Warrensville Heights City Schools 4500 Warrensville Center Rd, Warrensville Heights, Ohio 44128
Phone: 216.364.1046       Fax: 216.364.1047 Application for Use of School Premises

School Building Requested ________________________________________________________ Date of Application _____________________________

Applicant Name _______________________________________________ Email _________________________________________________________

Address ____________________________________________________________________________ Phone (	) __________________________

Name of Sponsoring Organization ________________________________________________________________________________________________

Address of Sponsoring Organization ______________________________________________________________________________________________

Sponsors in Facilities Use Groups 2 and 3 (see Fee Schedule), with participants age 18 and under must have liability insurance. Sponsors with participants age 18 and over must sign a Waiver of Liability form.

EIN/TIN ___________________________________________________________ Website __________________________________________________

Insurance No. _______________________________________________________ Policy No. ________________________________________________

Insurance Company ___________________________________________________________________________________________________________

Check Area Required

❑ Auditorium	❑ Gymnasium	❑ ____ Classroom(s)	❑ Cafeteria	❑ Swimming Pool	❑ Other _____________________________

Check Additional Services Required

❑ Custodial Services

❑ Restrooms

❑ Cafeteria Workers

❑ Police

❑ Sound System	❑ Stage Lighting

❑ Lifeguard(s)

Explain in detail what the premises will be used for (Attach sheet if needed): ______________________________________________________________

____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________

Explain what sound equipment or stage lighting is needed: _____________________________________________________________________________

____________________________________________________________________________________________________________________________

Date(s) to be used:	From ______________	To ______________

Day(s) to be used:	❑ Monday	❑ Tuesday	❑ Wednesday	❑ Thursday	❑ Friday	❑ Saturday	❑ Sunday

Time to be used:

Time building needs to be open:

Admission Charge: ❑ Yes ❑ No

From ______________ (a.m. / p.m.)

______________ (a.m. / p.m.)

Amount Charged _______________

To ______________ (a.m. / p.m.)

Number of Persons Anticipated ______________

For what purpose will the proceeds be used? ________________________________________________________________________________________

If Cafeteria is needed, will food be:	❑ Prepared in Kitchen	❑ Brought in	❑ Coffee Only

ATTENTION:
The Undersigned agrees to abide by the conditions for use of school premises, as set forth in Board policy, and agrees to protect the premises and indemnify the Board for any damages due to the use of the premises. It is understood and agreed to by the applicant that permission to use the premises may be revoked or cancelled at any time with or without cause and that in the event of such revocation or cancellation, there shall be no claim or right to damages or reimbursement on account of any loss, damages or expense whatsoever. The applicant further agrees to protect, indemnify and hold harmless the Board, its members, and district employees for any and all claims, liabilities, damages, or rights of action directly or indirectly related to the use of the premises.

Applicant Signature ______________________________________________________________________________ Date ___________________________________

Do Not Use Space Below

Approvals

Principal (print):___________________________________________

Operations Office (Fees)

Custodial: _____________________	Total Fees: _________________

Principal (signature)________________________________________

Date:____________________________________________________

Operations Office: ________________________________________

Date: ___________________________________________________

Building: ______________________	Notification Sent: ____________ Audio Visual: __________________
Cafeteria: ______________________ Security: _______________________
Other: _________________________

Distribution:	Operations Office / Applicant / Custodial

Revised 7/2021

COMMUNITY USE OF SCHOOL PREMISES (Equal Access)

The Board encourages the community use of school premises. It is necessary, however, to ensure that such use does not interfere with the regular school purposes, impose undue burden upon personnel or strain the limited funds allotted for building services and maintenance. Therefore, specific regulations have been established. The Board of Education may refuse to permit the use of school property for any purpose, which in its discretion tends to interfere with the public schools, or would not harmonize with the schools program.

Process
An application and fee schedule is necessary when a group or organization wants to use a school building or grounds. An application may be picked-up at the Operations Office. An applicant must assure the Superintendent that the group/organization complies with all regulations and respects the property, equipment and grounds of the school.

The Superintendent/Designee is responsible for approving or disapproving requests (e.g. lack of orderly behavior in past, etc.) for such use per our Community Use of School Premises policy.

Processing the Application
The application of a community group for a permit to use a school building or premises is filed with the Operations Office at least 30 days prior to the date of the proposed use.

The Operations Office:

a. Clears the application with the principal at least 25 days prior to anticipated use;

b. Arranges for additional services required as outlined on the Application for Use of School Premises form;

c. Notifies the applicant of the approval or disapproval of the request at least 20 days prior to the requested date of use. d. Any fees must be paid by money order or official bank check no later than fourteen (14) calendar days before event.

Conditions Governing Use of School Premises

1. An employee of the Board must be on duty whenever an organization or group uses a school building or school stadium.

2. Fund-raising activity is outlined in Community Use of School Premises Fee Schedule regulations. Gambling, games of chance, the sale of raffle or lottery tickets or drawings for determining winners of raffles or lotteries cannot be conducted on school premises.

3. Out-of-school groups do not begin with their activities until school is dismissed in the afternoon and the students have left the building. 4. On days when school is closed because of snow or other calamity, all activities scheduled for that date may be canceled or postponed.
5. Buildings are not used for recreation by outside groups on legal holidays, Sundays or when school is closed as per the district academic calendar (e.g. New Years Eve and New Years Day, Martin Luther King Day, President’s Day, Good Friday and spring break, Memorial Day, Independence Day, Labor Day, Thanksgiving recess, Christmas and winter break, etc.)

6. No group will, under any circumstances, tamper with any electrical or heating controls.

7. The kitchen equipment is not used by any group unless arrangements are made to have one of the regular food service workers present. The group renting the premises pays overtime compensation to food service workers. Food may be served provided that care is taken to ensure that the area used is left as clean as it was prior to the event. The use of kitchen equipment for food preparation and sanitizing of dishes, utensils and tableware requires the assignment of a food service worker.

8. School equipment must be carefully maintained, accounted for and properly used since it involves a considerable expenditure. It is a general policy not to loan school equipment to outside groups. An exception may be made if a staff member accompanies the group and operates the equipment and the Superintendent/Designee approves the request.

9. Arrangements for the use of special equipment such as projectors, pianos, public address systems, scoreboard controls or other equipment belonging to a school must be made with the Superintendent/Designee at the time application is filed. All manipulation of stage equipment or lighting is to be under the direct control and supervision of the custodian, audio-visual personnel or designated school representative.

10. Service from the custodial or security staff is to be limited to admitting the organization after its sponsor arrives, assisting the sponsor in an advisory capacity, and closing up and properly securing the premises when the organization/group has left.

11. In all instances the current Community Use of School Premises Fee Schedule shall be dominant.

12. School sponsored student groups must have an employee present at the activity. Non-school sponsored student groups must have an adult approved by the Superintendent/Designee present.

13. The Board reserves the right to require groups that use school premises to possess liability insurance. The Board further reserves the right to require, if it should deem necessary, groups using the building post a cash bond to cover any damages which might be done to any property, equipment or grounds. The Board is exempt from liability.

14. No contributions of money for local, state or national causes shall be collected in the school except for purposes which have had the approval of the Board of Education or the Superintendent.

15. The sale of or use of alcohol, tobacco, or other products considered harmful to health is prohibited.

16. All police and civil defense personnel required by outside organizations will be paid directly by the sponsoring organization. In addition, sponsoring organization or group must:
a) Underwrite any damages due to its use of the premises; and,

b) Pay for the use of equipment, property or grounds at the established replacement cost should damage occur. Permission must be obtained from the principal for the use and re-arrangement of any school equipment or furniture.

Custodians
Responsibility of a custodian assigned for special duty is to protect the school property and equipment. He/She assists the using organization with any reasonable demands, but in no way interferes with the primary requirement of protecting school property and the necessity of making certain the school is ready for classes on the ensuing regular school day.

When school premises are used Monday through Friday, that portion of the custodian’s regularly scheduled time devoted to special services that may require overtime pay to complete the custodian’s regularly scheduled work, is chargeable to the using organization.

Grounds Maintenance
The use of the football field or baseball diamonds is restricted to school affiliated organizations.

Fees for additional personnel needed to maintain specific equipment and clean up after a scheduled activity is chargeable to the using organization unless otherwise specified by the Superintendent/Designee.