How To Help A Free School

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1 EDUCATION SERVICES FREE SCHOOLS Support in Establishing your Free School

2 1 INTRODUCING BDO * ONCE YOU HAVE RECEIVED GOVERNMENT APPROVAL TO ESTABLISH A FREE SCHOOL, YOU WILL NOW BE CONSIDERING WHAT HAPPENS NEXT. YOU WILL APPRECIATE THAT THERE IS A CONSIDERABLE AMOUNT OF WORK TO BE DONE BETWEEN NOW AND SEPTEMBER 2014 AND MAY HAVE ALREADY BEGUN TO PLAN WHAT THE TIMELINE MAY LOOK LIKE. Now is the time to bring on board specialist support in order to take the project forward, add capacity and bring expertise that you may not already have within your group. This support will be funded by the Department for Education. Whilst you have already come a long way, at this stage it is essential that you appoint the right team to help deliver the project as your vision finally becomes a reality. We can help in this area, having successfully supported over 20 groups in their journeys to opening Free Schools. We are a leading firm on the Department for Education s Academies framework and we also work directly with Free School groups from application stage to opening and beyond. Who are BDO? BDO Education Services team comprises experienced and highly committed project managers and business advisers devoted to helping Proposers and Academy Sponsors deliver inspirational and transformational schools and Academies. Over the last seven years, we have provided project management and finance support for over 150 Academies and Free Schools. BDO is a leading firm of accountants and business advisers with more than 3,500 partners and staff providing services to our clients from over 20 UK offices. We specialise in advising growing and entrepreneurial/ owner managed businesses, AIM and Official List companies; and also have extensive experience in the public and not-for-profit sectors. We pride ourselves on offering a regional knowledge combined with the resources and expertise of a national firm. Our experience as a leading firm of accountants and business advisers in the commercial and not-for-profit sectors puts us in a unique position to support you in the set up and preparation of the Free School as a small business and charity in its own right. *PKF (UK) LLP and BDO LLP merged at the end of March The merged firm, under the BDO brand, combines PKF s extensive experience in the education sector with that of BDO to create a leading business and accountancy advisory firm with significant sector and geographic coverage across the UK.

3 2 How can we help? We understand how important your project is and appreciate that as well as comprehensive project management support, the most successful Free School projects will arise from a positive and personable relationship between the proposers and project management team. We are experienced at building highly effective and robust working relationships with key stakeholders and acting as a critical friend to allow your ideas to be tested, challenged and refined. We will establish a team that best reflects your needs to ensure your Free School is delivered to time and budget. With our specialist team of project managers, educationalists, legal advisers, marketing and communications, recruitment, HR, TUPE, buildings and ICT experts, we can provide support during all stages of the Free School process. We can help you in the following areas: Comprehensive project management: Project governance, planning and administration Meetings management Risk and issue management Progress chasing and reporting Strategic Planning Education support: Refining and expanding your vision and ethos Detailed curriculum development support Demonstrating evidence of demand Developing a robust admissions policy Consultation and marketing: Statutory consultation Marketing and promotional planning Engaging potential parents and the wider community Legal and governance matters: Set up of the appropriate legal entity to run your Free School Advice on governance arrangements Contractual arrangements Registrations with authorities Business and financial planning: Detailed business planning Financial forecasting Budgeting Audit services Staffing Principal Designate recruitment Wider staff team recruitment Staffing structures Contracts of employment

4 3 OUR WORK IN ACTION CANARY WHARF COLLEGE FREE SCHOOL A brand new Free School on the Isle of Dogs, the College provides much needed extra school places in a culturally diverse area. This project was unique in that because we were working with a team led by a highly experienced Principal, our role was to focus on detailed project management. We helped the Principal and Trustees to drive the project forward through the critical Funding Agreement phase, and facilitated a complex liaison between the College, the Department for Education, Partnerships for Schools and others to procure and prepare the College s buildings for occupation. Your team worked with us from the approval of our application, through the funding agreement process and on to the successful opening of Canary Wharf College in less than six months. They enabled a smooth way forward by oiling the wheels between the desires of the trust and the demands from the DfE using consummate tact and discretion. They were generous with their office space, time and personnel; hosting our project management meetings efficiently, and effectively tracking milestones, actions, risks and issues. They supported the school prior to opening when space in the college was not available for staff meetings, and provided clear advice for the College Leader of Finance over the funding process. Your team were warm, welcoming, organised and professional and walked the tight rope of this new venture with us giving clear guidance and support throughout the process without trying to take control. SARAH COUNTER PRINCIPAL OF CANARY WHARF COLLEGE, FREE SCHOOL Canary Wharf College

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6 5 WHAT OUR FREE SCHOOL CLIENTS SAY The team kept the momentum going when it felt like it might not be possible to open the school due to difficulties with site. The King s Leadership Academy have felt throughout the project that they can pick up the phone to them at any time to seek help and advice and they are quick in providing positive, clear and helpful responses. Sir Iain Hall Proposer and Chair of Project Steering Group for King s Leadership Academy, Warrington As the project manager and education advisers for the Cobham Free School project, the team managed and oversaw all aspects of the project s development phase. As first time proposers they provided us with clear guidance, and provided hands on management of this challenging process. They gave us regular progress updates and identified what needed to happen next. Their focus on risk management proved invaluable when dealing with risks and issues. As a result, I and my fellow Directors would have no hesitation in recommending the team to support other Free School projects. Julia Rangasamy Chair of Project steering group for Cobham Free School

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8 7 WHAT OUR FREE SCHOOL CLIENTS SAY We found your team to be extremely professional and very flexible which is exactly what we needed them to be. From the outset they were very clear about the support they could provide and this dovetailed well with our work on the project. We soon developed a very smooth and productive working relationship. Marie Rooney East Birmingham Network We liked your team from the word go. The way you presented yourselves in your bid document was exactly as you were and the team were unfailingly helpful and delivered much more than you had promised. You were very effective at getting things done and extremely generous with your time. All our Project Steering Group Meetings were meticulously organised and papers and minutes always went out on time, which was crucial to keeping the project on track. I really can t think of anything you could have done better. It has been a great pleasure to work with you. Simon Smith London Academy of Excellence Free School

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10 9 TOP TEN TIPS FOR SETTING UP A FREE SCHOOL 1. Having a Proposer spokesperson or Principal Designate to lead the marketing is key to recruiting students.this individual needs to be a charismatic figurehead that parents can put their trust in and who inspires students. 2. Understanding how the DfE, Education Funding Agency and other organisations such as local authorities operate will help you achieve what you need to achieve quickly and effectively, minimising any frustrations and stress. 3. Get good administrative support as early as you can to take the pressure off the Principal Designate and the core project team. There are lots of routine tasks that need doing that take a considerable amount of time and effort, for instance administering pupil applications, managing staff recruitment, and organising meetings and events. Proposers have found a recent graduate with business and marketing knowledge to be ideal for this role. 4. Make sure you have the full range of skills available within your team for the development stage and they have the time and commitment to fulfil their allotted roles. It is very hard to hold volunteers to account so agree how you are going to work with each other, make decisions and resolve disagreements before they happen. 6. Be absolutely clear on your vision and stick to it why you are doing this, how you will achieve your aims and what the benefits are to the pupils, staff and local community? 7. Have available to you a range of specialists who can advise you as and when you need help build on the experience gained from a wide variety of other successful Free School and Academy projects but look for flexibility and adaptability and advice that you rely on: every project is unique and one size cannot fit all. 8. Financial sustainability considerations need to dovetail with educational planning and staffing in an iterative process testing decisions for financial viability and adapting accordingly, whilst understanding the latest proposals for Academy funding. 9. Plan for delays in the availability of accommodation in September at the outset. Have a contingency or interim plan ready and decide in advance when you will activate this. 10. Seek expert support in managing the development grant finances and contracts, reclaiming VAT promptly, financial controls and providing a good audit trail of expenditure. 5. There is a big shift in the role of the Proposer during the development of a Free School. It is very strategic at application stage to very operational and hands-on during development phase. It becomes strategic again once open (stepping back and leaving the Principal to run the school but not leave a void) this needs different skillsets and resources at each stage within the Proposer team.

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12 contact For more details please contact: STAN MOODIE Director for Education Services t: m: e: GLENY LOVELL Director for Education Services t: m: e: COLIN FOSTER Principal Consultant for Education Services t: m: e: ANDY WILLIAMS Principal Consultant for Education Services t: e: This publication has been carefully prepared, but it has been written in general terms and should be seen as broad guidance only. The publication cannot be relied upon to cover specific situations and you should not act, or refrain from acting, upon the information contained therein without obtaining specific professional advice. Please contact BDO LLP to discuss these matters in the context of your particular circumstances. BDO LLP, its partners, employees and agents do not accept or assume any liability or duty of care for any loss arising from any action taken or not taken by anyone in reliance on the information in this publication or for any decision based on it. BDO LLP, a UK limited liability partnership registered in England and Wales under number OC305127, is a member of BDO International Limited, a UK company limited by guarantee, and forms part of the international BDO network of independent member firms. A list of members names is open to inspection at our registered office, 55 Baker Street, London W1U 7EU. BDO LLP is authorised and regulated by the Financial Services Authority to conduct investment business. BDO is the brand name of the BDO network and for each of the BDO Member Firms. BDO Northern Ireland, a partnership formed in and under the laws of Northern Ireland, is licensed to operate within the international BDO network of independent member firms. April 2013 BDO LLP. All rights reserved.