Music Education Hubs: FAQs

As Hub funding agreements are moving to an academic year, will payment condition submission dates also change?

Updated 5 March 2024

Yes. The Arts Council usually releases equal payments to Hubs on a quarterly basis subject to payment conditions being met. However, 2023-24 is an exceptional year as it is the final year of the current Hub programme structure and funding agreements are also aligning to an academic year cycle for the first time. Therefore, for 2023-24 your funding will be made available across six payments: 

• Payments one (September 2023), two (December 2023) and five (June 2024) are equal instalments of approximately 24% of your total grant.   
• Payments three (10.3% in March 2024) and four (13.7% in April 2024) combined also represent 24% of your annual grant. These payments are split in this way to ensure that we distribute the allocated proportion of funding received from the Department for Education according to their financial years. The April 2024 payment does not have standard payment conditions attached and can be released if you have met all your March 2024 payment conditions. The April payment will be available for you to request via Grantium from 1 April 2024. 
• The final four per cent payment is at the beginning of August 2024. This will be subject to submission of annual data and (where applicable) knowledge and asset transfer to ensure continuous delivery of activity by the cohort of Hub Lead Organisations appointed for the new Music Hub structure from 1 September 2024.  

Payments will be released as soon as possible after being reviewed by your Relationship Manager and moving through our payment approvals process. Please note that we aim to release payments within 30 working days from submission. Read more about our payment timeline on page 8 of Grantium guidance for applicants: How to claim a payment.

You can find more information about our payment conditions in the ‘Schedule of payment conditions for 2023-24’ (Appendix 1 to the Relationship Framework).  

What happens if I can’t meet the payment conditions on time? 

Updated 29 January 2024

We appreciate that we’re in a challenging time for current HLO capacity alongside transition to the new Hub Programme, so if you expect that there will be a delay in being able to provide the relevant payment conditions, please discuss this with your Relationship Manager. 

What is the deadline for submitting payment conditions?  

Updated 12 June 2023

Payment conditions and requests are due via our online system, Grantium, by the 1st of the relevant month. Payments should be claimed within 45 days of the due date. It is important to submit payment conditions promptly, to ensure compliance with government grant-making requirements and to demonstrate that the Hub is in a position to continue delivery against the funding agreement, and that cashflow and financial management are robust. We will usually be unable to release a payment until the relevant payment conditions have been met. 

What are the changes to the Terms and Conditions for 2023-24?

Updated 12 June 2023

New or updated clauses relate in particular to subsidy control legislation and safeguarding. With more information as follows:

Subsidy control legislation

General information about Subsidy Control Act 2022 can be found on our website. Music Education Hub grants are made on the basis that they are used in line with the “flow through” model, in order to comply with the UK subsidy control regime. You will need to demonstrate that, by the end of the funding period, the entirety of the grant has been used to deliver services for the end beneficiaries (ie members of the public) in accordance with your Local Plan for Music Education. You do not need to routinely provide the Arts Council with any additional information beyond the standard payment conditions. You will keep reasonably detailed records to demonstrate compliance with the subsidy control regime. Please seek your own legal advice on subsidy control for more guidance, if required.  You shall provide a copy of such records to us upon reasonable request.

Safeguarding

The standard terms and conditions have an expanded list of actions for HLOs with regards to ensuring the safety of the children and adults at risk. For example:

• having safeguarding and child protection policies and procedures which are reviewed regularly by your Hub Board and Organisational Board
• checking backgrounds and disclosures of all employees, volunteers, trustees, partners or contractors who will supervise, care for, or otherwise have significant direct contact with children and adults at risk with the Disclosure and Barring Service (‘DBS’). 
• regularly training staff (on all types of contracts), volunteers and trustees in your safeguarding policies and procedures 
• ensuring that all Hub partners and sub-contractors have their own, appropriate safeguarding and child protection policies and procedures in place where they have been appointed by the HLO to supervise, care for, or otherwise have significant direct contact with children, young people or adults at risk as part 
• For the full list of requirements please see section 6.14 of the standard terms and conditions. We may request sight of evidence of these actions at any point during the funding period, if required.

The 1 June payment condition asks for an additional update to our SMART objectives template which addresses practical considerations associated with the transition to the 2024-25 Music Hub funding period. How much detail do we need to go into? 

Added 8 February 2024

Where plans for transition are progressing well, and legal, asset transfer and staffing considerations are minimal, this requirement could be met by a single overarching objective within the SMART objective template.  

Where transition to the 2024-25 Music Hub programme presents major risks or involves large pieces of work, we expect the work to be broken down into separate objectives. For example, some HLOs might need to establish memorandums of understanding or data sharing agreements to ensure robust information is being shared across the new Music Hub area, or that staff are being consulted on changes to job descriptions, or that new storage facilities for instrument stock are being identified. 

Is there a template for the Local Plan for Music Education (LPME)?

Updated January 2024 

As the legal structures, governance and business models of Hubs vary, we do not have a template for the LPME (and the policies/strategies associated with it), but we do set out our minimum requirements within the Additional Conditions for 2023-24. The additional conditions, in particular section 1, can be used as a reference checklist to help you navigate the LPME requirements. 

Environmental sustainability is a completely new policy area to our Hub. How do we start?

Updated 29 January 2024

Whilst some Hub partnerships may already have access to a plan, policy or guidance which they can evidence as part of reporting, for others it is completely new. For September 2023’s payment submission we ask that Hubs begin their thinking on this area. Initially we expect this would be by reading the DfE’s climate and environmental sustainability strategy and noting as part of your needs analysis summary or LPME what you already know, and the areas you want to explore or work on first.

If you are unsure how to progress, then as part of its IPSO role Music Mark will be working with climate consultants and organisations to develop support for the music education sector around environmental responsibility.  This work will begin in autumn 2023, with an aim to have resources, training, events and other guidance available during 2024. In addition, there are examples and general resources available via the Arts Council’s Investment Principles Resource Hub, which we also recommend you explore. It is acceptable to indicate that to address this area you will be engaging with the support Music Mark or others are providing over the 2023-24 funding period.

Can Hub Lead Organisations share their grant with other organisations?

Added 20 September 2023

Hub Lead Organisations cannot issue grants to partner organisations without approval from Arts Council England. This is because grant decision-making is the responsibility of the Arts Council.

Hub Lead Organisations can sub-grant to partner organisations as long as the sub-grant is supported by a legally-binding agreement that has been approved by the Arts Council. This agreement must, as a minimum, state how the partner(s) will meet all our terms and conditions of the core revenue and/or capital grant, including all necessary financial reporting and monitoring requirements.

The Arts Council must approve any partnership agreement (or similar) that includes the use or transfer of the grant to a partner. The Hub Lead Organisation will be responsible for making payments to the partner organisation(s) and will be accountable for ensuring compliance with the terms and conditions of funding.

Read more in our partnership agreement guidance >

In certain circumstances, it may be appropriate for the Hub Lead Organisation to enter into a contractual arrangement with a partner, especially for the supply of goods, works or services that are funded in whole or in part by the grant. The Hub Lead Organisation must ensure the contractual arrangement is procured in a manner that ensures suppliers are treated equally and without discrimination, and that any procurement process is conducted in a transparent and proportionate manner, complying with the Public Contracts Regulations (2015) where appropriate. 

Why is there a programme target for school engagement when the NPME is non-statutory, and how was it calculated?

Updated 21 July 2023 

HLOs will need to set clear and ambitious targets which demonstrate how the Music Hub will engage with all schools and/or to increase school engagement year on year. The DfE’s ambition is for the Hub programme to engage with at least 95% of all state-funded schools nationally, and for all schools to receive key information and an offer of appropriate support from their local Music Hub. The engagement between Hubs and schools should be proportionate and reflect the needs of schools and the non-statutory nature of the relationship. 

The definition of engagement and methodology for calculating national engagement is set out as part of data guidance for the 2023-24 survey for current Music Education Hubs which is available on our website here.  

Each individual Hub’s school engagement targets will vary depending on their past engagement levels, the type and range of schools in their area, and their future plans for building engagement. Some Hubs are already engaging with 100% of schools, whereas others are at a different stage in their journey. We recognise that it remains a school’s choice whether or not to engage with a Hub, as well as how the school chooses to respond to the new NPME.  

What are the key changes to the requirements for Hubs during 2023-24?

Updated 12 June 2023

Across all plans, policies and strategies, Hubs will need to respond to the new vision, aims and strategic functions for Hubs as set out in the new NPME. From September 2023 onwards Hubs will be expected to develop Local Plans for Music Education, and to utilise a new Performance Framework.

The additional conditions set out in full the key requirements and expectations for Hubs during 2023-24. Much of the information within this will feel familiar to existing HLOs, as it builds from current ways of working. However, there are some new elements and some which have been updated, so we have also created a 2023-24 Funding agreement quick reference guide that provides a short summary of the key changes for 2023-24.

On 16 May 2023 the Arts Council hosted a webinar which provided an overview of the funding requirements for 2023-24. A recording of this webinar is available on our website, along with a copy of the slides and transcript.

Why do we need to change to LPMEs for just one year when we’re in a period of transition for the Hub programme?

Updated 12 June 2023

The refreshed NPME requires that Hub Lead Organisations and their Hub partners should begin to develop a Local Plan for Music Education (LPME), which should describe how the Hub will deliver against the three aims and five strategic functions for Hubs. This document will replace previous Business Plans and the exact requirements of what Hubs will need to provide are available within the 2023-24 Relationship Framework, additional conditions and our LPME guidance.

Many of the elements within a LPME will feel familiar to current Hub Lead Organisations. Our webinar briefing highlighted the changes taking place and you can watch the recording or read the 2023-24 Funding agreement quick reference guide for a summary of what’s new, what’s changed or been updated and what’s the same as in 2022-23. For any new areas we have requested them to be in ‘outline only’ and light touch to make them more manageable.  

Developing LPMEs during 2023-24 will lay important groundwork to ensure a smooth transition to the new Hub programme from September and will support the new HLOs in developing their approach to working across a larger Hub area. We expect there will be many elements of the existing LPMEs which a new HLO may look to maintain, learn and build from during 2024 and beyond, using them as a starting point for evolving a collaborative shared approach that responds to needs across the Hub area. 

Does the new LPME need to be published?

Updated 12 June 2023

Some elements of the LPME do need to be published. As in previous years, Hubs should be ensuring that their programme of activity and offer for children, young people, families, teachers and schools is visible locally and that these stakeholders can understand the Hub’s priorities, areas for development, processes and accountability. In addition, Hubs should be publishing key information from their inclusion strategy and charging and remissions policy. You should also provide contact details for the HLO and other relevant delivery partners, ensuring communication channels exist to enable stakeholders to share feedback and inform needs analysis. 

Any aspects which we expect to see published are detailed within the Additional conditions.

Some requirements of the LPME are asked for in ‘outline’ – what does this mean?

Updated 12 June 2023

Where we reference documents which are needed in ‘outline’ only, we’re looking to see more of a ‘high-level’ approach to an area of work, rather than full, developed plans or strategies. 

For example, expectations around progression strategies, workforce plans, understanding of impact, and environmental sustainability are asked for in outline or for initial thinking only. This could involve a Hub setting out their existing data, evidence, knowledge and/or experience to date in the given area and providing some initial actions they plan to take during the year. As this is initial thinking and depending on your individual Hub’s work to date on these areas, this might take the form of or a couple of paragraphs or bullet points summarising the approach and next steps.

 

Why do you ask for specific detail on websites and communications as part of a communications and engagement plan when we cannot use the grant for these?

Updated 12 June 2023

These are policies or ways of working that we would expect any organisation or programme to have in place, whether or not the grant could specifically be used for it. We encourage you to use your other income flexibly.

For this specific example, a robust communications and engagement plan forms part of your Local Plan for Music Education as it relates to supporting, promoting and celebrating the offer of, and engagement with, the Hub, to local schools, children, young people, parents/carers and other relevant stakeholders.

The grant cannot be used for marketing and advertising, or for any costs associated with the maintenance, technical development or updating of existing websites, or for the development and/or creation of new websites. This is in line with Cabinet Office Spend Controls which relate to all government grants.

 

How can we be expected to grow opportunities when we face cost pressures and the climate for fundraising is challenging?

Updated 12 June 2023

The Hub grant is expected to be used to lever in additional income, including through charges to parents and schools for some activities. We recognise that the cost-of-living crisis, inflation and post-pandemic fundraising climate can make financial management and fundraising more challenging, resulting in some hard choices that might need to be made. We encourage you to maintain an open dialogue with your Relationship Manager who can help signpost to fundraising opportunities and take your specific context into consideration when reviewing your payment conditions and performance ratings. We recognise that Hubs need to maintain diverse income streams in order to fulfil their remit, and in particular to go beyond to grow and stretch their ambitions. 

When should we expect to receive our quarterly feedback each quarter from our Relationship Manager?

Updated 25 September 2023 

Relationship Managers will aim to send your quarterly feedback as soon as is practical after having received and reviewed your payment conditions, held a quarterly contact meeting and had time to evaluate the latest context. The timeframe for writing the quarterly feedback will therefore depend on which quarter it is and the number of documents to be reviewed, as well as when your most recent quarterly contact meeting has taken place and whether there are any significant concerns relating to performance and/or risk.

Where possible we will aim to prioritise sending feedback to Hubs where there are identified actions to be taken. It should be noted that what’s in your quarterly feedback shouldn’t come as a surprise as it will be based on your SMART objectives and progress against these as well as discussions at your quarterly contact meetings.

This written feedback is separate to receiving your payments. So, you might receive your payments ahead of or after your quarterly feedback. You’ll receive a notification from Grantium when your feedback is available to view.    

Will I get an annual feedback letter this year?  

Updated 25 September 2023 

No. We are moving to a new quarterly feedback process where you will receive a feedback letter from your Relationship Manager via Grantium, once a quarter. Our quarterly periods are defined as: 

• Quarter 1: September – November 2023 
• Quarter 2: December 2023 – February 2024 
• Quarter 3: March – May 2024 
• Quarter 4: June – August 2024 

This new quarterly feedback process will include: 

• feedback on performance drawing on evidence from payment submissions, annual survey and contact meetings 
• a copy of your overall risk score and summary 
• a summary of any actions being undertaken to address performance 

This quarterly feedback should be shared with your Hub board and should inform their review of progress against SMART objectives and your Local Plan for Music Education (LPME) at Hub board meetings. 

Read more in the ‘When should we expect to receive our quarterly feedback each quarter from our RM?’ in the Monitoring and reporting FAQs.

This written feedback is separate to receiving your payments. So, you might receive your payments ahead of or after your quarterly feedback. You’ll receive a notification from Grantium when your feedback is available to view.    

My Hub covers multiple local authority areas – do I need to provide duplicate or separate requirements for each area?

Updated 12 June 2023

No. Where your approach, policy or plans are the same across the whole Hub area you do not need to provide separate documentation or information for each local authority area. However, where there are bespoke or differing aspects for a local authority area, please make this clear to your Relationship Manager and provide information about the different approaches. This can be done within the same documentation where possible, but we recognise that there might be a lot of information to provide for a large Hub area – particularly in relation to your SMART objectives and school engagement activity. In these instances, you are welcome to provide multiple documents or use multiple tabs if you prefer. Please let us know if you have any issues using the SMART objectives template for this purpose via your Relationship Manager.

Is risk still the core mechanism for monitoring Hubs?

Updated 12 June 2023

Our approach to performance management has changed this year, with a more comprehensive Performance Framework in place for 2023-24. Risk and performance monitoring will be complementary processes and both will be used in our reporting to the DfE.

Can we see what the risk ratings are of other Hubs?

Updated 12 June 2023

No. Risk assessments are intended to be a constructive and dynamic tool for spotting future risks and ensuring appropriate mitigations are in place, so that the running of the Hub and the delivery of the funding agreement can proceed as intended. Many risks are unique to the Hub or HLO, the detail of which might be sensitive information. We cannot share this publicly, nor would it be of value to other organisations to do so. There are no set benchmarks for Hub risk ratings, as they respond to changing landscapes and individual contexts. We do want to see that HLOs are actively understanding and managing the risks they face.

If you are interested to compare performance with your peers, then we recommend you discuss this with neighbouring or similar Hubs so that you can share information and data that can help support performance. Similarly you can speak to your Relationship Manager, who will have an understanding of several Hubs’ ways of working, and the Hub Data Dashboard can be used to review Hub data nationally.

What does a quarterly contact meeting look like?

Updated 12 June 2023

Each quarter, your Relationship Manager will arrange a contact meeting with you. These meetings will take the form of either:

• a scheduled meeting, eg face-to-face or online; this could also include observing a quarterly Hub board meeting (Relationship Managers will attend at least one board meeting per year coupled with a short catch up with the Hub lead before/after the meeting); or
• observing Hub activity in action

Contact meetings enable honest and robust conversations, reviewing your performance within the context of the Performance Framework, and focusing on how you are progressing against your SMART objectives. They provide an opportunity to focus on areas for development with your RM able to provide advice and signposting to further places for support.

Why does the Relationship Manager’s contact time and areas of focus and discussion vary between Hubs?

Updated 12 June 2023

The Relationship Framework sets out how your Relationship Manager (RM) will work with you. RMs vary their relationships with Hubs based on performance and risk. RMs prioritise their time and engagement with those funded organisations that require it and are higher risk and/or where there are performance concerns. The Relationship Framework sets out what contact you can expect from your RM as a minimum:

• a feedback letter via Grantium on a quarterly basis
• quarterly contact meetings
• response to any other ad hoc queries you might contact them about.

If you have any queries or concerns about the support you are receiving, please contact your area Senior Relationship Manager via our Customer Services team.

How should we complete the SMART objectives template?

Updated 12 May 2023

Guidance on completing the SMART Objectives template can be found within the ‘Introduction’ tab of the template and in the Relationship Framework.

We have also produced a how-to video walkthrough to further support with this process which will shortly be available on our website here.

Will we be able to see our individual performance and risk rating?

Updated 12 May 2023

Yes. For 2023-24, we will be introducing written quarterly feedback on your Hub’s progress and performance which will be issued by your Relationship Manager via Grantium. Feedback will summarise progress and include your latest performance ratings, feedback on progress and achievements, areas for development and any agreed actions, alongside your risk summary and risk rating.

How do I provide feedback on the new Performance Framework? 

Added 29 January 2024

On 29 January 2024 we launched a survey to gather feedback from Hubs to understand how well the framework and related processes are working. We will then look to make improvements ahead of the 2024-25 funding period.

The survey deadline is 20 February 2024, however, you can provide feedback at any time by sharing it with your Relationship Manager or by emailing cfprojects@artscouncil.org.uk.

Why have you introduced a new Performance Framework for 2023-24, in advance of the Music Hub Investment Programme? 

Updated 13 July 2023 

For 2023-24, the Department for Education asked the Arts Council to further develop the way it monitors and assesses the performance of Hubs. The new framework has been developed to align with the new NPME and ensure a transparent and consistent national approach to how we talk about performance of the Hub network. 

With this in mind, we have created a new Performance Framework – a self-assessment and monitoring tool, which reviews performance holistically, across all aspects of the Hub’s activity and operations. It has been informed by drawing on existing expectations of good practice within the Hub network, as well as the wider music education sector. The framework is intended to sit within existing processes of review, self-evaluation and reporting. It is a developmental tool and will be relevant to not only HLOs but to Hub partners. 

It is important for both the Arts Council and the Department for Education to have assurance that the current cohort of HLOs are delivering the best possible outcomes for all children and young people in every part of the country. The DfE requires performance ratings for all HLOs as a key piece of evidence through which to demonstrate impact of this investment to government. As such the framework is being implemented as soon as possible in order to ensure a current and detailed understanding of performance across Hubs.  

What is the difference between performance and risk?

Updated 13 July 2023 

Quarterly performance ratings indicate how well a HLO is currently delivering against each of the seven performance areas: programme of activity, quality, partnerships, schools, progression and musical development, inclusion and sustainability.  

Risk assessment is an ongoing, dynamic and systematic process of identifying the degree of potential risk to future delivery. It considers all the external and contextual factors impacting the Hub, and which might be out of the control of the HLO. Risk assessment is a tool for ensuring any risks are mitigated which might cause problems for the Hub in meeting its aims.   

The Arts Council approach to risk assessment covers five areas: delivery, governance and management, financial management and resilience, reputational and transitional risk. Our risk assessments are responsive and undertaken as needed (on an at least quarterly basis). Performance ratings by contrast, might not change each quarter, and the under-pinning process of self-evaluation is only expected at least annually.  

We want organisations to be honest and ambitious in how they use the performance framework. You will not be automatically a high risk if you have performance areas which are deemed to be developing or emerging. What is important is showing that the Hub is being managed effectively to improve performance over time in a manageable and sustainable way.  

Where risk assessment and the performance framework intersect, and where risk might be increased as a result of performance will be: 

• when a Hub is not appropriately managing or able to improve its performance where needed  

• where there are significant concerns, across multiple performance areas 

• where performance concerns are severe as to mean that significant numbers of children young people, teachers and schools are missing out 

• when the plans and work of the Hub, as it set out to do, will not reasonably be realised 

• plans are not achievable or within a reasonable amount of time, demonstrate non-compliance, or there are capacity/resource/partnership concerns that are impacting on delivery.   

• where performance and standards decrease significantly

What is the relationship between the Performance Framework and SMART Objectives? 

Added 13 July 2023 

The Performance Framework sets out the expected standards for Hubs – how they should be working and what they should be delivering. This should be used as part of the Hub’s cycle of self-evaluation, continuous improvement, and feedback. The SMART objectives template draws together all of the Hub’s aims and objectives – within these objectives we’d expect to see the Hub addressing any areas they say they want to improve. 

• As part of their strategic planning cycle (including self-evaluation and needs analysis processes), Hubs use the criteria in the performance framework as part of a review their performance, assigning a rating against each performance area within the framework.  

• This planning process informs the Hub’s SMART objectives, setting out key deliverables, aims and objectives, as well as specific objectives to address any identified areas of development, as identified as part of the performance framework review. The SMART objectives inform the resultant programme of activity and strategic work for the year ahead, and:  

  • there should be at least one objective per performance area 

  • objectives should address any criteria or performance areas rated ‘Emerging’ or ‘Developing’  

  • objectives should demonstrate improvement is addressed in a timely and manageable way.  

• HLOs record progress against SMART objectives in the template and send an update to the Arts Council as part of quarterly payment conditions. If there is any significant change in a performance area then ratings can be reassessed and shared with the Arts Council as part of the quarterly reporting. Also to note: 

  • we ask that Hubs review their performance ratings at least annually. It’s unlikely that all performance ratings will need to be reviewed each quarter, especially where a Hub is meeting the ‘Engaging’ rating.  

  • Hubs should use the SMART objectives template to communicate any changes in performance ratings.   

Can you tell us more about the ‘Emerging’ performance rating and how it differs from ‘Developing’ and ‘Engaging’ ratings?  

Added 13 July 2023 

We have stated that over time we want to see all Hubs reaching ‘Engaging’ across all performance areas. However, we recognise in many areas, and particularly as we only just begin working against the new NPME and new Performance Framework, that it will be common for Hubs to be in the ‘Emerging’ or even the ‘Developing’ category, and that Hubs will likely have a mix of ratings across the seven performance areas.  

Whilst ‘Engaging’ is intended to set a strong best practice standard for Hubs, one that we’ve seen demonstrated already across many Hubs, it’s important to note that ‘Emerging’ is still considered a positive rating as it demonstrates that you are still meeting most of the requirements and standards of the funding agreement, and that you have proactively identified and are addressing specific areas of improvement.   

Hubs will not automatically be a higher risk if they have performance areas which are deemed to be ‘Emerging’ or ‘Developing’. What is important is showing that the Hub is being managed effectively to improve performance over time in a manageable and sustainable way. As such we’d expect you to plan SMART objectives which address the area(s) for improvement, to demonstrate that you are aware of and addressing your Hub’s performance. 

Will the performance ratings be published?

Last updated 13 July 2023 

We do not currently plan to publish Hubs’ performance ratings. Instead, the ratings will be used to support performance and developmental conversations between the Arts Council and individual Hubs. The ratings will be used in internal reporting at the Arts Council and in our reporting to the Department for Education.  

Some requirements are optional, and others are asked for an ‘outline’ only. How does this impact on performance ratings?  

Added 13 July 2023 

The requirements for workforce plans, environmental sustainability and financial sustainability have been made optional. The requirement for a progression strategy is for an outline only and is due as part of your December 2023 payment conditions. 

For elements that are optional you will not be required to submit them during the funding period and this will not affect your risk rating. You can still submit them if you wish to, and self-assess your ratings, recorded within your SMART objectives template, as per the Performance Framework.  

If you do not submit these elements you will be able to record ‘not applicable’ for the ‘Sustainability’ performance area within the SMART objectives template. This is in lieu of determining a performance rating for this performance area. You will be able to review your ratings at a later date, as part of your quarterly payment condition submission.  

For Hubs who will submit their outline progression strategy in December, please use the ‘not applicable’ dropdown option for the ‘Progression and musical development’ performance area when you submit your ratings in September. You can then assess the rating in December based on the information you provide at that time. 

Is this a pilot, and what does that mean exactly?

Updated 12 June 2023 

Yes, this is a pilot year for the framework, which means we will be able to update and shape the framework based on feedback we receive during 2023-24.   

The criteria build on existing expectations and concepts of what a good Hub looks like, as had previously been articulated in the Ensuring Quality document and previous Relationship Frameworks. We expect to engage with Hubs during 2023-24 to gather feedback on how well the framework is working in practice, both in terms of the process for using the framework and the content within in it. 

What age range of children and young people can the DfE grant be used for?

Updated 12 June 2023

The DfE Hub grant can be used for all state educated children and young people from 5 to 18 years of age. Furthermore, children and young people up to 25 years old can be supported where they have special educational needs and disabilities.

Where can I find my Hub funding allocation?

Updated 12 May 2023

Please see our Allocations via this webpage.

How is the funding formula calculated?

Updated 12 May 2023

Each Hub lead organisation will receive a proportion of the overall funding amount based on the number of eligible pupils in their local authority area(s). 90% of the funding is distributed based on the total number of pupils registered on roll and the remaining 10% is distributed based on the numbers of pupils eligible for Free School Meals (FSM). 

Is 10% of the funding designed to support disadvantaged pupils?

Updated 12 May 2023

10% of the budget is allocated according to Hubs’ share of the total number of pupils who are eligible for FSM. This recognises that these pupils will need greater support from Hubs than others in order to take up certain musical opportunities. It is up to Hubs to decide how to use their budgets to carry out their roles, but Hubs should be ensuring that clear progression routes are available and affordable to all young people.  

Who calculates the funding allocation?

Updated 12 May 2023

The Department for Education provides the funding allocation figures to Arts Council.

Why might a Hub’s allocation have changed?

Updated 12 May 2023

Each Hub lead organisation receives a proportion of the overall funding amount based on the number of eligible pupils in their local authority area(s).

A Hub’s allocation will change if its share of the total number of pupils nationally (and/or total number of FSM pupils) changes.

It is therefore possible that a Hub’s allocation will reduce even though the number of pupils in its area has increased. Changes can sometimes also be affected by local authority boundary changes where this impacts on the total number of pupils in that area.

Why aren’t 17–18-year-olds included in the pupil count?

Updated 12 May 2023

Although the funding is intended to also support provision for 17–18-year-olds, the funding formula does not include them because reliable pupil figures are not available, unless they are in schools. Some local authority areas have very few 17–18-year-olds in schools (for example, where they are concentrated in 6th forms or further education colleges).  It is therefore fairer to count only the 5–16-year-olds.  

Who counts as an ‘eligible pupil’ for the funding formula?

Updated 12 May 2023

The pupils included in the headcount are:

• all young people registered on roll at a single school in Year 1 to Year 11 or aged 5 to 16 as at 31st August in the year before funding is distributed
• where dual registration applies, all young people registered on roll at their main school
• FSM eligible pupils in year groups 1 to 11 or aged 5 to 16 as at 31st August in the year before funding is distributed (e.g. 31 August 2022 for 2023-24 funding)

Figures used for the 2023-24 funding agreement period are taken from the 2022 January School Census (or School Level Schools Census) for the following types of schools:

• Academy 16-19 Converter
• Academy Alternative Provision Converter
• Academy Alternative Provision Sponsor Led
• Academy Converter
• Academy Special Converter
• Academy Special Sponsor Led
• Academy Sponsor Led
• City Technology College
• Community School
• Community Special School
• Foundation School
• Foundation Special School
• Free Schools
• Free Schools - 16-19
• Free Schools - Alternative Provision
• Free Schools Special
• General Hospital
• Non-Maintained Special School
• Pupil Referral Unit
• Studio Schools
• University Technical College
• Voluntary Aided School
• Voluntary Controlled School

Pupils at the following school types will not attract funding in the calculations:

• LA Nursery School
• Miscellaneous
• Other Independent School
• Other Independent Special School

NB: Academy 16-19 converters and sponsor led, and free schools 16-19 are included in the list but have no eligible pupils as the pupil count only includes 5–16-year-olds.

Can the grant only be used to support the eligible pupils from the schools listed above?

Updated 12 May 2023

No, the list above is used for calculating each Hub’s funding amount only. The grant should be used to meet the requirements outlined for Hubs in ‘The power of music to change lives: a national plan for music education’ (NPME), which seeks to enable all children and young people to learn to sing, play an instrument and create music together, and have the opportunity to progress their musical interests and talents, including professionally.  

Hubs are expected to connect with all schools and educational establishments, including early years, independent schools, FE and HE. However, Hub grant funding should only be used to support activity with state-funded educational establishments, their pupils and teachers, as well as school-aged, home-schooled children. As well as mainstream schools, state-funded educational establishments include Pupil Referral Units (PRUs), alternative provision and non-mainstream settings.  

Funding to Hubs does not replace funds allocated to schools to deliver the music curriculum. As outlined within the NPME, the DfE expects schools to pay for whole class ensemble teaching/large/small-group and instrument hire. Hubs should set charges locally and transparently that achieve the widest possible engagement and demonstrate value for schools. In most cases, DfE funding will be only one of several funding sources available in a local area that the Hub, and their partner organisations, will draw upon. 

Has the funding formula changed?

Updated 12 May 2023

The formula for calculating how funding is distributed has remained the same since Music Education Hubs first began operating in 2012 though initially there was some transitional protection as Hubs moved to the new formula.

What is the current position on the Teachers’ Pension Scheme (TPS)?  

Updated 13 March 2024

Additional funding is currently provided by the Department for Education to non-Local Authority Hub Lead Organisations whose teachers’ pay into the Teachers’ Pension Scheme. This additional funding will no longer be available from September 2024. For further details please see page 33 of the Investment Programme Guidance for Applicants and this page of our external FAQs. 

The DfE has secured £1.25bn to support eligible settings with the increased Teachers’ Pension Scheme employer contribution rate in financial year 2024-25.     

This will mean additional funding of £9.3m to local authorities for centrally employed teachers, including those employed in Local Authority-based Music Hubs. The DfE has published the details of the additional funding for mainstream schools, high needs and local authorities with centrally employed teachers.    

The DfE has also committed to providing funding to cover the increase in employer contribution rates for non-Local Authority-based Hubs for the current academic year (September 2023 – August 2024). Officials are working to agree the precise amount. Further details, including funding rates and allocations, will be provided to these Hubs soon.   

What is meant by an ‘independent Chair’ for a Hub? And how can it be independent if it’s the same governance group as the HLO’s board?

Updated 12 June 2023

By independent we mean someone who is not employed by the Hub Lead Organisation (this does not include renumeration as part of the role of Chair). This is to ensure an objective perspective and avoid any conflicts of interest. For all types of organisations it is best practice to have an independent Chair and as such it is unlikely that the HLO’s board is Chaired by an employee. However, if this is the case you should contact your Relationship Manager to discuss other ways that appropriate objectivity, managing conflicts of interest and rigorous oversight can be maintained in your particular case.

Why is the requirement for an independent chair now mandatory? 

Updated 12 June 2023

The requirement for independent chairs is an important one for ensuring appropriate accountability of the Hub grant within the Hub governance structure. We know that for many Hubs this is already the norm and it has been an expectation of best practice for Hubs for a long time. By formalising it this year, it will serve to strengthen local Hub structures and also support the creation of the new Hub governance structures where we want to see appropriate representation across each local authority area a Music Hub covers.

Recognised codes of governance show that having an independent chair is one of the most important actions a board can undertake to ensure impartial, evidence-based decisions, mitigating conflicts of interest.  These principles are core to the successful delivery of the NPME which places children and young peoples’ needs at the core of decision making.

Our board cannot recruit while there is so much uncertainty about its future in relation to the Investment Programme. What do you advise?

Last updated 12 June 2023 

As much as possible we would hope that Hub boards will continue in their fullest during 2023-24, recognising the importance of ensuring strong governance. However, we recognise the unique circumstances we are in. We recommend attempting to recruit for fixed short-term board roles where possible. If this is not possible, then the board should continue as it is until a more appropriate long-term plan put in place.  

What are the expectations of independent Chairs and the Hub board in terms of decision-making and accountability?

Updated 12 June 2023

The 2023-24 Relationship Framework sets out the importance of Hub boards (or equivalent oversight group) in having oversight of Hub activity and policies. The Hub board must be able to review the work of the HLO and wider Hub at a level that means they have oversight and the ability to challenge and ensure that Hub plans and strategies are appropriately targeted, resourced and monitored. The work of the Hub board should ensure that the HLO is responsive to local need and stakeholders, working in the best interests of children and young people for the area. The HLO should positively engage with its Chair and board, responding to their concerns and queries.

This oversight is an important part of supporting local accountability for the work of the Hub. However, the board does not have any legal obligations or liabilities.

Our funding agreement is with the legal entity (i.e. the Hub lead organisation) - it is this organisation that will ultimately be accountable for the grant.

Please also see our Governance guidance for further information.

The Relationship Framework asks for the Hub Board to be independent of Hub Lead Organisation’s Board. What does this mean in practice?

Updated 12 June 2023

We require that all Hubs must be governed by a Hub board (or equivalent oversight group), which will check that the Hub uses impartial, evidenced-based decision-making to allocate resources and oversee activities in a transparent manner.

If the HLO only delivers Music Education Hub activity, then the HLO’s board may also be the Hub board.

If the HLO’s activity is broader than the delivery of Music Education Hub activity, it may be necessary for the HLO to create a sub-committee or steering group as the Hub board with terms of reference that address our Hub governance requirements.

Please also see our Governance guidance for further information.

Is it essential to have youth representation on the Board or could this be delivered through a sub-group reporting to the Board?

Updated 12 June 2023

The Arts Council expects broad and diverse representation on Hub boards (and steering groups) demonstrating a range of perspectives, skills and protected characteristics. Representation must include schools, parents/carers, young people, strategic partners, and the wider arts/cultural and youth and music industry/sector. We would expect the HLO to regularly review the representation, skills and diversity of the Hub board.

Having youth representation on the Hub board can offer opportunities for both the young person and the Hub, but is neither mandatory, nor the only method of representing youth voice in your Board, strategy and delivery programmes. You may wish to consider a youth advisory board/steering group, or similar.

Please also see our Governance guidance for further information.

We set our Board meeting dates well in advance. Will we have to change them if our Relationship Manager can’t make a meeting?

Updated 12 May 2023

There is no need to change the date or time of a Hub board meeting if a Relationship Manager is unable to attend.

The Arts Council has the right to attend Hub board meetings as observers (The Department for Education also reserves the right to observe these meetings). This helps us to gain a clearer picture of the way your Hub runs, what issues are important to you, how you monitor your Local Plan for Music Education, how business is conducted and the manner in which decisions are reached. We may also attend Hub board meetings to provide feedback.

We expect that Hub board meetings (or equivalent) are held at least quarterly, and we expect Relationship Managers to attend at least one of these per year, coupled with a short catch up with the Hub lead before/after the meeting.

Please can you explain what you expect to see with regards to reserves in the context of a Music Education Hub? 

Updated 15 February 2024

We expect non-local authority-based HLOs to have an appropriate reserves policy. We look for evidence in your annual financial statements that you are delivering against your own policy, effectively maintaining and building organisational reserves – typically at least three months’ worth of operating costs. The Charity Commission has published some useful general advice on reserves here.   

All HLOs must demonstrate financial viability and must ringfence any income generated by activity funded through the grant, and retain these within a restricted fund under the description of ‘Arts Council Funding’. This income must be retained for the purposes of music education activity only. This income can be used to generate reserves through which to minimise financial risks to music education delivery.

We expect a clear rationale to be set out in your reserves policy or Local Plan for Music Education, in the case of large amounts of reserves accumulating. For example, these may be intended for use at a large-scale project or purchase of instrument stock. 

A new section on ‘Financial reserves generated by music education activity’ has been added to the guidance on transfer arrangements. Please refer to this regarding any reserves generated by activity funded through the 2023-24 grant.  

Cell Q73 of my Financial Information template shows ‘100%’ even though my budget has a slight underspend/overspend in Column P. What should I do?

Added 18 September 2023

When budgeting, make sure the figure entered in Cell H9 (ie the Hub grant value) is the same as the figure in your funding offer letter and our 2023-24 Hub funding agreement allocations document.

When writing the Department for Education contribution towards your annual budget in Column P, make sure that the figure in cell P73 matches the figure in cell H9. Cell Q73 should turn green if it matches the exact grant figure recorded in cell H9. Due to rounding, cell Q73 may display ‘100%’ but will turn red if the grant value does not exactly match the same figure in the income section (ie in Cell H9).

Remember, you must spend your funding grant within the fixed term specified in your funding agreement with us. Any underspend must be returned to the Department for Education via Arts Council England. You can read more about this in your funding offer letter and on page 12 of our Relationship Framework.

While you should use the full Hub grant during the funding period, you should state any operating surplus or deficit in Cell H75 and provide additional notes in column L of the financial reporting template. As per the Standard terms and conditions for your grant, you should keep any additional income you generate in a restricted fund and use it for ‘Agreed Activity’ only.

How recent do quarterly management accounts need to be?

Updated 12 June 2023

Management accounts must have been prepared and signed off by the board no longer than 3 months before the payment condition due date.

What reporting period should management accounts cover?

Updated 12 June 2023

Information relating to the year to date should be entered into columns D-E of the management accounts. For your second payment condition and once every quarter, update the year to date section so that it shows income and expenditure from the start of the financial year in question, up to the end of the reporting period. The end of the reporting period should be no more than 3 months before the payment condition due date.

Annual figures should be presented in column H.

The mandatory template can be found here.

The terms and conditions state that the grant cannot be used to fund general running costs and overheads that are paid for by other income or funding, including the Organisation’s own funds. What does this mean?

Updated 12 June 2023

This clause is trying to prevent what we sometimes refer to as ‘double funding’. This is where an organisation uses part of a grant to pay for costs and activities that they would be paying with or without the project in place, i.e. the Hub grant being used to fund costs not related to Hub activity.

Why do we have to use the mandatory financial reporting template provided by Arts Council and why has it changed for 2023-24?

Updated 12 May 2023

The Department for Education requires consistent and clear reporting of how the grant is spent across all areas of Hub activity. We therefore need all Hubs to submit the budget and management accounts using our mandatory financial reporting template.

We have worked with the Hub Financial Reporting Group, including representatives from across the Hub network, to inform the development of this template, which has been updated for 2023-24 to combine both the annual budget and ongoing management accounts within one document.

The below FAQs are for the 2023-24 annual survey.

Will new HLOs be required to confirm the accuracy of the 2023/24 annual data submitted by outgoing HLOs?

Added 6 March 2024  

We would expect new HLOs to check that the 2023/24 survey template passed to them from the current HLO(s) is complete and that the template is not showing any error messages from the built-in validation. We would also expect there to be an agreement in place between the two HLOs to review any validation queries, should these be raised by the Arts Council’s data team when the data is reviewed in November 2024. 

Will new HLOs be required to collate the 2023/24 annual data from current HLOs into one dataset before submitting?  

Added 6 March 2024

No. All current HLOs should complete an individual 2023/24 survey template for their existing Hub area and pass this to the new HLO. The new HLO will then need to upload each individual template onto the online Qualtrics portal. To reduce the burden on new HLOs, for the 2023-24 annual survey only, there is no requirement to enter data directly into Qualtrics. You just need to upload the individual templates. 

Where can I find the guidance notes and templates for the 2023/24 Hub annual survey?

Updated 15 February 2024

You can find the Hub annual survey guidance notes and templates here. 

Hubs were notified of an updated template and guidance in an email on Thursday 15 February 2024. Hubs are advised to ensure they are using the latest version.

If you have any queries relating to Hub data, please contact MEH.Data@artscouncil.org.uk.

I can only provide a partially completed 2023/24 annual survey template by 1 August 2024, is this acceptable?  

Added 15 February 2024

The Arts Council acknowledges that  some current HLOs may need more time to complete the annual data survey template. So, whilst the payment condition is set for 1 August 2024, you will be given until 30 September 2024 to complete this task. The payment cannot be requested or released until this condition has been met. Annual survey templates can be found on our website; please ensure you are using the latest version.  

Download the annual survey templates and guidance >

If you supply a partially completed survey template to the new HLO for your area, you must provide written confirmation (an email will suffice) from the new HLO that they have received your partially completed annual data survey template alongside an agreed plan or agreement for knowledge, data and asset transfer. This is to ensure the remainder of the annual survey data is supplied to the new HLO to enable them to complete the annual survey submission to the Arts Council in line with the published survey deadline.  

Where can I find the Hub data dashboard?  

Added 29 January 2024 

A link to the dashboard and key contextual information about how to use the data can be found on this web page.