PROTOCOL

For

Schools and the Hampshire County Youth Service

Proposed for adoption

April 2002

Hampshire County Council

Protocol for Schools and the Hampshire County Youth Service

Background

During 2001, the Youth Service and some schools in Hampshire reported concerns about arrangements for managing youth centres and developing curriculum initiatives. The Youth Service Management Team and the Secondary Headteachers Conference agreed to set up a Working Group with the following brief:

To consider issues which are of importance to the Youth Service and schools in Hampshire, prepare appropriate ways forward, and make recommendations for action to the Youth Service Management Team, County Education Officer and Secondary Headteachers Conference.

The working group has considered issues and developed proposals for improving working arrangements between schools and the Youth Service. The proposals take the form of a protocol with accompanying guidelines.

The working group has consulted with schools, the Youth Service and Education Officers. Their views and comments have influenced the final proposal.

The protocol is being recommended for adoption by Schools, the Youth Service and the Education Department.

Colin Smith

Youth Service Manager, On behalf of the Working Group

County Youth Service Office, Education Department, The Castle, Winchester, SO23 8UG e-mail: [email protected]

Tel: 01962 846250 Fax:01962 847722

Hampshire County Council

The Youth Service and Schools - Working Together

on School Sites

Protocol for co-operation and the effective development of work involving schools and the Hampshire County Youth Service

1 Introduction

1.1 Hampshire County Council provides services for all the people and communities in the county. Schools and the Youth Service are key parts of the County Council's provision. Schools and the Youth Service are engaged in an educational process with children, young people, adults, and local communities. Local organisations and agencies are also part of the wider picture, providing services or enriching the educational curriculum for everyone involved.

1.2 Schools and the Youth Service recognise the need for co-operation and development of their work together, especially where youth centres are located within school sites. This protocol provides a framework for the management of Youth Service work within school sites and, where it is appropriate, provides guidance on local policy and good practice.

1.3 In 2001, the Hampshire Secondary Headteachers' Conference and the County Youth Service recognised the need for a clear and comprehensive protocol and agreed to convene a working group to recommend this protocol and guidance for implementation by schools and the Youth Service in Hampshire. (Membership of the Working Group: Appendix.)

2 Shared Values

Statement of Shared Values for Youth Provision on School Sites

2.1 Background

2.1.1 The Youth Service and schools provide a range of different but

complementary opportunities for young people. The Youth Service works with the 11 to 25 age range, although most youth provision on school sites caters for the 11 to 18 age group. Most of the Youth Service provision on school sites in Hampshire is located on secondary school sites. Some provision is at primary school sites.

2.1.2 In practice, young people taking part in school-based youth work are usually

pupils of the school or ex-pupils. However, the County Council has determined that the youth provision it supports should be open to all young people in a community, not just the pupils of a particular school. This principle of `open access' is important and underpins County Council Youth Service Work.

2.1.3 Increasingly, the Youth Service is developing new approaches with young

people in its facilities on school sites and such project work might involve young people up to the age of 25, some of whom may not have had any previous association with the school. These projects will be negotiated with the school to ensure compatibility with the aims and ethos of both the school and the Youth Service. The Connexions Service will provide further opportunities for young people and joint work involving schools and the Youth Service.

2.1.4 It is essential that youth workers and school staff share a set of common values

about their work with young people, which allow them to respect and support

the different approaches which may be used.

2.2 Vision Statement

2.2.1 Working together - developing young people

2.2.2 Schools and the Youth Service educate and develop young people and make a significant contribution to local and wider communities.

2.2.3 Schools and the Youth Service will work with other educational services and a large number of other agencies and organisations in order to provide high quality services to children, young people and adults.

2.2.4 The work of the Youth Service on school sites and of schools should be complementary. Both agencies are engaged in a consistent approach to the development of the potential of the young people with whom they work.

2.2.5 Schools and the Youth Service, parents and other stakeholders in the community, encourage young people to be active learners, responsible citizens and positive participants locally, nationally and globally.

2.3 Shared Values

2.3.1 Jointly, we value:

a. A wide range of learning opportunities for children, young people and adults

b. Respect for the ethos of schools, Youth Service, other educational services, agencies and organisations

c. Opportunities for young people to meet with their peers in order to engage in activities which support their transition into adulthood

d. Opportunities for young people having difficulties within formal learning to develop alternative relationships and experience success

e. Access to opportunities for `safe' risk-taking including outdoor education other `hazardous' activities, sports and other events

f. Access to information, advice, support and counselling

g. Opportunities for active involvement in decision-making processes, community service and charity events

h. Opportunities for young people to associate with positive role models

i. A high standard of social behaviour including the promotion of healthy lifestyles

j. Consistent operation of policies such as a no smoking policy

k. Access to learning opportunities including the development of the skills, knowledge and attitudes, to enable young people to be positive citizens

l. Respect for the contributions which teachers and youth workers can share and which inform educational work with young people

m. Language and behaviour, which respect and celebrate other people regardless of race, gender, creed, sexual orientation and ethnic origin

n. Respect for other users of school sites and youth centres

o. Consistency in the standards of respect and behaviour expected of young people by schools and the Youth Service

p. Respect for the environment and the promotion of tidy, clean, litter and graffiti-free buildings, sports and recreational areas

q. Open communication and consultation in the planning and operation of provision in which the needs of young people are at the centre of consideration.

3 Responsibilities

3.1 School governors have statutory control over the use of school sites and an interest in the quality of the education provision made on the site. The County Youth Service has statutory responsibility for providing youth work opportunities to all young people, including those at risk and excluded, within the frameworks determined by government and the County Council. The County Youth Service has the responsibility to manage Youth Service provision within school sites including youth centres, and elsewhere in the county. Thus, it is necessary for the Youth Service and schools to discuss and agree plans for Youth Service work within school sites, and establish good working arrangements for that work. Plans should be discussed and agreed annually.

4 Management arrangements

4.1 Where there is a youth centre within a school site, or where the Youth Service manages youth work within a school site, there should be an agreement, drawn up by the Youth Service and the school, which addresses the following issues:

4.1.1 Caretaking and site management

The school manages its site and determines the need for caretaking and security staff. The Agreement should record the level of provision in relation to youth work on the school site. The Agreement will need to identify the role and responsibilities of caretaking/security staff. The headteacher and Senior Youth Worker should ensure that staff are aware of their respective responsibilities.

4.1.2 Access

School governors are responsible for considering and approving the use of school facilities and access to the site, subject to any reasonable direction by the LEA. The programme of Youth Service work will form part of the Agreement. The arrangements for additional use, perhaps at short notice, should also be agreed. This should include any additional costs.

4.1.3 Access to Youth Centres by other users

The arrangements made by the Youth Service for the letting of its youth centres should also be included in the Agreement.

4.1.4 Code of Conduct

The Agreement should include a code of conduct for young people/pupils whilst on a school site. A model code of conduct is attached as an appendix. Youth Service staff should involve young people in designing and agreeing a code of conduct for their behaviour and the operation of youth work activities. The outcomes of such a process should be jointly agreed with the school.

4.1.5 Communication

There should be good communication between school and Youth Service staff and representation at an appropriate level in local forums. It is good practice for Community Management Committees to invite Youth Service representation when that would be beneficial and for the school to be represented on Youth Centre Advisory Committees or other similar bodies. The Agreement should include arrangements for representation and good communication between the school and Youth Service.

4.1.6 Exclusions of Young People/Pupils

A decision on whether a young person (or any person) is allowed on a school site is the headteacher's. When a pupil is excluded from a school and is involved in other activities on a school site, the headteacher needs to decide whether the pupil may continue to participate in those activities. When this relates to Youth Service activities, the headteacher should consult Youth Service staff. Similarly, where a young person attending the school is excluded from Youth Service activities, early and effective communication between the Youth Service and the school is essential.

4.1.7 Damage within school site

Arrangements for dealing with vandalism and the cost of repairs should be included in the Agreement.

4.1.8 Finance

The Agreement should include arrangements for re-imbursing the school for additional costs arising from Youth Service facilities on the school site.

4.1.9 Grounds maintenance

The school is responsible for managing the maintenance of grounds within the site. The Youth Service may influence work, especially in the vicinity of youth centres, and may seek to enhance the environment in consultation with the headteacher. The areas of interest and concern to the Youth Service should be identified in the Agreement. The Youth Service will re-imburse any agreed additional costs incurred in maintaining the gardens/grounds in the immediate vicinity of the youth centre.

4.1.10 Youth Work contribution to school curriculum:

The Youth Service may contribute directly to the school curriculum. If the work is part of the mainstream curriculum, the school is responsible for paying for the costs. If the Youth Service (and/or other organisations) are adding to and/or extending the school curriculum, they would normally meet any costs incurred. Youth Work is a central feature of the Connexions Service available to all young people aged 13-19years. The Agreement should include arrangements for Connexions work delivered by the Youth Service and identify links between Connexions, the school, the Youth Service and other agencies.

5 Finance

5.1 This section sets out the financial arrangements for reimbursement where the Youth Service uses school facilities. This can be in a number of ways:

· Youth Service reimbursing schools for use of school facilities where the Youth Service has no premises within a school site

· Youth Service reimbursing schools for costs of a youth centre managed by the Youth Service within a school site

· Youth Service reimbursing schools for use of school facilities where there is a Youth Service managed youth centre within a school site.

5.2 In the first case, where the Youth Service is using a school facility, this should be based on the actual cost to the school of use of its facilities.

5.3 More detailed arrangements are required where there is a youth centre managed by the Youth Service within a school site. In such cases, schools should be reimbursed for any direct or indirect additional costs arising from use of premises and facilities by the County Youth Service.

5.4 In reimbursing schools for shared costs, the Youth Service should pay to the school the actual additional expenditure which the school has incurred. To pay in excess would constitute differential funding of the school budget by the LEA and amount to a hidden subsidy outside the funding formula agreed by the Secretary of State. Similarly, when schools use Youth Service premises, schools should pay to the Youth Service the actual additional expenditure incurred for that use.

5.5 The basis of the calculation for reimbursement to schools by the Youth Service shall be:

(a)	Where additional direct expenditure is incurred and it is easily identifiable, the additional amount be wholly reimbursed.
(b)	Where additional expenditure is incurred and it is not easily identifiable, the reimbursement be determined by apportionment on floor area used.

The additional direct costs in (a) include out-of-hours use of school facilities, additional security and vandalism attributable to those involved in Youth Service activity. In the first case, any additional expenditure shall be shared with concurrent users if applicable. Utility and premises costs fall under (b) unless separately metered. In more detail, the reimbursement shall be calculated as follows:

Expenditure heading Basis of re-charge
Utilities	Proportion of total floor area managed by the Youth Service. No charge if Youth Service directly metered.
Cleaning/cleaning materials	Proportion of total floor area managed by the Youth Service.
Telephone	Youth Service charged directly.
Caretakers	Youth Service reimburses the cost of caretakers when using school facilities outside school hours as follows: when the Youth Service is the sole user of facilities it pays for the actual cost of caretakers meaning the number of hours worked x hourly rate (including enhancements and on-costs); when there are concurrent users, this figure is divided by the number of users.
Additional security	Actual cost if incurred by the Youth Centre alone. Shared with other users where they operate at the same time.
Use of school facilities (sole use)	Actual additional cost.
Use of school facilities (concurrent use)	Number of hours of use x hourly rate charged to community groups / number of users.
Vandalism	Actual cost of repair if attributable to someone on premises for Youth Service activity.
Refuse collection	Proportion of total floor area managed by the Youth Service.
Maintenance of grounds	Proportion of total floor area managed by the Youth Service, less an allowance for grounds not related to youth centre access, for example sports facilities.

5.6 In any instances where there are other additional costs, not detailed above, reimbursement should be part of the Agreement.

5.7 All reimbursements should be made into the school's community management budget (Y cost code). This is where all expenditure made on behalf of the Youth Service (and other community groups) should be charged by the school to ensure it is kept separate from that related to the education of their pupils.

5.8 Reimbursement can be calculated by use of a spreadsheet designed by the County Treasurer's Department and attached as part of Appendix 2.

5.9 The charges suggested above may be reduced or waived by a school Community Management Committee if they choose to support Youth Service activities by using other community income.

5.10 The financial arrangements should be used as the basis for re-imbursements from April 2002

6 Curriculum

6.1 The Youth Service curriculum is based on the Youth Service Strategic Development Plan. The curriculum and programmes for youth centres and

other Youth Service work on school sites are developed by youth workers and young people. Programmes of work are approved by the County Youth Officer.

6.2 Youth Service staff based at youth centres within school sites are contributing to the educational provision within the site. It is good practice for the Youth Service and school to share information about curriculum plans.

6.3 Annual Plans for the work of youth centres are prepared by Youth Service staff in October/November each year for the following April. Outline plans for Youth Service work at youth centres within school sites will be considered by the Senior Youth Worker and headteacher in October/November and need to be agreed by the County Youth Officer and governing body. Other major developments or proposals for change should be discussed and agreed by the headteacher and Senior Youth Worker. If the headteacher and Senior Youth Worker are not able to agree outline plans for youth centre programmes, the matter should be referred to the chair of the governing body and the County Youth Officer.

7 Communications

7.1 There should be regular communication between headteachers and the Youth Service Senior Youth Worker in whose district the schools are located (e.g. newsletters, action plans, appropriate reports).

7.2 Regular communication should be maintained by headteachers and Youth Service staff where County Council Youth Service work is carried out within a school site. Schools and the Youth Service should nominate key contacts who will be the lead person for day-to-day contact about the needs and concerns of young people, the school, the youth centre, ideas and proposals for curriculum development and other relevant issues.

7.3 When the Youth Service is considering the appointment of a key person to their staff, the Youth Service should inform the school, consult on the job description and person specification, and seek to involve the school in the informal part(s) of the appointment process. Similarly, when the school is considering the appointment of a member of staff with responsibility for community use of the school site and/or other work which relates to Youth Service activities, the school should involve the Senior Youth Worker and invite the Senior Youth Worker to be involved in the informal part(s) of the appointment process.

8 Review

8.1 Agreements between a school and the Youth Service should include arrangements for an annual review.

8.2 This protocol should be reviewed a year after formal approval, by representatives of the Youth Service, secondary headteachers and community managers. Any proposals for amendment should be recommended to the relevant organisation.

Protocol

for Schools

and

Hampshire County Youth Service

Appendices