7510 - USE OF DISTRICT FACILITIES

Newark City School District

Bylaws & Policies

7510 - USE OF DISTRICT FACILITIES

The Board of Education subscribes to the philosophy that the public schools are owned and operated by and for its patrons and that the schools are an integral part of the community – in terms of intellectual and social expression and development. The Board of Education will facilitate the public use of school facilities. Authorization for the use of school facilities shall not be considered an endorsement of, or approval of, the activity, group or organization nor the purposes they represent.

School-sponsored activities shall have first priority. The right to authorize use of school facilities shall be assigned to the Superintendent. Such use will be determined by the District policy and administrative regulations and will only be at such times as the facilities required are free from District curricular or extra-curricular activities.

The Board shall periodically review and adopt a fee schedule for usage of school facilities. The Superintendent may waive the rental charges for school facilities when used by any group promoting a function, the proceeds of which will be used entirely for civic, school, or school-related youth activities. In addition, the Superintendent has discretion to waive fees in unusual circumstances.

A rental contract is necessary when a group or organization not part of the school District wants to use school facilities. As a condition for using Board property, the renter shall provide the Board of Education with evidence that there is general liability insurance, including contractual liability, in force that will apply to the renter’s use of the property and will hold the Board of Education harmless. This requirement may be waived by the Superintendent.

The serving of refreshments, if permitted, must not conflict with any contract that the Board of Education may have with any beverage company, food service company, or other entity.

When police protection is needed, it is the responsibility of the organization engaging the buildings or grounds or part thereof to arrange to have such service provided as required by the Superintendent.

All use of the District’s facilities shall be free of obscene and controversial purposes. Should any group lodge an objection against a specific use of District facilities, such objection is only valid if it is made in writing to the Superintendent and bears the signature of the individual and/or group of individuals making the complaint. Such a complaint shall be processed according to procedures established by administrative regulation.

The Board hereby authorizes and directs the Superintendent or his/her designee to draft administrative regulations to effectuate this policy. Such administrative regulations may not be contrary to this policy.

Newark City Schools Board of Education employees utilizing Newark City Schools’ facilities for personal gain shall:

	A.	secure written permission from their supervisor, and

	B.	shall be charged an appropriate fee.

Custodial rates are based on actual expense incurred by the District which exceeds or falls outside normal operations.

Consideration to school-related events/activities shall always be a priority when facilities are being scheduled.

Class A shall be defined as school organizations, PTA groups, athletic boosters, band boosters, Cub Scouts, Boy Scouts, Brownies, and Girl Scouts.

Class B shall be defined as other non-profit groups located in Newark. Included in this category are service clubs, religious, and charitable organizations. Newark-City sponsored community/service/athletic organizations, when sponsoring activities that directly benefit Newark City Schools’ youth in the majority, shall also be included in this class.

Class C shall be defined as all for-profit groups from within Newark. Groups from outside of Newark and all sectarian or non-general membership groups may be considered on a space-available basis.

General Policy Procedures and Regulations

A.	Applications for a written permit or rental contract to use the school facilities shall be made utilizing the information located under rental contract on Page 4 of this document. A rental contract is necessary when a group or organization not part of the School District wants to use school facilities. The application of a community group for a rental contract to use a school building or facilities must be filed at least thirty (30) days prior to the date of the proposed use, unless otherwise authorized by the Superintendent or his/her designee. The written permit shall state:

	1.	facility desired;

	2.	date and time of use;

	3.	equipment needed;

	4.	purpose of meeting;

	5.	name of group; and

	6.	name, address, and phone number of person responsible.

	The rental contract shall state the same information required to be stated in a permit, as well as the following:

	1.	that the applicant group will abide by all rules and regulations established by the Board of Education pertaining to the rental of school facilities;

	2.	that the applicant group will underwrite any damages due to their use of the premises;

	3.	that the applicant group will pay for the use of equipment, property, or grounds at the established rates; and

	4.	a waiver of liability or evidence of possession of liability insurance.


	B.	The Director of Classified Personnel and Support Services will be responsible for maintaining an accurate calendar of all uses of school facilities by school and community groups.

	C.	The Director of Classified Personnel and Support Services shall determine total costs from the Board of Education approved fee schedule. The Superintendent has the discretion to waive fees in unusual circumstances.

	D.	Sponsoring organizations shall provide sufficient competent adult supervision. School sponsored groups must have a Newark City Schools employee present at the activity. The amount of adequate supervision will be agreed upon at the time the authorization is issued. This section does not apply to adult groups utilizing a school facility. In order to be considered an "adult" for purposes of this policy, one must have attained an age greater than twenty-one (21) years.

	E.	Alcoholic beverages and tobacco products are not permitted in school facilities (or on school property) at any time.

	F.	All applicants for the use of District facilities shall agree that the property shall not be used for any unlawful purpose and shall hold the Board of Education free and without harm, from any loss, damage, liability, or expense that may arise during, or caused in any way by, such use or occupancy of District facilities. In the event that property loss or damage is incurred during such use or occupancy of the District’s facilities, the amount of damage shall be determined and a bill for damages presented to the group using or occupying the facilities during the time of the loss or damage.

	G.	As a condition for using the property, the renter shall provide the Board of Education with evidence that there is general liability insurance, including contractual liability, in force that will apply to the renter’s use of the property and will hold the Board of Education harmless. Minimum acceptable limits of liability shall be $1,000,000 per occurrence. This requirement may be waived by the Superintendent.


H.	All use of the District’s facilities shall be free of obscene and controversial purposes. Should an objection be lodged against a specific use of District facilities by any group, such objection is only valid if it is made in writing to the Superintendent and bears the signature of the individual and/or group of individuals making the complaint. When such a complaint is lodged according to the procedures established above, the following will apply if considered to be an appropriate complaint by the Superintendent.

	1.	Use of facilities by the applicant may be suspended temporarily to afford the Superintendent sufficient time to meet with the Board and all concerned parties. The applicant shall be duly notified in time to contact the members of the group regarding the temporary suspension of use and the pending meeting.

	2.	Within ten (10) days of temporary suspension, the Superintendent, the complainant, and the applicant shall meet at a specified time and location to determine the validity or invalidity of the complaint. The Superintendent shall be the deciding authority, and the Superintendent’s decision shall be final. A written copy of the decision may be obtained by any and all members of either the complainant group or the applicant group by request.

I.	No child may enter the building until the adult supervisor arrives.

J.	Absolutely no one other than members of the group and supervisor are permitted in the building.

K.	Supervisors are responsible for enforcing item "J."

L.	No one is permitted in unauthorized areas of the building.

M.	Refreshments are prohibited except with advance permission from the Director of Classified Personnel/Support Services and then only in designated areas. The serving of refreshments, if permitted, must not conflict with any contract that the Board of Education may have with any beverage company, food service company, or other entity.

N.	All areas and facilities are to be left clean and orderly at the end of the session. Persistent violators will be deprived of using facility.


	O.	Use of profane or abusive language is undesirable and will not be tolerated.

	P.	Sportsman-like attitude must be displayed at all times.

	Q.	Shower rooms must be kept clean and the water turned off before leaving.

	R.	Rentals do not include the use school equipment, unless the Superintendent grants express, written permission to use specific school equipment. If its use is permitted, the school equipment is to be moved and returned to its original location by the organization that wishes to use it. Request for the use of school equipment must be made with the Administrative Services Center at the time the application is filed.

	S.	Rubber-soled shoes are required to be worn during all practice or game sessions.

	T.	Adult supervisors must be the last to leave the building.

	U.	Anyone violating the above rules may be denied further use of school facilities.

	V.	Organizations will be held responsible for any damages to the facilities.

	W.	All members of non-organization groups will be held jointly responsible for damages to the facilities.

	X.	Custodians are to be notified when the last adult leaves the building.

	Y.	Service from the custodial staff is to be limited to admitting the organization after its sponsor arrives, assisting the sponsor in an advisory capacity concerning the facilities to be used, and closing up and properly securing the facilities when the organization has left.

	Z.	When police protection is needed, it is the responsibility of the organization engaging the buildings or grounds or part thereof to arrange to have such service provided as required by the Superintendent.

Rental Charges

Rental charges will be reviewed and approved annually by the Board of Education.

Regulations Governing Use of School Facilities

	A.	At no time shall organizations use school facilities in conflict with school activities.

	B.	School-sponsored groups will be permitted to use school facilities, free-of-charge, EXCEPT when services of special personnel are required.

	C.	Any organization granted the use of school facilities must provide sufficient police supervision to ensure good order for the protection of property and the observance of rules and regulations under which permission to use the facility is granted.

	D.	Payments for rental of school facilities, including custodial or cafeteria worker fees, must be made to the Treasurer of the Board of Education in advance, and all checks must be made payable to the "Newark City School District Board of Education."

	E.	The Superintendent may waive the rental charges for school facilities when used by any group promoting a function, the proceeds of which will be used entirely for civic, school, or school-related youth activities.

	F.	The group or individual will be responsible for obtaining proper fire department permits if applicable.

	G.	An employee of the Board of Education must be on duty whenever a school building or school stadium is used by an organization or group.

	H.	Out-of-school groups will not begin with their activities until school is dismissed in the afternoon and the students have left the building.

	I.	On days when school is closed because of snow or other calamity, all activities scheduled for that day will be canceled or postponed.


	J.	Buildings will not be used for recreation by outside groups on legal holidays.

	K.	Building use will not be permitted for private individuals or family affairs. Buildings are to be reserved for community group use only.

	L.	No group will, under any circumstances, tamper with any electrical or heating controls.

	M.	The Central Kitchen in "B" Building will not be used by any group unless arrangements are made to have at least one (1) of the regular food service workers present.

	N.	The procedure for use of the football stadium will follow conditions outlined for the use of the buildings. Special emphasis is to be given to providing sufficient police protection and adult supervision.

Rental Contract

A rental contract is necessary when a group or organization not part of the School District wants to use school facilities. A rental contract may be obtained from one (1) of the following offices:

Newark High School Athletic Office – rental of Newark High School Gym and the West Main Intermediate School Gym (328-2231)

Newark High School Fine Arts Department – rental of Newark High School Auditorium (328-2265)

Individual Newark City Schools - rental of buildings, gyms and classrooms not mentioned above

R.C. 3313.75 - .79, 3501.29
P.L. 98-377

Revised 4/12/10