Facility Rentals

School facilities will be provided in accordance with the following order of priority:

Class A – Public schools of the district including all district-approved student organizations.

Class B – School district affiliated groups/organizations, or groups/organizations who have as their primary purpose supplementing or augmenting the educational or athletic programs of the Slippery Rock Area School District. Also includes P.I.A.A. events, public school districts, SRU.

Class C – School district recreational groups/organizations and Adult Community Recreational Groups. (Does not include football stadium.)

Class D – School district non-profit civic, cultural, or church groups/organizations located within the school district.

Class E – Non-district groups/organizations, private groups/organizations, and commercial users.

In the event of rescheduling school activities, school activities shall take precedence over any other scheduled use of school facilities. The responsible building principal shall provide prior notice and shall assist in rescheduling or relocating the displaced activity. On days when school is cancelled or dismissed early due to any circumstance, all activities are cancelled.

In addition to being granted written notice of being held harmless (see “Indemnity Agreement”) by the users of school facilities from any liability that arises with the use of a school facility by any non-school related group, organization, individual, or activity, the Board shall require the following insurance provisions:

Class A – None since these are school district functions, unless the specified activity requested is such that additional coverage is deemed appropriate.

Class B – None since these are school district sponsored groups/organizations, unless the specified activity is such that additional coverage is deemed appropriate.

Class C – Certificate of Insurance naming the Slippery Rock Area School District as an additional insured party by a company licensed to do business within the Commonwealth of Pennsylvania with minimum limits of $100,000/$300,000 as to persons and $50,000 as to the property, which certificate shall bear an endorsement guaranteeing that coverage will not be terminated without, at least, ten (10) days written notice to the school district. Except for Adult Community Recreational Groups who will be required to have submitted documentation of personal health insurance for any claim on Slippery Rock Area School District property due to injury from participation in an Adult Community Recreational activity for each member of the group.

Class D – Certificate of Insurance naming the Slippery Rock Area School District as an additional insured party by a company licensed to do business within the Commonwealth of Pennsylvania with minimum limits of $1,000,000/$3,000,000 as to persons and $300,000 as to the property, which certificate shall bear an endorsement guaranteeing that coverage will not be terminated without, at least, ten (10) days written notice to the school district.

Class E – Certificate of Insurance naming the Slippery Rock Area School District as an additional insured party by a company licensed to do business within the Commonwealth of Pennsylvania with minimum limits of $1,000,000/$3,000,000 as to persons and $500,000 as to the property, which certificate shall bear an endorsement guaranteeing that coverage will not be terminated without, at least, ten (10) days written notice to the school district.

School district facilities are never rented to any group, organization or persons. The Board permits certain groups/organizations to use school facilities for purposes beneficial to the community by paying a fraction of the operational costs of the school facility requested. Except for staffing charges, no fees are charged to Class A, Class B or Class C activities. The following fees will be charged to Class D and Class E activities in addition to staffing charges:

The fees, for Class D groups/organizations using multiple areas, can be negotiated; however the fee shall not be less than the sum of the fee for the most costly facility being utilized and the fee for the least costly facility being utilized. Sports Field fees will be waived for youth programs that are conducted to supplement or enhance the school district’s athletic program with the understanding that the youth program will be responsible to clean up all trash and debris from field(s) and spectator areas and leave the grounds in good, usable condition.

All fees are in addition to the cost of the following staffing requirements:

Class A – Normally there will be no staffing costs except Food Service staff when a kitchen is to be used to prepare or serve a meal, contracted security officers, or an activity that in the opinion of the building principal is beyond the normal operation of the school.

Class B and Class C – These activities will be responsible for the following staffing costs:
 

1. All custodial staffing costs that occur during non-scheduled custodial hours except where, in the opinion of the building principal and approved by the Business Manager, the requested activity is a direct extension of the school district’s program. All activities must vacate the building one (1) hour prior to closing or be subject to custodial staffing costs.
    
2. Food Service staffing costs when a kitchen is being used to prepare or serve a meal.
    
3. Contracted security officers when determined necessary by the building principal.
    

Class D and Class E – These activities will be responsible for the following staffing costs:
 

1. All custodial staffing costs that are occurred during non-scheduled custodial hours. All activities must vacate the building one (1) hour prior to closing or be subject to custodial staffing costs.
    
2. Food Service staffing costs when a kitchen is being used to prepare or serve a meal.
    
3. Contracted security officers when determined necessary by the building principal.
    

The Custodial Contractor will determine custodial staffing costs. Any custodian who is assigned to a specific activity for which the Custodial Contractor is seeking payment shall, except in an emergency, work strictly for the assigned activity. Custodians who are working during non-scheduled hours that are being provided at no cost to the group/organization may be assigned additional duties as may be appropriate.

Food Service employee costs will be determined by the Food Service Manager and shall include the fixed costs incurred by Food Service. At least one (1) Food Service employee will be required whenever a school district kitchen is being used to prepare or serve a meal. The Food Service Manager shall have the final authority to determine if additional staffing is required. Food Service supplies will not be provided unless prior arrangements have been made with the Food Service Manager.

The Security Contractor will determine security officer costs. The building principal shall review all requests to ensure that adequate security is provided. The following criteria will be used in determining the number of security personnel required:

• When an activity will fill the high school parking lots to near capacity, an outside security officer should be strongly considered to patrol the lots.
   
• When any indoor activity is expected to have 500 or more spectators in attendance, an inside security officer should be strongly considered.

Every group or organization submitting a “Request to Use School Facilities” application must attach an “Indemnity Agreement” completed and signed by a responsible officer of the group or organization that has authority to sign the agreement. This requirement does not apply to Class A groups or organizations. Adult Community Recreational Groups must submit “Individual Indemnity Agreements” for each member of their group.

Student groups and organizations must have adequate adult supervision at all times during the activity. There must be at least one (1) faculty member or approved sponsor present at all times. The building principal will determine if the supervision plans are adequate.

The following procedures will be utilized by groups/organizations wishing to use school facilities:

1. “Request to Use School Facilities” forms and “Indemnity Agreements” shall be available in each building of the school district.
    
2. Written requests for the use of school facilities should be directed to the responsible building principal on the provided forms. Requests should be submitted at least forty-five (45) days in advance of intended use. The school district will not be responsible for a timely response to requests received on shorter notice.
    
3. The building principal responsible for the requested facility will have primary responsibility for reviewing the application, determining availability, and routing the request to other responsible administrators for their review.
    
4. After all reviews are conducted by responsible administrative personnel and the costs have been established, the group/organization making the request will meet with the Business Manager and be given the opportunity to accept or reject the proposal.
    
5. A deposit of fifty percent (50%) of the fees shall be submitted to the Business Manager at least five (5) days prior to the event.

The Superintendent shall monitor the implementation of this policy to ensure compliance with Board policy. The Superintendent will keep the Board informed of any problems with the implementation of this policy.

The building principals are the persons that are primarily responsible for the implementation of this policy. Building principals are authorized to grant immediate building usage to Class A and Class B groups/organizations whose activity occurs during scheduled custodial hours and no other fees are being incurred.

The Custodial Contractor is responsible to assess the need and cost of custodial services for all submitted requests and secures adequate staff for these activities. The Custodial Contractor is also responsible to bill the appropriate parties following the activity for the cost of custodial services. Any group/organization that fails to meet these obligations of the Custodial Contractor in a timely manner will be reported to the Superintendent and the responsible building principal. 

The Business Manager is responsible to determine the required fee and the acceptability of the group/organization’s Certificate of Insurance.

All school district employees and/or contractor’s employees assigned to the school district who find that any facility has been abused or damaged by any group/organization using school district facilities are responsible to report such damage immediately to the building principal. The building principal will submit a written report to the Superintendent.