To be eligible for funding through the NSW Community Languages Schools Program, your organisation must be a not-for-profit association incorporated under the Associations Incorporation Act 2009 or prior legislation.

Your organisation must also demonstrate close links with a community whose first or heritage language is a language other than English.

You will need to consider:

• the name of your association
• your management committee
• insurance requirements
• financial management
• your constitution.

Visit the NSW Fair Trading website for information about how to incorporate an association and to apply for registration of the incorporated association.

You must also register for an Australian Business Number (ABN). To apply for an ABN, visit the Australian Business Register.

Many community languages schools operate in NSW public schools (outside school hours). Community languages schools may also operate from non-government schools or other suitable community venues.

Before choosing where your school will be located, you should consider the following points:

• To be eligible for funding, a community language school location must be more than 2 kilometres from another community language school teaching the same language. An exception may be considered on a case by case basis, where prospective students cannot be accommodated at an existing community language school teaching the same language within 2 kilometres.
• If you are interested in using an NSW public school, you must contact the principal to discuss the availability of facilities and your requirements.
• If the school approves your request, your organisation must enter into a community use agreement with the school.
• Community language schools approved to receive grant funding can request to use school facilities free of charge during school terms for up to 3 years.
• Non-teaching and learning activities, such as presentation nights and cultural activities, use outside of school terms, access to additional storage space or use of additional equipment may require a separate agreement and additional fees.

How do I choose a school?

• Identify at least 2 schools that are accessible to your students.
• Consider schools already attended by some of your students.
• Use Find a language school to see where community language schools teaching the same language are located. This can help you identify possible locations but does not confirm whether the 2 km requirement is met.
• Contact the Community Languages Schools Program for an official check of the 2 km requirement before confirming a proposed location.
• Allow enough time to contact schools and arrange meetings before your proposed start date.

How do I arrange a meeting?

• Contact the school and ask for an appointment with the principal or the staff member responsible for community use of school facilities.
• Record the person’s name, role and the date and time of your appointment.
• Appointments will usually take place during school hours.

What should I say at the meeting?

At the meeting, introduce your organisation and explain who you are, the community you support, the language you plan to teach, the students you expect to enrol and your proposed arrangements for running classes at the school..

Be prepared to provide:

• the expected number of students and teachers
• the number of rooms you need
• your preferred days and times
• your proposed start date
• alternative arrangements if your preferred option is not available.

What to take to the meeting?

Bring or be ready to provide:

• your Australian Business Number (ABN) and organisation contact details
• current insurance certificates
• your syllabus or teaching program at the school
• details of staff who will be teaching at the school
• any other documents requested by the school.

After the meeting

• The principal may need to assess your request and consider existing use of the school facilities.
• If your request is approved, your organisation and the school must sign a community use agreement before you begin using the facilities.
• Program-funded community language schools can use school facilities and classrooms 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 require a separate agreement and appropriate fees.

Will I get the school I want

• Existing school programs and agreements take priority over new applications.
• Access to NSW public school facilities is subject to availability and approval by the principal, in accordance with the department’s Sharing of school facilities procedures.
• The principal will assess requests based on availability and the requirements of the Sharing of school facilities procedures.

Your organisation must meet student enrolment and attendance requirements to be eligible for funding. This includes:

• accepting school students from Kindergarten to Year 12, regardless of language background.
• enrolling at least 20 school-aged students.
• meeting the Term 1 attendance requirements for the Per Capita Grant.

Schools outside metropolitan areas may be considered with fewer than 20 students for funding in some circumstances.

You must keep student enrolment and attendance records accurate and up to date.

Good teachers help children achieve their best and help create an active, learning atmosphere that benefits students, parents, and the wider community.

Recommended accreditations

Community language schools should aim to engage teachers with appropriate language skills, teaching knowledge, and experience. Teachers may be paid employees or volunteers.

Teachers may hold recognised teaching qualifications or build their skills through professional learning designed for community language educators.

The Sydney Institute for Community Languages Education (SICLE), in partnership with the NSW Department of Education, provides professional learning designed specifically for community languages teachers and school leaders.

Learn more about courses for community languages educators at SICLE courses

Working with Children Checks

Your organisation must be registered as a child-related employer with the Office of the Children’s Guardian.

You must verify the Working With Children Check (WWCC) status of all workers engaged in child-related work, whether they are paid or unpaid.

If you use an NSW public school facility, you must also provide the required child protection documentation to the school principal.

Every year, your organisation must complete the Annual assurance of providers of community languages form confirming that it has met the required Working with Children Check obligations.

Anaphylaxis

Information about anaphylaxis can be found on the department's Health and physical care section.

Community languages schools are encouraged to complete the anaphylaxis e-training provided by the Australasian Society of Clinical Immunology and Allergy (ASCIA).

Ongoing professional development

Ongoing professional learning is an important part of maintaining and strengthening effective teaching practice in community language schools.

Community language teachers and school leaders can access professional learning, resources, and support through the Community Languages Schools Program, SICLE and Education Officers.

Explore current professional learning opportunities, resources and support for community language teachers and school leaders at Community language teacher support.

• Create a safe and secure learning environment while working in harmony with the host school.
• For information and resources to help you establish and operate a community language school:
• visit Community languages schools for information about using NSW public school facilities
• visit Community languages school forms for forms related to establishing and operating a community language school.