Guidance on the use of the enhanced instrument fund (Revised April 2009).

Download guidance  Guidance on Instruments 2009-10

Download claim form Claim form-Yr 3

Arrangements for the procurement and distribution of musical instruments for Key Stage Two instrumental learning 2009-2010

 

 

These arrangements have been prepared by the FMS in association with the Department for Children Schools and Families (DCSF) and the Music Industries Association, to whom we are grateful for their advice and support. The grant is provided by the DCSF and distributed through the Federation of Music Services.  Please read the notes carefully, which have been updated for the year 2009-2010.

 

 

1          The purpose of the grant?

 

a)        The grant is for the purpose of purchasing musical instruments for instrumental learning at Key Stage 2 (Wider Opportunities) and transitional pathways beyond Key Stage 2.  

b)        Please note that it is a capital grant and cannot be used for maintenance of instruments or any revenue expenditure.

c)        The grant should be used for instruments in schools involved in Wider Opportunities or recognised transitional programmes and distributed through the local authority music service.

d)        An appropriate method for distributing the instruments is via:

·          an internal music service within the Local Authority

·          an independent music service that is the authorised service of the local authority

e)        If a local authority does not have an appropriate music service, the grant should be administered by an authorised person in the local authority who will liaise with the FMS.

f)         The amount of the grant distributed through each music service is based on a formula that takes into account the pupil population at Key Stage 2 with a weighting for social deprivation.

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2         Purchase arrangements – please note further clarification provided in this section

 

a)        The grant will be payable to the music service on receipt of copy invoices from the supplier. This has changed from last year.  Early planning is therefore essential.  If, because of special circumstances, the instruments cannot be delivered before the end of the financial year, then copies of official orders will be required; however, the invoices must be sent to FMS as soon as possible marked up ‘Confirmation of order already funded by the Scheme’. A spreadsheet detailing the invoices should accompany the invoices and the signed claim form. Please see the attached template for the preferred format.

b)        Please note that it is not possible to reimburse late orders.  Therefore it is essential that orders are planned carefully and that plenty of time is allowed for the purchase and supply.

c)        Music services should identify the needs of schools in the Local Authority, liaising appropriately with head teachers.  The method of procurement should be agreed with and conform to the requirements of the Local Authority.

d)        A music service may decide to place a large order with one supplier, who would then need to draw together the elements of the order and supply them to the music service.

e)        If a music service is unable to place orders up to the value of the grant it should notify the FMS immediately.

 

3         Roll out and distribution

a)        The grant is being apportioned to music services on an annual basis until 2011. Music Services will therefore need to plan how they allocate the instruments to schools and what arrangements are being made for transitional opportunities beyond Key Stage 2.  Consideration should be given to:

·          providing sufficient instruments for whole year groups of children

·          avoiding the need for pupils sharing instruments

·          establishing resources for instrumental learning beyond the Wider Opportunities programme

·          making sufficient provision for storage

b)        Music Services will need to decide whether the ownership of the instruments is transferred to schools, in which case they would be included in the school inventories and covered by the insurance arrangements for the schools.  This may be a practical arrangement for some services.

c)        Alternatively the music service may wish to retain ownership of the instrument, especially if it is a minority instrument e.g. bassoon, tuba, double-bass.  Where the music service retains ownership it must ensure that the instruments are managed efficiently, that they are included in the music service inventory and properly maintained and stored. [1]

d)        It is appropriate for music services to lease their own instruments to schools if this is considered to be the most effective way of getting the instrument to the pupils.   Leasing schemes should be discussed with the Local Authority and comply with financial regulations. 

e)        In considering arrangements for allocating instruments the music service should give due consideration to budgetary arrangements for repair and maintenance and eventual replacement of instruments. N.B. This capital grant cannot be used for that purpose.

 

Procuring the instruments

 

Music Services must ensure that all procurement and tendering regulations are followed meticulously by liaising closely with the commissioning team within the local authority.  However, please seek professional guidance within the Local Authority and ensure that all regulations are adhered to.

 

 

4         Definitions of appropriate musical instruments

 

a)        For the purpose of the grant a musical instrument is defined as being ‘an instrument designed for playing and performing music’.  In making a sensible and fair definition, music services should ensure that:

a.        the instrument is recognised as being in an authentic family of instruments

b.        the instrument is appropriate for young people to learn, especially at Key Stage 2 and in transitional programmes

c.        that it is specifically used for the purpose of the instrumental teaching programme

b)        Instruments that are described in the most recent DCSF survey for ‘Local Authority Music Service Provision (2007) are acceptable for inclusion in the purchase scheme.  These include all orchestral instruments, percussion instruments from around the world e.g. African drums, steel pans and keyboard[2] instruments.

c)        Small instruments should not be purchased separately, but rather in sufficient quantities for large group teaching.  These include recorders, ocarinas and fifes.

d)        Music IT Recognising that some Wider Opportunities programmes use computers to provide playing opportunities, some of the total grant for each music service may be spent on musical IT so long as it is utilised for the express purpose of delivering Wider Opportunities or transitional programmes.[3] Please do not exceed more than 15% of the grant on music IT.   Technology that is directly connected with the children’s processing of music comes within the scope of the grant, but orders for general IT (e.g. for administration) will not be accepted.  It is expected that the head of service will make a fair and professional judgement as to whether the IT application conforms to the specification of the grant. If in doubt, check with the FMS. Please bear in mind that orders are audited and that the FMS and the service are accountable for what is purchased. 

e)        Bulk items of parts and accessories that are necessary to play the instruments are acceptable.  Maintenance expenses are not.

 

 

5         General Guidance

 

a)        Music Services are strongly advised to purchase instruments of good quality that have a track record of durability, rather than opting for cheap instruments of untested or dubious quality.   Instruments should offer a long life of service combined with a low maintenance cost (relative to the purchase price). 

b)        Please   seek professional advice in selecting instruments (from approved specialist teachers, performers and musical instrument shops) and, where appropriate, use reputable brands and suppliers.   The use of local music shops that can give expert advice relative to the category of instrument to be purchased is recommended.

c)        Before placing orders test the instruments to ensure that they are durable and fit for purpose.  For example, the thickness and content of metals on brass instruments may not be clearly apparent on first appearance without expert advice. 

d)        Ensure that instruments are of the highest standards of manufacture that do not present any potential health and safety issues to pupils e.g. sharp edges, poisonous substances.  Check that instruments conform to appropriate EU legislation e.g. rules concerning nickel and nickel plating.

e)        Ensure that all instruments are fit for purpose in respect of intonation and sound production and that they do not hinder the learning success of the pupils.

f)         Look for instruments that offer comprehensive nationwide warranties/guarantees.  Many music shops have excellent relationships with the major manufacturers and can advise on these matters.  Establish the nature of warranties/guarantees, should the seller cease to trade.  Check to see if a local retailer can offer extended and advantageous warranties and service agreements.

g)        In determining best value for the purchase of the instruments the music service should consider appropriate ‘setting up’ arrangements.  This may include the assembly of drum kits, the set up of sound posts and bridges of stringed instruments or the choice of mouthpieces.   Look for suppliers who offer an initial set up service at or after delivery.  Prices, where appropriate, should take into account any modifications that the music service may require.

h)        Suppliers should be able to advise on storage and maintenance requirements e.g. temperature and humidity conditions.

i)         Purchase instruments that are of a type and brand that can be set up, maintained and repaired by local musical instrument shops.

j)         Ensure that spare parts are readily available for the instruments by checking with the local retailer, since not all brands have a full supply of spares in the UK.

k)        If storage presents serious problems, please contact Dick Hallam.

 

For further information, or if you have any problems please ensure that you inform us and contact:

The Federation of Music Services, 7 Courthouse Street, Otley  LS21 3AN, Email: info@federationmusic.org.uk Tel: 01943 463311