These regulations and procedures shall govern the use of Summit School District property.
PROGRAM ADMINISTRATION RESPONSIBILITY
Through the Facilities Manager, the Facilities Department shall be responsible for the administration of these regulations and procedures and the associated District facility use
policies.
NON-DISCRIMINATION
Users shall comply with federal, state, and local laws and regulations related to discrimination.
SCHEDULING
School and District activities shall be scheduled on-line through the District's facilities scheduling software.
Scheduled school activities canceled due to unforeseen events (weather-related school closures, safety issues, etc.) must be submitted to the Facilities Department for rescheduling.
Schools may not schedule or allow non school-related activities to include after-hours personal staff use (i.e., use of athletic facilities, equipment, auditoriums, etc.).
GENERAL REGULATIONS GOVERNING PROPERTY USE
1. SAFETY. All applicable fire and safety laws/regulations and District policies and procedures governing the use of school property must be observed at all times.
2. TOBACCO, ALCOHOL, AND ILLEGAL SUBSTANCES. Alcoholic beverages, controlled substances and use of tobacco products shall not be permitted on any school premises, buildings, or anywhere on school site properties. If they are found on the premises, the group responsible will forfeit their deposit, will forfeit any future use of the School District facilities/sites, and may be subject to legal proceedings.
3. WEAPONS. No weapons of any kind are allowed on District property. Failure to comply with this regulation will be grounds for immediate termination of the property use permit and may be grounds for legal action.
4. GAMBLING. Gambling is prohibited on all District property. Failure to comply with this regulation will be grounds for immediate termination of the property use permit and may be grounds for legal action.
5. INDEMNIFICATION. Any individual, group or organization using school property as provided under this policy shall hold the Board of Education, individual Board members and all district officers, agents and employees free and harmless from any loss, damage, liability, cost or expense that may arise during or be in any way caused by such use or occupancy. When using school facilities, organizations may be required to furnish a certificate of insurance naming Summit School District RE-1 as an additional insured, prior to building, site or equipment use.
6. INSURANCE. The District reserves the right to require proof of satisfactory liability insurance protection as specified by the District's Facilities Department.
7. PERSONAL PROPERTY. The District shall not be held responsible for any damage or loss that may occur to non-school property brought onto the premises.
8. PERSONAL INJURY. The District shall not be held responsible for any personal injury that may occur to participants on District property during its use. The organization or individual(s) using school facilities/sites is solely responsible for payment of all costs resulting from the rendering of medical aid and ambulance services made necessary by injury on the premises.
9. SNOW REMOVAL. If snow removal is requested by the user, the District may charge for the service unless removal would have been performed in the course of normal District operations.
10. STORAGE SPACE. Summit School District shall not provide storage space for users' materials and equipment. Items belonging to the users must be removed after each use.
LIMITATIONS ON PROPERTY USE & SUPERVISION REQUIREMENTS
1. District property shall not be used for activities which:
a. Advocate social or political change by violence.
b. Advocate or advance any doctrine or theory subversive to the Constitution of the United States; the Constitution of Colorado; or federal, state or local laws or ordinances.
c. Organize or convene a secret organization for subversive purposes.
d. Assist in raising funds for any of the above purposes.
e. Would be incompatible with the school neighborhood.
f. Violate any District policy or federal, state, or local law.
g. Be in conflict with a District program.
h. Jeopardize the safety, security, or supervision of individuals or District property.
2. Reservations may be cancelled and prepaid fees/deposits forfeited for:
a. Repeated or material violation of the policy, regulations, or terms and conditions of the property use permit.
b. Repeated short notification of cancellations.
c. Failure to pay rental fees. (Payment shall be made within 30 days of rental)
d. Inappropriate behavior.
e. Damage to District property.
3. Summit School District may cancel a reservation at any time when determined by the Facilities Manager to be in the best interest of the District. When this occurs, charges or fees charged to the user shall be refunded. This action will be taken only when necessary due to unavoidable circumstances, and attempts will be made to offer
alternative space.
4. Facility rental shall not be allowed during the regularly scheduled school day by community groups or organizations unless specifically authorized by the Facilities Manager. Lunch periods are considered part of the regularly scheduled school day.
5. When a snow day, other weather-related emergency, or an event beyond reasonable District control closes part or all of the District, reservations shall be cancelled for the duration of the closure or until the Facilities Manager authorizes commencement of such use.
6. District property shall not be available for any use by District or outside community users when days are designated as official paid holidays for District employees (e.g., Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas, etc.) or on the weekends immediately preceding or following the paid holidays. A calendar designating "out of service" days shall be published annually by the Facilities Department and posted on the facilities scheduling software.
7. District facilities are designed for specific uses (i.e., gyms for court sports, classrooms for instruction, etc.). Therefore, District property will not be used for the following private events: parties, dances, weddings, receptions, funerals, memorials, or other events that exceed District resources.
8. Summit School District indoor facilities are not available for overnight use except for emergency sheltering as directed by the County Emergency Manager or by The American Red Cross.
9. At the discretion of the Facilities Manager, overnight use may be permitted to support large municipality sponsored events that may be prohibited from coming to Summit County without a large venue to accommodate participants.
10. Whenever a group is permitted to use a school or other facility, at least one district employee authorized by the Facilities Manager must be on hand, for the purposes of opening the building and classrooms, cleaning up after the event and securing the classrooms and building. The only exception to this regulation is use by groups that have applied for and received “School District Partner Status”.
11. For large events, more then one district employee may be required to service the event. The number of required employees shall be determined by the Facilities Manager and shall depend on the type of service, number to be served and number of volunteer helpers
12. Food will only be permitted to be served in school cafeterias.
13. The group is totally responsible for supervision of the activity, including student supervision, under this agreement. Adequate supervision is required for use of any Summit School District RE-1 facility/site.
14. Events held outside of District buildings on District property (i.e., on the playground, athletic field, parking lot, etc.) do not need direct District employee supervision. Charges may be assessed for trash pickup or damage, as deemed appropriate.
15. In addition to the predetermined District employee rates (see KF-E-1), the actual costs incurred in using specialized rooms and/or equipment will apply and be assessed.
a. Computer Labs: District computer lab use may be granted if the request complies with District educational guidelines and legal requirements, and has been approved by the building principal. A District computer lab supervisor will be required, and all applicable fees will apply.
b. Kitchens: District kitchen use may be granted if the request complies with Food Service guidelines and legal requirements, and has been approved by the Director of Food Service. A Food Service supervisor will be required, and all applicable fees will apply.
c. Auditoriums: If the auditorium is used by a group, the group will be responsible to coordinate the availability of a District approved technician to operate the sound and lighting equipment and for payment to the District for these services at approved rates. The technician should be named on the approved building use form. (A list of technicians is available in the Summit High School office or Summit Middle School office.)
d. Swimming Pool: All users of the pool at Summit High School shall provide at least one certified lifeguard whenever the pool is in use. All lifeguard certifications shall be kept by the Facilities Department.
FACILITY RENTAL REQUIREMENTS AND PROCESS
1. Reservations for District property use must be made on-line to the Facilities Department at least 15 working days prior to the use date at: http://www.summit.k12.co.us/departments/facilities/scheduling.htm
2. Reservations are not approved until confirmation is returned by email.
3. All deposits and rental fees must be paid to Summit School District Facilities Department by the date specified on the invoice. Deposits will be returned at the conclusion of building, site, or equipment use, less any charges per this policy.
4. All organizations will be held responsible for the condition of the area they use. Should any damage extensive custodial costs be incurred as a result of any organization using any building/site, such organization will be charged for the actual costs related to the damage. In order to reserve use of school facilities, a separate security deposit of $500 must be paid on behalf of the group or organization. The security deposit will be held by the Facilities Department.
5. The user must provide proof of insurance, naming the District as additional insured for the duration of the activity.
6. District indoor facilities are available for community use as follows:
a. While school is in session (late August until Early June):
Elementary Schools
Monday through Friday, 4:15pm until 10:00pm
Summit Middle School
Monday through Friday, 5:00pm until 10:00pm
Summit High School
Monday through Friday, 5:00pm until 10:00pm
Saturdays, 9:00am until 5:00pm
b. Summer (Early June until late August):
Elementary Schools
Monday through Friday, 7:00am until 3:00pm
Summit Middle School and Summit High School
Monday through Friday, 7:00am until 9:00pm
7. Any group requesting to use an indoor facility outside of scheduled hours will need permission from the Facilities Manager. Any group approved to use facilities outside of the normal scheduled hours shall be charged the established employee rate per KF-E-1 pending the availability of a District employee, unless the employee is willing to surrender pay for the hours worked. District Employees cannot accept payment for services directly from the group renting the facility.
DISTRICT ACTIVITIES AND SCHOOL SPONSORED ACTIVITIES
District activities and school sponsored activities must be scheduled through the on-line scheduling software. District activities and school sponsored activities are those events which meet the following criteria:
1. The head coach, sponsor, or designated qualified District employee must be present.
2. The event is sponsored and run by the school's program personnel and approved by the athletic director and/or principal.
3. The head coach, sponsor, or designated qualified District employee is responsible for supervision, building security, and clean up.
4. To avoid scheduling conflicts, school events should be entered into the facilities scheduling software by September 15th for the fall semester and by January 15th for the spring semester. Accommodations will be made to enter missed or forgotten events with 3 business days notice to the Facilities Department. Requests made with less then 3 business days notice, may not be accommodated.
APPLICATION FOR SCHOOL DISTRICT PARTNER STATUS
School District Partner Status will be reserved for frequent facility users wishing to reserve facilities outside of scheduled hours for community use and gain access to the facility through a code or key card without a district staff member present in the building.
School District Partner Status will be reserved for those groups that can demonstrate that their organization benefits Summit County Youth (PreK-12) or a larger portion of the Summit County Community and have a demonstrated working history with the Summit School District.
New organizations wishing to gain School District Partner Status shall develop a working relationship with the School District facilities department for a period of no less than one year before they can apply for School District Partner Status.
School District Partner Status shall be granted to organizations for a period of no more than one year. Status for all organizations shall expire on June 30th of each year. Organizations applying for renewed status, for another year, only need submit a letter stating that the organization would like to continue their School District Partner Status and include updated contact and participant information or any other pertinent updated information requested by the Facilities Department, prior to June 30th. If approved, the organization will be issued a new door code or key card from the Facilities Department on or after July 1st of each year.
All applications shall be submitted to the Summit School District Facilities Department.
All organizations with School District Partner Status will be subject to periodic evaluation by the building staff, building principal or the Facilities Manager. Any violation of terms herein may be cause for immediate termination of School District Partner Status.
Users may file a written appeal to the Assistant Superintendent of Business Services if School District Partner Status has been denied or cancelled by the Facilities Manager. Further appeal, if necessary, may be made to the Superintendent.
APPLICATION REQUIREMENTS
1. Complete the application form including the following information:
a. The name of the group or organization.
b. Experiences, services or benefits provided to the Summit County Community by the organization.
c. A summary of the organizations history in Summit County and with the Summit School District.
d. The days and hours of requested use. Specify why access to school facilities outside of scheduled hours is necessary.
e. The facility of requested use.
f. The name, address and phone numbers of the person responsible for the organization.
g. A list of all supervising adults or coaches from the organization that will participate in the School District Partner Program.
2. Obtain the signature of the building principal for the requested building, authorizing use of the facility outside of scheduled hours.
3. Provide and maintain current proof of insurance, naming the Summit School District as additional insured for the duration of the activity.
4. Payment must be made of all debt owed Summit School District by the organization for prior facilities use.
GUIDELINES FOR SCHOOL DISTRICT PARTNER ORGANIZATIONS
1. Reservations for District property use must be made to the Facilities Department at least 15 working days prior to the use date.
2. Reservations are not approved until confirmation is returned to you by email.
3. All deposits and rental fees must be paid to Summit School District Facilities Department when making application or no later than one week prior to use. Deposits will be returned at the conclusion of building, site, or equipment use, less any charges per this policy. Payment of all facility use fees must be made at the beginning of each month or the access code or key card may be deactivated until payment is made.
4. All areas of use shall be thoroughly cleaned by the organization after each use and left in a “learning ready” state. Cleaning supplies may be provided for an extra charge.
5. Supply charges or additional clean-up charges may be assessed when appropriate.
6. A door code or key card specific to the times requested will be issued to the person responsible for the organization by the Facilities Department. Door codes and key cards shall not be shared with any other person or organization.
7. All users of the pool at Summit High School shall provide at least one certified lifeguard whenever the pool is in use. All lifeguard certifications shall be kept by the Facilities Department.
8. All organizations will be held responsible for the condition of the area they use. Should any damage extensive custodial costs be incurred as a result of any organization using any building/site, such organization will be charged for the actual costs related to the damage. In order to reserve use of school facilities, a separate security deposit of $1,500 must be paid on behalf of the organization. The security deposit will be held by
the Facilities Department.
SCHEDULING PRIORITIZATION OF PROPERTY USE
Property use shall not conflict with the requirements of the District's educational programs and
shall be scheduled according to the following priorities:
PRIORITY 1:
a. District PreK-12 educational use.
b. District PreK-12 sanctioned extracurricular and athletic activities.
c. District contracted before and after school childcare programs.
d. Non-profit District-sanctioned PreK-12 student enrichment activities open to all students at no cost.
e. Parent/Teacher organizations (i.e., BAAC, PTSA, etc.).
f. Federal, state, city, and county elections and other uses as specified in intergovernmental agreements.
g. Summit School District student organizations.
h. Emergency sheltering as directed by the County Emergency Manager or by The American Red Cross.
PRIORITY 2:
a. City and County youth recreation activities.
b. Non- school sponsored youth (PreK-12) organizations/activities.
c. School District Partner Status sponsored programs
d. Legal contractual agreements with the District.
e. Fund raising events where at least 33% of profits are donated to the school.
f. Community groups (ie Homeowners’ Associations, etc).
PRIORITY 3:
a. Adult sports or organized activities.
b. Commercial activities and non District-sanctioned events where a registration or admission fee is charged.
c. Municipality sponsored events other than youth recreation activities.
d. Fund raising events where less than 33% of profits are donated to the school.
RENTAL FEE CATEGORIES
PRIORITY 1:
a. Facility use fee waived.
b. Custodial/supervisor time charged when outside of regular hours.
c. Special equipment use charged when appropriate.
d. Other charges assessed when appropriate.
PRIORITY 2:
a. Discounted facility use fee charged.
b. Custodial/supervisor time charged when outside of regular hours.
c. Special equipment use charged when appropriate.
d. Other charges assessed when appropriate.
PRIORITY 3:
a. Full facility use fee charged.
b. Custodial/supervisor time charged when outside of regular hours.
c. Special equipment use charged when appropriate.
d. Other charges assessed when appropriate.
Approved August 28, 1990
Revised August 22, 1995
Revised April 1, 1997
Revised: November 9, 2005
Revision Approved: November 12, 2008
Revised: November 14, 2014
LEGAL REFS.: C.R.S. 22-32-109 (1)(bb)
C.R.S. 24-10-101 et seq., Colorado Governmental Immunity Act
C.R.S. 25-14-103.5
