Copy of the correspondence sent to the Executive Director of Education: 

Dear Donald

I have been contacted by a representative from Mix Up Theatre who has raised concerns about Fife Council’s School Let policy and its impact on families in the area. I understand that over 200 families are currently affected by this situation, and the group’s primary goal is to reduce the financial burden on families with children attending extracurricular clubs in Fife schools.
 
It is my understanding that, in Scotland, schools can provide extracurricular clubs during both lunchtime and after-school hours. These clubs may be led by school staff, Active Schools (for sports clubs), or external companies in partnership with the school.
 
The government’s Cost of the School Day policy recommends that extracurricular clubs should be either free or low-cost for students. However, Fife Council currently does not allow schools to run internal school lets for extracurricular clubs organised by external companies. This policy imposes a rate of up to £30 per hour for the use of any school room or hall, which increases the cost to families, even when the clubs are held within school hours.
 
Mix Up Theatre has been running drama clubs within Fife schools for over 10 years. These clubs are arranged in partnership with the schools' leadership teams as part of their extracurricular programs. The company also runs clubs in other regions, including Edinburgh, Linlithgow, South Queensferry, and Dundee & Angus.
 
Their mission is to keep club costs as low as possible. Any fees charged to families are agreed upon with school leadership to ensure they align with the goal of being affordable, covering only basic costs such as staff wages, insurance, and materials. Furthermore, the company offers “Pay What You Can” options and free placements, which have been commended by the Scottish Child Poverty Action Group as a positive way to ensure accessibility for all students.
 
However, the new £25 per hour fee imposed by Fife Council has nearly doubled the cost for families. This additional charge is difficult for many families and undermines the company’s efforts to keep extracurricular activities affordable.
 
In contrast, in other councils like Perth & Kinross, schools are able to arrange internal school lets with no charge, as long as the company meets all required checks (e.g., PVGs, liability insurance). This is particularly relevant since these clubs take place during school hours, using rooms that would otherwise remain unused, and there is no additional cost or burden on the school or council.
 
The increased cost in Fife now forces the company to raise fees for families, making these extracurricular opportunities more expensive than in other regions. This has led to a situation where clubs are no longer accessible to all, particularly for those who rely on the company’s “Pay What You Can” or free placement options.
 
Unfortunately, the company was recently forced to cancel a class in Dunfermline because the cost of room hire would have required families to pay up to £1,950 per year, which is unaffordable.
 
While they acknowledge that Active Schools offers low-cost or free sports clubs, it is equally important that children with interests outside of sports (such as drama, art, computing, etc.) have access to affordable extracurricular opportunities. They are concerned that there is additional cost for external providers, who bring expertise and experience to these clubs, especially when there is no charge for similar activities organised by council employees or volunteers.
 
Furthermore, schools are not prohibited from partnering with external and local clubs to provide extracurricular activities. In fact, this is often encouraged to offer a wider variety of opportunities to students. They feel it should be left to the discretion of the school’s headteacher to decide if a small fee for a club is reasonable, and for parents to determine if they are willing to pay it.
 
I would be very grateful if you could review the current School Let policy and consider the concerns raised, particularly regarding the financial impact on families.
 
Kind regards
Willie