collected by a responsible adult. In the event of an emergency,
occupants must leave the school by the nearest exit and assemble on the front lawn.
The Hirer must have immediate access to participants’ emergency contact details,
and may use the telephone in the school office in the event of an emergency. Hirers
are responsible for familiarising themselves with emergency exits and must ensure
that participants are aware of evacuation procedures.

Promotional Literature/Newsletters

A draft copy of any information to be distributed to participants or through the school
must be sanctioned by the Headteacher a week prior to distribution by the Hirer.
SUNNY BROW NURSERY SCHOOL
CHARGING POLICY
It is our policy not to charge our children for any activity that is incorporated into the
school day. Any school trips are subsidised by the school via fundraising events held
during the year.

Sunny Brow Nursery School has developed aspects of its provision to expand
services for users of Sunny Brow and the local community and these services will
generate income which the nursery can utilise for staffing and further developments.

 Parents and users will be informed of charges in advance of an agreement
being made
 Contracts are signed with the understanding that services will be delivered for
a fee.
 Payments to be made prior to services being used
 Charges are agreed with the Governing Body of Sunny Brow Nursery School,
but may be reviewed as situations change.
 Notice will be given of any changes in charges (at least 28 days)
 Contracts maybe withdrawn by either party two weeks prior to services having
been booked
 Non-payment will result in services being withdrawn.

CHARGES BASED ON £4.00 PER HOUR FOR CARE AND EDUCATION
Playgroup - £8.00 per session
TOTS - £4.00 per hour (Parents stay)
Additional education sessions and lunch £4.00 per hour = £14
Early start/late finish £4.00 per hour
Holiday Play scheme £20 per day

HIRE AND LETTINGS
Visiting groups to use school grounds £10 per hour
Childminders £2.00 per hour (half of fees) per child
Forest School - £150 per day for Forest and or Forest Room
Hourly rate (between 8 and 5) £25 Forest and/or Forest Room
Tarpaulin £5.00 per session
User tools £5.00 per session
Leader tools £5.00 per session
Forest clothing £5.00 per session (per set of 15)

TRAINING
Forest taster session - £20 per session (from September 2010)

CHARGES FOR LETTINGS INCLUDE
Preparation, cleaning, insurance, maintenance, replacement, repair, management
and administration.

PARENTS’ ROOM, TRAINING OR MEETING BASE (Main building)
£10 per hour (with facilities/refreshments negotiated additionally). Only bookable for
3 hour (max) sessions due to children’s lunch requirement 8.00-11.00/1.00-4.00
FIRE EVACUATION PROCEDURES FOR STAFF/ PARENTS/
CHILDREN/VISITORS AND USERS OF SUNNY BROW NURSERY SCHOOL
FACILITIES INCLUDING FOREST ROOM/FOREST SCHOOL

ON HEARING FIRE ALARM: No ‘phone call needed as
automatically informed by alarm line.
MAIN BUILDING
UPSTAIRS: Staff, parents, visitors and children must leave the building as
quickly as possible, by walking down the main staircase and out through the
front door. Assemble on the front lawn for roll-call. If main staircase not able
to be used – exit in single file down back staircase and back door. Assemble
on front lawn for roll call and headcount.
Please try to collect registers on the way and close any doors on exit and check bathrooms and side rooms
in particular.
DOWNSTAIRS: Staff, parents, visitors and children must leave the building
as quickly as possible by walking out through the front door. Assemble on the
front lawn for roll-call. If front door not able to be used – exit through back
door. Assemble on front lawn and carry out roll call - headcount.

Please try to collect registers on the way and close any doors on exit.

Check bathrooms and side rooms in particular

SITE MANAGER: Take keys and make immediately for the nearest exit,
closing all doors and windows on the way. Go to front lawn for roll-call.
OPEN GATES. – stay by them to ensure security and access by fire service
BURSAR: Put front door on latch for parents, staff and children to exit and
proceed to front lawn for roll-call.
HEADTEACHER: Check all rooms and close doors if possible – leave front
door on latch and check headcount and identify anyone who maybe missing.
Take keys if available/Open gates and ensure security and access by fire
service if site manager not available
TEACHERS
In the event of head teacher not being on premises- teacher to take on
responsibility.
X X X
No one to leave collection point until head or senior staff member gives all
clear.
USERS OF FOREST SCHOOL MUST:-

 Leave emergency contact details back at base
 Inform Sunny Brow of number of visitors on site.
 Should evacuate Forest/building on site of fire in forest or building on site
 Use the Forest School gate or door at the front of the Forest Room
 Assemble at the front of the school building
 Ensure all members are present
 Advise Head Teacher of all present or missing members
 Contact base establishment and report incident
 Wait until fire officers/Head Teacher give all clear before returning to
building/forest
CONCERNS/COMPLAINTS/COMPLIMENTS
SUNNY BROW NURSERY SCHOOL
INFORMATION FOR PARENTS/SERVICE USERS

It is very important that the nursery should run smoothly and that parents, carers and staff and
user groups work together in a spirit of co-operation in the child’s best interest and that of the
school community

CONCERNS/COMPLAINTS

In the event of a concern or complaint every effort will be made to respond quickly and
appropriately.

If you wish to raise a concern please speak to the Head Teacher or if she is unavailable to a
member of staff (who will record the incident in the book behind the office door). OR

We also have a number of slips entitled “Comments, compliments and complaints” which can
be found in the school entrance. Hand this to the Head Teacher or a member of staff – or post
it in the box next to the sheets – but please tell someone you have done this as it may not be
checked for a while.

The issue will then be investigated and you will receive a response, making clear any action
or monitoring of a situation which may be necessary. At this stage his understanding may be
cleared up. Everyone benefits from the speedy resolution of difficulties and from suggestions
for improvements.

If no satisfactory solution to the concern has been agreed, you will be informed of your option
to take the matter further – this will involve you putting your concerns in a letter to the Head
Teacher and in response you will receive the complaints procedure – which will outline next
steps. If the issue is about the Head Teacher then your letter will be addressed to the Chair
of Governors

Every effort will be made to reach a speedy result.

COMPLIMENTS

These are always gratefully received – as we do endeavour to ensure the nursery experience
is a positive one for children, parents, carers and for staff. Please use the slips in the
entrance –or if this seems too formal – a kind word goes a long way. Thank you
SUNNY BROW NURSERY SCHOOL
LETTING REQUEST FORM
To be completed and sent to Head Teacher

Date of request……………………
NAME OF GROUP OR ORGANISATION:
_____________________________________________________________________________

NATURE OF BUSINESS __________________________

NAME OF APPLICANT: ________________________________ POSITION
ROLE_____________
CONTACT ADDRESS:
__________________________________________________________

______________________________POST CODE__________________
TELEPHONE:
MOBILE___________________________________FAX-______________________________

WORK______________________________EMAIL____________________________________

Please circle requirements venue Forest Room / Forest only / Parents room / TV room
Equipment Tarpaulin / clothing / users tools / leaders tools / projector / laptop
Refreshments adults (tea/coffee/sugar/milk) children (milk/water)
If clothing please indicate – Foundation / Key Stage 1 / Key stage 2
____________________________________________________________________________
NATURE OF ACTIVITY: e.g. training / Forest School / Meeting

_____________________________________________________________________________

ADDITIONAL REQUIREMENTS

DATES & TIMES ADDITIONAL INFORMATION
DAY: DATE TIME

I confirm that the information given in this form is correct and I agree to accept the conditions of the
schools lettings policy
Signature of Applicant (The hirer)
__________________________________________Date:____________________

________________

OFFICE USE ONLY
SPECIFIC FOREST FEE PAID
BOOKING SCHOOL TERMS &
COSTS CONFIRMED CONDITIONS SENT WITH
AGREED INVOICE

FOREST USER CHECKLIST FIRE EVACUATION RECEIPT NUMBER
RECIVED IN SCHOOL PROCEDURES SUPPLIED ON
COMPLETED THE DAY
Conditions of Use
(To be printed on reverse of School Lettings Request Form)

1. Application for a letting does not necessarily guarantee acceptance. All
applications will be confirmed, or otherwise, by the Headteacher.

2. Organisations will be required to pay the letting charge if the premises are
opened for the letting even if the letting does not take place. (see 12)

3. The School reserves the right to cancel or amend this letting in the event of the
premises subsequently being required for school activities. In this event as much
notice as possible will be given but the school will not be under any obligation to
offer alternative accommodation.

4. The letting must be correctly supervised by the Hirers who will undertake to pay
for any damage caused by their use of the premises and are responsible for their
own third party liability cover.

5. All bookings to be followed by a cheque to SUNNY BROW NURSERY SCHOOL
prior to the letting taking place. Failure to complete payment would result in the
cancellation of the booking. The school reserves the right to refuse the hirer
subsequent admission to the premises if any account remains unpaid before the
letting takes place

6. If a letting over-runs the time booked, an additional charge will be made at the
rate of £10 per hour or part of.

7. The school reserves the right to amend the charges giving 10 days notice.

8. The hirer must make him/herself fully conversant with the fire drill for the
premises and the position of appliances and emergency exits. He/she must also
keep a register of members for Health and Safety reasons and supply SB with
number of additional bodies on the site. In the event of an evacuation of the
building or the groups’ health and safety the hirer is responsible for informing the
Headteacher or teacher in charge that all group members have been evacuated
safely.

9. If interaction with children on site is a possibility users must have enhanced
CRB’s and comply with statutory requirements, this is the responsibility of the
hirer.

10. Once completed the School Letting Request Form should be returned to the
Headteacher at Sunny Brow Nursery School, Sunny Brow Road, Archer Park,
Middleton, Manchester, M24 4AD or on line

11. Agreement to comply with the Lettings Policy of use will be evidenced by signing
the form. Failure to comply may result in a letting being cancelled and may
jeopardise any future application.

12. The hirer must make him/herself fully aware of the complaints procedure

13. Forest School bookings may need to be cancelled due to high winds or poor
conditions underfoot. Money will be held for another booking.

14. Hirers responsible for their own health and safety of the children under their
supervision.

15. Hirers must have their own insurance which will cover any incident or accidents
SPECIFIC TERMS AND CONDITIONS FOR USE OF
FOREST SCHOOL, ROOM AND HIRE OF RESOURCES
 Any users of school facilities to be covered by a Lettings Agreement and subject to
Charging Policy as agreed by Governors
 Head Teacher to sanction all bookings and to manage the business facility.
 Forest School to be self-sustaining and produce a profit for Sunny Brow Nursery School
which will be used to support the additional services on offer.
 Own risk assessment to be agreed by Head/manager of visiting establishment or group.
 Risk assessment to cover all activities and all user groups. Special needs of individuals to
be addressed in this.
 Number of users at any one time to be governed by Sunny Brow Nursery School’s
guidelines (15 users and appropriate ration of staff, including a first aider and forest
school practitioner qualified to at least level two).
 Only level 3 practitioners to use tools and light fires
 Tools and equipment used to belong to visiting establishment unless request made to hire
Sunny Brow tools and equipment
 Ratio of adults to children/students according to those recommended by Rochdale Local
Authority – taking into account such variables as venue/experience and competence of
staff/medical needs of group/behavioural needs of group/activity/maturity and
experience of group. As a rough guide the leader should identify how many adults are
needed to run a safe, high quality visit and then add one member of staff to cover
contingency/emergency arrangements.
 Responsibility of groups to be established or lettings with named, responsible adult.
 First Aider to be provided by visiting establishment/group
 First Aid equipment (travel kit) to be provided by visiting establishment.
 Insurance must be in place for off-site visits – this is the responsibility of the visiting
group
 Leader is responsible for decisions made to use site with regard to conditions/weather
and for any incidents/accidents which may occur as a result.
 Emergency contact numbers for all visitors to be left with Head Teacher of visiting
school. Sunny Brow Nursery School to be supplied with numbers of users on site.
 Fire procedures and emergency signals to be established prior to group using Forest.
 Toilet may be used at Sunny Brow (front porch has DDA compliant toilet) with agreement
of Head Teacher
 Vehicles may not enter the grounds during nursery school times
 Leaders must ensure students are adequately equipped and clothed with appropriate
footwear in accordance with weather and local conditions to ensure health and safety of
all users.
 No use of Forest will be sanctioned after dark.
 Notice must be given to site manager prior to and following use.
 Sunny Brow must be supplied with contact details of forest leader. Contact to be
established between group and school by use of Walkie Talkies, mobile phone or staff
member.

Agreements to comply with these conditions is indicated by signed “Letting Request Form” which
must be forwarded by post or e-mail to Sunny Brow Nursery School prior to letting.

Forest leaders must also provide Sunny Brow Nursery School with details of
leader/group/activities planned on the day – see Forest Users’ Checklist – in return will also
receive Fire Evacuation procedure on the day
SUNNY BROW NURSERY SCHOOL
FOREST USERS - CHECKLIST

DATE:……………………………..

ORGANISATION:………………………………………………….

NAME OF LEAD PERSON:………………………………………

CRB NUMBER :…………………………………………………….

LETTINGS AGREEMENT SIGNED: YES / NO

CONTACT MOBILE TELEPHONE NO:…………………………….
OR
WALKIE TALKIE TAKEN: YES/NO RETURNED: YES/NO

WHISTLE: YES/NO

NUMBER OF CHILDREN:…………………….

NUMBER OF ADULTS:………………………..

CRB’S CHECKED FOR ALL USERS:……………………………….

FOREST SCHOOL PRACTITIONER:………………………………..

LEVEL OF QUALIFICATION:…………………………………………