KD-P1 - Community Use of School Facilities

“A school board may, subject to such terms and conditions as it may impose, permit the use of any property of the school division or school district with or without fee.” [PSA 73]

Prairie Spirit School Division subscribes to the idea that the public schools are owned and operated by and for its patrons, and that the schools become an integral part of the communities in terms of their intellectual and social development.  To this end, the general public of the Prairie Spirit School Division is encouraged to make use of school facilities. This policy is not intended, however, to place school facilities in competition with existing community facilities available.

School budgets are set to provide for the expenses of operating the educational system and of maintaining the buildings and grounds for the benefit of school children.  Additional costs incurred through public use of facilities will therefore need to be recovered through the charging of appropriate fees.  The basic rental fee will be reallocated to the respective school’s general budget.

The authorization for the use of school facilities will be at the discretion of the Principal, Senior Administration, or the Board.  Such authorization will be determined by Division policy, and at such times as the use of facilities does not interfere with their need for the education of the children.

In addition, granting the use of school facilities shall not be considered as endorsement or approval of a group or organization, or of the purposes they represent.

The Use of School Facilities Permit form must be completed. (See Exhibit KD-E1) (See also EJA-P0).

1. Conditions to be considered by the Principal before approving requests:

   1. The activity will not conflict with school programming.

   2. The activities are such that they are deemed to be appropriate and possible to accommodate within the school facilities, without added burdens being placed on the school and its ongoing operation.

   3. The activity is such that it cannot be easily accommodated in a community or business facility, as it is not the wish of the Board to compete with such centres.

   4. The activity is non-profit.

2. Conditions necessitating Senior Administration and/or Board approval:

   1. Partisan group requests (i.e., having a political, commercial, or religious purpose).

   2. Requests from outside organizations who will be charging admission to a function.

   3. Requests for use of facilities during Christmas holidays, March break, and summer holidays.

   4. Requests for rooms, which are specially, equipped, such as Home Economics rooms, Industrial Arts shops, Computer labs, Science labs.

   5. Any other requests not meeting the conditions in (I) above.

3. Priorities in granting the use of school facilities

   1. School sponsored functions, put on and supervised by the school staff or designates.

   2. Upgrading classes sponsored by an educational institution.

   3. Agencies in the community that promote learning and/or involve children of school age.

   4. Adult groups of an educational, cultural, or recreational nature.

   5. Clubs or similar restricted membership organizations such as political parties, lodges, and religious organizations.

   6. Individuals and/or companies operating a business.

4. Procedure for obtaining the use of school facilities

   1. Requests for the use of school facilities will be made with the Principal of the school involved at least 7 days prior to the event.  If the activity requires Senior Administration or Board approval, the application must be forwarded to the Division Office at least 1 week prior to the next Board meeting.  All applications must be made in writing using the prescribed form (Exhibit KD-E).

   2. The application for a permit re: Use of School Facilities form must be completed and signed by a responsible representative of the organization making application.  The initial fees if any, must accompany the application. Custodial and/or other service fees will be determined and billed for after the event.  All applicants will be required to read the “Rental Regulations”, and a copy will be given to them.

   3. A copy of the applications requiring Senior Administration or Board approval will be forwarded to the Secretary Treasurer’s department by the Principal, and a copy given to the Custodian for information.

5. Rental rates 

6. Rental rates will be determined by the Board on a periodic basis.

7. Regulations governing the use of school facilities

   1. The School Division accepts no liability for loss or injury to people using its facilities or equipment under each permit.

   2. Any organization applying for the use of facilities must assume full responsibility for providing adequate supervision to see that regulations with respect to smoking, drinking, general deportment, care of property, etc. are respected.

   3. Smoking/vaping, the use of cannabis and the use of alcoholic beverages are prohibited.

   4. Groups are to use only the facilities requested and approved.  Permission to use facilities in a school does not carry with it the right to use equipment in the school, unless so specified on the application and approval.

   5. Rental fees, if any, must be paid at the time of completing the event.

   6. Organizations will be charged for any additional custodial costs, which may be required as a result of their presence in the school.

   7. When an authorized school employee is involved with a program/organization and agrees to accept the responsibility of providing supervision and security for the facilities during their use, a custodial fee may be waived.  An authorized employee is one to whom the Prairie Spirit School Division has authorized the issuing of keys, such as a Teacher, a Principal, or a Custodian.

   8. Division regulations regarding the use of specially equipped rooms such as gymnasiums, Home Economics rooms, Industrial Arts shops and computer labs must be respected.  (See also EJ).  More specific rules and procedures regarding the use of school facilities may be set by the Principal.