Frequently asked questions for joint use arrangements and shared use licences

A joint use agreement can be entered into between the department and another party for investment in new or upgraded facilities on school sites. An agreement can be entered into with a local council, private organisation, not-for-profit, or sporting association, provided they do not interfere with the daily operation of schools and their safety. The facility is used by the school exclusively during school hours and by the community outside of school use. 

As the State’s population grows, the demand for community access to infrastructure and facilities grows. Schools offer a unique opportunity to share public infrastructure and resources with the local community across the state, including in metro, regional and rural locations. Co-locating community facilities on school sites creates community, education and recreational hubs that enables the government to provide sustainable access to facilities and ensures our schools are public assets.

Joint use agreements include an upfront capital investment and ongoing maintenance costs. Costs will be specific to the proposed facilities and site. In most instances, schools have access to the facilities exclusively during school hours while our partners have access outside of hours, including weekends, public holidays and school holidays unless required by the school. Fees paid must cover maintenance and operational costs (for example, electricity, water and cleaning). 

A shared use licence for use of school facilities is a licence agreement without a major capital investment. The licence sets out the terms of the agreement, including ongoing maintenance and any hire fees. 

Hiring a school facility for longer than 12 months, requires the hirer to enter into a licence with the department, as outlines in the Sharing of School Facilities procedures.

Submit an application using the Community Partnership Proposal form.

If you are interested in collaborating with the department through a joint use agreement or shared use licence, submit your interest using the Community Partnership Proposal form.

Visit our Expressions of Interest page for open opportunities.

The EOI process is designed to ensure a fair, equitable and transparent approach to engage in market, shared use or joint use opportunities.

Step 1: Lodge a request

All requests for shared use licences or joint use agreements are to be lodged through the Community Partnership Proposal form.

Step 2: Departmental assessment

The department will undertake a preliminary assessment to confirm that the application:

1. Addresses a particular infrastructure need within the school or local community
2. Is an appropriate use of educational land as per the Sharing of School Facilities Procedures
3. Demonstrates robust financial capacity 
4. Includes an appropriate commitment and understanding of sustainable maintenance contributions. 
5. Applicant has confirmed that if successful they will provide Public Liability Insurance with a minimum $20 million cover.

The department will also undertake a detailed site feasibility and cost assessment and validate that land isn’t required for future educational purposes, for example, to meet future enrolment growth.

Step 3: EOI published

Following the internal assessment, applicants are notified of the intent to publish an Expression of Interest. The open EOI is published on the School Infrastructure website and may be promoted by your local school, council and the department. The department also notifies peak sporting bodies and subscribers to our mailing list.

Interested parties have a 21-day window for submission. This ensures that, if other potential partners are interested in the opportunity, they can also express interest.

The Department notes that no commercial in-confidence information will be shared as part of the EOI. The EOI will include proposed facilities only.

Step 4: Expression of Interest closes and applications assessed

All applications lodged while the EOI period is open, are assessed by an evaluation panel against the criteria outlined in the EOI package to determine the applicants' suitability. 

During the assessment process the department may request additional information from applicants.

Step 5: EOI Assessment Outcome

The department will notify applicants of the outcome, and will offer the preferred applicant or applicants a licence agreement.

As part of the license negotiations, the department and third party will negotiate clauses relating to sharing of the facility, hours of access, recurrent maintenance, capital works costs, costs of utilities, and governance.

Licence terms will vary according to the scale of the joint use investment. The EOI will advise you of the licence terms for each opportunity. 

If you have a current Joint Use agreement with the department and wish to expand or make changes to the current facility, please contact Community Infrastructure 

Yes, applicants may engage their own contractors as a licensee-managed project.  However, this depends on various aspects of the proposal which will be discussed with the Community Infrastructure team during the project discussions. The open EOI package will specify the delivery requirements for the project to ensure compliance with planning and EFSG standards. Any arrangements regarding contractors will be confirmed and agreed upon at the appropriate stage of the project.

Yes, however the application needs to be submitted by one entity and partners noted in the application. 

The licence (and Heads of Agreement) will be with the main contributor unless the partner entity is a Council. If a Council, the licence will be between the department and the Council. 

The organisation who applies for grant funding will be responsible for any future grant reporting requirements. 

Yes. Under the Sharing of School Facilities Procedure, all markets are required to go through an open EOI process.

Visit the markets page for more information.

Yes. The department is interested in receiving proposals for both established and new schools. 

No. Please refer to our Share Our Space webpages for information on how to become an activity partner.

Bookmark and  frequently check for EOI opportunities and email Community.Infrastructure@det.nsw.edu.au and ask to be added to our mailing list.

For enquiries about joint use arrangements and shared use licences of school facilities, please contact the department at Community.Infrastructure@det.nsw.edu.au.