making decisions on scheduling activities, canceling activities or the need to
reschedule activities, the District will take into consideration the group
sponsoring the activity as well as the group’s needs.
the past, evening and weekend use of the building will be allocated according
to an approximate percentage of use to ensure that all groups are provided an
opportunity to use Shenendehowa’s facilities after school hours. Community education will receive approximately
30-35%, community/youth activities approximately 40-45% and community/adult
activities approximately 15-20% of building use time. Youth groups will be given consideration for
earlier, rather than later evening hours.
This will not translate to all evening prime times (6:00-10:00 p.m.) but
an attempt will be made to minimize youth activities after 9:00 p.m.
use of facilities is severely limited during the summer break in order to carry
out heavy cleaning, building and field maintenance, reconstruction, and new
construction projects. Facility use is
significantly limited during school vacation periods as well.
schedule conflict or building activity cancellation arises, first priority will
be given to the following groups in the order listed:
instructional and other activities associated with the regular day school
program including approved extracurricular programs for students (Group I).
All District instructional programs and outgrowths of
those programs including regular classroom instruction, clubs, music groups,
intramural and interscholastic sports.
This also includes school age child care programs operating on days that
school is in session.
b. Classes and
other instructional activities conducted or sponsored by the Shenendehowa
Community Education Department (Group I).
groups and student activities sponsored by such groups as PTA and booster clubs
Associations, Booster Clubs, School and District Committees, Advisory Councils.
The next priority will be given to these groups in
the order listed:
for students sponsored by Shenendehowa towns and community organizations such
as CAPTAIN, Scouts, 4-H, CYO, and YMCA (other than for school age child care
programs) (Group II).
organizations’ activities (Group I).
for adult residents such as meetings, sports and other recreational activities
sponsored by community groups (Group II).
sponsored by non-resident groups (Group III).
Organizations with higher priority will be
given consideration on issues such as the following:
If an unexpected change or emergency should occur,
which results in a reserved facility no longer being available, a higher priority
organization may “bump” a lower priority organization with 24 hours
notice. School sponsored events will
take priority over community sponsored events.
Following an emergency closing, every effort will be made
to first open buildings and clean parking lots and walkways at those buildings
with reservations in place for higher priority users. For instance, those buildings needed for
school and extracurricular activities will be attended to before buildings
needed for community activities.
Closing – Afternoon and Evening Activities
Canceling of after school and evening events will not
be automatic when school is closed.
Information will be collected throughout the morning regarding scheduled
activities and a decision regarding which, if any, events should be canceled
will be made depending on weather, road, parking lot and sidewalk conditions.
In general, snow
removal and clean-up will follow the same priority established for scheduling
groups; that is, our initial efforts will be aimed at making facilities
available for school related activities, including sports and community
A decision regarding after school and evening activities
will be made between noon and 2:00 p.m., immediately followed by announcements
to school staff, radio and/or TV. The District will also put a message on
the Shenendehowa School District web page (.) This announcement will be specific. For
instance: “All after school and evening activities at Shenendehowa are canceled
on (a specific) date,” or “Shenendehowa High School East and West Buildings,
Gowana and Koda Middle Schools are open for activities this afternoon and
evening. Activities at all other Shenendehowa
buildings are canceled.”
If it appears weather conditions may threaten weekend
activities, every attempt will be made to evaluate and communicate via e-mail
and/or phone any decisions on Friday between noon and 2:00 p.m. As noted above, clean-up will follow the same
priority established on page 14 in this regulation. Announcements regarding the status of
planned weekend activities will be made as needed on the web site.
by a Group
who need to cancel their activity must call or e-mail the Community Services
Office (881-0612 or firstname.lastname@example.org or email@example.com) 24 hours in
advance for weekday activities and by the Tuesday night prior for weekend
activities. A group will be charged
custodial fees if cancellation is not timely.
If a group’s activity needs to be canceled as a result of a school
activity, the group will be notified via e-mail or phone as soon as possible
and the group will not be charged.
you need to cancel your activity as a result of dangerous weather, you should
e-mail the Community Services Office at the above addresses by 8:00 a.m. on the
day in question, and the group will not be charged for that time. Changes requested by the group will not be
approved unless the group agrees to the additional custodial time that may
result from that change.