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We are delighted you are considering becoming a member of NI Community Schools, it's as easy as 1,2,3!
Fill in your details on this page.
Pay the one-off £5 membership fee on the next page.
Start booking after you receive your activation email and new ID card.
If you need more help or information on getting started please go to this page.
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Terms and Conditions of Use
Terms & Conditions:
Terms and Conditions of NI Community Schools Membership

:: Booking Rooms
Anyone wishing to book school facilities must first register as a community member and once completed, can access any of the facilities available on the website, (initially five schools in Belfast). In order to have adequate staffing levels, most facilities will need to be booked at least one week in advance. Rooms will generally be available online for three months into the future. Anyone wishing to book facilities further into the future should contact the Helpdesk and discuss their wishes with the staff. While members are encouraged to use the facilities, any member who regularly overbooks specific rooms / facilities so that the rest of the community cannot access them will be rationed as to their usage. Anyone who tries to exploit or damage the online booking system will lose community privileges as determined by Artemis.

:: Cancellation of Bookings
If a facility booking is cancelled 5 days or more before the time/date specified, then the member is entitled to a full refund. Members cancelling between 5 days and 48 hours will receive a partial refund of 50%. Any member that cancels less than 48 hours beforehand, or doesn’t turn up for a booking will be charged the full cost of the rental.

:: Booking Activities
Any member of the public can book an activity without needing to become a member, although membership is still recommended. Those registering for activities/classes that run for more than one session will need to book and pay for all the sessions prior to enrolling unless there is an alternative payment scheme indicated. In order to book a place, each person will need to provide some personal details to register for the activity. Any person who drops out of an activity less than 48 hours before it has started will forfeit their payment for the entire course.

:: Insurance
Artemis will work with Amey Facilities Management to ensure that each school facility is maintained to a high standard and meets Health and Safety requirements. However, individuals use the School facilities at their own risk. Artemis will not be held responsible for the loss, damage or injury to any participants or their property while carrying out the activities of the class/activity run by others. (i.e., loss, damage or injury that is not due to inadequately maintained facilities or any sub-standard equipment provided through Artemis).
Any person/organisation running a group or activity are responsible for what happens within and to the group (e.g. dance, sports, education, child and vulnerable adult protection etc.). Any such group will need to indemnify Artemis and have at least £2 million public liability insurance. Groups that require insurance will need to provide Artemis with a copy of their Public Liability Insurance to cover their possible liabilities over the given period.

:: Conditions of Facility Usage
The lead person booking the room on behalf of a group (education/sports/dance etc.) will be held entirely responsible for their own conduct and for the supervision and conduct of all the people they bring into the community schools. This means that:-
1. On the first evening of a new class/group, or for a one-off session, the group leader should turn-up half an hour before the session starts to receive an induction and orientation to the premises and procedures with the Facilities Manager. Group leaders will be responsible to welcome and supervise/collect their group members at the reception, ensuring they are signed in and are escorted to their designated room. If some of the group have a disability or mobility difficulties, the group leader needs to inform the Helpdesk. We will ensure that there is optimal access to the most suitable room and the Facilities Manager will need to arrange a short training session for the group leader in the use of the ‘Evac chair’ and procedures in the event of the need to evacuate the building in an emergency.
2. They will be responsible to commence and terminate the classes/activities at the specified times. In the event that another class is starting in the same room immediately after the specified time, the leader needs to stop promptly and vacate the room. The school should be vacated by the person/group 15 minutes after the agreed finishing time.
3. They will be responsible for any damage or loss caused to the premises or property arising out of their use. Artemis reserves the right to make good such damage or loss and to recover the cost from the community member / group leader. All irregularities, damage and loss relating to the facilities should be reported immediately to on-site facilities staff, and in any event, within 24 hours to NI Community Schools Helpdesk 028 9043 6640 or email info@nicommunityschools.org 
4. They will be responsible to ensure the participants carry out the specified activity.
5. They will be responsible to inform participants of security procedures, limited access arrangements to the rest of the facilities, toilets, fire procedures and appropriate policies. (A laminated page covering these details will be available onsite). No facilities other than those authorised through specific bookings, may be used, disturbed or entered into.
6. Compliance with the relevant legislation. This includes:-

Health and Safety legislation and policies.
The Artemis Safeguarding Policy incorporating child and vulnerable adults’ protection (as appropriate to the group being engaged with).
Drug and Alcohol policy. (No smoking, alcohol or illicit drugs permitted on the premises).
Anti-bullying policy. (No bullying will be tolerated in any of the community schools).
Anti-sectarian policy. (No racist or sectarian attacks will be tolerated at any time).

7. General items of equipment will not be available unless specifically applied for and authorised by Artemis beforehand. Some specialist equipment (art, ICT, recording and media equipment, music, home economics, etc.) may only be used with appropriate qualifications (which will need verified) or if a qualified technician is supplied at an agreed cost.
8. Other than bottled water, no food or drink is allowed in any of the premises, except for designated dining areas.
9. Group organisers will be responsible to carry out necessary administration, (e.g., attendance lists for each group at least 48 hours before they happen, any end of session’s evaluation etc.)

:: Dance Studio
Outdoor shoes cannot be worn in the dance studio, only specialist dance shoes are permitted. No stiletto heels will be permitted on the dance floor.
Unauthorised spectators are not allowed in the studios. Those authorised to spectate should be included in the attendance lists.

:: Set-Up and Take-Down
If there is any of set-up or take down time for an event or activity, then this will need to be included in the times the facilities are hired for and not done before and/or afterwards. Any equipment that needs the assistance of the on-site staff will need to be agreed beforehand and cannot be assumed. Concerts and performances that require sound checks and rehearsals need to include these as part of the rental time and not assume they are additional. In general, facilities that need chairs set up will be handled by the onsite staff as long as the numbers are included in the booking and are suitable for the size and purpose of the specific room.
The School cannot store books, equipment or resources for classes/activities held regularly within the premises. Groups and individuals will be responsible to bring them in and remove them after each session booked.

:: Getting In And Out Of Each Facility
Each school facility estate is managed securely, and access to the facility is only possible through the front gate by agreement with security. Community members who have registered will receive a membership card which they need to bring with them on each visit and show to the Facilities Manager. (More explicit details are available on the website ‘How to get started’ Section).
Visitors who have booked to do an activity should bring a copy of the email they receive to verify their attendance at a specific course.
Those who are attending a sports activity/ event and who are neither a member nor have any verification email should know the name of the group leader who booked their activity. The group leader will have provided an attendance list with each participant’s name which the caretaker / security person will use to let people in. Members are asked to be patient, courteous and considerate with onsite staff taking care of the facilities.

:: Parking
Parking will be available in each school facility for those who are members and/or have booked for the specific activity/facility at a specific time. It should be noted that patrons park at their own risk, and Artemis or the school cannot be held responsible for any accidents or damage to the car or people in the car park or for any lost or stolen property.
Community members are reminded that parking around the school should always be done with consideration for the local residents. If using the facilities, there is adequate parking in the school car park and members are asked to use this and not to park in the local streets. This is particularly crucial when there is a larger event. Your co-operation is essential and much appreciated!

:: Child and Vulnerable Adult Protection
Taking care of children and vulnerable adults is both a legal requirement and a moral duty of NI Community Schools. This has implications for any activity going on in the facilities at the same time as other official school activities, or if any children i.e. under 18 year olds or vulnerable adults are participating in any class or activity on more than a one-off event or occasion outside of school time.
All members must agree to abide by the terms and conditions of the Artemis Safeguarding policy. No trainers or group leaders who wish to have under 18s or vulnerable adults in their group will be able to run classes or groups without being registered with Access NI, having completed a criminal record check and have been verified as not being barred by the Independent Safeguarding Authority. All community members should work and operate within the Artemis Safeguarding Policy good-practice guidelines and report any suspicious circumstances or suspected abuse promptly.

:: Fees and Payments
There are three pricing bands allocated to members when they register as part of the school community. (Please see our Pricing Policy for current rates and details). These are:-
1) Community rates:- Anyone who is part of the school and local community and contributes to the Social Enterprise can use the facilities for a bargain price by covering the basic costs.
2) Commercial rates:- For any individual or group who are using the facilities for commercial gain or as a business support function, will pay a rate that is slightly more than community rates, but still a good competitive, commercial price.
3) Discounted rates:- Targeted groups agreed by the CPLB will receive a discounted rate which could be free or half price. Different schools or activities can offer subsidies due to bursaries and grants provided by other funding bodies.
In addition to making the facilities available for individual and family users, the Social Enterprise is seeking to develop Service Level Agreements (SLAs) with organized groups who want to develop and regenerate the community, e.g. sports, arts, learning, charities, churches etc. The Social Enterprise will offer facilities, online advertising, booking and administrative services and the group will offer quality assured training or services and any profits will be shared for the benefit of the community.
When a person registers, they are asked to fill in the membership they require. This will be verified by the Helpdesk and then their membership will be activated.
Individual or group members can sometimes change roles, i.e. a commercial business could run a charity event, or a community member could do a one-off or semi regular money making class. Members are asked to contact the Helpdesk for a change in their pricing costs and they will edit it for them appropriately.
All rooms/activities will need to be paid for in advance usually by PayPal (except for groups who enter a Service level agreement with a different procedure). For those with no bank account or who simply prefer it, people can pay cash in advance to the central office Helpdesk and be credited points which they can use online (1 point = 1 pound). People can pay by cheque or postal order, but they will need to pay in time for the cheque to arrive by post and be cleared (usually at least five clear banking days before the booking).
To facilitate safe procedures and conditions for onsite staff, no cash payments will be taken at the school facilities at the time of entry or for future bookings.

:: Membership Fee
Members are asked to pay a £5 administration fee to pay for their membership when they sign up, to cover the costs of the membership card and administration time. This is a one-off fee. Members who lose their card will be charged an additional £5 to have it replaced.

:: Complaints and Grievances Procedure
If during an activity, class or discussion, there is something that community members are unhappy about, they are free and welcome to take their complaints to the team leader / management. Management will seek to resolve any difficulties as swiftly as possible to everyone’s satisfaction. In the event that this is not possible, there is a helpful process that helps us focus on tackling the issues and not each other. There are a number of stages which members are asked to go through:-
1. If the problem is with another community or class member, the two parties should calmly discuss the issue and try and come to a mutually agreed solution. The matter is resolved.
2. If either party is not satisfied, they should then approach the group leader, who should again attempt to arbitrate and resolve the situation to everyone’s satisfaction. The Group leader should keep a brief written record of the time, date and issue at hand.
3. If there is no resolution, the group leader may bring in the onsite staff to help reach an agreement. Staff should keep a record of the situation.
4. If there is still no resolution, the offended party should put their grievance in written form, letter / email to the Social Enterprise Manager. The SEM will investigate the situation and attempt to resolve it. The SEM will give a written response to the person concerned within 7 days of receipt of the complaint.
5. Finally, if there is no resolution, the aggrieved person can write to the Chairperson of the Artemis Board. The Chair will do an investigation and discuss it with other Board members. They will make a response in writing within two weeks of receiving the complaint, and carry out any necessary action. The decision of the Chairperson and the Artemis Board on the matter will then be final.

:: Fire Drills
From time to time as required by Health and Safety and good practice, fire drills will be carried in the School facilities. While this will be infrequent during third party community use, it may happen. If a fire alarm is heard, facility users should assume that it is a real fire alarm and not a drill. If a fire drill is scheduled, then anyone in the facility will be warned beforehand. It will be the responsibility of every group leader to familiarise themselves with the fire procedures, and to ensure that these are communicated to the group they have responsibility for, and in the event of a fire alarm to usher the group to the nearest agreed meeting point. Particular attention should be paid if any of the group has mobility issues or disabilities (please contact Helpdesk or comment when booking for specific procedures from the onsite staff). It is crucial to keep accurate and up to date attendance lists, so that the Fire Authorities can trace everyone in the event of a fire.

:: Data Protection
Under the Data Protection Act, all personal information collected and used by Artemis follows the rules of good practice for handling information. This Act gives rights to individuals whose information we collect and use to see and access that information on request. If a member wants to see this information they should contact the Helpdesk to arrange an appointment.
All information that is held by Artemis on community members will not be used, held or disclosed unfairly, for a reason that is not the one it was collected for, or without proper security. Personal information about you will not be inadequate, irrelevant or excessive, inaccurate, out of date, or kept for longer than is necessary. Artemis will not share personal information with other groups for commercial reasons.

:: Digital Photo
Each member is asked to supply a digital photo of a close up of their face, similar to a Passport photo, which will be used in their membership database for security and health and safety purposes. Those who cannot upload a digital photo online can leave/post a suitable photograph to the Helpdesk with their name and address clearly accompanying the picture. Pictures can also be taken by the Helpdesk if people call in to the office and register there.
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