SPORT, PLAY AND ARTS SERVICE
APPROVED SCHOOL USER SCHEME (ASUS) PROCESS CHART
The Community Use of Schools Service strives to ensure that clubs/user groups put measures in place to promote safe,
high quality sessions for all their members, especially young people and vulnerable adults. All voluntary groups/clubs
hiring school facilities and community land must be either registered with ERCVYS, the East Riding Council for
Voluntary Youth Services or have achieved ERCAS, the East Riding Club Accreditation Scheme at Level 1. All
sport/dance business users are required to meet the East Riding Minimum Operating Standards (ERMOS). The Service
appreciates that not all school users fall into one or any of these categories. Below is a chart, which will enable groups to
establish what documentary evidence is required to ensure they can hire school facilities.
START HERE
Are you a voluntary
group/club
providing sessions
which lead to better
quality sports /
recreation/cultural
provision for the
community in a
non-profit making
capacity?
(E.g. local cricket,
football, rugby clubs,
Scouts, dance, drama
etc.)
No
Yes
Yes
Are you already ERCVYS or
ERCAS registered?
Yes
Are you a
business/sole
trader that operates
to essentially to
make a profit
through delivery of
your service/
activity?
(E.g. Soccer
Schools, Jack in a
Box, Weight
Watchers)
Complete sections 1 and 7
of the ASUS application
form and return it to the
school for authorisation
along with evidence of your
+public liability insurance
cover.
Yes
Complete sections 1
and 7 of the ASU
application form and
return it to the school
for authorisation along
with evidence of your
public
Noliability insurance.
cover.
Do you have junior members in
your club?
(i.e. under 18 years of age)
Yes
Complete all sections of the ASUS
application form. We will then refer
you to the appropriate ERCVYS or
ERCAS registration.
No
As you do not fall
into any of the
previous categories
please complete all
sections of the
attached (ASUS)
application form and
submit it to the
school for
authorisation along
with evidence of
your public liability
insurance cover.
Yes
Are you a sport/dance
related business who has
a certificate for ERMOS
(East Riding minimum
Operating Standards)?
No
Are you pay and
play club/user
group? These are
classed as
informal groups
who may play
socially or within
No
a team. Generally
no coaching will
be involved.
(E.g. pub teams,
retired groups
etc)
No
No
Complete all sections of the (ASUS)
application form and sign it to confirm you
have met the requirements outlined in the
checklist. This will demonstrate your
clubs/groups commitment to good practice.
If you are a sport/dance related business we
will refer you for ERMOS registration
through the East Riding Sport, Play and Arts
Section.
These clubs/user groups will not be awarded
ERCAS however; will be able to continue hiring
school facilities under the (ASUS).
Return the completed ASUS to the school for
approval together with evidence of you publicity
liability insurance cover. Although checklists do
not need to be forwarded to Sports, Play and Arts
Service please note spot checks will be carried out to
ensure user groups have all appropriate standards in
place. Failure to produce documentary evidence
will result in the withdrawal of school facilities.
Adult only clubs please complete all
sections of the ASUS application form.
We will then refer you for ERCAS
registration.
Important: All completed ASUS application forms must be submitted to the school for authorisation along with
evidence of your public liability insurance cover. Should you have any queries please do not hesitate to contact the
Community Use of School Service (Tel: 01482 392523 or 01482 395318).
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APPROVED SCHOOL USER SCHEME (ASUS) APPLICATION FORM
1. Booking Details
 Name of Club/User Group:……………………………………………………………………………..
Which of the following categories does your Club/User Group fall into?

Voluntary/non profit making formal group

Pay and Play/informal group

Business/sole trader (This includes party organisers, sports academies, dance schools etc)
yes
no
If you have answered Yes are you ERMOS registered
yes
no
Other (please give details)………………………………………………………………………………………..

Name of School/Pitch to be used?……………………………………………………………………..

Facilities required? ……………………………………………………………………………………..
(E.g. pitch, changing rooms, classroom, assembly hall, sports hall, IT Suite. - Please be specific as different charges apply. Please state if
indoor /outdoor accommodation is required during summer or winter e.g. pitch and gym)
If kitchen facilities required please state for what purpose and length of time used.
……………………………………………………………………………………………………
(E.g. To provide tea/coffee. See Section 9 of Conditions and Guidelines)

Purpose/activity for which venue required?……………………………………………………………..
(If using a pitch please specify whether this is for matches or training)

Age range of participants?

Estimated number of people attending each
Session/function?
Is this activity being run as part of a business or to make a profit?
Yes
No

Is this a fund raising activity?
No

If answered YES to whom will any funds raised be donated?
……………………………………………. ………………………………………………..

Name of a suitably qualified person who will be responsible for the participants and facilities during the
Yes
Session ( i.e. normally person making the booking).……………………………………………………

Day(s) of week booking required.……………………Frequency ……………………………………..
(E.g. Weekly, Fortnightly, Monthly, Single one-off,)

Booking start date………………………Finish date…………………………………………………….
(Please confirm any holiday
Term Time only
School Holiday only
Term Time and School holidays
dates not required, e.g. Xmas)
……………………………………………………………………………………………………………..
Times school/pitch required for letting.
From:……………a.m./p.m.
To:…………… a.m./p.m.
(Definite times must be stated. If groups run over the stated times additional charges will be made)
Is your group registered with ERCVYS? (East Riding (council for) Voluntary Youth Services)
If you have answered YES please provide ERCVYS registration number here
And go straight to section 7 on page 4.
Yes
Has your group/club achieved ERCAS Level 1 or above? (East Riding Club Accreditation Scheme) Yes
If you have answered YES please provide ERCAS registration number here
and go straight to section 7 on page 4.
Sports_ENS\Play\asu_chart.doc\cl\Oct13
No
No
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2. Health and Safety Issues
Please confirm that your club/group has the following in place at any venue used:
(Templates are available on request).

Access to a telephone

Guidelines for dealing with an accident/incident

Accident / incident report forms

A completed annual risk assessment, with action plan

Health and Safety Checklists (prior to sessions)
3. First Aid

Please confirm that the club/group has access to a first aid kit at all times:
4. Safeguarding

Yes
No
Child Protection/ Vulnerable Adults
If you have juniors/vulnerable adults attending sessions on an informal basis, do you have written
consent for them to take part?
Yes
No
Please state how this information is recorded:
…………………………………………………………………………………………………………………
 Do parents leave children at the session?
Yes
No

Do all people working and volunteering at a sessions involving children/vulnerable adults have a current
Enhanced DBS Check (formerly CRB) or check on the relevant Barred list if engaging in regulated
activity,1 which indicates they pose no risks to the children/vulnerable adults in the club/group.
Yes
No
a) Please provide DBS certificate numbers for all people working or volunteering at a session with access to
children/vulnerable adults in the space below:
……………………………/……………………………………/…………………………………………
b) Does your club/group have a system in place to check DBS certificates?
and process new enhanced/barred list DBS checks for coaches/volunteers?
Yes
No
4a. Activity Qualifications
(NOT ALWAYS APPLICABLE)
E.g. sports coaching, dance, drama, playwork.

If you are running any formal activity sessions do the leaders of sessions/activities possess
an appropriate qualification:
Yes
No

Please provide the names and qualifications of any coaches at your club who run coaching sessions
and ensure you have copies of their relevant up to date coaching certificates.
Name of coach/leader
Qualification and date gained
Please refer to Community Use of School Facilities Conditions and Guidelines Section 9.3. You can also check the
DBS website for the latest details: https://www.gov.uk/government/organisations/disclosure-and-barring-service.
1
Sports_ENS\Play\asu_chart.doc\cl\Oct13
3
5. Checklist
I confirm the club/group have in place the following documentation which will be made available, on request,
for inspection (Please tick)
 Copy of accident / incident form
 Copy of a health and safety checklist
 Copy of a completed annual risk assessment form / action plan
 Emergency contact details for parents
 Copy of consent forms for children/vulnerable adults (if applicable)
 Copies of coaching/leaders certificates if applicable
 Records of DBS reference numbers if applicable
 Copy of child protection policy/procedure
 Copies of child protection training certificates (if applicable)
7. Declaration
The information provided in this application form is correct to the best of my knowledge and I understand that
any incorrect information provided will result in the use of the school facilities/pitches being withdrawn.
ATTACHED IS A COPY OF PUBLIC LIABILITY INSURANCE CERTIFICATE
PLEASE NOTE THAT A VALID INSURANCE CERTIFICATE
MUST BE SEEN BEFORE THIS FORM CAN BE PROCESSED.
Signed: …………………………………………Print Name……………………………………………..
Date: ………….…………………………………………………………………………………………
Address:……………………………………………………………………………………………………
…………………………………………………………………………………………………………….
Contact No. Daytime………………………………Mobile………………………………………………
E-mail address…………………………………………………………………………………………….
Preferred Method of Contact: Email
Post
INTERNAL USERS please provide a cost and detail code: Cost………………Detail…………………
Name and contact details of person to be invoiced for the letting if different from above:
Name: ………….…………………………………………………………………………………………
Address:……………………………………………………………………………………………………
……………………………………………………………………………………………………………..
Contact No. Daytime………………………………Mobile……………………………………………….
E-mail address……………………………………………………………………………………………..
Please note that spot checks will be carried out by the Sport, Play and Arts Service to determine that
the user groups have all appropriate standards in place.
Failure to produce the necessary evidence will result in the withdrawal of school facilities/pitches.
WHEN COMPLETE PLEASE RETURN THIS FORM TO THE SCHOOL
Thank you for your application. Your answers are confidential and information supplied by you in connection with this
application will be processed in confidence by the East Riding of Yorkshire Council in line with the Data Protection Act 1998.
If you have any queries about the processing of your data please contact Support Services on 01482 392545.
East Riding of Yorkshire Council will find this personal data useful for monitoring the success of our programmes. We would
like to be able to send you details of any further sport, play and arts opportunities that may be of interest, and ask for your
opinions on our service. We will not pass this information to any third-party or use it for any other purpose.
If you do not want to be contacted, please tick here.
Sports_ENS\Play\asu_chart.doc\cl\Oct13
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7a. School Approval
FOR COMPLETION BY THE HEAD TEACHER who will then forward the application to:
The Community Use of Schools Officer, Sport, Play and Arts Service, East Riding of Yorkshire Council, County
Hall, Beverley, HU17 9BA.
On behalf of the governors, I confirm that the school *is/is not able to accommodate this request (*delete as
appropriate)
Signed………………………………………………………………..Date………………………….
Please tell us about any special conditions relating to the facilities being used that we need to make the user
aware of.
…………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………
Section 7 of this form must be complete to validate this booking.
FOR OFFICE USE ONLY
DCU Officer
ERCAS
Scale of charge
Database:
ERCVYS
CONC
Users
ERMOS
STD
Netball
ASU
COM
New Reg
Category
VAT
Football
Comment
Signature
Database updated
Dated
Confirmation letter sent
Input: by
Sports_ENS\Play\asu_chart.doc\cl\Oct13
Confirmation copied to school
Budget sheet updated
Dated
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