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Community Facility Use Guidelines

Community Use of (Non-Reserve, Non-Surplus) School Facilities Guidelines
Effective July 1, 2012

Administrative Procedures: The principal or designee will provide the prospective user with a copy of the Community Use of School Facilities Guidelines (upon request). The guidelines by reference become part of the lease contract when a lease is executed by the user and District 4J (all guidelines can be found at http://4j.lane.edu/facilities/facilityuse). All questions pertaining to use of school facilities not covered in this document, should be referred to the Facilities Management Rental Office, phone 541-790-7732.

An online facilities use request http://www.schedulefm.com/eugene/singlepage/login.cfm must be completed by the requesting group, department, or individual, and the building principal/ designee for all activities in all classifications except school sponsored activities for students and parents (Class I & II). All school related groups, community school groups, District 4J cosponsored activities, parks & recreation department activities, and community youth organizations, must complete the online facilities use request (including child care and day care groups using school facilities.)

All groups and/or individuals using District 4J facilities (at no cost) including, those that are school sponsored, and/or approved youth groups using facilities for a nominal (maintenance) fee, must adhere to all District 4J policies. In addition, the group’s local, regional (if any), and national (if any) policies must comply with all District 4J policies. It is the responsibility of the principal or administrator sponsoring or renting to such a group/individual to ensure that these requirements are met.

District 4J shall not sponsor or continue the sponsorship of any individual or group whose local, regional or national policy or practice does not comply with District 4J’s non-discrimination and harassment policy. Further, all individuals or groups sponsored by District 4J shall agree to comply with District 4J’s non-discrimination and harassment policy.

It is the principal’s responsibility to ascertain that the proposed activity:

  1. Will not violate District 4J or OSAA policies
  2. Will not be harmful to the school facility
  3. Will not interrupt the school’s programs
  4. Will appropriately fit into the building use calendar
  5. Will have adequate and appropriate supervision
  6. Will not cause or allow a breach in security

Recruitment: District 4J groups are allowed to recruit during the school day as long as they have permission from the building principal or administrator. Non-District groups shall not be allowed to recruit in schools during the school day at elementary and middle schools.

Availability: It is the policy of District 4J that District 4J facilities shall be made available, under capable and responsible adult (age 18) supervision, for community activities of an educational, recreational or civic nature. District 4J reserves the right to grant or deny permission for use of District 4J facilities at its sole discretion.

Use of District 4J facilities for church, partisan, political or sectarian purposes may be granted; however, such approval in no way implies District 4J endorsement or sponsorship of these activities.  (Board Policy 9100)

When school administrators are unavailable, the Facilities Management Office will determine the availability of facilities.

Cancellation: The administration is authorized by the Board to cancel building use permits when it is apparent that such action is necessary for the best interest of District 4J. Nevertheless, building principals should give at least a week’s cancellation notice if a group’s approval to use facilities must be revoked.

Supervision: No group shall be granted the use of any facility without the presence of a trained supervisor approved by the building principal. District 4J and the using organization must agree on the level and type of supervision required. The role of the facility supervisor shall be clearly defined by the principal and the using organization’s representative.

As long as a facility supervisor is qualified and mutually acceptable, s/he does not need to be an employee of District 4J or the using organization. However, if the facility supervisor is not an employee of District 4J or the using organization, s/he must be a registered volunteer of one or the other. A volunteer so registered becomes an “agent” for the organization with whom they are registered and thus should be covered under that group’s liability insurance. The employing organization is responsible for the actions of all employees, volunteers or agents.

All District 4J employees who are hired by District 4J to supervise District 4J facilities will be paid through the 4J payroll department. Costs for 4J-hired labor provided for a specific activity (including overtime hours for Class I activities) must be reimbursed to District 4J by the using group or department. These hours will be billed by the Facilities Management Office.

District 4J reserves the right to require police supervision at any event the administration deems necessary, and to charge the user for that supervision.

Security: District 4J keys should not be shared or given to non-district employees without appropriate record keeping and accountability. If the principal deems it necessary to issue a key, a $50.00 deposit must be charged and key form 7-E completed.  The deposit will be retained in the school’s petty cash account and will be forfeited if the key is not returned by the date specified. Keys must be returned annually or at the end of each season.

Security ID badges should not be issued to anyone other than District 4J staff members assigned to the site to be used. If this is not possible and the principal deems it necessary, clearance may be obtained from Facilities Management.

Municipal park and recreation departments and youth organizations, including Kidsports, are required to comply with the above security guidelines.

Safety, Liability & Care of Facilities: Any organization sponsoring the use of the building or grounds shall assume liability for any accidents that occur upon the grounds or in the buildings during the times such facilities are in use under its direction. The using organization may be required to provide to the Facilities Management Office proof of adequate insurance coverage with District 4J named as an additional insured.

The building administrator, designated supervisor, or Facilities Management administration has the right to stop any activity at any time if in his or her judgment there are violations of the rules contained in this document, or if the activity is deemed to be hazardous to personnel, property, equipment, or participants.

If damages occur during the use of a facility, documentation must be provided by the supervisor detailing the date, time, location, nature of the damage, and the responsible party. The principal and the Facilities Management Office should be notified as soon as practicable and photos taken if possible.

Use of alcoholic beverages, tobacco products and illicit drugs in any form is prohibited on school premises. Weapons are also prohibited on school property. The maximum number of people permitted in any school facility shall be restricted to its seating capacity as indicated by the fire marshal.

Heating and Cooling: If a non-school group agrees to pay the assessed charges which fully cover the cost of providing heat or air-conditioning for activities which occur outside of normal staff working days and hours (when buildings are normally heated or cooled), this service may be provided. The Facilities Management Office will provide an estimate of the cost according to each individual circumstance.

Use of Equipment: Equipment and furniture, including pianos, shall be used and moved only with the approval of the principal/designee.  Schools must repair or replace equipment and supplies depleted by the user from the school’s own budget, and so may bill the user directly for an appropriate amount to cover such costs.

Items of equipment such as audio-visual or athletic equipment, chairs, bleachers, etc., shall not be loaned nor rented for use off the school premises. However, such equipment may be loaned to cooperating organizations (e.g. parks & rec. or business-school partners) for District related noncommercial activities.

Specialized Facilities, Equipment & Usage:

  1. Gym and Multipurpose Rooms: Appropriate (non-marking) gym shoes are required of all participants involved in active sports and games.
  2. Kitchens and Cafeteria:
    1. For activities that would not involve actual food preparation or operation of kitchen equipment, e.g. receptions, access to kitchen facilities will be allowed only under the supervision of an appropriate school employee whose responsibility would be to consult with the manager cook prior to the activity and to see that kitchen facilities are left as mutually agreed.
    2. For activities involving actual food preparation, regularly employed kitchen workers must be present. The actual number required depends upon the activity and must be determined by the manager cook and the food services administrator. Groups using kitchen and cafeteria facilities for dinners or banquets where food is purchased, prepared and served by 4J cooks will be charged on a per plate basis as computed by the 4J food services admin. This per plate cost will be in addition to the labor costs for the cooks, custodian, and supervisors, and in addition to the cost for use of the facilities themselves.
  3. Outdoor Facilities: Groups wishing to schedule and reserve outdoor facilities will be required to complete an online facilities use request and charges may be accessed. All users of outdoor areas will be expected to provide clean-up. During the summer where outdoor facilities have not been reserved, they may be used on a first-come, first-served basis.

User Compliance with Law: All users of District 4J facilities must comply with all federal, state, and municipal laws and regulations, including all laws and regulations prohibiting discrimination.

Classifications: The criteria below are used to determine class designations for all uses of school facilities. The classes are listed in order of priority with Class I being the highest.

Sponsorship means the sponsoring entity is directly involved in coordinating, funding, planning, and operating the activity.

Co-sponsorship means two or more agencies or organizations through a joint arrangement provide assistance to one another in putting on an activity in one or more of the following ways: 1) coordination, 2) funding, 3) planning, 4) in-kind services.

Class I — School District Sponsored, Cosponsored, or Approved Activities

  1. School sponsored activities for students (school clubs, intramurals).
  2. School sponsored activities for patrons (plays, open houses).
  3. School related groups and organizations cosponsored by the school (meetings of PTAs, local school advisory committees, school recognized booster clubs).
  4. District 4J sponsored or cosponsored activities (wellness, staff development and student enrichment activities).
  5. District approved municipal park & recreation sponsored programs and activities.
  6. District approved nonprofit community organization sponsored programs for school-age children (except those events which have the primary purpose of fund raising).
  7. Official municipal neighborhood organization meetings (groups that do not require membership fees or dues.)

Class II — Civic and Service Use

Groups that would otherwise be classified as Class III users, and all of whose participants are students enrolled in a 4J K-12 program or are 18 years of age or younger.

Class III — Civic and Service Use

  1. Community organization meetings of a civic or service nature.
  2. Church sponsored activities if fees or donations are not collected beyond the rental costs.
  3. Church services (Board Policy 9110.1)
  4. Meetings sponsored by county, city, state, and federal agencies including local water boards, commissions, etc.
  5. Adult or youth education programs sponsored by local nonprofit educational institutions (UO, LCC, Portland State).
  6. Local groups if no fees are charged to participants beyond the rental costs.
  7. Local nonprofit organizations if no fees are charged to participants beyond the rental costs.
  8. Individuals offering private lessons or small group tutoring.

Class IV — Private or Commercial Use

  1. Nonprofit organizations collecting admission fees or donations beyond the rental costs.
  2. Profit-making organizations.
  3. Fund raising activities by groups otherwise approved for free or reduced rates.

Also See Facility Use: Fee Schedule

Prepared by the 4J Facilities Management Office, July 1, 2012 (ms)