The Board of Education, in keeping with the philosophy of community education, encourages the use of the District’s facilities for the purposes of community recreation and enrichment. The Board recognizes that the primary purpose of the District’s facilities is to implement the regular instructional program and that other usage shall not interfere with the daily school student routine or any school sponsored student activity.

The use of District facilities for school purposes, meetings of students, teachers, parent-teacher conferences, or other events directly affiliated with the school program has precedence over all others.

Applications/Process for Request

Organizations requesting use of facilities must complete and submit a Facility Use Form to the community education department a minimum of ten (10) business days in advance of use. The signing party must be an authorized signatory of the applying organization. In either case the signatory will become the party responsible to the District for the facilities use and compliance with all District rules, regulations, and payment.

Reservations for community use of District facilities may only be made after Classification 1, and Classification 2 program activities have been officially scheduled. Reservations for community use of District facilities will be prioritized within the established classifications and received according to the following schedule:

Fall/Winter - Reservations accepted as early as August 1st for September 1st through the end of February.

Spring/Summer - Reservations accepted as early as December 1st for March 1st through the end of July.

As a public school district, events will be scheduled in the manner stated, with District events given first priority. On occasion, this may require that an event scheduled by another organization be moved or rescheduled to meet District needs.

Facility requests will be processed according to the classification level, with priority being given to District activities, community education, then organized leagues/activities. In some cases, this may result in the rescheduling of requests made by classifications of lower priority.

In no case will any party to whom an approval has been granted assign, transfer, or sublet. A penalty will be applied to any group allowing this to occur and charges will be billed at the Classification 5 rate. Any user group who sublets may be denied future facility use requests.

Individuals requesting the use of District facilities, including fields, will be responsible for payment for all costs incurred, including the cost per hour charged for the use of facility, required personnel and equipment fees. The District requires full payment of facility use fees, required personnel fees and equipment fees upon approval of facility. If the event requires an estimate, 100% of the estimate must be paid in advance with any extra amount due immediately after all costs are determined.

The Board reserves the right to demand sufficient time for full investigation, notice and arrangements of all requests for the use of District facilities.

All activities must be under competent adult supervision approved by the community education authorized staff. and the building administrator. Children must be properly supervised and must confine their activities to areas approved in the building use permit. User groups must take reasonable steps to insure orderly behavior and will be required, at their expense, to provide District approved security personnel as determined necessary by the community education authorized staff.

Users will be responsible for paying for all damage incurred by their use of the facility or equipment, including property of students and employees. In the event that property loss or damage is incurred during use or occupancy of District facilities, the amount of damage shall be determined by the building administrator and approved by the Director of Finance. A bill for damages will be presented to the group using facilities. Payment must be made within two (2) weeks of receipt of the bill. The District will not be responsible for any loss of valuables or personal property of the user organization.

Programs and activities of users must be of a nature suitable for presentation in a public school, must be lawful, and must conform to all policies of the Board. Persons or groups, whose activities or programs are determined to be illegal or inappropriate for presentation in public school buildings or District grounds, will not be granted permits.

Approved users are responsible for complying with all local and State fire and safety regulations at all times. Corridors, exits, and stairways shall be kept free of obstructions. Members of an audience or spectators must never stand or sit so they block exits, aisles, or stairways. Facility capacities, as determined by the fire marshal, shall be observed. 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 and the community education authorized staff.

User groups are expected to leave all rooms, furniture and restrooms in the condition and arrangement in which they were found. The user group shall pay for any additional custodial services that are necessary to return the facility to the condition in which it was found.

The District will maintain outdoor fields to a standard level, including watering, mowing, lining, fertilizer and pest control as outlined in a written document located in the grounds department. Any additional improvements must be submitted in writing to the DeWitt Board of Education for review.

It may be necessary to cancel community use of a District facility in the event of school closings as a result of weather, equipment failures, unforeseen emergencies, or to reschedule K-12 program activities.

The District reserves the right to cancel field use requests based on field conditions due to weather or use.

When a facility is reserved, a member of the facility staff shall be on duty. The staff person will be responsible for opening and closing the facility, handling furniture and equipment and making restrooms accessible.

Handling of specialized equipment (lighting, sound, kitchen, etc) shall be performed only by District approved personnel. Additional personnel fees may be incurred as indicated on the schedule of fee section of these guidelines.

Following the event, maintenance staff will be scheduled to return the facility to its original condition, including cleaning, mopping, garbage removal, etc.

All scheduling of District staff including maintenance, kitchen, technician, and other approved personnel will be coordinated through the community education office.

District offices will not be made available to user organizations, unless an administrator is present at all times and will be responsible for unlocking and locking the office. When opened, access will be limited.

No food items are to be consumed in District facilities without prior approval of the building administrator and items should remain in cafeteria or other approved areas of the building.

Should a kitchen area be desired for use, an approved member of the District cafeteria staff must be retained at user expense to supervise the kitchen. Any group using District facilities to prepare food for consumption or resale is expected to abide by Michigan Department of Community Health regulations.

Buildings will normally be open one-half (1/2) hour before scheduled program time and closed one-half (1/2) hour after the scheduled end of the program. Additional time will be charged for set-up, snow removal, or other necessary services.

Responsibility for enforcement of rules and regulations concerning use of all District facilities rests with the user group. Permits to use a facility may be cancelled at any time when there is evidence that the rules and regulations outlined herein are being violated. In case of cancellation, the District assumes no liability other than return of fees charged for unused facilities and where no expense has been incurred as a result of the application having been processed. Failure to adhere to facility use regulations herein may be grounds for refusal of subsequent facility use.

Users in Classification 3 and 4 may be required to provide proof of insurance at the discretion of the community education authorized staff. A copy of the certificate of liability insurance must be provided upon request.

Classification 5 users will maintain $1,000,000 bodily injury and property damage liability insurance coverage. A certificate of liability insurance naming the District as an additional insured party is required for all Classification 5 users at least ten (10) business days prior to use.

User groups in Classifications 1 – 4 may obtain a performer, speaker or artist to provide a community service. It is understood that these performers, speakers or artists are allowed to sell their work (books, CD’s, art, etc.) for personal gain. It is understood that such sales are not being done to benefit the user group.

To insure the care and preservation of District facilities and fields and equipment and to insure fairness and consistency in the implementation of Board policy governing use of facilities, the following categories have been established. These categories have been established to determine priority for use and a schedule of fees for approved user groups.

K-12 program activities are those that directly relate to regular, extra-curricular, or athletic K-12 events. These include music performances, drama productions, athletic events, school clubs, intramural, parent orientation meetings, awards banquets, school-sponsored dances, etc. K-12 program activities must have dates approved a minimum of thirty (30) days prior to date of use to guarantee availability of the requested facility. Scheduling of high use areas such as school gymnasiums, and performing arts center by K-12 programs should be done during the District's annual scheduling process whenever possible.

For use during usual building hours of operation, no rental charges will be assessed for activities and performances which are considered part of the regular or extra-curricular school sponsored K-12 program. Kitchen, auditorium, lifeguard, and other personnel services will be scheduled as required by these guidelines. The overtime cost for labor shall apply and will be charged to the user group when custodial or other personnel are required beyond their normal work schedule. All maintenance overtime fees must receive prior approval from the Director of Buildings, Maintenance, and Grounds. In addition, requests for permits for extraordinary activities involving prolonged set-ups, use and clean-up and/or special services may require an additional fee.

Community education programs solely or jointly administrated by the Board will be granted second priority for available District space and facilities. In addition, this classification includes, but is not limited to, school related support systems (MHSAA, MASB, CCRESA, etc), booster groups organized specifically to support District activities, and parent-teacher organizations, and District employee associations.

For use during usual hours of operation, no rental charges will be assessed. Kitchen, auditorium, lifeguard, and other personnel will be scheduled and charged as required by these guidelines. The cost for labor shall apply and will be charged to the user group when custodial or other personnel are required beyond their normal work schedule. All maintenance overtime fees must receive prior approval from the Director of Buildings, Maintenance, and Grounds. In addition, requests for permits for extraordinary activities involving prolonged set-ups, use and clean-up and/or special services may require an additional fee.

Classification 3: Student Groups/Groups Organized to Benefit Students/Recreation Programs/Government Organizations and Resident Non-Profit Community Organizations

District student groups/groups organized to benefit students/government organizations, and resident non-profit community organizations come under two (2) definitions. Student groups and groups organized to benefit students are defined as groups that are interested in using District facilities for an activity with recreational, civic, educational, cultural, or charitable goals and are staffed by students or adult volunteers and whose activities are organized for the primary benefit of the students. Typically, the only adults in attendance would be those required to provide appropriate supervision and oversight as necessary in the judgement of the Superintendent. If acceptable to the community education authorized staff, student groups may self-lead.

Government organizations are defined as units of local, city, and township government and their established committees. Such groups will be issued permits for space and facilities a third priority basis. Examples of Classification 3 users include, but are not limited to, local scout organizations, community sports groups, and local, city, and township units of government.

Resident non-profit community groups are defined as those District residents who are requesting use for their non-profit activity or organization. Non-profit groups must provide legal documentation (as defined by IRS code of regulations) or groups of individuals formed for charitable, civic, social, religious, recreational, or educational purposes.

Classification 3 users will be charged according to the schedule of fees. Kitchen, auditorium, lifeguard, and other personnel services will be scheduled as required by these guidelines. The overtime cost for labor shall apply and will be charged to the user group when custodial and service personnel are required beyond their normal work schedule. All overtime fees must receive prior approval from the Director of Buildings, Maintenance, and Grounds. In addition, requests for permits for extraordinary activities involving prolonged set-ups, pool usage, use and clean-up and/or special services may require an additional fee. When activities in Classification 3 involve ticket sales, admission fees or are of a fundraising nature, the Classification 3B-fee schedule will apply. Participation at scheduled events must be composed of at least fifty-one percent (51%) of District students in order to qualify for the Classification 3A-fee schedule. If attendance at a scheduled event is determined to be composed of less than fifty-one percent (51%) percent of District students, then the Classification 3B-fee schedule will apply. A roster of participants should be provided at the time of reservation.

Private resident use/community/recreational groups are defined as informally organized groups of community residents who are interested in using District facilities for a particular use, who are requesting solitary, occasional or regularly scheduled use for an activity with recreational, educational, cultural, or charitable goals. This group includes, but is not limited to, recreational groups which limits membership and is not open to the public, neighborhood associations, and other groups whose activity has limited participation. Participants in these groups will typically be adults, not K-12 school age. Classification 4 users who provide a community service and do not charge a membership fee or an admission fee, such as the Community Band or Friends of the Looking Glass, may have the facility use fees waived at the discretion of the community education authorized staff. These groups will be assigned fourth priority of available spaces.

Classification 4 users will be charged according to the schedule for allowable space permits. Kitchen, auditorium, lifeguard, and other personnel services will be scheduled as required by these guidelines. The overtime cost for labor shall apply and will be charged to the user group when custodial and service personnel are required beyond their normal work schedule. All overtime fees must receive prior approval from the Director of Buildings, Maintenance, and Grounds. In addition, requests for permits for extraordinary activities involving prolonged set-ups, use and clean-up and/or special services may require an additional fee.

Commercial users, defined as private, for profit businesses, vendors, or entrepreneurs, shall not routinely be serviced in District facilities. Commercial users include government or educational institutions providing tuition or fee based instruction. Non-resident groups are groups of users composed of a majority of people living outside the District. Approval of all applications in Classification 5 will be based upon the following criteria: benefits to the District and community; educational contribution; potential wear and tear on District facilities; appropriateness of the activity; and relationship of the activity to the stated mission of the District.

Classification 5 users will be charged according to the schedule for allowable space permits. Kitchen, auditorium, lifeguard, and other personnel services will be scheduled as required by these guidelines. The overtime cost for labor shall apply and will be charged to the user group when custodial and service personnel are required beyond their normal work schedule. All overtime fees must receive prior approval from the Director of Buildings, Maintenance, and Grounds. In addition, requests for permits for extraordinary activities involving prolonged set-ups, use and clean-up and/or special services may require an additional fee.

*soft soled shoes only

**The varsity baseball, football, softball and soccer fields and high school weight room are typically not available for rental. Requests for these facilities should be made to the community education and community education staff will coordinate with the Athletic Director. Events may be canceled due to weather and condition of the field.

An additional fee may be charged when an event is expected to cause excessive wear and tear on a facility or additional maintenance costs (i.e. turf repair, snow removal, air conditioning of performing arts center during summer months, equipment not listed here, etc). This fee will be determined on an individual basis and will be presented to the user prior to the approval of the facility.

Charges to user groups for special equipment or services provided are as follows. All fees are per hour of service:

Charges to user groups for special equipment or services provided are as follows. All fees are for one (1) day use:

Private lessons and tutoring may be scheduled in support of District curricular programs, including academic, vocal, and instrumental, which have been approved by the building administrator.

Instructors must complete a facility request form and make payment prior to scheduling any classes. Tutors must provider their own supply of paper, pencils, etc., and should not use District supplies.

If no fee is charged, no payment will be due to community education.

If a fee is charged, the instructor shall pay community education a rate of $1.00 per hour for all scheduled time. An additional fee of $1.00 per hour will be charged for the use of piano, percussion instruments, computers, or other District equipment.

When a group or organization uses a facility during the time the maintenance staff is normally on duty, the maintenance staff will see that the facility is properly heated, that lights are turned on, and that doors are opened for the group's use of the facility. If services of the maintenance staff are requested in addition to the above and the maintenance staff is called away from his/her regular duties, the group will be required to pay the rate listed for each hour or fraction thereof that they are obliged to work overtime because of services rendered. Users will be charged for the maintenance staff time required to set-up special District equipment and furniture (e.g., P.A. system, tables for large banquets, risers, etc.). If a group uses a District facility at a time when a maintenance staff member is not normally on duty, then all of the maintenance staff's overtime for the period their services are required, shall be charged to the user group.

When more than one (1) user group in Classification 2 -5 requires the use of overtime facility or maintenance staff at the same day, time, and location, the maintenance staff charges will be charged at a rate of fifty percent (50%) during that time. Events scheduled by Classification 1 during these same hours will not incur any personnel charges.

The user group shall not provide any payments directly to any District employee.

Holders of permits may cancel without penalty by giving notice to the community education authorized staff a minimum of five (5) business days prior to the event. If less than five (5) business days notice is received, permit holders will be held responsible for any costs incurred, including scheduled personnel charges.

The administrative guidelines have been created to ensure that the District facilities are primarily used for our K-12 education programs. Secondarily, the facilities will be available to the community and other organizations that may be interested in using them. Community members and organizations will be required to follow all of the procedures in this set of administrative guidelines. If you have any questions about these guidelines, please contact the District's community education department.

Revised 5/04
Revised 9/04
Revised 4/06
Revised 9/24/08
Revised 11/5/08
Revised 4/21/09