General Statement
The policy of the school board shall be to encourage the utilization of school buildings and school grounds by community groups. Such use of any school facility or school grounds shall not interfere with the daily school student routine or any school-sponsored activity. The operation and maintenance of school buildings represent a cost to the district. Free uses must be confined as nearly as possible to those which have a conceivable relationship to the school system or programs. A rental fee should be charged for all other uses. The board will establish reasonable fees and/or rental charges for the use of any school facility or school grounds, reviewed at least once per year. No rental fees will be charged to organizations which contribute directly to the district’s programs and students — those providing school programs controlled by district administration, those co-sponsored by the district, or those closely related to co-curricular activities. Rental fees for other groups or organizations may be reduced and/or waived by district administration at the discretion of the Superintendent or designee.
Application and Approval Process
- Use of school facilities for school purposes has precedence over all others. Priority for facility use outside the school day is given to uses that promote student academic achievement.
- Individuals and organizations wishing to use school district facilities shall file a Facility Use Application with the principal of the building desired seven (7) days prior to the date of use. All requests must be made through the online request form. Verbal or written requests to an administrator are non-binding.
- The use of school facilities for school purposes, meetings of students, parent-teacher associations and other organizations affiliated with the schools have precedence over all others.
- Requestors will receive notification of approval or denial via email. • 50% of all expected costs will be collected at least 48 hours prior to usage. Failure to meet the 50% deadline may cancel the request. Remaining fees must be paid by the conclusion of the event.
- Groups receiving permission are restricted to the dates, hours, and building areas approved unless changes are approved by district office.
- It is the organization's responsibility to notify the district office of cancellations or changes no later than 24 hours prior to the event.
- Groups receiving permission are responsible for the observance of city, county, and state fire and safety regulations at all times.
- The group will be financially responsible for disciplining its own members. The group using the facilities will be responsible for any damage to the building or equipment.
- Disorderly conduct, the use of illegal drugs, alcoholic beverages, tobacco products, e-cigarettes, or vaping products shall be prohibited in all school buildings and on all school properties.
- An employee of the board or an individual designated by the superintendent must be on duty whenever a school facility is used by an organization or group. A school employee may not be required to be on duty when, it is approved through the facility request..
- On days when school is closed because of snow or other unforeseen circumstances, all outside group activities for that day will be canceled or postponed.
- Arrangements for the use of special equipment (projectors, piano, public address systems, scoreboard controls, kitchen equipment) must be made through the facility request form at the time of application.
- The use of kitchen equipment for food preparation and sanitizing of dishes, utensils, and tableware may require the assignment of a district employee. When kitchen equipment is used, a school cook or designated district food service employee must be present.
- If a custodian or other school employee is required at times other than the established work schedule, the requesting organization will pay a fee with the minimum set at $50 ($25 per hour / 2-hour minimum).
- All payments made for services rendered will be to Circle Unified School District No. 375. Consistent with Board Policy DFG, all proceeds from facility use fees shall be credited to the district’s general fund.
- The board reserves the right to cancel any permission granted.
- In situations where extended usage for a long period of time is required, rates may be set at a contract price negotiated with the superintendent or designee.
- The board will cooperate with recognized agencies such as the Red Cross and Civil Defense and will make suitable facilities available without charge during a community emergency.
Fee Categories
The district office administration may adjust, reduce, waive, increase, or otherwise modify facility use fees and personnel charges when deemed appropriate based on the nature of the activity, frequency of use, community benefit, impact on district operations, or other factors determined to be in the best interest of the district.
Category “A” — School-Related and Community Partner Organizations
Category A includes all school-related groups and organizations whose primary purpose is enhancing the educational purpose and process of the district. Category A groups are not charged rental fees but remain responsible for any additional personnel costs. Category A includes:
- Those providing school programs controlled by district administration
- Those co-sponsored by the district
- Those closely related to co-curricular activities of specific attendance centers
- District staff with approval of Superintendent or designee and the board may provide tutoring services to support core academic standards
- Groups or organizations where a minimum of 50% of the members are USD 375 students/residents
- Other individuals, groups, or organizations specifically designated Category A by the District Office administration.
Examples include, but are not limited to: Parent-Teacher Organizations, booster clubs, school advisory groups, Circle Rec., Young Life, Girl/Boy Scout programs, Special Olympics, and latch key programs.
Note: If a Category A group is using the facility to host an event that brings in groups that do not qualify under Category A, they will be charged the Category B fee.
Category “B” — All Other Groups and Organizations
Category B shall include all groups and organizations not specified in Category A.
