Building and Development FAQs
Who owns my school building?
All Catholic Maintained Schools are held in Diocesan Trusts or religious order trusts. Schools are also vested in the Department of Education. Your local Trustee e.g., parish priest should be consulted & kept apprised re building matters.
What should I as a Principal be doing in relation to my school building?
The school building must be inspected at least once a year to ensure that the physical condition of the building is satisfactory and that H&S issues are addressed. For additional help and guidance see - Manual for Principals and Governors
I would like a new school or extension; how do I go about it?
Unfortunately, you cannot apply for a new school. When the DE announces the building of new schools, all schools are considered with certain gateways and criteria such as viability, condition and suitability score, etc. – see Department of Education Protocol here If you have concerns about your accommodation our Building and Development officers are happy to visit and provide advice and guidance as to if and how you could proceed e.g. is a major works scheme likely, should you perhaps consider other works or methods of funding etc.
What is the difference between major work, minor works and maintenance?
Major works are generally works over £0.5m and are usually for new school builds or extensions. Minor works are usually works carried out at a school for under £0.5m – these include works such as toilet refurbishments, replacement mobiles, traffic management schemes etc. In general, minor works cover items that are new or upgraded. Maintenance is the responsibility of the EA and is undertaken when something is repaired or replaced like with like.
I’ve heard of the School Enhancement Programme, what is it and how can I apply?
The School Enhancement Programme (SEP) is for works costing between £0.5m and £4m. This is one way to get your school up to DE Handbook standard as much as possible via a potential extension and refurbishing works. There have been two calls to date (see protocol here.) There are currently no plans for another call by DE, but this has been a largely successful programme and may be initiated again in the
future.
How do minor works get financed?
DE provides 100% grant-aid for all DE approved schemes. DE requires a letter of undertaking to be signed (which lasts for a period of 5 years) before progressing with schemes. This is simply an agreement you make to ensure payments are made in a timely manner. NB CCMS does not hold monies.
Can I use my LMS to fund minor works?
Yes, but there is a process that you need to follow, and it involves confirmation/ approval from the EA and DE re LMS availability of funds. An application/ letter must be completed and issued to DE for final approval. If the application is approved by DE, the school will be placed in the EA programme of works and they will advise when the work can be carried out which will depend on current workload priorities.
How can I make a minor works application?
The last call from DE for minor works was in 2017 and was a new online application process. DE is currently working through these applications. There is currently no plan for another call. However, if your request meets current ministerial priorities you can make an Unavoidable Minor Works Application - click here, alternatively please contact a member of the Building and Development Team. We would be grateful
for a copy of your application for our records.
What are the current Ministerial Priorities for Minor Works?
In the 2017 MW Call applications were assessed and scored against published criteria. Initially they were measured on how they aligned with the Ministerial Priorities:
• Priority 1: minor works schemes that meet inescapable statutory requirements such as health & safety, fire protection and statutory obligations under the Disability Discrimination Act;
• Priority 2: essential minor works to ensure the integrity and suitability of the estate and;
• Priority 3: Curriculum based minor works schemes that would meet currently unmet needs in the school.
They were then weighed and evaluated against:
- Health & Safety
- Suitability
- Condition
- Social Need (Free School Meals % & Statemented Pupils %); and
- Area Planning issues
Due to current budgetary constraints DE is not progressing any priority 2 or priority 3 schemes. Only those applications meeting the following are being considered for progression:
I know someone (parent, governor etc) who could do some repairs/work around the building – is that ok?
You should not under any circumstances allow anyone to carry out work on the school site. All works must be undertaken by EA approved contractors. If works are not carried out but EA approved contractors all insurance would be void and the contractor/ persons would not be insured to carry out any work at the school.
I would like to bring a modular building on site for school use – can I do this?
Bringing a modular building on site is not a straightforward process and is not recommended. The school site is vested in the name of the DE therefore you should not bring anything on site without DE and Trustee approval. After consultation with your Trustee a letter should be sent to the Estates Operation Team in DE and copied to CCMS explaining what you are hoping to do and enclosing a map indicating the proposed location of the modular building. If the DE approves the modular building, then you will not be able to apply e.g., for additional play space to replace that which is lost. You will also be responsible for engaging consultants, arranging planning permission and meeting all associated building approvals and costs. Further to this the school will also be responsible for the maintenance of the modular building and must organise its insurance – as it will not be included in the CCMS insurance policy. All this can prove expensive. We would recommend that you consult with Building and Development Officers in the first
instance.
We would like to open a nursery – how do we go about it?
Nursery provision is based on local need. The local Pre-School Education Group (PEG) can advise if there is a shortfall in provision in your area. Additional provision should be discussed with your locality Area Planning Officer.
I have a spare classroom and the local playgroup has asked if they can move in – is this possible?
Many schools find themselves with falling enrolments and spare accommodation. Yes, it is possible to allow a playgroup into spare accommodation, however, you will need to seek permission from CCMS/DE and you will also need to draw up a lease covering the hire, electrical costs etc. Any legal costs associated with this would have to be covered by the school or the third party. It should be noted however, that should your school numbers rise again, the DE will not provide additional accommodation and that the playgroup will be required to relocate and free up the classroom.
Land has become available beside the school and the Trustees are keen to purchase it for school use, can we proceed?
If the Trustees want to purchase land school, they do so at their own risk unless approved by the DE. All unapproved land purchases will be the sole responsibility of the Trustee regarding insurance, maintenance and health and safety issues.
I have an insurance query, who should I contact?
Both public liability and buildings (those of standard construction and modular) insurance is managed by the EA on behalf of CCMS schools. For public liability information please see CCMS Circular 2017/07. Click here. School pitches are not covered – schools need to take out their own cover.
The EA does not provide contents insurance. If you suffer contents damage or loss and do not have sufficient funds in your budget to cover, you can submit a case to the EA’s Finance Department via their LMS Officer for additional funding. It is then a matter for Finance to determine whether or not any
assistance can be made available.
For further insurance queries please contact:
Western & Southern Areas:
Email Margaret Doherty, Claims & Insurance Manager [email protected]
Niall Mullin [email protected]
Denise Coyle [email protected]
Niall Ward [email protected]
Briege Ashley [email protected]
Belfast & Dundonald Areas
Philip White [email protected]
Gemma Horner [email protected]
North Eastern Area
Jade McGavigan [email protected]
Megan McKernan [email protected]
Community Use of Schools
CCMS encourages the community use of schools. The Board of Governors are responsible for approving community use and for setting hire charges For further information click here. Your LMS budget must not be used to subsidise the use of the premises. If you are seeking usage longer than 2 terms a formal lease may be required. EA’s Community and Schools Team can assist in supporting and facilitating the use of the school premises. For further advice please contact:
Jim Dunbar, Lead Officer (Regional) [email protected] T: 028 9056 6296
John Donnelly, (Locality South West [email protected] T: 028 9056 4282
Deirdre Hasson, (Locality North) [email protected] T: 028 3751 2438
Bernie Mooney, (Locality East) [email protected] T:028 9056 4228