Use of School Facilities for Activities Involving Students/Staff Through Outside Providers

Policy 1332
Use of School Facilities for Activities Involving Students/Staff
Through Outside Providers

The Board of Education recognizes that some educational and recreational opportunities might best be provided to District students and/or staff through the use of outside providers. In certain instances, the use of District facilities may provide the best services to the students and/or staff. Providing District facilities for these opportunities, therefore, is encouraged.

Providers of academic or recreational services to District students and/or staff must meet certain criteria to be able to use facilities under this policy. They must:

provide a service that is not supplied during the school day;
provide a service that will enhance student and/or staff overall educational opportunities;
provide regular, sustained opportunities over an extended period of time that occur immediately before and/or after regular school days; and
either charge no fees to District students and/or staff, or only charge reasonable fees to cover the costs involved in this activity for staff, supplies, equipment, and District charges, resulting in no undo profit.

Application to provide services under this policy must be made to the Superintendent/designee. Acceptance of a proposal to provide services shall depend on space availability that will not replace nor dislodge activities scheduled by the District or by the municipal Parks and Recreation Departments.

Facility-use charges to the provider will depend on the type of facilities and the amount of time used, together with any equipment needs. Charges will be determined by the Superintendent/designee on a case-by-case basis and shall be consistent between District locations. Facility-use charges may be updated when there are changes in use or with 60 days' notice from the District to the providers.

The applicant shall assume responsibility for, and compensate for, any damage done by the users of the facility to buildings, sites or equipment during the period of usage; to indemnify and to forever hold harmless the Board and its officers, agents and employees from any and all claims of whatsoever kind, nature or description arising out of the use of any of the school facilities controlled by said Board, pursuant to the Application and Agreement for Use of School Buildings, Equipment or Site form submitted or any modification thereof.

All non-school organizations must file a group certificate of insurance with the office of the school being rented when the Application and Agreement for Use of School Buildings, Equipment or Site form is completed. All non-school organizations will provide proof of insurance which includes comprehensive, general liability policy limits of not less than $1,000,000 combined single limit per occurrence for bodily injury and property damage and naming the District as an additional-named insured.

No person shall be denied admission to any public school in the District or be denied participation in, be denied the benefits of or be discriminated against in any curricular, co-curricular, pupil services, recreational or other program or activity because of the person's gender, race, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation or physical, mental, emotional or learning disability.

The District encourages informal resolution of complaints under this policy. However, if any person believes that the District or any part of the school organization has failed to follow the law and rules of Wis. Stats. 118.13, and PI 9, Wis. Admin. Code, or in some way discriminates against persons on the bases listed above, he/she may bring or send a written complaint to the following address: Assistant Superintendent for Educational Services, School District of Elmbrook, 13780 Hope Street, P.O. Box 1830, Brookfield, WI 53008-1830 (telephone number 262-781-3030, ext. 1109).

Buildings and facilities are to be used only for the purpose designated on the application. In all instances, the group must be supervised by a responsible adult who has been designated by the organization renting the facilities as the person in charge.

Users shall adhere to other expectations, rules, regulations, or policies unique to an individual building.

Use of sites, facilities and equipment can be denied and revoked because of building maintenance, operation, security, weather conditions, lack of staff availability, failure to pay previous use charges in full, or failure to follow all District policies.

Agreements for use of facilities with providers may be canceled with 20 work days' notice if needs of the District warrant the District's use of the facilities. Failure to follow the policy requirements may preclude a provider from future use of District facilities. Misrepresentations and fraudulent applications shall preclude a group from use of District facilities for a period of two calendar years.

Wis. Stats. 118.13 (1)
Wis. Stats. 120.12 (9)
Wis. Stats. 120.12 (10)
Wis. Stats. 120.13 (17)

Policy
Adopted -- September 23, 2008