About the policy

What needs to be done

The NSW Department of Education encourages community members to use school facilities for appropriate purposes when the school or the department does not require them.

These procedures involve 3 main components:

• determining the type of activity
• using the appropriate agreement type
• ensuring compliance with mandatory requirements for using school facilities.

These components are interconnected, so principals must be familiar with all relevant provisions before entering into any agreement for using school facilities.

Principals are not authorised to sign leases, licenses, landowner consents, property or title agreements.

How to use these procedures:

• decide on the activity that will share school facilities (refer to section 1. Decide on the activity and agreement)
• follow the steps, which also include the agreement type and how to implement it
• refer to section 3. Comply with the mandatory requirements for using school facilities.

The community use, licence and lease agreements are outlined in more detail in section 2. Find information on agreements types and processes.

Tables 1 and 2 below summarise shared use activities, the necessary agreements, and the parties responsible for their implementation.

Types of activities and agreements

Examples of the shared use of school facilities

Table 1 outlines common activity types, users and the type of agreement required. To use school facilities, external parties must follow the rules outlined in section 3. Comply with the mandatory requirements for using school facilities.

Outline of key responsibilities

Table 2 outlines the agreement types and key responsibilities.

1. Decide on the activity and agreement

1.1 Community use of school facilities

Community can use or hire school facilities for 12 months or less by entering into a community use agreement directly with a school. The hire could be for a single or multiple uses within a 12-month period. An example includes an individual or a group renting a school hall or classroom for dance or karate classes.

A community use agreement is required for these activities. For steps in preparing a community use agreement, refer to section 2.1 Community use agreements.

Refer to section 2.2 Licence or lease agreements for more details on the appropriate agreement type for activities longer than 12 months.

For general community use advice, email cua@det.nsw.edu.au.

1.2 Parents and citizens association activities

The department values the relationship between schools and their parents and citizens (P&C) associations and supports P&C use of school facilities.

A P&C association is a separate entity to the school.

No formal agreement is required for:

• meetings
• advertising school community events.

The role of the principal in these situations is to:

• support the P&C association to hold meetings on school premises. These meetings are held free of charge and without a formal agreement
• ensure that the P&C complies with any obligations under the Child Protection Legislation and is aware of any obligations under the Child Safe Standards.

For activities when children or young people are present, the principal and P&C association must sign the Child Protection Declaration for Community Use Agreements (PDF 643 KB). For further information, refer to section 3.3 Child protection.

The Federation of P&C Associations of NSW provides advice regarding the use of school facilities by P&C associations.

1.3 Advertising on the school perimeter

Schools may permit an external party to place advertising on an outward facing part of the school perimeter for a fee paid to the school. Schools must have an advertising agreement for any outward facing advertising.

Advertising is not permitted:

• on school digital signboards
• inside the perimeter fence, including classrooms
• to target students.

School community activities, including P&C school fundraising activities and events, do not require advertising agreements. However, schools should ensure that all signage placed on a school perimeter complies with any relevant department policy, council or legal regulations.

1.4 Canteens

Selecting the correct agreement for operating a canteen at school depends on the situations outlined below:

• the school (no licence is required)
• a private operator (licence is required)
• not-for-profit organisation (licence is required)
• the school parents and citizens (P&C) association (licence is required).

School operated canteens and P&C association run canteens are required to provide first option to establish and run the canteen facilities. If a not-for-profit organisation or a private operator is to run the canteen, a tender is required before establishing a new service or at the end of the licence period.

The principal must:

• refer the request to Operations Group, Shared Use of Schools via email canteens.licencing@det.nsw.edu.au.

Operations Group, Shared Use of Schools:

• is responsible for tendering, preparing and executing leases and licences
• will establish the licence fees for the canteen service based on the current Canteen Licence Fee Schedule
• will request a fixed fee security deposit from the provider based on the number of children at the school. This will be lodged with the Rental Bond Board
• can assist with operating a canteen and advise on any issues that may arise with the conduct of the canteen, such as breaches of agreement, tender process, or licence issues
• provides contract management support to schools with commercial licence agreements.

Providers tendering to operate a canteen can propose fees as part of their tender. The license fee may be amended to suit local circumstances. Amendments to license fees must be approved consistently with Edam 4.1 in Delegations of Authority under the Education Act 1990 (staff only) (PDF 427 KB).

For more details about licence and lease agreements, refer to section 2.2 Licence or lease agreements.

1.5 Community languages schools

Community languages school operators may ask a principal to use the school facilities.

The principal must first contact the NSW Community Languages Schools Program unit to determine if the community languages school is approved to receive grant funding.

Community languages schools funded by the unit can use school facilities and classrooms to run their school language program free of charge during school terms for up to 3 years.

Other non-teaching and learning activities, such as presentation nights and cultural activities, or use outside of school terms will need a separate agreement with appropriate fees applied.

If a community languages school is not approved to receive grant funding for the relevant calendar year, the school may set hire charges as appropriate.

For further information, community language school operators can refer to Community languages schools.

1.6 Electoral events

NSW public schools may be used for federal, state or local government electoral events. A state or federal electoral commission or a private electoral services provider may contact the school to secure a venue for an election.

Electoral authorities have an overriding entitlement to use school facilities for electoral events, as detailed in Table 6 in section 3.12 Priority of users.

1.7 Joint and shared use agreements

A joint use agreement is when the department and other parties agree to invest significantly in constructing, upgrading or maintaining facilities. Usually, the asset is shared between the school and the other parties over the asset's lifetime. The duration of a joint use agreement takes into consideration the level of investment from the external party and is determined by Community Infrastructure.

For example, a council and the department jointly invest in a new synthetic oval and change rooms on school grounds. The oval is licenced to the council for after-hours access but is used by the school during school hours.

A shared use agreement is when the department agrees to share existing facilities with little or no investment to infrastructure from external parties outside of school hours, in exchange for a licence fee.

For example, a sporting organisation licences an existing school indoor sports court outside of school hours, for training and competitions. The licence would be for a period of no longer than 12 months.

The department encourages mutually beneficial shared use arrangements between schools, government agencies, local government and private organisations, provided they do not interfere with the daily operation of schools and their safety or alter the intended purpose of the school’s structure or layout. These projects must place the school’s needs above those of the proposed user.

1.8 Expression of interest

1.8.1 Joint and shared use agreements

The expression of interest (EOI) process enables third parties to propose and potentially enter into joint or shared use agreements for school facilities (refer above to section 1.7 Joint and shared use agreements).

The EOI is a structured way for various entities – private organisations, councils, not-for-profits and sporting associations – to express their interest in using existing school facilities. This includes improving existing facilities and developing new facilities on school grounds under joint use arrangements.

An EOI process for shared use agreements may identify more than one organisation as being suitable to enter a licence for sharing of space, with the EOI process determining the number of organisations and level of usage permitted to enable sharing of the facilities.

The EOI process allows organisation to:

• submit formal proposals for using and/or developing school facilities
• demonstrate their capability, financial capacity and long-term commitment
• participate in a transparent and fair selection process
• potentially gain access to school infrastructure for long-term use, under a licence agreement, outside of school hours.

1.8.2 Early childhood services – outside of school hours care

The EOI process enables Operations Group, Shared Use of Schools to identify market capability and interest for the provision of outside of school hours (OOSH) services in schools. The results of the EOI will inform the most suitable next procurement approach (selective or limiter tender) based on the number, quality and competitiveness of the responses received.

The EOI process involves the following steps:

• confirm the need for an EOI
• publish the EOI
• assess responses to determine market capability, interest and competitiveness
• decide on the next approach (selective or limited tender) informed by the EOI outcomes
• seek internal approvals and proceed with the endorsed procurement pathway.

1.8.3 Early childhood services – preschools, long day cares, mobile preschools and multi-services

The EOI process enables Early Childhood Outcomes, Local Operations to identify market capability and interest for the provision of preschools, long day cares, mobile preschools and multi-services on school sites, particularly for regional, rural and remote areas. The EOI will inform the most suitable next procurement approach (selective or limited tender) based on the number, quantity and competitiveness of the responses received.

The EOI process involves the following steps:

• confirm the need for an EOI
• publish the EOI
• assess responses to determine market capability, interest and competitiveness
• decide on the next approach (selective or limited tender) informed by the EOI outcomes
• seek internal approvals and proceed with the endorsed procurement pathway.

1.9 Markets

There are a few situations when markets can be operated on school grounds.

Commercial markets run by third-party operator:

• Market operators must go through an expression of interest (EOI) process. Third parties wishing to operate markets on a school site must complete the Markets on School Sites Proposal form via Markets.
• For more details about licence and lease agreements, refer to section 2.2 Licence or lease agreements.

Markets run by parents and citizens (P&C) association:

• The parents and citizens (P&C) association will require a community use agreement with the school using the Digital Community Use Agreement (staff only) when the P&C operate a market on a school site. They are not required to go through an EOI process.
• For more details about community use agreements, refer to section 2.1 Community use agreements.

School-led events involving market stallholders such as school anniversaries or special events:

• The school is required to enter into an agreement directly with stallholders using the Market stallholder agreement.
• To request this form, contact community.infrastructure@det.nsw.edu.au.

1.10 Mobile telecommunications facilities

Mobile telecommunications carriers may seek to install mobile telecommunication facilities on or near a school site.

The department does not have the authority to decide on the location, installation or upgrade of a mobile telecommunication facility.

1.11 Commercial activities or when usage exceeds 12 months

School facilities may be used for periods of 12 months or more. Usage may include hiring ovals to sporting organisations, arranging for a local government to manage use of a school facility, providing access to a school’s catering or accommodation facilities or enabling an allied health provider to provide services at a school site.

The principal will decide if the proposed use is suitable for further consideration, and if so, refer the request to School Infrastructure, Community Infrastructure via community.infrastructure@det.nsw.edu.au.

School Infrastructure is responsible for preparing the EOI and approving leases and licences. Unless specific approval to the contrary is obtained, lease and licence fees are paid to the department.

For more details about licence and lease agreements, refer to section 2.2 Licence or lease agreements.

1.12 Outside of school hours care

School facilities may be used for outside of school hours care (OOSH). This includes before school, after school and vacation care.

To establish these services, the principal must:

• contact and provide required information to Operations Group, Shared Use of Schools email OOSH.licencing@det.nsw.edu.au
• speak with the parents and citizens (P&C) association to confirm whether there is interest from the P&C association in establishing an OOSH service
• participate in the procurement process as a member of the evaluation panel or nominate a faculty member to represent the school as part of the evaluation
• identify a parent representative to participate in the procurement process as a member of the evaluation panel.

Operations Group, Shared Use of Schools:

• advise and assist the principal in discussions between the school community and prospective service providers
• assess the viability for a service*
• establish a service and participate in the procurement process
• establish a licence agreement with the successful provider
• provide the school and OOSH operator with contract management support and performance reviews
• provide data management for licence agreements and operating services.

The provider will meet any costs incurred in establishing the service, including legal, valuation, and regulatory approval.

*A viable OOSH service for a third- party provider to successfully operate must contain an average attendance of 30 students per session.

For more details about licence and lease agreements, refer to section 2.2 Licence or lease agreements.

1.1.3 Preschools, long day care, mobile preschools and multi services

School facilities may be used for the provision of early childhood education and care (ECEC) for children aged 0 to 6 years. This includes preschool, mobile preschool, long day care and multi-services. To establish these services, the principal must:

• contact and provide required information to Early Childhood Outcomes, Local Operations email ECEC.colocation@det.nsw.edu.au
• participate in the procurement process as a member of the evaluation panel or nominate a faculty member to represent the school as part of the evaluation
• identify a community representative to participate in the procurement process as a member of the evaluation panel.

Early Childhood Outcomes, Local Operations:

• advise and assist the principal in discussions between the school community and prospective service providers
• assess viability for a service
• establish a service and facilitate the procurement process
• establish a licence agreement with the service provider
• provide the school and provider with contract management support and performance reviews
• provide data management for the licence agreements and operating services.

The provider will meet any costs incurred in establishing the service, including legal, valuation and regulatory approval.

For more details about licence and lease agreements, refer to section 2.2 Licence or lease agreements.

1.14 Share Our Space

Participating Share Our Space schools open their gates and provide free community access to outdoor spaces including ovals, playgrounds and sports courts during both term time and school holiday periods. Share Our Space is intended to complement other community use arrangements already in place. However, facility use under the program must exclude outdoor recreation areas that are already leased or licenced to other parties under specific agreements that require exclusive use and where facility separation cannot occur (such as vacation care).

The suitability of schools for participation in the Share Our Space program is assessed and determined in consultation with stakeholders including Public Schools and Asset Management and considers factors such as community access and proximity to usable open/green space and facility provision.

A formal agreement is not required when participating schools open their outdoor recreation areas to the public for leisure activities that suit the available space and facilities.

Schools may be considered to host free activity sessions. These sessions are provided in partnership with sporting, cultural and community organisations and other government partners via expressions of interest and facilitated via Share Our Space licences. Principals’ consent must be given before an activity is scheduled and promoted.

1.16 Interim provider appointment

The department will consider appointing interim providers for the canteen, outside school of school hours care (OOSH), uniforms, preschools, long day care, mobile preschool and multi services, and markets.

Interim service providers are selected when either of the following occurs:

• an existing provider has withdrawn, and a new provider is required urgently to ensure continuity of care
• a new service needs to be established and there is not enough time to run a procurement process due to extenuating circumstances
• a new service is being established to determine the viability of the proposed service
• a provider is required to ensure continuation of care and ongoing services for a community.

When selecting an interim service provider for OOSH, the preference is for P&C operated services, then local, not-for-profit, or community-based service.

1.17 Externally funded service providers

Externally funded providers may request access to school sites to provide health, disability and wellbeing services to students. These services are initiated and financed between the student’s parents or carers and the provider.

The principal will determine if it is appropriate for the service to be provided at the school.

1.18 Swimming pools

Where a school pool is made available to use by external parties, it may be considered a public pool and subject to NSW Health public pool requirements. The type of agreement required depends on whether the external party is hiring the facility or operating the facility.

A community use agreement is appropriate where a user is hiring the school pool for a short-term or casual use and:

• the school agrees to retain control of pool operations
• the school can reasonably maintain responsibility for compliance, including water quality and safety without this impacting their educational program
• the activity does not require the user to take responsibility for compliance obligations.

Facility operator licence – a joint use agreement or shared use agreement is required when the school pool is used for commercial or club-based programs and:

• the school cannot manage public pool operational and compliance requirements
• the user takes responsibility for day-to-day public pool operations and compliance.

Under a licence agreement the licensee is responsible for meeting all relevant compliance obligations, including the requirements under the Public Health Regulation 2022 (NSW). Including but not limited to:

• registration of the facility the local council’s environmental health office
• water quality monitoring and record keeping
• compliance with environmental health inspection requirements.

For more details about licence and lease agreements, refer to section 2.2 Licence or lease agreements. Principals requiring clarification should contact School Infrastructure, Community Infrastructure community.infrastructure@det.nsw.edu.au.

2. Find information on agreement types and processes

2.1 Community use agreements

Community use agreements should be used when not-for-profit organisations, parent and citizen (P&C) associations or commercial organisations seek to hire school facilities for a maximum duration of 12 months. Principals should refer below to section 2.2 Licence or lease agreements for guidance on when a licence or lease is necessary and contact School Infrastructure, Community Infrastructure if they are unsure. On the conclusion of the 12-month period, the community user may enter into a subsequent 12-month agreement, contingent on the school’s approval. The Digital Community Use Agreement allows for community use agreements to be cloned, streamlining the process for schools to duplicate the booking arrangements each 12-month period.

The following steps outline the community use agreement process. There must be a new community use agreement each time the arrangement is renewed.

Principals or delegates:

• must prepare the community use agreement using the Digital Community Use Agreement (staff only), in conjunction with the Checklist: Creating a Digital Community Use Agreement (staff only) (PDF 706 KB)
• may contact cua@det.nsw.edu.au for any general assistance
• should refer to General community use of school facilities to determine the fees to be charged, or contact cua@det.nsw.edu.au for advice
• may contact EDConnect on 1300 32 32 32 or log an online query through EDConnect Online - Finance (staff only) for billing advice.

After the agreement is prepared, the principal and community user must:

• complete and sign the community use agreement form
• monitor ongoing compliance and uphold the standard terms within the agreement.

2.2 Licence or lease agreements

School Infrastructure must prepare a licence or lease when the duration of community use exceeds 12 months.

The principal must determine if the proposed use is appropriate and refer the request to the relevant team. Refer to Table 2 Agreement types and key responsibilities (Outline of key responsibilities).

A licence does not generally provide exclusive use of the school facilities. For example, an outside of school hours care service that operates from the school hall only at agreed times or a third party that manages bookings for a school oval after hours.

Only the Minister’s delegate can sign leases and licences.

3. Comply with the mandatory requirements for using school facilities

Schools, external parties and/or community users using school facilities must comply with the mandatory requirements outlined in this section.

3.1 Appropriate use of facilities

Principals ensure that school facilities are not used for activities that interfere with student learning or contradict the values of public education or the school’s purpose and goals.

Planning approval may be required for activities that change how a school premises is currently used or have an impact on the community beyond normal school operations, including new construction or commercial activities.

Where a proposed community use or licencing arrangement requires planning approval, the department will advise the community user of the relevant requirements. The community user is responsible for obtaining any required development consent prior to the commencement of the activity.

A licence or lease, project deed or advertising agreement should include conditions requiring the third party to obtain development approval.

3.2 Smoking and alcohol consumption on school premises

The department reserves the right to prohibit alcohol consumption on department-owned land as a condition of leases and licences at its sole discretion.

The department’s Drugs in schools procedures outlines the rules for the use of tobacco, e-cigarettes and alcohol.

Principals must enforce the following:

• strict prohibition of smoking cigarettes, e-cigarettes and vaping on school premises at all times
• alcohol must not be consumed or brought to school premises during school hours
• outside of school hours, principals may approve the consumption of alcohol if all of these apply
  • that any use of alcohol complies with the Liquor Act 2007 (NSW)
  • community users selling alcohol must have the appropriate liquor licence from Liquor and Gaming NSW, while those serving alcohol without selling it (such as BYO or free service) must comply with any Liquor and Gaming NSW policies such as responsible service of alcohol
  • all children present are accompanied and supervised by a parent or carer
  • those consuming alcohol agree to act in a socially responsible manner that would set a good example to children.

As the site controller, principals can determine and must clearly state in the additional/special conditions section of the community use agreement whether permission is granted for alcohol consumption on school grounds and any limitations.

3.3 Child protection

Child protection compliance is mandatory for community users in all agreements, leases and licences where children and young people are involved or will be present.

When children and young people are not involved and are not present, this section does not apply.

Principals must inform community users that they are responsible for fulfilling their obligations under child protection legislation.

Community users must ensure they are aware of and comply with all requirements of child protection legislation, including:

• Child Protection (Working with Children) Act 2012 (NSW)
• Child Protection (Working with Children) Regulation 2013 (NSW)
• Children and Young Persons (Care and Protection) Act 1998 (NSW).

The community user must provide the principal with a signed Child Protection Declaration for Community Use Agreements (PDF 643 KB) before signing any agreement, lease or licence to use school facilities. This is necessary to ensure compliance with all legislative requirements related to protecting children and young people from abuse and neglect. Child protection declarations must be signed by the principal before execution of the agreement.

3.4 Photography

The community user group must not take any photographs, nor carry out any filming, at the licenced area without the prior written consent of the principal.

3.5 Cleaning

The department will pay for cleaning where the facility is cleaned as part of the school’s scheduled cleaning program. Fees charged should consider any cleaning requirements. Additional cleaning requirements by operators are listed in their licence agreement. If additional cleaning is required after a user has used a school facility, the principal will arrange for it and the user will pay for it.

3.6 Contract management

If there are challenges upholding the conditions of the contract, principals must follow the steps outlined below.

3.7 Damage to property

Users will pay for any damage to property and equipment that occurs while they are using it, unless stipulated otherwise in the agreement, lease or licence terms.

Community users must immediately report any damage or accident occurring during the use of school facilities to the principal.

In the event of property damage, the community user can claim from their insurer. If uninsured, the community user may be left with costs to pay. The department’s insurer (Treasury Managed Fund) would respond on behalf of the school/department but then seek to recover costs from the community user or their insurer. Refer to section 3.11 Insurance.

Any damage that occurs during Share Our Space is reported to and addressed by the department, with costs allocated to the program budget.

3.8 Planning approvals

Some activities may require consent from relevant planning authorities, such as council approval via a development application, before commencing.

The community user must obtain any required planning approvals, including development consent, where applicable, for their proposed activity. As landowner, the department will confirm whether a proposal is exempt development, complying development or requires a planning approval and advise on the planning approval process that must be followed.

The Minister’s delegate within School Infrastructure, must provide landowner’s consent to enable lodgement of any required planning approval.

However, the Asset Management directors may sign development applications for demountable buildings, signage and Asset Management minor program works.

Under a joint user agreement, the project deed will stipulate who is responsible for obtaining planning approvals for the works and ongoing use of the facilities.

If the department determines self-assessment is suitable under Part 5 of the Environmental Planning and Assessment Act 1979 (NSW), the community user must provide the department with supporting details to assess as required.

3.9 Fees and income

The principal or delegate should follow the guidelines in this section when fees can or cannot be applied.

As a minimum, users must cover costs associated with using the school’s facilities, unless otherwise noted in this document.

Schools must manage income, report and sources of revenue from the use of school facilities as per sections 3.12 and 7.1 of Financial management (schools) procedures (staff only) and Annual financial statements procedures (staff only).

3.10 Information security

Community users must not gain access to the department’s information assets in electronic, paper, audio or video form. These include department employees' and students' records and work products.

For further information, refer to the Cyber security policy.

3.11 Insurance

There are specific insurance requirements depending on the type of agreement and below sets out some of these requirements.

Principals requiring clarification about insurance matters should contact EDConnect.

School Infrastructure, Community Infrastructure will determine the insurance requirements for leases and licences and include these in the individual agreements.

Principals requiring clarification should contact School Infrastructure, Community Infrastructure at community.infrastructure@det.nsw.edu.au.

3.12 Priority of users

School educational programs have priority use of school facilities and equipment.

Agreements, leases and licences already in place have priority over new applications, except when facilities are required in response to community disasters or when required by electoral authorities.

Principals need to consider user priorities when assessing competing applications. If needed, the principal determines the priority between users in the same category. The principal may consult with the director, educational leadership and the school community.

3.13 Probity

When sharing school facilities, it is important that staff managing agreements, leases and licenses act in an ethical manner. This includes, but is not limited to:

• complying with the department’s Professional and ethical standards policy, Statement of Business Ethics (PDF 415 KB), Fraud and Corruption Control Framework (PDF 473 KB) and the Values in NSW public schools policy
• complying with the Procurement policy (staff only)
• dealing with reputable organisations
• being impartial in any assessment of applications or tenders
• declining gifts from community users or prospective tenderers
• declaring any conflict of interest (via the My Declarations menu on SAP Employee Self Service) that staff, their relatives or their close associates may have with potential users of school owned land
• ensuring any commercial information provided by community users is kept in confidence
• Schools must follow instructions in the Financial management (schools) procedures (staff only) that instruct how revenue is received and expended.

3.14 Prohibited organisations

For national security reasons, the Australian Government lists organisations that must not be given access to school grounds or its students. For further information refer to Australian National Security’s Listed terrorist organisations.

3.15 Risk assessment

3.16 Safety and security

The principal or delegate must inform community users of the school's contact officers and the role of the School Security Unit, (refer to Keeping schools safe and secure) so they know who to contact during emergencies or major incidents.

Principals:

• are the school site controller under the Work Health and Safety Act 2011 (Cth)
• use the Work health safety matrix (PDF 62 KB) to determine the work health and safety requirements for different types of shared use
• inform the community of the relevant work health and safety requirements relevant to the site and their activities. This includes sharing information with user groups to help them and other site visitors to remain safe while on school premises
• ensure that users know they must first report any accidents or incidents to the principal. The principal may report the incidents to the work health and safety incident and injury hotline, if necessary (refer to Incident notification and response procedures [staff only])
• ensure users know they must report any security related issues to the security team on 1300 880 021. In case of an emergency, the first point of call should be 000
• maintain a register of community users who have been provided with keys or security access codes
• work with community users to understand and address safety and security issues, including
  • making suitable entry and departure arrangements
  • ensuring all doors and windows are secured and locked and all lights are turned off when the community user has finished using the facility
  • having a suitable process for collecting and returning keys
  • ensuring the alarm system is disarmed before entry and armed when the community user has finished for situations when the facilities are used without school staff present
  • ensuring users understand their responsibility to supervise community members who are using the facility
  • outlining expected behaviour standards of facility users
  • having access to clear emergency procedures.

Record-keeping requirements

The principal must retain all signed advertising and community use agreements, as well as all information provided by the community user and records of incidents, disputes or complaints, for a minimum of 7 years after the expiry or termination of the lease or agreement. After which, they should be destroyed.

For community use agreements that include the payment of a licence fee, a copy of the community use agreement should be provided to edconnect.accountsreceivable@det.nsw.edu.au.

School Infrastructure must retain signed leases or licences and provide a copy to the principal for their reference. A copy should also be provided to EDConnect Accounts Receivable.

Mandatory tools and templates

• Child Protection Declaration for Community Use Agreements (staff only) (PDF 643 KB)
• Checklist: Creating a Digital Community Use Agreement (staff only) (PDF 706 KB)
• Community use agreement via the Digital Community Use Agreement (staff only)
• Risk assessment – WHS risk management procedures (staff only)

Supporting tools, resources and related information

Policy contact