New Licencing System for use of school premises by outside agencies (Contractors)
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Initial step - draft  letter seeking a Licence-  
Expression of Interest for Use of Accommodation

While the Board of Management is charged with the heavy responsibility of administering the school, the only party that can give a licence to use the school is the owner of the school, that is the Parish/Diocese acting through the Trustees of the Parish/Diocese. Every licence therefore has to be granted by the Trustees of the Parish/Diocese because the school is owned by the Parish/Diocese.
 
Because problems, litigation, employment issues, property issues etc. have been arising from the use of school property the Trustees of the Parish/Diocese have been advised that all activities other than normal school activities in national schools should be regulated by written licence. The benefit of a licence when somebody is using the school premises is that it sets out clearly on what terms the person is allowed access to the school. It clarifies, for example, that the person is not an employee, that the person has independent insurance cover, that the person has proper Garda/State vetting if children/vulnerable adults are involved, and that person has no property rights in the school.
 
I hope that it will be of assistance if I outline the procedure to be followed.
 
A Licence will be granted to a person conducting an activity (classes etc.) in the school which is not part of the National School curriculum. The person undertaking the activity in the school is acting as an Independent Contractor.  It is very important for insurance and other purposes that this fact be made clear in all the documentation.
 
A licence will issue for the period from 1st September until the 30th June of the following year and if the same person wishes to apply to provide such services again the following year, an application for a new licence should be made to the Board of Management in the same way in the month of June/July before the commencement of the school year again.
 
The Licence will be issued by the Diocesan Education Office. An administration fee of usually €50 (payable to the Diocesan Education Office) will be payable in respect of each licence. This administration fee is to be paid by cheque and should be furnished to the Diocesan Education Office with the licence in duplicate, signed by the Licensee. Subject to all other matters being in order, the licence will then be signed on behalf of the Diocesan Trustees.
 
A short form is available for renewals. The fee is also waived for renewals.
Please CLICK HERE for short form  - Renewals Only. 

Further guidance in DoE Guidelines on the use of School Buildings outside of School Hours