Facility Use Requests

Request Form

The purpose of this policy is to provide for the use of school district facilities, provide an objective method for approving requests, and to establish rules and regulations that govern their use.

School-Sponsored activities, defined as follows, will be given first priority:

Activities specifically approved and sanctioned by the Board, and supervised by a building administrator and/or athletic director such as:

• Teams that participate in board-approved PIAA events for students in grades 7-12.
• Extracurricular activities where the advisor receives a stipend.
• Clubs or student programs that are supervised by a faculty member on a voluntary basis, without a stipend, when approved by the building principal. The principal will be responsible to inform the superintendent of the club/program and the types of activities involved.

Please note the following:

• Application form - none required.
• Insurance coverage - covered by districts liability policy; no certificate of insurance required.
• Rental Fees - none charged.
• Keys and security codes - will be issued to those approved by the Building Administrator/Athletic Director.
• District vehicles - may be used by adult coaches/volunteers; proof of current license and insurance required.

Activities that support school-sponsored activities but have not been initiated by the Board and/or have little or no supervision by a Building Administrator or the Athletic Director. Examples include:

• Youth athletic leagues primarily involving students who reside in the Pequea Valley School District that are not held for the purpose of raising funds.
• Open gyms, summer camps, travel teams, or other services that are an extension of School-Sponsored events.
• PTO and PTC sponsored events, meetings, and fundraisers.Boy/Girl Scouts or other service groups for students of the Pequea Valley community.

Please note the following:

• Application form - must be completed 30 days in advance of activity; additional notice is requested for events that run over several months.
• Insurance coverage - certificate of insurance with evidence of proper liability limits to be attached to application.
• Rental Fees - none charged; however, fees will be charged for custodial services requested when staff is not scheduled and/or for any direct costs of event such as stadium lights, trash removal, etc.
• Keys and security codes - will be issued to those approved by the Building Administrator.  A refundable deposit will be required for each key.
• District vehicles - may not be used by school-related groups.
• Other considerations - the district reserves the right to limit the number of events scheduled or assess a rental fee for excessive use. Facilities may not be available during paid staff holidays or summer maintenance periods. Direct charges for any unexpected costs that arise from the use of facility such as damage, security checks, etc., will be billed to the responsible party.

---

Class II - Community Activities

Activities that involve students of the Pequea Valley School District but expand the scope of School-Related Activities.  Examples include:

• Youth athletic leagues for sports that raise funds through fees or concessions, tournaments sponsored by booster groups for clinics run by organizations and/or individuals when a fee or stipend is paid to an instructor, athletic leagues for sports in which Pequea Valley does not compete in PIAA events, etc.

Please note the following:

• Application form - must be completed 30 days in advance of activity.
• Insurance coverage - certificate of insurance with evidence of proper liability limits to be attached to application.
• Rental Fees - charged according to schedule; additional fees will be charged for custodial services requested when staff is not scheduled and/or for any direct costs of event such as stadium lights or trash removal.
• Keys and security codes - may be issued to those approved by the Building Administrator and/or Athletic Director if a school employee or member of a booster club will assume responsibility. A refundable deposit will be required for each key.
• District vehicles - may not be used by community groups.
• Other considerations - the district reserves the right to modify or deny requests for Community Activities. Facilities may not be available during paid staff holidays or summer maintenance periods.? Direct charges for any unexpected costs that arise from the use of facility such as damage, security checks, etc., will be billed to the responsible party.

---

Class III - Outside Activity

Activities that have little or no relationship to the daily activities of the Pequea Valley School District. Examples include:

• Churches, civic groups, or other non-profit organizations that wish to use district facilities for activities such as activity nights, worship services, theatre productions, or adult classes.

• Application form - must be completed 30 days in advance of activity.
• Insurance coverage - certificate of insurance with evidence of proper liability limits to be attached to application.
• Rental Fees - charged according to schedule; additional fees will be charged for custodial services requested when staff is not scheduled and/or for any direct costs of event such as stadium lights, lighting technician, or trash removal.
• Keys and security codes - none issued; district custodial staff must be present throughout the event.? Exceptions may be made for organizations that will be using facilities on a routine basis and have demonstrated care in using district facilities in the past.
• District vehicles - may not be used by outside organizations.
• Other considerations - the district reserves the right to modify or deny requests by Outside Activities. Facilities may not be available during paid staff holidays, summer maintenance periods, or if district personnel are not available.? Direct charges for any unexpected costs that arise from the use of facility such as damage, security checks, etc., will be billed to the responsible party.

---

Class IV - For Profit Activities

• Corporations, that wish to use district facilities for any activity, and non-profit organizations that use district facilities for fund-raising activities.

Please note the following:

• Application form - must be completed 30 days in advance of activity.
• Insurance coverage - certificate of insurance with evidence of proper liability limits to be attached to application.
• Rental Fees - charged according to schedule; additional fees will be charged for custodial services requested when staff is not scheduled and/or for any direct costs of event such as stadium lights, lighting technician, or trash removal.
• Keys and security codes - none issued; district custodial staff must be present throughout the event.
• District vehicles - may not be used by outside organizations.
• Other considerations - the district reserves the right to modify or deny requests by Outside Activities. Facilities may not be available during paid staff holidays, summer maintenance periods, or if district personnel are not available.? Direct charges for any unexpected costs that arise from the use of facility such as damage, security checks, etc., will be billed to the responsible party.

---

The Board authorizes the Business Administrator to approve requests for use of district facilities in accordance with the terms of this policy. If unique or exceptional circumstances warrant an exception, the person or group making the request must submit such request in writing to the Business Administrator no later than 45 days in advance. Reasonable requests will be presented to the Board for official action at a regularly-scheduled meeting.

All groups who use district facilities will be responsible to comply with all rules and regulations that are established through Administrative Guidelines. Groups must pay all fees and related charges as noted above, according to the rental schedule that is adopted by the board. Failure to follow rules or pay fees will result in the immediate termination of the existing agreement. Serious and continued abuses may result in the denial of future requests.

POLICY ADOPTED: 2/10/83

POLICY REVISED: 2/8/90, 1/14/93, 3/9/95, 3/9/00, 8/14/03, 1/8/04