Schools and department staff assess applications for community use in line with the Sharing of School Facilities policy.

Appropriate use of facilities

School facilities may only be used for activities that do not interfere with the operation of the school and are consistent with the department’s values and goals.

See section 3.1 of the Sharing of School Facilities implementation procedures for more information.

Smoking and alcohol consumption on school grounds

Smoking is strictly prohibited on all school premises. The consumption of alcohol on school grounds may be permitted by the principal under certain circumstances.

See section 3.2 of the Sharing of School Facilities implementation procedures for more information.

Child protection

All community users must comply with child protection requirements where children and young people are involved and will be present. Principals will advise community users of their obligations regarding child protection legislation.

The community user will be required to provide the principal with a signed Community Use of School Facilities Child Protection Declaration prior to the signing of any agreement, lease or licence.

See section 3.3 of the Sharing of School Facilities implementation procedures for more information.

Cleaning

Cleaning will be arranged by the department where the facility is cleaned as part of the school’s scheduled cleaning program. Any additional cleaning required after a school facility has been used by a community user will be arranged by the principal and paid for by the user.

See section 3.4 of the Sharing of School Facilities implementation procedures for more information.

Commercial activity

A commercial activity run on a school site may require a lease or licence and must be referred by the principal to the local School Infrastructure NSW Asset Management Unit for advice.

See section 3.5 of the Sharing of School Facilities implementation procedures for more information.

Contract management

The department has procedures in place to administer the agreements that cover the use of school facilities by community members. This includes the resolution of disputes between the user and the school, the rejection of an application to use facilities and the suspension or termination of agreements.

See section 3.6 of the Sharing of School Facilities implementation procedures for more information.

Damage to property

Damage to property and equipment while being used by a community user is to be paid for by the community user (unless stipulated otherwise in the lease or licence terms).

See section 3.7 of the Sharing of School Facilities implementation procedures for more information.

Development applications

The community user is responsible for obtaining development consent if it is required for the proposed activity.

See section 3.8 of the Sharing of School Facilities implementation procedures for more information.

Fees and income

The receipt of fees generated by the sharing of school facilities and the way such income is accounted for must be accordance with the department’s policies and procedures.

See section 3.9 of the Sharing of School Facilities implementation procedures for more information.

Information security

School staff should ensure that the sharing of school facilities does not compromise the security of data that is held by the school.

See section 3.10 of the Sharing of School Facilities implementation procedures for more information.

Insurance

Where a signed agreement is required for the use of school facilities, the user must hold appropriate third party liability insurance. Some users may also be required to hold professional indemnity insurance.

See section 3.11 of the Sharing of School Facilities implementation procedures for more information.

Priority of users

Certain types of use have priority when there is competing demand for a facility at a school. Existing agreements may also be suspended or terminated if the facilities are required in the event of an emergency, for use by an electoral authority or due an essential school need.

See section 3.12 of the Sharing of School Facilities implementation procedures for more information.

Probity

Staff must always act in a professional and ethical manner when dealing with and managing the activities and funds of a community user of the school’s facilities.

See section 3.13 of the Sharing of School Facilities implementation procedures for more information.

Prohibited organisations

Organisations that are proscribed by the Commonwealth Government must not be given access to school facilities.

See section 3.14 of the Sharing of School Facilities implementation procedures for more information.

Record keeping

Schools must keep appropriate records of agreements and correspondence with community users.

See section 3.16 of the Sharing of School Facilities implementation procedures for more information.

Risk assessment

Principals must undertake a risk assessment prior to agreeing to the use of a school facility by a community user to ensure that the facilities and equipment that are being made available are safe and in good condition.

See section 3.15 of the Sharing of School Facilities implementation procedures for more information.

Safety and security

The principal, as the controller of the school site under the Work Health and Safety Act 2011, is responsible for sharing relevant information with community user groups to help them and other visitors of the site to remain safe while on school premises.

The work health and safety requirements matrix (PDF 58.95KB) for different types of shared use should be used.

See section 3.16 of the Sharing of School Facilities implementation procedures for more information.