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Accommodating RTLB

The lead school, in collaboration with the Ministry’s regional office, will ensure RTLB are housed in suitable accommodation. RTLB will be accommodated in legitimate space within the Ministry’s schooling property network. Where suitable surplus space is not available in the local network, consideration may be given to building additional space or accommodating RTLB in non-school settings

Host kura/schools

Host kura/schools support the RTLB service and the cluster by providing accommodation for RTLB on their school site.

Once a legitimate accommodation need has been established by the  local Ministry office, the lead school assisted by the local Ministry property advisor will negotiate provision of accommodation with each host kura/school under a third party Property Occupancy Document (POD).

Selection of host kura/schools

There are many factors to consider when selecting a host kura/school:

  • any current hosting arrangements
  • commitment to supporting the RTLB service
  • commitment to inclusive practice
  • proximity to kura/schools the RTLB staff will be working with
  • capacity to accommodate additional staff, including space for storage, meetings, toilets and adequate kitchen facilities
  • capacity to provide car parking for RTLB (not a dedicated entitlement).
School-based RTLB accommodation costs that are covered by host kura/school operations or 5YA grants:
  • provision of up to 15 square metres of legitimate space for each onsite RTLB
  • heat, light and water (Note: a host kura/school can apply for resourcing for an increase to heat, light and water grant if circumstances have changed since funding rates were fixed in 2010)
  • property  maintenance (includes exterior painting, building repairs and grounds maintenance)
  • vandalism
  • building insurance is covered through the Ministry’s School Buildings Insurance Funding Programme.

Visit the Ministry website for more information on 5YA grants

School-based RTLB accommodation costs chargeable to RTLB

The Property Occupancy Document (POD) specifies the funding that the host school will receive from the RTLB service (through the administration grant). This may include:

  • phone lines and broadband connections
  • property enhancements not covered by the host school’s 5YA grant e.g. shelving, heat pumps
  • servicing fees eg water filters, heat pumps
  • asset purchases including furniture and equipment
  • maintenance of RTLB furniture and equipment
  • insurance of building contents
  • a contribution towards rubbish removal
  • RTLB use of consumables such as toilet paper and light bulbs.  

These costs are to be determined on a fair and reasonable basis between the host and lead schools. The school property advisor can provide guidance on what is fair and reasonable should the lead and host school struggle to reach an agreed position.

Non school-based RTLB accommodation (typically leases) additional costs funded from RTLB Administration Grant

Leasing is the least favourable arrangement for accommodating RTLB staff and should only be considered as a last resort or a temporary measure. 

Other Lease Outings


Power-Electricity (except common areas) RTLB
Telephone RTLB
Data/internet cable charges RTLB
Other utilities for services RTLB
Provisions for toilet where part of lease RTLB
Interior cleaning including windows Detailed in the lease agreement
Insurance - contents only RTLB
Air conditioner maintenance Detailed in the lease agreement
Water Landlord
Vandalism Detailed in the lease agreement
Caretaker Detailed in the lease agreement
Car park

Detailed in the lease agreement.

Clusters can apply for additional travel funding if the cluster exceeds (or predicts it will) due to car parking costs.

Note: It is important clusters are aware of the contents of the lease agreement and cost implications to the cluster before any agreements are signed.

Furniture, fittings and Equipment (FF&E) grants for RTLB redevelopments

As with a new teaching space, new RTLB space generates a FF&E funding entitlement to furnish and equip the new space. School FF&E redevelopment policy was updated last year to cover redevelopments.  

Under this policy, schools receive 50% of the FF&E funding for new regular teaching space, or $62.50m². This is consistent with the policy and funding that was applied to Christchurch Schools’ Rebuild (CSR) Redevelopments. For RTLB, the same policy will apply to ensure consistency. This means redeveloped RTLB space will receive $62.50m². This is in addition to their administration grant. 


The cluster manager and lead school principal maintain regular communication with host kura/schools and, in collaboration with the Ministry’s local property advisor, regularly review the third party Property Occupancy Document to ensure it continues to meet the needs of the RTLB service and the host school. 

Where possible, the host kura/school includes the RTLB in teacher professional learning and development at the school.

Visit the Ministry website for more information on Property information.


Content last updated: March 2017