School Facilities Policy

Last Revision: April 2026

Next Revision: May 2027

1.  RATIONALE & PURPOSE

Amman Academy is committed to providing safe, well-maintained, and accessible facilities that support high-quality teaching, learning, and community engagement. This policy establishes clear expectations for the use, supervision, and management of school facilities in alignment with international standards and national requirements.

The school ensures that all facilities are used responsibly, equitably, and in accordance with safety and child safeguarding principles.

2.  REGULATORY & STANDARDS REFERENCE

3.  SCOPE

Applies to: all members of the Amman Academy community, including Students, Staff, Parents, and External users (AMMAN departments and approved community members). All users are expected to comply with this policy when accessing or using school facilities.

Does not apply to: corporate-level AMMAN facilities managed entirely under IFMS outside of school scheduling, and external venues not located on the Amman Academy campus. 

4.  DEFINITIONS

• Internal Booking System: School-managed scheduling platform used by staff to reserve facilities.
• IFMS (Integrated Facility Management System): Corporate facility booking system used by external community and AMMAN departments.
• Authorized Adult: A staff member, parent, or approved supervisor responsible for student safety.
• School Hours: 07:30 to 16:30 on weekdays (Monday to Thursday) and 07:30 to 12:00 on Fridays unless otherwise specified.
• PIC (Person in Charge): The named staff responsible for a specific facility, booking, or sport equipment loan log.

5.  POLICY STATEMENTS

5.1   Core Principle:  Amman Academy expects all users to respect and properly use school facilities and equipment. Facilities must be used only for their intended purpose .

5.2   Requirement:  The following requirements apply across supervision, booking, safety, damage, security, and facility-specific guidelines:

5.2.1   Supervision:  Students must be supervised by an authorized adult unless explicitly permitted otherwise.

5.2.2   Booking and Access:  Facilities requiring reservation must be booked through the appropriate system:

• Internal users use the Internal Booking System.
• External / community users use IFMS.

5.2.3   Safety and Safeguarding:  All facility use must comply with school safeguarding expectations (refer to the Child Protection and Safeguarding Policy). Unsafe behavior is strictly prohibited.

5.2.4   Damage and Liability:  The school covers normal wear and tear. Users are responsible for damage, loss, or misuse due to negligence.

5.2.5   Security Enforcement:  Security personnel are authorized to:

• Enforce access rules.
• Deny entry outside permitted hours.
• Address unsupervised student situations.
• Request users to leave if policy is violated.

5.2.6   General Procedures:  Users follow these procedures across all facility use:

• Users must follow booking procedures prior to facility use.
• All incidents, damages, or safety concerns must be reported promptly.
• Refer to relevant SOPs where applicable (e.g., Science Lab SOP).

5.2.7   Facility-Specific Guidelines:  Each facility has its own access rules and equipment notes:

Classrooms: All classrooms are equipped with Smart TVs. Selected classrooms include charging carts, class iPads, class Chromebooks, and headsets. Devices must be used responsibly and in alignment with the school’s IT Policy.

Computer Lab: Contains 22 PCs primarily for government-mandated testing and computer-based assessments. Intended mainly for MYP and DP students. Not accessible to the external community. Booking is required via the Internal Booking System.

Science Laboratories, Chemistry, Physics, Biology: Used as instructional classrooms for respective subjects. Not accessible to external community. All usage must follow the Science Lab SOP (please refer to this Science Lab SOP), including safety, maintenance, and incident reporting procedures.

Theater: Capacity approximately 400 people. Equipped with wall screen, lighting system, sound system, and control room. Control room access is restricted to authorized personnel only. Internal booking: weekdays 08:00 to 16:30 via Internal Booking System. External / community booking: after 16:30 on weekdays and weekends via IFMS. Additional rules: the use of school theatre during school hours by other AMMAN departments should follow the child-safeguarding regulation; it is strongly recommended for them to use AMMAN’s IT operator, not the school’s operator; the use of the school theater during school hours by other AMMAN departments need to follow the booking system.

Theater Lobby: Bookable by internal staff via Internal Booking System. May be requested by external users via school administration (subject to availability). May be used as a temporary lunch area when necessary.

Library : Two levels. Downstairs: younger learners (with Smart TV). Upstairs: Computer Lab, Language classrooms (Bahasa Indonesia and English Acquisition), Silent study room, Meeting room, Box discussion areas. Meeting Room and Computer Lab are bookable via Internal Booking System. Small groups may use box areas for instruction / discussion. Community access: open on Wednesdays, 16:30 to 18:00 for parents and children only (starting next academic year).

Swimming Pool: School use during school hours. Open to community after school hours and weekends.

Sport Gym: School use during school hours. Community access after school hours via IFMS booking.

Playground: School use during school hours. Community access: weekdays 16:30 to 18:00; weekends 07:00 to 18:00. Children must be supervised by parents. Front Playground for children under 7 years old (Year 1). Primary Playground for children under 12 years old with supervision. Security may intervene if children are unsupervised.

Music Room: Access restricted to students and Amman Academy staff only. Not available to external community.

Design Room: Equipped with 3D printers, iPads, and design tools. For school use only.

Art Rooms: PYP Art Room and MYP/DP Art Room. Equipped with Smart TVs and art materials. MYP/DP Art Room includes printer. For school use only.

5.2.8   Special Agreements:  Specific agreements govern instrument loans, music room access, and sport equipment loans:

Instrument Loan Agreement for Students: To support the growth and success of our music program, Amman Academy provides a selection of school-owned instruments that students may borrow for home practice. Instrument loans require approval from the music teacher and must be checked out through the school library system for tracking purposes. Parents must acknowledge responsibility for repair or replacement costs via email or google form for longer term use of the instruments in cases of loss or damage due to negligence.

• Care and Maintenance: Students are expected to treat all loaned instruments with care and respect. Proper use, handling, and storage, as advised by the music department, must be followed at all times. Instruments should be kept clean, well-maintained, and free from avoidable damage.
• Supervision and Safe Storage: When not in use, instruments must be stored securely in a designated case or stand. Exposure to extreme temperatures, moisture, or other potentially damaging conditions must be avoided.
• Reporting Damage or Issues: Any damage or issues with the instrument must be reported to the music department immediately. Prompt communication from students and parents ensures timely repairs and minimizes further damage.
• Repair and Replacement Responsibilities: The school will cover the cost of the first repair due to normal wear and tear or accidental damage. In cases where damage is deemed to have resulted from negligence or misuse, parents will be responsible for repair or replacement costs. Prior to instrument distribution, parents will be informed of the potential financial responsibility in such cases. If an instrument is lost or damaged beyond repair, replacement will be required at the parents’ expense.
• Instrument Return: All instruments must be returned to the music department in good condition, allowing for reasonable wear and tear. Returns should occur by the agreed-upon date or when the instrument is no longer needed.
• Loan Tracking and Approval: Instrument usage will be approved and tracked through the school library system. Students must check instruments in and out to ensure proper documentation and accountability.

Student Access to the Music Room: Rules for student access to the music room, students and Amman Academy staff only, no outside community members:

• Teacher Permission is Mandatory: Students may only enter and use the music room with prior approval from a music teacher.
• Supervised Access: A teacher or approved staff member must be present unless express permission for unsupervised access has been granted.
• Scheduled Use: Access may be granted during specific times (before school, during lunch, or after school), based on availability and staffing.
• Advance Booking: Students must request access in advance and receive confirmation from a music teacher.
• Sign-In / Out Log: All students must sign in and out when using the music room to maintain accurate records of use.
• Respect for Space and Equipment: Instruments, furniture, and all materials must be treated with care. Misuse may result in loss of privileges.
• No Food or Drink: Eating or drinking is strictly prohibited to protect instruments and equipment.
• Noise Control: Students should be mindful of volume levels and respectful of nearby classrooms or ongoing rehearsals.
• Authorized Use Only: Students may only use instruments and equipment they have been trained on or given permission to use.
• Return Everything to Its Place: Instruments, sheet music, and accessories must be returned to their proper storage locations after use.
• Report Damages Immediately: Any issues or damage to instruments or equipment must be reported to the music teacher right away.
• Loss of Access: Failure to follow these rules may result in temporary or permanent loss of access to the music room.
• Parental Notification: Serious or repeated violations may result in parents being informed and further disciplinary action.
• Group Use: Students wishing to use the music room as a group must all have prior permission and agree to shared responsibility for the space.
• Special Projects or Performances: Extended access for specific projects or rehearsals must be coordinated with the music department in advance.

Sport Equipment Loan by Staff: School staff can use the school’s sports equipment within and outside school hours depending on the availability by filling the record log. Specific rules:

• The staff is expected to handle the equipment with care, following all instructions for proper use and storage.
• Any damage or malfunction of the instrument should be reported to the sport teachers immediately.
• In the case of damage deemed malicious or neglectful, staff will be responsible for covering the cost of repair or replacement of the sport equipment.
• The staff have to replace it if the equipment is lost.
• The equipment must be returned to the sport equipment PIC and sign in the log.

5.3   Compliance, Monitoring, and Review:  This policy will be reviewed annually or as needed. Feedback from staff and stakeholders will inform revisions. Incident reports and facility usage data will be used to evaluate effectiveness. Non-compliance may result in security enforcement actions described in 5.2.5 or loss of facility access privileges.

6.  ROLES & RESPONSIBILITIES

7.  EXCEPTIONS & WAIVERS

Authority to grant exceptions:  Head of School, in consultation with the relevant facility owner (e.g., Music Teacher for Music Room access, Science Coordinator for Science Lab access). For external bookings, exceptions to standard scheduling go through IFMS administration.
Process:  Written request via Internal Booking System (internal users) or IFMS (external users). Decision documented in the booking record. Safety-related exceptions require Child Protection Policy compliance check.
Documentation:  All approved exceptions logged in the Internal Booking System or IFMS. Sport equipment loans logged by sport equipment PIC .

8.  RELATED DOCUMENTS

• Refer to the Science Lab SOP.
• Refer to the Amman Academy Child Protection and Safeguarding Policy).
• Refer to the Amman Academy IT Policy.
• Refer to the Internal Booking System for staff-managed facility reservations.
• Refer to IFMS (Integrated Facility Management System) for external community and AMMAN department bookings.
• Refer to the school library system for instrument loan tracking.
• Refer to the sport equipment loan log maintained by the sport equipment PIC.
• Refer to the music teacher’s sign-in / out log for Music Room access.