SOP 5.1 Jefferson County Schools Updated 7/1/10 Guidelines for Application for Building Use Submit Building Use Request Form only to school principal. 1. Priority for use of facilities will be given based on the following: (1) School functions/school related groups (defined as a group whose finances are supervised by school administration). (2) Adult and Community Education Programs (3) Community/civic groups in a school s attendance area (4) Community/civic groups outside a school s attendance area 2. A community/civic group is defined as an organized nonprofit group that can prove membership through charter, by-laws, and a list of officers and /or a board of directors. Organizations must have 501(c) (3) status for nonprofit designation. 3. The building use request form must be filled out completely, including all dates, days of week, and times and submitted to the building principal for approval. Incomplete forms will be denied. 4. Community/civic groups must submit a request ten (10) working days before the scheduled activity. 5. Community/civic groups must hold a certificate of liability insurance in the amount of $1,000,000 to cover the possibility of damage to school property and/or personal injury. The certificate of insurance must be written in the name of the Jefferson County Board of Education and attached to the building use request form. The Jefferson County Board of Education, its representatives, agents or any successor entity, is not responsible for any liability claims which may arise due to participation in activities held in Jefferson County Schools' facilities by outside groups. 6. Community/Civic groups that are requesting an exemption from facility usage fees must submit form SOP 5.3. 7. School equipment, such as, athletic equipment, audiovisual equipment, etc., is not available for use during approved activities. No school telephone is available for use on-site. 8. Use of facilities during non-custodial hours will require a fee for opening and closing the facility by a custodian. The principal may also designate that a custodian be present during a group activity. 9. A cook will be employed when the use of kitchen equipment is requested for food preparation. 10. The principal may require that technical support staff be employed to operate specialized equipment, such as, auditorium lighting. 11. All personnel required to be employed for the use of a facility will be paid by the Jefferson County Board of Education. Service personnel required to be employed for facility use will receive their appropriate hourly rate determined by wage and hour guidelines. Professional staff will be paid the county rate for supplemental pay. 12. The following fees will be billed to community/civic groups for use of facilities. $30.00/hour - For each hour custodial staff is required by principal $30.00/hour - For each hour cafeteria staff is required by principal $30.00/hour - For each hour technical support staff is required by principal. (add field light - $12.00 per hour use) $30.00/hour For each hour supervision is required by principal Additional fees may apply (see personnel chart SOP 5.2a and facility usage fee chart SOP 5.2a) 13. All checks are to be made payable to the Jefferson County Board of Education. Fees are based on the hours of approved use designated on the building use request form. No money is to be paid at the activity. If an organization extends its use beyond the approved time, it will be billed accordingly. Organizations delinquent in paying building use fees will be prohibited from using facilities until all fees are collected. 14. School related groups will be subject to appropriate fees as necessary. 15. State law prohibits the utilization of school facilities for commercial or private use. 16. School facilities may not be used before 2:00 p.m. on Sundays. 17. All scheduled activities are cancelled when schools are closed for inclement weather or for a school holiday.
SOP 5.2 Jefferson County Schools Updated 7/1/10 BUILDING USE REQUEST FORM Instructions: Applicant shall complete #1 through #12. Please print. Submit application only to school principal 10 working days before the event. Please press firmly. Retain attachments for your records. 1. Building requested: 2. Area of school building needed: (Please mark with an "X") A. Gym E. Family and Consumer Sciences Lab I. General Classroom B. Cafeteria F. Auditorium J. Kitchen C. Library G. Business Classroom K. Lobby and Hall area D. Shop H. Science Lab L. Field 3. Day or days of the week needed: (Please mark an "X" above day(s) requested) Designate a.m. or p.m. Sunday* Monday Tuesday Wednesday Thursday Friday Saturday Beginning Time Ending Time 4. Date or dates needed: From: To: Number of weeks needed: 5. Special requests (i.e., auditorium/field lighting, kitchen equipment): 6. Kind of activity or reason for request: 7. Name of organization making request: 8. Name of official or individual making request: 9. Mailing address of organization/individual making request: 10. Is this a school-related group or community/civic group? If fees are required for personnel see payment chart SOP 5.2a If fees are required for facility usage see payment chart SOP 5.2a Contact persons phone number: Contact person s e-mail: 11. I have been provided copies of the Jefferson County Board of Education Tobacco Control Policy; Racial, Sexual, Religious/Ethnic Harassment and Violence Policy; and Guidelines for Use of Facilities in Jefferson County Schools. I have read and understood these regulations, and I further understand that the failure of my group, club, or organization to abide by these rules and regulations will be grounds for the revocation of the privilege of using Jefferson County Schools' facilities and/or grounds. Retain attachments for your records. 12. Signature and date of request: Approval: (Signatures to be completed by school officials) A. Signature of School Principal**: Signature Date Recommended Not Recommended Date: B. Signature of Board of Education Official**: Request Granted Request Not Granted Date: *School facilities may not be used before 2:00 PM on Sundays. **Conditions or comments: Your organization will be billed for the following fees. Do not pay staff on-site. Principal must complete this section. Custodian Required - $30/hour Cook Required - $30/hour Technical Support Staff Required - $30/hour lighting - $12.00/hour used = Supervisor - $30/hour Facility usage fee (see chart SOP 5.2a) = Certificate of Liability Insurance must accompany request. Requests without certificate will not be granted. All scheduled activities are cancelled when schools are closed for inclement weather or for a school holiday.
Jefferson County Schools PAYMENT CHART FOR PERSONNEL SERVICES DURING FACILITIES USE OUTSIDE THE SCHOOL DAY SOP 5.2a Updated 7/1/10 *OPEN BUILDING (1 HR.) *CLOSE BUILDING (1 HR.) CLEANUP *ACTIVITY SUPERVISION TOTAL *RATE PER HOUR PAYMENT (TOT. HRS. X RATE /HR.) CAFETERIA STAFF CUSTODIANS SUPERVISOR TECHNICAL SUPPORT *Any Community/ Civic Group using the facility during non-custodial times shall pay an opening and closing building fee. See SOP 5.1 for current hourly rates. Any Community/Civic group using the facility during the non contracted work day of school personnel shall pay a mandatory custodial fee. REQUIRED FACILITY USAGE FEE PER AREA USED* ( are not included) SCHOOL RELATED GROUP, PARKS & RECREATION, OR GOVERNMENTAL AGENCY/FEDERALLY CHARTERED YOUTH ORGANIZATION/EXEMPTED ORGANIZATIONS COMMUNITY/CIVIC GROUP (Fees are based upon 3 hrs. of usage.) # DAYS USED PER YEAR 1 to 15 NO CHARGE NO CHARGE 16 TO 52 NO CHARGE FACILITY USAGE CHARGE (PER EACH USE) FIELD LIGHTING $12 X EACH HR. USAGE CLASSROOMS $15 X # ROOMS USED KITCHEN $100 CAFETERIA $50 GYM $100 AUDITORIUM $50 OUTDOOR TEAM SPACE $25 per team space * Additional fees may apply if custodial or other staff is required above the required minimum fee for opening and closing. Community/Civic groups are not charged facility use fees for 15 or fewer uses of the facility.
Community/Civic Organization Exemption Application SOP 5.3 Updated 10/5/10 A Community/Civic group is defined as an organized nonprofit group that can prove membership through a charter, by-laws, and a list of officers and/or a board of directions. Organizations must have 501 (c) (3) status for nonprofit status. What is the name of your organization and how does it benefit/support the youth and/or the community with its programs? (Attach additional sheets if needed.) Describe your organization s prior relationship with Jefferson County Schools including the length of the relationship. Are fees collected by your organization to participate in its programs, if yes, describe the fee structure for participation? Has your organization made any donations or paid fees in the past to assist in maintaining the facilities, if so, please elaborate and include any in-kind services donated. List all Jefferson County Schools facilities you have used in the past five years and indicate what year and how the facilities were used. Please attach proof of non-profit organization membership through charter, by-laws, a list of officers, and/or board of directors and the 501 (c) (3) status for nonprofit status. Exemptions you are requesting: Exemptions granted: Not granted: Facility usage fees Facility usage fee Date exemptions are approved Your organization is responsible to request an exemption each year. Exemptions are valid from the date they are approved until the beginning of the next fiscal year.
Continued Use Request for a Community/Civic Organization SOP 5.4 Updated 9/18/12 Continued use of a facility by a non-student oriented organization or a non-education related organization in lieu of an organization providing its own facilities is discouraged. After the first year that such an organization uses Jefferson County Schools facilities, it shall be required to complete a written application to apply for continued facility use. The principal of the facility that was used in the prior year will be contacted for input regarding continued use by the organization. What is the name of your organization and how does it benefit/support the youth and/or the community with its programs? (Attach additional sheets if needed.) Describe your organization s prior relationship with Jefferson County Schools including the length of the relationship. Are fees collected by your organization to participate in its programs, if yes, describe the fee structure for participation? Has your organization made any donations or paid fees in the past to assist in maintaining the facilities, if so, please elaborate and include any in-kind services donated. List all Jefferson County Schools facilities you have used in the past five years and indicate what year and how the facilities were used. Explain any extraordinary circumstances that have occurred that have prevented your organization from obtaining your own facilities. Identify efforts your organization has taken to obtain your own facilities. Please attach proof of nonprofit organization membership through charter, by-laws, a list of officers, and/or board of directors and the 501 (c) (3) status for nonprofit. Exemptions you are requesting: Exemptions granted: Not granted: Facility usage fees Facility usage fee Date exemptions are approved Your organization is responsible to request an exemption each year. Exemptions are valid from the date they are approved until the beginning of the next fiscal year.