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Administrative Procedure

AP-605 — Use of School Facilities

Section Six: Facilities
Effective Date: February 1, 2016 Last Reviewed: April 27, 2020

Background

The Board believes that school facilities, as community resources, should be made available to members of the community to increase opportunities for educational and leisure pursuits. The division, therefore, approves and supports community use of school facilities for educational and recreational activities.

This administrative procedure does not cover the use of Griffin Park Theatre.

Guidelines

  1. Responsibility for approving use of school facilities or grounds is that of the principal or designate.
  2. First priority for use of school facilities or grounds is given to school functions or activities, maintenance, or major cleaning.
  3. Secondary priority for use of school facilities or grounds is given to programs or activities sponsored by community partners in accordance with Joint Use Agreements.
  4. Further priorities based upon list below:
    1. Continuing education programs
    2. Non-profit leisure/recreation youth groups of which the majority of participants reside within the school division
    3. Non-profit leisure/recreation adult groups of which the majority of participants reside within the school division
    4. Other community non-profit groups (including service clubs and churches) of which the majority of the participants reside within the school division
  5. The use of facilities or grounds for commercial or for profit purposes is discouraged where community facilities are available for rent.
  6. The following activities are prohibited:
    1. Activities where liquor is to be consumed
    2. Activities that by their nature, cause concern for the principal and/or the Manager of Facilities and Maintenance and/or the associate superintendent, business services.
    3. Any activity that is listed on the prohibited or high risk activities list in AP 845 Planning Safe Student Activities
  7. The principal shall ensure that proper provisions are in place to maintain the security of the facility and its contents.
  8. Designated Grasslands personnel shall have the right to observe any program operating in a school facility.
  9. All community use of school facilities activities shall be concluded by 11:00pm unless the Manager of Facilities and Maintenance or designate has approved alternate arrangements.

Booking Requests & Approvals

  1. Any group desiring the use of a school facility shall make a request to the principal at least one week prior to the use. The Manager of Facilities and Maintenance must be consulted when approving requests during the February break, spring break, Christmas break and summer vacation.
  2. School Equipment and Furniture
    1. Use of school equipment and furniture within the school facility must be requested at the time of booking and approved by the principal.
    2. Use of school equipment and furniture outside of the school must be approved by the principal and should be rare and limited to items that are unlikely to be damaged. Arrangements to pick up and return the items must be made with the principal.
    3. If equipment or furniture is damaged or not returned, the user group will be charged.
  3. Requests for the use of facilities will be considered where:
    1. the principal is satisfied that the activity will be supervised by the sponsors in a manner acceptable to the principal
    2. the activity will not result in damage to or loss of division, student or staff property
    3. the request does not conflict with school programs or planned maintenance
    4. no previous charges for use of facilities or damages remain outstanding
    5. the requesting group has not been refused admission or removed from any Grasslands school facility due to non-compliance with division policy
    6. in the opinion of the principal, the activity is suited to the facilities and does not require unreasonable additional administrative time, equipment or resources
    7. the activity is not listed on the prohibited or high risk activity list in AP 845 Planning Safe Student Activities

Fees and Charges

  1. Non-Profit
    1. School facilities will be accessible to non-profit community groups described above at no cost assuming there are no damages or extra custodial time required.
    2. Any additional custodial time will be subject to a $30/hour charge. Principals shall notify the group of this potential charge at the time of booking.
  2. For Profit
    1. Where participation registration fees are charged by a business or individual, the activity will be considered "for profit" and rental fees will apply. These should only be considered where appropriate community facilities are not available for rent. (See Appendix A for rates)
    2. Where the activity is considered "for profit", rental fees may be waived where an equivalent valued service in lieu of the rental fee is provided to the school by the Applicant, and where there are no added costs to the Division. This will be determined in advance by consultation between the principal and the applicant.
  3. In the event of damage to school facilities, furniture or equipment, the organization or group using the facility shall be charged the cost of repair or replacement and future rental privileges may be denied.

Keys

  1. Key fobs will be issued to groups utilizing school facilities where appropriate.

  2. Key fobs are issued by the Manager of Facilities and Maintenance or their designate as requested by the principal.

  3. A deposit of $100 will be required. This will be refunded on return of the key fob.

  4. Key holders are required to sign the Grasslands Building Keys Agreement before issuance. (See Appendix B)

Insurance

The Board holds Facility User Group insurance for low and medium risk activities (see Appendix C). Any groups using school facilities for activities not listed in these categories (and not on the prohibited or high risk activities list) are required to provide proof of insurance prior to the activity. General Liability Insurance in the amount of $2 million, naming "Grasslands School Division" as an additional insured is required and verification forwarded to the associate superintendent business services.

School Responsibilities

The Principal:

  1. shall ensure that the school facility is clean and ready for use by the approved group at the specified time;
  2. shall ensure that groups using the school facility have been provided with all the rules and regulations as specified by the school;
  3. shall notify the group of any damages or additional caretaking charges as soon as feasible.

User Group Responsibilities

The User Group:

  1. shall provide at least 24 hours notice to cancel a booking
  2. shall provide adequate adult supervision throughout the duration of the activity in a manner acceptable to the principal
  3. shall ensure participants follow all rules and regulations as specified by the principal
  4. shall ensure all activities are conducted only in those areas specified by the principal and no participants enter any areas of the school not designated for use.
  5. shall ensure all participants wear footwear which is not harmful to the flooring
  6. shall ensure food and confectionery items are only served in designated areas as approved by the principal
  7. shall ensure the school facility is properly secured after the activity is complete (if key fobs have been issued)
  8. shall turn off lights that were turned on for the activity
  9. shall ensure that the facility is left in a condition such that the facility is ready for its usual instructional purpose unless other arrangements have been made with the principal (additional caretaking time may be charged).

Failure to comply with the above responsibilities may result in future rental privileges being denied.

Board Responsibilities

The Board:

  1. shall work with community groups to foster the sense that the school is central to the community,
  2. shall not be responsible for accidents causing injury to any individual on school property when the activity involved is one authorized by this policy.

APPENDIX A — FEES

  1. Adult For-Profit Groups Per Session

    Gymnasium

  1. $60 for 2 hours or less
  2. $120 for 2-4 hours
  3. $200 for over 4 hours

Classroom $ 40

Computer Lab

  1. $180 for 2 hours or less
  2. $300 for over 2 hours
  1. Youth For-Profit Groups

Gymnasium

  1. $30 for 2 hours or less
  1. $60 for 2-4 hours
  2. $100 for over 4 hours

Classroom $ 20

Computer Lab

  1. $90 for 2 hours or less
  2. $150 for over 2 hours

APPENDIX B — Grasslands Agreement: Building Keys for User Groups

Key Holder ____________________________________________

Location ____________________________________________

I have been issued the following keys

I understand that building security is extremely important in order to prevent theft and to ensure the safety of people working within the buildings. I will safeguard that keys that are in my possession and will not give them to anyone, including activity participants or family members.

I will return these keys immediately when requested or the user group is no longer using the facility.

Date ____________________________________________

Signature of Key Holder ____________________________________________

Signature of Principal or Supervisor ________________________________________

APPENDIX C

Low Risk Activities

Medium Risk Activities