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This process is for external community organizations ONLY. If you are an employee of South Country and need to reserve space for a school event, please refer to the instructions on the main webpage. If you are a South Country employee and are affiliated with an external community organization, you may not use your South Country email account to reserve space for the external organization. All such requests will be denied. You must follow the process for external community organizations.
This process is for external community organizations ONLY. If you are an employee of South Country and need to reserve space for a school event, please refer to the instructions on the main webpage. If you are a South Country employee and are affiliated with an external community organization, you may not use your South Country email account to reserve space for the external organization. All such requests will be denied. You must follow the process for external community organizations.
The process involves creating an account, including the creation of your organization on the system, as well as reserving dates and times. Please note that all submitted information will be reviewed by the South Country Central Office Staff.
***It is recommended that you have your organization's insurance information and a digital copy of the organization's Certificate of Insurance on hand when you begin this process as you will be asked to input the information as well as upload a copy of the certificate.
Each Organization will also need to upload specific Worker's Compensation Forms or Exemption forms as per New York State. Please click HERE for additional information. You will be asked to submit this form during the booking process.
Please allow ample time for review.
The school district can revoke and/or deny building use permits if a group or agency does not comply with the rules for facility use as communicated in Board Policy 3280 and the Rules and Regulations page.
Step 1: Create a New Account
All external community organizations, even if they had an account with our former system, must create a new account using Incident IQ. This step only needs to be done once per organization. Click this link to begin the process:
External Organization Event Requests
Select Register a new account button. The requestor will need to fill out the required fields.
After selecting the Continue button, the following window will inform the user that a verification code was sent to their email address and ask to enter that code in the field. You may click the Resend Verification Code button if the user experiences an issue with the first verification code email.
Clicking Confirm will lead to the next page, where the requestor will have an opportunity to search for an exisiting organization, register a new organization, or skip this step. ***Please note: Requests will not be approved if you skip this step
Step 2: Organization Step
On the organization step, there are multiple different workflow options that could occur:
The user is already associated with the organization for the event.- If the requestor is associated with an organization within Incident IQ, they will see that organization in green at the top. Next, the requestor can either register a new organization or proceed with the existing organization. To proceed with the existing organization, click the Confirm & Continue button. The user will be taken to the Event Request ticket steps
The user is not associated with the organization for the event- If requestor is requesting an event for an organization and they are not associated with an organization within Incident IQ. they need to first search for that organization. If they find the organization, they will need to reach out to the primary contact for that organization to get their account associated to the organization.
Add New Organization- This will be the primary option for most users. Please click the Add New Organization button to proceed.
Next, the requestor will need to enter the basic organization information. At this step, the requestor will need to indicate their User Level. Levels are determined by existing School Board Policy. Please click here to view a list of the levels. All levels will be verified by the South Country Central School District Business Office. Please note that additional documentation may be required to verify the User Level.
After completing all required fields, click NEXT. At this step, Incident IQ creates the New Organization record, associates the user with the Organization, and adds all the additional data fields to the Organization. All organizations will have their information verified including, but not limited to, tax exempt status, active Certificate of Insurance, current outstanding fees, etc.
You are now ready to create an Event Ticket. Please click HERE to learn about this process
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