General Rules and Regulations for the Use of District Facilities
1. District facilities available for community use by district patrons shall include school buildings and grounds. All school facility use will be initiated and scheduled through the district office.
2. Persons using district premises at any time for any purpose shall not consume, sell, be under the influence of alcoholic beverages; shall commit no act which threatens or endangers the safety or security of any person or property; and shall commit no crimes. Violation of this section shall constitute grounds for the revocation of the existing contract for use, and/or refusal of future permission to use school premises at any time. Organizations, groups, and individuals shall observe the no smoking regulations.
Any district employee and/or peace officer shall have authority to immediately exclude from school premises and or school functions any persons found to have violated the preceding section. All employees making such an exclusion shall notify the administration in writing of the name of the person excluded and other relevant facts pertaining to the exclusion.
The superintendent, upon giving reasonable notice, may continue the exclusion of any person or group for violation of any of the provisions of this policy, and for such time as the administration deems reasonable considering the nature and extent of the violations.
Youth groups charging a fee, such as the Kids’ Club (Class B), may request a rental fee waiver from the superintendent. The superintendent may approve the waiver request or refer the request to the Board.
3. All application for use of school facilities shall hold the district free and without harm from any loss or damage, liability or expense that may arise during or be caused in any way by such use or occupancy of school facilities.
4. The user shall be responsible for the conduct and control of all volunteers, patrons and participants associated with use of the facilities.
5. The user shall confine the use of the facilities to the area or areas specified in the contract.
6. No refreshments may be sold unless special arrangements are made with the supervisor of the facility prior to use.
7.. Users are responsible for leaving facilities in the same condition as they were found and complete an Applicant’s Facility Use Check List. Not leaving areas clean may result in additional charges to the user at a minimum of $50.00. User applicants reserving facilities more than once a year will be required to participate in a training session for instruction on the cleaning methods and expectations of the district. The training session will be offered by the district twice a year.
The weekend rental of district facilities is prohibited unless a district custodian is available and present at the event. The user will be charged appropriately for custodial service .
The use of district kitchens is prohibited unless a district cook is available and present at the event. The user will be charged appropriately for food service personnel.
8. Only clean, nonskid shoes are allowed on gym floors. Users will be responsible for marks left on floors. Cost of removal and cleaning will be the responsibility of the user.
9. All fees are payable in advance unless arrangements are made prior to the use.
10. A criminal background check shall be required of volunteers assisting or coaching (Class A). The district will run one volunteer background check for the main contact person per group annually as outlined in Policy IICC-AR. The organization or group shall be responsible for obtaining a background check for other coaches involved.
11. The use of district property may be denied to any user whose members or visitors fail to comply with these rules.
12. Special requests for chairs and equipment may be arranged between the user and the building principal.
13. The user shall see that all state, city, and district regulations governing safety and security are followed.
14. The user shall be responsible for the conduct and control of both patrons and participants.
15 Users must agree to accept full financial responsibility for any damages, assessed by the Superintendent or his/her designee and approved by the board, to district facilities, grounds, or equipment as a result.
16. Skateboarding, rollerskating and rollerblading are not permitted on district property, except in designated areas with proper supervision and equipment. In no case will these activities be allowed during school hours.
17. Prohibited Activities on School-Owned Property - The Board is desirous of maintaining district buildings, grounds, and equipment in the best possible condition for both school and community uses. As a result, it is necessary that certain activities be prohibited on all district-owned property unless they are supervised by school officials or other approved individuals. Examples of such activities:
a. Operation or racing of automobiles, motorcycles, and other powered vehicles;
b. Horseback riding.
c. Others at the discretion of the superintendent or his/her or designee.
18. Responsibility of Use - User(s) shall be held personally accountable for fulfillment of the terms of the agreement including payment of rental fees, cleaning and security costs, hazard surcharges, and damages beyond ordinary depreciation. Additionally, the superintendent may require a security deposit for large events.
19. Personal Use - The rental of facilities and/or grounds for personal use, such as birthday parties, weddings and showers, is prohibited.
20. All decorations shall be temporary and must comply with fire laws and regulations of the State. Decorations may not be attached to walls, furniture, ceilings, etc so as not to mar any surface. All decorations must be removed immediately after use of a facility.
21. The following provisions apply to Class A groups (groups qualifying for facilities use without cost):
a. Use of facilities for practices by organizations or groups led by Class A district volunteers assisting or coaching are limited to participants only.
b. When facilities are open to the public to attend games, the organization or group must designate one person to supervise the hallways and restrooms.
c. No supplies, additional equipment or special accommodations will be provided by the District.
Use of Computers
1. The district shall charge a fee for the use of its computer labs to offset the costs incurred by the district when these facilities are used by a group. Charges shall be determined by the number of times the group will use these labs and the estimated cost of supplies.
2. Installing computer programs on any district computers or networks is strictly prohibited unless copyright laws, appropriate licensing requirements and legal paperwork is followed and is approved by the Director of Information Technology. .
3. Virus scans will be performed on all computer disks prior to use in a district machine.
4. In the cases of computer lab or network use the Director of Information Technology will ascertain if the individuals using the computer labs or networks are thoroughly trained in their use and capable of returning the lab to its original condition.
5. Internet use will occur only after the principal:
6. Should it be deemed necessary by the Director of Information Technology, a staff from the IT Department will be assigned to oversee the computer lab use and an associated cost for the service will be assessed the using group.
will be trained in the proper use of the Adventure Course.
b. The Adventure Course Facilitator will be responsible for ensuring that all usage district compliance with district policies and procedures.
c. The Adventure Course Facilitator will determine the number of additional staff necessary for all public use of the course and appropriate fees will be assessed.
5. Each individual participating on the Adventure Course will complete and sign a request and agreement form prior to beginning any activity under strict supervision.
a. The Request and Agreement Form provides written consent by all participants that they understand the risks involved on the Adventure Course; accept those risks, and release the district of liability and claims arising from participation.
b. In addition, the Request and Agreement Form will include a medical clearance section which will enable the district to obtain medical assistance as needed.
c. Each participant is required to complete and sign the Request and Agreement Form prior to participating in any Adventure Course activity. In the case of participants under the age of 18, the form must be signed by the participant's parent or legal guardian.
d. The Course Facilitator will use his or her discretion to determine whether or not a participant shall be allowed to engage in any or all of the course activities. All such decisions shall be based on safety considerations.
6. Required Clothing
a. All participants will be required to wear appropriate attire for climbing and outdoor activity. Participants will be expected to wear shirts and shoe(s) and should consider wearing running or hiking shoes for support.
b. Due to the lack of shade in the course area, participants should also consider bringing sun screen, hat, snacks and beverages, lip balm, and sweatshirt or jacket. Alcoholic beverages and tobacco products are prohibited on district property.
7. The Course Facilitator has authority to exclude any participant, based on their judgment, from participating in activities should they determine a high risk of accidents or injury can occur.
Application Process
1. Requests for buildings are to be submitted to the district on the "Application for Use of School Facilities and/or Grounds."
2. Requests for use of grounds on a continuous or repeat basis, or requests involving fund raisers or use by large groups are to be submitted to the district on the "Application for Use of School Buildings and/or Grounds."
3. Incidental use of school grounds does not require special permission, however, all applicable regulations listed above shall be in force.
4. The "Application for Use" form shall be completed and may be approved or denied based on the following guidelines:
a. Requests involving dances, personal gain, (any fee beyond that necessary to recover expenses) or high risk shall be referred to the superintendent or his/her designee for a decision on the matter. All fees for these special uses (rental, custodial, hazard security, etc.) must be paid in advance.
b. Service organizations, public agencies, established youth groups, or other users sponsoring an activity to benefit youth may apply to the superintendent for a rental and hazard surcharge fee waiver.
c. A school cook must be on duty if kitchen facilities are to be used. The user shall reimburse the district the actual cost for providing the cook prior to the usage. This rule may be waived if other special arrangements are acceptable to the superintendent.
d. A school custodian must be on duty during building use should the activity occur during non-duty hours, a school custodian shall be hired. The user shall reimburse the district the actual cost for providing the school custodian. This rule may be waived if other special arrangements are acceptable to the superintendent.
e. Fees are payable in advance at the district office except when prior arrangements for payment are approved by the superintendent.
f. Final arrangements must be completed by the user with the involvement of the building principal prior to the activity.
Fee Schedule: In considering requests from users where a fee is charged and/or there is a high risk the Board shall consider:
1. User qualifications and goals.
2. Benefit of the activity to the district.
3. Nature and extent of the district's potential liability.
The Superintendent or designee reserves the right to adjust the fee schedule, require special insurance, and/or set other requirements deemed in the best interest of the district.
Cancellations
Groups may be required to surrender use upon prior notice that the facility and/or field is needed for school purposes.
Order of Facility Use Approval
Facility use will be approved following the alphabetically assigned letter to each class listed below. (Class A events will have 1st priority; Class B events will have 2nd priority, etc)