A. Classification of Users
Organizations and individuals using school facilities will be classified as Class I, II, or III users as follows:
1. Class I users will be given priority for the use of school facilities over other users and may use school district facilities without payment of a use fee or charge for custodial and service (fuel, water, and electricity) costs. Class I users include the following organizations and individuals: School district affiliated organizations (ex. Vernon Education Foundation, Vernon Township Education Association).
2. Class II users will be given priority for the use of school facilities over Class III users and may use school district facilities without payment of a use fee but will be charged custodial and service costs. Class II users include the following organizations and individuals: Non-profit or Not for Profit organizations (ex. Girls Scouts or Boy Scouts).
3. Class III users will be given lowest priority for the use of school facilities only on payment of a use fee and charges for custodial and service costs. Class III users include the following organizations and individuals: Organizations with the intent of profit or gain, or organizations which charge a fee for attendance to their program (ex. Local Businesses).
4. No other organizations or individuals will be permitted to use school facilities.
B. Application Procedures
1. Application must be made in writing and on the form supplies by the school district. The form is available in the Board Office and District website.
2. Application for use of school facilities must be submitted to the Board Office not less than 4 weeks before the date of the requested use. A use that requires the approval of the Board must be submitted not less than 2 weeks prior to a regular Board meeting.
3. The application must be signed by an adult representative of the requested organization, who will be considered by the Board to be the agent of the organization.
4. The application must include all the equipment and supplies that the applicant wishes to include in the use, pursuant to Policy No. 7520, Loan of School Equipment.
1. The Building Principal will review each application and check the school calendar to determine whether the facility requested is available at the date and time requested, that is, the facility has not been scheduled.
a. For use in the instructional or co-curricular program,
b. For maintenance, repair, or capital improvement, or
c. For use by another organization.
2. If the facility is not available for use, the Building Principal will so inform the representative of the organization and may suggest alternative dates, times, or facilities.
3. If the facility is available for use and the applicant meets the standards set by Policy No. 7510 and these regulations, the Building Principal will note his/her approval on the application form and will record the classification of the applicant organization and forward the application to the Board Office for final approval or for referral to the Board for requests that may be approved only by the Board.
4. Standards for approval include the following limitations on use:
a. School facilities are available for the use only on weekdays, including school vacations. School facilities may be available for use on Saturdays, Sundays, and other public holidays depending on appropriate and adequate custodial coverage.
b. School facilities are not available for use during the school day or for any use that may interfere with the school district’s educational or co-curricular programs.
c. The use of school facilities will generally not be granted for observances or celebrations that are essentially private in nature or for meetings of small groups that can conveniently convene in private homes.
d. In accordance with Policy No. 7510, the use of school facilities will not be granted for the advantage of any commercial or profit-making organization or partisan political activity, or any purpose that is prohibited by law.
5. The School Business Administrator will determine the classification (I, II, or III) of the applicant organization and the fees and costs, if any, to be charged for the use of the facility. This information will be provided on the application form.
6. In the event of a conflict between requesting organizations within the same class, the request received earlier by the district will be honored first.
7. A copy of each approved or disapproved application will be distributed to the representative who signed the application form.
8. The application form will include the rules governing the use of school facilities, and the representative’s signature on the application will signify notice of those rules and the organization’s agreement to be bound by those rules.
9. The Board reserves the right to deny an application and to withdraw permission to use school facilities after approval has been granted and after the use has commenced. Permission may specifically be withdrawn from any organization whose representative has willfully made misrepresentation on the application or whose members violate the rules established for the use of school facilities. Such withdrawal of permission may constitute grounds for denying a future application made by the organization.
10. Permission to use school facilities is not transferable.
11. The organization representative must inform the Building Principal of any canceled use request as soon as he/she is aware of the cancellation. An organization’s failure to inform the Building Principal of a canceled use at least 5 working days in advance of the scheduled time of the use may result in imposition of service charges.
12. Permission to use a school facility is automatically withdrawn on a day when the facility is closed for inclement weather, work stoppage, or other emergency.
D. Insurance and Indemnification
1. The representative of an organization granted permission to use a school facility must assume responsibility for the orderly and careful use of the facility and must agree to assume liability for any damage or loss of property caused by the use or in the course of the use.
2. The organization and/or its representative will hold the Board of Education harmless from claims arising out of the permitted use of the school facility or during the user’s occupancy. In addition, the user shall agree to save the Board harmless from liability for injury or damage to any person or property of any person who may be attending or participating in the function or activity for which permission has been granted.
3. The user shall furnish evidence of the purchase of liability insurance in the amount of:
a. $50,00 per person
b. $1,000,000 per accident or event, and
c. $1,000,000 property damage.
4. Any youth sports team organization that is granted permission of use school facilities must provide the school district proof of an insurance policy against liability for any bodily injury in the amount of not less than $50,000 per person per occurrence, insuring the youth sports team organization against liability for any bodily injury suffered by a person. The youth sports team organization must also provide a statement of compliance with the school district’s Policy and Regulation 2431.4 – Prevention and Treatment of Sports-Related Concussions and Head Injuries, which will be provided to the adult representative of the requesting organization with the application to use school facilities.
For the purpose of this Policy, a “youth sports team organization” means one or more sports teams organized pursuant to a nonprofit or similar charter or which are member teams in a league organized by or affiliated with a county or municipal recreation department.
E. Rules for the Use of School Facilities
1. Users of school facilities will be bound by the law.
a. Users must comply strictly with all applicable statues, municipal ordinances; and rules of the Board of Health, Fire Department, and Policy Department regarding public assemblies.
b. The use must not exceed the established capacity of the facility used.
c. The use must not involve gambling or games of chance.
d. The use, possession, and/or distribution of alcohol and/or controlled dangerous substances is absolutely prohibited, in accordance with law and Policy Nos. 5530 and 7435.
e. Smoking is prohibited in accordance with Policy No. 7434.
f. School facilities cannot be used for any purpose prohibited by law or likely to result in rioting, disturbance of the peace, damage to property or for the purpose of defaming others.
2. Users of school facilities will respect Board property.
a. The user will not damage, destroy, or deface school property. The facility shall be used with care and left in an orderly and neat condition.
b. The user must request in the application and receive permission to bring and use equipment, decorations, or materials to the school facility. No equipment, decorations, or materials may be nailed to floors, walls, windows, woodwork, curtains or fixtures or affixed to the same in any manner that defaces or damages school property or grounds.
c. Any equipment, scenery, decorations, or other material brought to the school facility and any debris caused by the use or remaining after the use must be promptly removed by the user. Any such materials left on school premises beyond the time period approved in the application may be removed by the Board at the user’s expense. The Board assumes no liability for damage to or loss of materials brought to school facilities.
d. The user must request in the application and receive permission to use, move, or tune a district piano. A piano may be moved only by school district staff or by a competent and experienced commercial move approved by the Board and at the expense of the user. Any piano that has been moved must be returned to its original placement with the same care and at the expense of the user.
e. Users of the gymnasium must ensure that all participants wear rubber-soled footwear to prevent damage to floors.
f. No school facility may be used for a purpose in conflict with the purpose for which the facility was designed.
g. lighting equipment, ventilation systems, and thermostatic controls may be operated only by an employee of the district.
h. The user must request in the application and receive permission to serve and consume food and/or beverages on school premises. The service and consumption of food and/or beverages are served, the user must clean all utensils, equipment, serving dishes, and the like and restore the facility to its proper condition. The user may not consume food or beverages or use supplies purchased with public funds.
i. No signs, posters, advertisements, or other displays may be placed in a school building without prior approval.
j. No school keys shall be issued to a user.
k. No animal shall be allowed on school premises without prior approval.
l. An authorized school district staff member shall examine the school facilities and/or grounds after the use and will inform the user of any loss or damage that must be corrected.
m. Permission to use school facilities extends only to the facility requested. Users are not entitled to enter health offices, administrative offices, storage closets, or any other room to which permission to use has not been expressly granted. Users are not permitted to use district telephones, word processors, and office equipment.
n. No vehicles of any type shall be operated in any area that is not designed for such vehicles without prior permission.
3. Uses Must be Properly Supervised.
a. A school custodian must be on duty during the entire time a use occurs. The custodian is present for the purpose of insuring the security and proper functioning of the facility and of enforcing these regulations. The custodian is paid by the Board and may not accept gratuities from users. If the custodian is needed to perform extra services as an accommodation to the user, the user may be charged an additional fee and the custodian will be compensated accordingly by the district.
b. The use of certain school facilities (such as kitchen and auditorium stage) require the services of school employees trained in the use of the facility. The user will be charged an additional fee and the school employee will be compensated accordingly by the district.
c. The user must assume full responsibility for the conduct of all participants in the use while they are in or about school buildings and grounds and must enforce these regulations. The user must provide an adequate number of persons to supervise participants in the activity. The district, depending on the activity, may require as a condition of approval, a certain number of chaperones, law enforcement officials, and/or a school district representative(s) to be present at the activity.
d. The user must, in consultation with the Principal, anticipate the need for the assistance of police officers, fire fighters, and/or parking attendants. All such services must be arranged by the user and will be at the expense of the user. When a user refuses or fails to secure police, fire, and/or parking assistance after having been advised to do so by the Principal, the Principal may recommend that permission to use the facility be withdrawn.
e. Board members and school officials are entitled to full and free access to any part of the school premises during any use. No user may exclude a Board member or school official from a school facility for any reason.
F. Fee schedule
1. Class I users will not be charged a fee or costs for the use of schools, except that special charges for the specific services of school employees rendered pursuant to paragraph E3a and paragraph E3b will be billed.
2. Class II users will not be charged a facility fee, but will be charged as indicated in the facility use application forms.
3. See Attached Fee Schedule (Attachment A)
4. An itemized bill for the use of school facilities will be prepared based on the approved application form. The bill will be sent to the representative of the applicant organization in advance of the use and payment may be requested in advance of the use.
Issued: 21 April 2005
Revised: February 2015