Charging/Lettings Policy

Revision/Review History

Version Date Comments Review Date
12 Spring 2015 Amended, approved and issued Spring 2016
11 Autumn 2015 Amended, approved and issued Spring 2016
10 Spring 2015 Amended, approved and issued Spring 2016
9 Spring 2014 Approved and issued (no amendments) Spring 2015
8 Spring 2013 Approved and issued (no amendments) Spring 2014
7 Spring 2012 Amended, approved and issued Spring 2013
6 February 2011 Approved and issued (no amendments) February 2012
5 February 2010 Amended, approved and issued February 2011
4 March 2009 Approved, amended and issued March 2010
3 October 2007 Approved, amended and issued July 2009
2 January 2006 Approved and issued January 2007
1 September 2005 First draft

This Charging Policy informs staff and parents/carers about charging for school activities. It conforms to the requirements of the guidance detailed in ‘ A Guide to the Law for School Governors’.  In accordance with these guidelines St John’s Primary School:

  • Will not charge for books, materials, equipment and instruction in connection with the National Curriculum or Statutory Religious Education taught at school, except where parents/carers have indicated in advance their wish to purchase the product.
  • Will not charge for any activities which take place in school time, apart from instrumental tuition for individual pupils or pupils in groups of up to four.
  • May charge for school time activities by inviting parents/carers and others to make voluntary contributions to enable school funds go further. Children of parents/carers who do not contribute will not be treated differently from those who do make contributions.
  • Will have the right to cancel an activity if there are insufficient voluntary contributions to make the activity possible.
  • May charge for board and lodgings on residential courses (the Headteacher will inform parents/carers of the right to claim free activities if they are eligible to receive such benefits, if applicable).
  • May permit organisations to charge parents/carers when such an organisation is acting independently of the school or the LA, to arrange an activity to take place during school hours and parents/carers want their children to join in the activity. (If an out-of –hours activity is organised by a third party and is approved by the school, is educational, or is supervised by someone authorised by the school then no charge should be made to parents/carers or pupils.)
  • May charge for activities (optional extras), which happen outside school hours when these activities are not a necessary part of the National Curriculum.
  • Parents/Carers are asked to make a contribution towards replacing damaged or lost school property caused wilfully or negligently by their children e.g. £3 to replace a lost or damaged reading book.
  • Charges for the Breakfast Club will be set each year; for 16/17 the following have been agreed:
    • Pupil Premium pupils 50p per day / Non Pupil Premium pupils £1 per day
      *see Breakfast Club contracts
  • Charges for Wraparound Nursery costs will be set each year: for 16/17 the following have been agreed:
    • £5 to increase funded hours (3 hrs per day) to a full day
      *see Wraparound Contract
  • The Governors will review the lettings charges levied by the school on an annual basis.
    Prices are:

    • Classroom – 1 hr £15, 2 hrs £25, 3 hrs £30, 4 hrs £40
    • Hall – 1 hr £20, 2 hrs £30, 3 hrs £45, 4 hrs £60 – if there are going to be a lot of users in and out of the building add another £10 per hour
    • Toilets – £3 per session for staff toilets or £6 for pupils toilets – dependant on number of users
    • In addition a caretaking charge for opening/closing which will take into account travelling to and from school ie £18 per return journey or per hour if travelling a distance
    • Cleaning, if required, charged at £9.50 per hour – minimum of 1 hr
  • Hiring of other facilities are on a per year agreement with governors. The following have been agreed for 15/16:
    • Newcastle Town Football Club – £150 per year for use of the football pitch
    • Charity Model Railway Exhibition Group – £500 for 3 days use of whole school
  • Charges for meals. The following have been agreed for 15/16:
    • Adult – £2.60 part meal, £3.30 full meal
    • Pupils – £2.00 Nursery, £2.30 Reception – Year 6
  • The governors will review this policy on a yearly basis.


  1. General Condition
  • 1.1 Education and other statutory requirements take precedence and no application which interferes with educational functions will be approved.
  • 1.2 Use during school holidays should be limited so it doesn’t interfere with cleaning and maintenance.
  • 1.3 Premises are let as they stand and no alterations will be made to lighting, heating, fixtures or arrangements of accommodation walls except with the authority of the Headteacher.
  • 1.4 Lettings between 30th September and 1st April will be charged at the heated rate.
  • 1.5 School kitchen may only be used if a member of the Catering Staff is on duty for the whole period.
  • 1.6 Smoking is not permitted anywhere on the school site.
  • 1.7 The charge is made for the use of premises inclusive of all payment including the janitor and catering staff.
  • 1.8 Hirers are liable for the full cost of the booking if a booking is cancelled after 9:30 am the day of the letting.
  1. Fire and Safety
  • 2.1 The hirer should be made aware of the position of telephone, fire exits, fire fighting equipment and emergency drills to ensure the safe evacuation of the building.
  • 2.2 Before use the Headteacher/Janitor is responsible for checking:
    • escape routes are unlocked
    • safety lighting is working
    • the maximum permitted number of persons is not exceeded
  1. Damage to School Premises
  • 3.1 The hirer shall repay to the Governors the cost of any damage to the property during the period of hire.
  1. Indemnity
  • 4.1 Hirers shall indemnify the Governors against all claims, demands, actions or proceedings in respect of goods or clothing or of the death or injury of any personal which shall occur during the period of hire, or prior or subsequent thereto if in relation to or by reason of the hiring.
  1. Failure to Observe Conditions
  • 5.1 If the hirer fails to observe or carry out any aspect of the terms, the Governors may without notice terminate the hirer’s rights under the agreement. The Governors shall be entitled to retain for the use and benefit of the school any monies paid by way of deposit.
  1. Responsibility for Property
  • 6.1 The governors shall not be responsible for any goods, material, clothing brought into or left on the school site.
  • 6.2 Cars are parked within the school site at owner’s risk.
  1. Cancellation of Hiring
  • 7.1 The Governors reserve the right to cancel any booking in the event of the accommodation being required in connection with a Parliamentary, County or Municipal Election or for any special educational purpose as the Authority may from time to time think fit. In the event of such cancellation the Governors shall refund the charges.