Purpose
The purpose of this policy is to establish a clear, consistent, and transparent framework for commissioning music activities for the Kent & Medway Music Hub. The aim of the policy is to ensure that the commissioning of services is conducted in support of the three aims of Music Hubs as set out in the National Plan for Music Education.
Principles
The commissioning of services will be guided by the following principles:
Transparency: All processes will be open and transparent to ensure accountability.
Value for Money: Services provided through the Kent & Medway Music Hub are publicly funded and thus will be commissioned in a way that provides the best value for money.
Context: the commissioning of services will take into account the context in which the Kent & Medway Hub works where the infrastructure of organisations working in music is small, which means that Kent Music is likely to be the dominant provider of services.
Quality: Services commissioned will meet high standards of quality and effectiveness.
Inclusion: Services commissioned must demonstrate equity of access for children and young people.
Sustainability: Consider the long-term sustainability and impact of the services.
Responsibilities
The Board of Kent Music: As the body with ultimate responsibility for the allocation of the resources of the Music Hub, the Board of Kent Music takes ultimate responsibility for commissioning services.
Chief Executive: oversees the commissioning process on a day-to-day basis working closely with the Board and Senior Leadership Team.
Advisory Groups: The Hub Board, the Lead Schools Advisory Group (LSAG) and the Executive Committee support the leadership team by providing advice, expertise and ideas to inform the commissioning process.
Commissioning Process
Planning and Needs Assessment
The services delivered by the Music Hub are informed by needs analysis which will determine Hub priorities.
Young people, schools and local arts and education organisations are consulted to help inform the design and delivery of services.
Services are commissioned within the timeframe of funding that has been allocated to the Music Hub.
Service Specification
The Music Hub will commission services in the following categories:
Schools – schools will be able to apply for support from the Music Hub through the annual Funded Opportunities process.
Out-of-school activities – Kent Music will be commissioned to deliver a network of music centres, three county ensembles, Orchestra ONE, half-term programme, an annual summer school and other activities such as performance opportunities as specified in the Hub investment programme bid. Other organisations will be commissioned to deliver activities at complement these activities.
Project grants – as Hub Lead Organisation (HLO), Kent Music will coordinate the use of project budgets which will be allocated in consultation with partner organisations and the senior leadership team.
Research – the HLO will commission research from suitably qualified organisations.
Professional Development – As HLO, Kent Music will plan and coordinate a series of professional development events for the benefit of schools and teachers working in the Music Hub area. Events will be planned with advice from the LSAG.
Quality Assurance – the Music Hub will commission suitably qualified people to undertake quality assurance visits on behalf of the Music Hub. Individuals will be commissioned by open application.
Financial Assistance – Kent Music will run a financial assistance scheme as part of its role as HLO. The scheme will be open to all eligible students in Kent in 2024/25 and Medway from 2025/26.
Musical instruments – in its role as HLO, Kent Music will provide an instrument and resources service that is available to schools and learners across the Hub area. Kent Music will coordinate the purchase of musical instruments using the capital grant from Arts Council England. Purchasing will be undertaken in response to a needs analysis and in line with ACE guidance on purchasing instruments.
Contract Management
Any contracts issued will be written and monitored against contract requirements and performance indicators.
Regular reviews will take place with commissioned organisation to ensure service quality and value for money.
Governance and Compliance
As HLO, Kent Music will ensure compliance with relevant legislation, regulations, and organisational policies.
As the commissioning body, Kent Music will maintain thorough documentation throughout the commissioning process.
Commissioned activities will be reported to the senior leadership team and Board.
Review of Policy
This policy will be reviewed annually to ensure it remains relevant and effective. Amendments will be made as necessary to reflect changes in legislation, organisational priorities, or industry best practices.