Overview
The district encourages the community to use appropriate facilities at times when there is no interference with educational programs. The school facilities exist primarily for the purpose of educating students. (Board Policy 4330)
Objectives
Responsibilities
Superintendent – It is the responsibility of the Superintendent to establish procedures for use of facilities, including fee schedule, supervisory requirements, restrictions and security. The Superintendent has final approval for any long term leases or exceptions to the classification scheme set forth.
Executive Director of Business and Operations Services – It is the responsibility of the Executive Director of Business and Operations Services to oversee the entire program and review any conflicts resulting from the facility use.
Purchasing Department- It is the responsibility of the Purchasing Department to coordinate all facility usage district-wide. Community and staff members wishing to use district facilities will submit Facility Use Applications to the Purchasing Department. The applications will be reviewed for completeness of information and appropriate attachments (proof of insurance, non-profit status, etc). The Purchasing Department will enter the request information into the FS Direct system, coordinate custodial coverage (if needed), invoice users and maintain facility use documentation.
School Secretary/Principal – It is the responsibility of the school secretary/principal to coordinate all school usage at their site using the FS Direct system. The secretary will notify the custodial staff so that special equipment needs and coverage can be provided. It is the school’s responsibility to enter their building sponsored usage into the system.
Building Staff – It is the responsibility of the building staff to plan ahead and put their requests for building usage in as soon as they are aware of the need. The staff can tentatively schedule time if they are aware of the need, but not of the specific time.
Custodial Staff – It is the responsibility of the custodial staff at each building to check their email and the FS Direct Calendar for any facility use that is occurring during the normal school year and ensure that the building is clean and in good repair; to open and secure the building before and after the event; to assist the user as needed as requested on the facility use application; to deal with any minor emergency issues that may arise during the event. It is also the responsibility of the custodian on site to fill out an Incident Report for the event with any unanticipated situations that occur during the event and return it to the Purchasing Department: Attn: Melody Gillette.
Procedures
Facility Use Applications are submitted to the Purchasing Department with at least 15 days prior notice to the event. Applications must be filled out entirely or they will not be accepted. All users must submit a Certificate of Liability Insurance in the amount of $1,000,000.00, unless already on file with the Purchasing Department. All non-profit youth sports groups utilizing school facilities shall provide a Youth Sports Head Injury Statement of Compliance form prior to the first practice or competition.
The Purchasing Department will enter the request into FS Direct. Once approval has been received from the school, the Purchasing Department will cost out any fees and send copies of the facility use permit and invoice to the user.
The Purchasing Department will make arrangements for custodial coverage on any non-student days. The custodian should check their email regularly for any events that might be occurring during his/her shift and assist the user in accordance to the approved Facilities Use Application. If a situation occurs that has not been pre approved, the custodian needs to fill out an Incident Report documenting the changes to the existing application and return it to the Purchasing Department; i.e., additional clean up or additional areas. The Purchasing Department will make the appropriate charges and invoice the user group.
If the school needs to bump a user group, Melody Gillette should be notified as early as possible so that she can communicate that change with the user group and make the appropriate changes in the FS Direct System.
The following form samples are attached:
Facility Use Application
Facility Fee Schedule - Note: Fee schedule has not been updated to include Glacier Peak
Auditorium - Please call 360.563.7332 for quote.
Regulations
Youth Sports Head Injury Compliance