Scope of Use The District shall permit nonschool use of designated District facilities and property for educational, recreational, civic, or social activities when these activities do not conflict with school use or with this policy. For the purpose of this policy, the community shall be understood as the area contained within the official boundaries of the District. Charitable shall be understood to be a nonprofit organization. Requests by IRS nonprofit entities shall be reviewed by the Superintendent or designee. Approval shall not be granted for any purpose that would damage or modify school property or to any group that has damaged District property, or is known to have damaged other rented property. Note: See the following policies for other information regarding facilities use: Use by employee professional organizations: DGA Use of facilities for school-sponsored and school-related activities: FM Use by noncurriculum-related student groups: FNAB Use by District-affiliated school-support organizations: GE Approval of Use Emergency Use Scheduling Priorities The Superintendent or designee is authorized to approve use of any District facility. In case of emergencies or disasters, the Superintendent may authorize the use of school facilities by civil defense, health, or emergency service authorities. Requests for nonschool use of District facilities shall be considered on a first-come, first-served basis. When possible, requests should be made in at least 30 days before the requested date. School use of District facilities includes school-sponsored and school-related events, whether curricular, cocurricular, and extracurricular; District business meetings; and academic, instructional, and enrichment activities provided by the campus after the regular school day. School use shall take priority over all nonschool use. [See FM] The Superintendent or designee shall have authority to cancel a scheduled nonschool use if an emergency arises. Priorities for scheduling the use of school facilities shall be as follows: DATE ISSUED: 6/26/2015 1 of 6 -X
1. The regularly scheduled educational program, including instructional activities; meetings, practices, and performances of school-sponsored groups; staff meetings related to official school business; and academic, instructional, and enrichment activities provided by the campus after the regular school day. 2. Meetings and other activities of District-affiliated, school-support or booster organizations, such as PTO, PTA, and booster clubs organized for the sole purpose of supporting the schools or school-sponsored activities [see GE]. 3. Meetings and other activities of groups made up primarily of school-aged children. 4. Meetings of employee organizations [see DGA]. 5. Meetings and activities of other groups on a first-come, firstserved basis. Memorandum of Understanding Nonprofit Use For-Profit Use Parking and Traffic Control Facilities Not Available Memorandums of understanding are managed outside of this policy. The District shall permit nonprofit organizations to conduct other activities at District facilities that do not conflict with school use or with this policy. District-affiliated, school-support, or booster organizations may sponsor legislative forums on educational issues affecting the District and Board candidate forums so long as all candidates are invited to participate. The District shall permit individuals and for-profit organizations to use its facilities for financial gain only so long as all activities provide academic, instructional, or enrichment benefit directly to District students. The District reserves the right to charge a parking fee for special events and to determine when officers are necessary for traffic control. The following facilities shall not be available for nonschool use: 1. New buildings that have not been dedicated and occupied for school purposes. 2. Facilities under construction. 3. Facilities that are deemed closed by the District. 4. Facilities deemed not available by the District s custodial services department or the central athletic department due to DATE ISSUED: 6/26/2015 2 of 6 -X
Use Agreement Prohibited Activities Release of Liability maintenance, facility preparation, and school readiness issues. 5. Classrooms, computer labs, science labs, workshops, library, and office areas on a campus, unless use is specifically authorized by the Superintendent or designee. 6. Buildings and facilities as noted in (REGULATION). 7. The District has not created a public forum for speech and debate on District property, parking areas, and grounds adjacent to District buildings, and vacant property owned by the District shall not be available to non-district groups or individuals for public demonstrations, rallies, or political events. 8. High school auxiliary stadiums and fields. The principal or department head shall request that the facilities be made unavailable for nonschool use only or a reasonable period of time. Any organization or individual approved for a nonschool use of District facilities shall be required to complete a written agreement indicating receipt and understanding of this policy and any applicable administrative regulations, and acknowledging that the District is not liable for any personal injury or damages to personal property related to the nonschool use. Organizations may not engage in the following activities while using District facilities: 1. Gambling, bookmaking, or any other illegal gaming. 2. Maiming or killing of animals. 3. The use of tobacco or possession or use of alcoholic beverages. 4. Any illegal activity. Organizations or individuals using school facilities shall release the District from liability for personal injury and/or damages to personal property. The District may require the applicant and/or organization to furnish a certificate of insurance to guarantee the conditions of the facility use agreement or any liability incurred by it. Provision of insurance shall not be required for District-affiliated, school-sponsored groups or booster organizations, governmental agencies, educational entities, and District employee professional organizations. Any organization using District facilities shall designate one adult member of its group as being in charge of and responsible for the DATE ISSUED: 6/26/2015 3 of 6 -X
program, activity, or meeting. This person shall be responsible to the District designee for facility rentals. Fees for Use Exceptions Nonschool users shall be charged a fee and/or any expenses incurred by the District for the use of designated facilities. District-affiliated, school-support groups, such as PTOs, PTAs, and booster clubs, will not be charged a fee for use of facility, but will pay the employee service fees associated with such use. The Superintendent or designee shall establish and publish a schedule of fees, approved by the Board, based on the cost of the physical operation of the facilities, as well as any applicable personnel costs for supervision, custodial services, food services, security, and technology services. [See (EXHIBIT)-A] All persons using District facilities shall be expected to leave them in the same order and cleanliness as found. Rental fees shall be paid in advance and at the time the event is scheduled on the calendar. Fees shall not be refunded unless the event is canceled by the District. All fees shall be paid directly to the District. The fee schedule shall be reviewed and approved annually by the District. Except to the extent a District facility is used as an official polling place, District facilities may be available and charged fees as applicable, according to the appropriate classification by individuals or groups for political advertising, campaign communications, or electioneering, as those terms are used in state law. Fees shall not be charged for use by District employee professional organizations meeting on District matters. [See DGA] Any District facility or program that is self-sufficient, such as the Science Center, Art Museum, or Community Education, may establish a separate fee schedule with Board approval. Waiver of Fees Priority Classification for Facility Use The Superintendent or designee may waive the fee schedule for a one-time facility rental request for activities deemed to be of educational or civic benefit. However, any expenses incurred by the District shall be charged to the organization or entity renting the facility. regulation establishes priority classifications for facility use and specifies the fees to be assessed (see Facility and related fees). Classification A: First priority for use of any District facility shall be given to the established programs of the District (school-sponsored or District-related activities). DATE ISSUED: 6/26/2015 4 of 6 -X
Classification B: Second priority for use of a District facility shall be given to the following: PTO, PTA, booster clubs, teacher organizations, District community education, District-sponsored programming, and nonprofit student organizations serving District students. Regular meetings or activities in this classification that are held Monday through Friday from 3:00 p.m. to 9:00 p.m. shall be exempt from charges. Special events such as banquets or fundraisers will be subject to employee service fees, as applicable. Activities held on a Saturday or Sunday shall be subject to employee service fees, as applicable. Insurance is required for special events to be determined by the District. Classification C: Third priority for use of a District facility shall be given to District class reunion groups, service, educational, civic or governmental organizations, and corporate sponsors of that campus or event. Public meetings or activities held Monday through Friday and on Saturday or Sunday shall be subject to cost recovery fees, utility fees, and employee service fees. Classification D: Fourth priority for use of a District facility shall be given to other groups. This classification is subject to facility use fees, cost recovery fees, utility fees, and employee service fees. Proper insurance is required. Priority Classification for Athletic Facility Use The fee schedule will be reviewed and approved annually by the District. Classification A: First priority for use of any District athletic facility shall be given to UIL-sponsored athletic programs. Classification B: Second priority for use of any District athletic facility shall be given to school-sponsored or District-related activities. This could include professional organizations, which serve District employees through their membership and sport official association clinics. Classification C: Third priority for use of a District athletic facility shall be given to the following: public or private secondary schools and colleges (outside of District) using facilities for school-sponsored functions, non-recognized nonprofit nonschool teams and youth organizations, adult sports leagues, District-recognized nonprofit community organizations and governmental agencies, non- UIL team camps for District teams, and non-uil athletic camps/clinics/trainings run by District employees. Classification D: Final priority for use of a District athletic facility shall be given to for-profit athletic training and commercial businesses. DATE ISSUED: 6/26/2015 5 of 6 -X
Memorandums of Understanding will be created covering groups that are SBISD partners. Use of District Facilities by District Employees for Nonschool Use Required Conduct District employees have no greater access to reserve or rent District facilities for nonschool use purposes than any other individual, group, or organization. District employees desiring to use a District facility for nonschool purposes, (including private tutoring and private lessons for profit), must follow the facility rental procedures and are subject to the same fees for rental, cost recovery, and employee service as individual groups or organizations based on the appropriate classification. Persons or groups using school facilities shall: 1. Conduct business in an orderly manner. 2. Abide by all laws and policies, including, but not limited to, those prohibiting the use, sale, or possession of alcoholic beverages, illegal drugs, and firearms and the use of tobacco products on school property. [See GKA] 3. Make no alteration, temporary or permanent, to school property without prior written consent from the Superintendent or designee. 4. Be responsible for the cost of repairing any damages incurred during use and be required to indemnify the District for the cost of any such repairs. DATE ISSUED: 6/26/2015 ADOPTED: 6 of 6 -X