Kent City Community Schools
Administrative Guidelines



Any organization or individual desiring to use District facilities shall complete an application (Form 7510 F1) and submit it to the Facilities Coordinator for approval.



The Facilities Coordinator shall clear each application with respect to date, time, and other arrangements and will provisionally approve or deny the use of school facilities on the basis of Board policy.



The Facilities Coordinator will approve all requests and send a photocopy of the request to the building administrator. If the application is not approved, all deposits included with the application will be returned with the application.



Charges for school personnel shall be based on the appropriate rate of pay for persons in the respective job classification (custodian, cook, lifeguard, etc.) whenever extra pay for school employees is required as a result of the use.



The District reserves the right to demand sufficient time for full investigation, notice, and arrangements of all requests for the use of school facilities and reserves first claim to the use of its own property. Cancellations may be issued by the Facilities Coordinator with or without due notice. All approvals are to be granted with this understanding. Those requesting the use will be responsible for payment for all costs incurred, including the cost per hour charged for the use of the facility.



In no case will those who have been granted permits assign, transfer, sublet, or charge a fee to others for the use of school property.

Ineligible Users

Groups or persons will not be granted permits when the request is for activities that are in conflict or competition with District programs or not authorized by Board policy.




Users must take reasonable steps to ensure orderly behavior and will be responsible for paying for all damage associated with their use of the facility or equipment.



The District reserves the right to request payment of estimated fees in advance.



Use of tobacco is prohibited. All users are responsible for complying with this regulation.



Alcoholic beverages and controlled substances will not be permitted on District property at any time.



Decorations must be fireproof and shall be erected and taken down in a manner not destructive to District property. Decorations are subject to the approval of the building administrator. The use of open flames, such as candles, is permitted only with written permission from the fire marshal.



The user shall be fully responsible for all loss or damage to District property, including property of students and employees.



Requests for District-owned equipment are not included in the direct or indirect costs and shall be charged based on request and type of equipment.



The use of any materials on floors or other parts of the building is strictly prohibited without specific approval in writing from the building administrator.



Use of stages, furniture, and equipment must be arranged for in advance. Set-up and clean-up may be performed by members of the group using the facility, provided the responsible persons are listed on the application. Additional custodial services required for work not done satisfactorily will be paid for by the using group. Arrangements must be made with the building administrator for use of any special or extra equipment. Extra compensation paid employees for moving, operating, or supervising special or extra equipment will be charged to the using group.



Buildings will normally be open thirty (30) minutes prior to the activity and for thirty (30) minutes after its scheduled end, unless other arrangements are requested on the application and approved.



Use during summer vacation, on holidays, or during other vacation periods shall not conflict with building cleaning and renovating programs and will depend on the availability of building service personnel for supervision.



No unauthorized methods of obtaining funds, including any form of gambling, is permitted in District buildings or on District grounds.



A school custodian shall be on duty whenever a facility is being used except as exempted by the principal. The custodian will render custodial assistance in handling furniture and equipment and will be responsible for seeing that the facility or facilities are left in good order after the activity is over. The custodian's overtime, including clean-up time, will be charged at the appropriate hourly rate. Food-service personnel shall be required, in addition, when kitchen facilities are requested.



Responsibility for enforcement of rules and regulations concerning use of District facilities rests with the user group, and any infractions of the above regulations may be grounds for refusing to grant subsequent requests for the use of District facilities.



Corridors, exits, and stairways must be free of obstructions at all times. Exits are to be lighted when facilities are in use. Members of audience or spectators must never stand or sit so they block exits, stairways, or aisleways.



The District will not be responsible for any loss of valuables or personal property.



Flyers, booklets, or other printed or audio-visual materials may not be distributed unless they relate directly to the activity for which the school facility is being used.


A schedule of fees for the use of District facilities is determined annually based upon the following factors:



The use of District facilities for activities related to the educational program and District operations shall be without cost to the users, except that the users shall be responsible for any police fees.



The use of District facilities for any nonprofit community use shall be without cost to the users, except that the users shall be responsible for any extra custodial and cafeteria employees fees and for any police fees.



All other organizations or persons granted the use of schools shall assume the following charges as indicated, payable in advance, and the cost of such additional staff services as may be required.


Elementary/Middle Schools




$30 per hour for 1st hour $10 for each following hour



$25 per hour


Lunchroom and Kitchen with refreshments

$30 per hour


(School lunchroom worker's presence

plus wages of


required, if equipment is used, at



established rate)



$10 per hour


Library High School/MS

$15 per hour



$50 per hour plus $20 per hour for sound and lighting personnel

© Neola 2012