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Procedure for Processing Facility Use Request

(Revised 1-13-05)

  1. The patron or group checks with the school office to determine whether or not the desired area is available when needed. If so, the prospective user fills out a Facility Use Form.

  2. If the Building Administrator determines that the requested use falls within the parameters set by the Administrative Rule and will not interfere with any school activities, he/she initials the request and sends it to the Physical Plant Office. If the proposed event is not athletic in nature, the completed form should be accompanied by a single Waiver of Insurance form. If the event involves athletic activity, the Facility Use form must be accompanied by a valid Certificate of Insurance for $500,000.00 worth of liability insurance coverage for that event. The Building Administrator does not fill in the fee information, but should share the fee schedule with the party wanting to use the facility.

  3. Upon Review of the completed request, Waiver of Insurance form or Certificate of Insurance, the Physical Plant Director may approve the request. After determining the fee and recording it upon the request form, the white copy will be sent to Carol Swank at the Business Office. The yellow copy will be kept at the Physical Plant Office. The Pink and Goldenrod copy will be given to the person or group making the request.

  4. If there is any clean-up or repair work needed after the activity takes place, the Building Administrator will contact the Physical Plant Office where the additional charges will then be added to the Facility Use Form on file. It will then be faxed back to the school and business office. The contact person for the event will also be notified of the additional charges and the reason that they were added to the cost of using the facility.

  5. At the end of each Month, the Physical Plant Director or his Assistant will meet with Carol at the Business Office and review the Month's facility use activity and identify any facility use for which there are still any unpaid fees. The Business Office will then send a letter to the user and inform them that any future use of the District's facilities will be denied unless payment is received within 15 days of receipt of the letter.

  6. Unauthorized or inappropriate use of a facility, as well as disregard for the district's standards for conduct by staff or patrons will prevent those involved from using the District's facilities in the future. It is improper for a District employee to benefit from his position by using any of the District's facilities or equipment without proper authorization. Unauthorized use, any use that causes damage to the District's facilities or equipment or created a security problem may result in charges by the District.