It is the policy of the Ysgol Bro Taf to permit responsible individuals or organisations the use of school buildings and sporting facilities including the Sports Hall, Main Hall, classrooms and Drama Studios. The use of these facilities will only be permitted where there is no interference with the school’s own educational activities.
This policy covers all activities which are held in the school after 5.00pm, Monday to Friday, and anytime on Saturdays and Sundays.
Conditions of Use
A completed Application for Use of Premises and Facilities Form, and Certificate(s) of Insurance, if applicable) must be submitted to the Administration Office, Ysgol Bro Taf, Albion Industrial Estate, Cilfynydd, Pontypridd. The applicant must review this policy.
The applicant must ensure that all regulations relating to the areas noted below are adhere to at all times:
- Public Safety
- Fire Safety
- Law and Order
- Inland Revenue.
In accordance with the Local Authorities No Smoking Policy, smoking is not permitted anywhere on school site.
Police coverage may be required for a particular activity. The applicant is responsible for making these arrangements and for payment of the same. The school must be informed of any such arrangement.
The applicant must be present throughout the time the facilities are being used. The applicant is responsible for the decorum of the group, including spectators.
The applicant must ensure users including spectators remain in the facility hired and not wander around the school site and/or attempt to access other buildings.
It is the responsibility of the applicant to ensure the appropriate adult to child supervision ratio is established and that all supervisors have completed a DBS Check.
Alcoholic beverages are not allowed on school premises.
Food and/or beverages are only permitted in cafeterias. Eating food is not permitted in any of the hired facilities. The applicant is responsible for managing the disposal of litter including plastic bottles. Facilities must be left litter free.
Any damages sustained to the facility and/or equipment during its use will be considered the responsibility of the renting organization/person. The renting organization/applicant will be invoiced for any repairs and/or cleaning needed to restore the facility and/or equipment to its original state.
Users are not permitted to use personal portable electrical appliances within the school. The school’s own portable electrical appliances are regularly tested under PAT regulations.
Access to the school and facilities will be available only as indicated on the approved application form.
The use of the school’s stage lighting, portable staging, sound and ICT equipment must be authorised by the schools Estate Manager. Only appropriately qualified personnel may use ladders and scaffolding or operate stage lighting, curtains, portable staging, etc. (The school’s scaffolding and ladders are for school personnel use only). It is the responsibility of the applicant to ensure personnel have received appropriate training.
Drivers must take extra care when driving on site. The speed limit on site is 5 mph. Vehicles must park in designated parking bays only.
On days when the school has to close because of emergency conditions, i.e., snow, the school facilities will not be available. All scheduled use will automatically be cancelled and not charged.
If at any time the conditions of use are not adhered to the school reserves the right to stop users using the facilities.
Insurance Coverage
The applicant is responsible for arranging their own insurance to cover against any claims for injuries or losses to persons or property that are alleged to have arisen in connection with their activities.
Charges
Hire charges listed below, are calculated in line with the Local Authorities guidelines and will cover costs, including caretaking, cleaning, heating and lighting and other any other operating expenses that may occur. Where appropriate additional costs may apply when the school is closed i.e., weekends and holidays.
Payment
The applicant will receive an approved (signed) Application for Use of Premises and Facilities Form along with an estimated cost for facilities use.
- Payment for facilities MUST be made within thirty (30) days of the invoice date. Up to 2 reminder letters will be sent before being passed on to the Local Authorities Debt Recovery Department
- If the invoice is not paid within 15 days a letter will be sent out with a further 15 days’ notice of payment deadline
- If payment is still not received a second and final letter providing 7 days’ notice will be sent
- If payment is still not received the debt will be passed to the Local Authorities Debt Recovery Department.
All payments should be made on-line using the RCT Pay It system, under Ysgol Bro Taf Hire Fees.
