1330 - School Facility Use

Community Relations 

1330 - School Facility Use 

Since school buildings and grounds are public property, the Board of Education (Board) may make them available for purposes other than education when they are not in use for school purposes. The Board encourages the use of school facilities by the community. The Board shall make its facilities available to response groups, organizations, associations and individuals of the community for appropriate educational civic, cultural, welfare, social, recreational activities or other non-commercial uses consistent with the public interest as long as these activities do not interfere with school programs or school activities. 

The Boys Scouts of America, Big Sisters of America, Boys and Girls Clubs of America, Future Farmers of America, Girl Scouts of America, Little League Baseball, Inc. and any other group intended to serve youth under the age of 21 listed in Title 36 of the US Code may use school property according to Board policy and regulations. 

In addition, the Board will cooperate with recognized agencies such as the Red Cross and Civil Defense, and will make suitable facilities available without charge during a community emergency or to prepare for civil defense. 

The Superintendent of Schools (Superintendent) shall develop regulations setting forth guidelines for the use of school facilities by the community in accordance with this policy and state and federal law. The Superintendent or his/her designee shall have the authority to approve and schedule the use of school facilities by a requesting group, organization, association or individual. Those desiring continuing use of facilities must reapply annually. The Superintendent or his/her designee may deny the use of school facilities for activities that are judged inappropriate to take place in a school setting or for other valid reasons. 

The Board will approve and periodically review a fee schedule for use of school facilities. 

Legal References: 

Connecticut General Statues 

10-222a 

10-239 

29-381 

Federal Law: 

Equal Access Act 

Adopted: May 1974 

Revised: May 1992, March 1999, December 2003, April 2020, June 2020 

Use of School Facilities - Regulation 

The use of school facilities by requesting groups, organizations, associations or individuals will be authorized by the Superintendent or designee in conformity with these regulations governing their use. 

The Board will approve and periodically review a fee schedule for use of facilities. 

Conditions Applicable to All Groups 

1. Use of facilities is not to interfere with school programs or school sponsored activities. The use of school facilities for school purposes, meetings of students, entertainment by students or teachers’ clubs, alumni associations; parent teacher association and other organizations affiliated with the schools have precedent over all others. 

2. Use of facilities must be within the hours of regular custodial services, otherwise, custodial fees apply. 

3. Use of facilities by non-paying groups, organizations, associations or individuals will not create additional costs, supervisory or custodial requirements. These groups, organizations, associations or individuals may be required to provide for or pay for these costs. 

4. All use must be under competent adult supervision approved by the Superintendent or the Principal of the building involved. Groups, organizations, associations or individuals will provide sufficient supervision to restrict use to permitted areas. 

5. Groups, organizations, associations of individuals using the facilities will be responsible for any damage to the school facilities. 

6. Groups, organizations, associations or individuals will provide a certificate of sufficient liability insurance. 

7. Rental and associated fees will be charged in accordance with a Board approved fee schedule which is subject to periodic revisions as approved by the Board. 

8. Groups, organizations, associations or individuals granted permission to use school facilities are responsible for the observance of local and state fire and safety regulations at all times. 

9. Groups, organizations, associations or individuals requesting use of school facilities shall complete an online District application to the Superintendent or his/her designee for his/her review and approval. No groups, organizations, associations or individuals shall use facilities without the prior express approval of the Superintendent or his/her designee. 

10. In situations where there is no cost factor to the district, or where a mutual exchange of facilities is possible between the school district and the requesting group, organization, association or individuals, fees may be modified or eliminated by the Superintendent or his/her designee. In situations where extended usage for a long period of time is required, rate may be set at a contract price. 

11. The use of school facilities is a privilege and the Board, through the Superintendent or his/her designee, reserves the right to revoke permission for use previously granted. 

12. Use of facilities shall be in accordance with all Board policies and regulations, applicable school rules and state and federal laws. 

13. Use shall be restricted to the dates and hours approved and to the building area and facilities specified, unless requested changes are approved by the Superintendent or his/her designee. 

Prohibited Activities 

1. Any activity which is unlawful in nature. 

2. Activities advocating the overthrow of the United States, the state of Connecticut or local governmental agencies. 

3. Any activity that may be injurious to the community, staff, students, buildings, grounds or equipment. 

4. Any activity involving smoking/vaping, consumption of alcohol or drugs and/or the sale of alcohol, tobacco products or drugs. 

5. Any activity that is inconsistent with the health and welfare of the public and/or the policies delineated by the Board of Education. 

6. Fundraising campaigns, except as permitted by the Board of Education Policy or by special action of the Board of Education. 

7. Commercial advertising. 

8. Activities that discriminate on any basis prohibited by law. 

Organizational Priority for Use of Facilities 

Scheduled school activities shall take precedence over activities sponsored by non-school organizations. Within each group, priority shall be given to the first online application received. 

Group A No Fee: Activities conducted for the direct benefit of the schools; Board of Education sponsored activities; teacher organization meetings; or activities and official meetings of agencies of the Town of Windsor Locks such as: 

• Activities by community groups raising scholarship money for Windsor Locks students. 

• Parent-teacher organizations. 

• Windsor Locks schools' alumni groups. 

Group A organizations are encouraged not to plan activities for Saturdays or Sundays. Any organizations in Group A contemplating a weekend activity must have clearance from the Facilities Manager or a designee at least two (2) weeks prior to the date of the contemplated activity. Organizations in this group using the facilities for fundraising purposes will be required to pay service costs and custodial fees. 

Group A organizations that request use of the facilities for Saturdays, Sundays, or holidays, or any time requiring extra custodial help, cafeteria help, police or technicians, shall be charged the extra costs incurred.

Group B Fee: Other Windsor Locks non-profit community organizations such as: 

• Community organizations sponsoring programs for children. 

• Political groups. 

• Religious groups. 

• Scouts, 4-H clubs, Little League, etc. 

• Service organizations that work for the improvement of the general welfare of the town. 

• Volunteer Fire Department community events. 

Group B fees shall be charged for the use of the school facilities to approved charitable, philanthropic, or cultural groups, service clubs, fine art association, theater groups, and other organizations not operating for profit and devoted to community interest and child welfare. 

Group C Fee: 

• Any profit making organizations or any organization whose members are not in the majority residents of or employed in Windsor Locks (i.e. Water Jets). 

• Before and after school child care programs. 

• Outside profit-making recreational programs sponsored or not sponsored by the Park and Recreation Department (i.e. tennis camps, baseball camps, etc.). 

Group C fees shall be charged for use of school facilities by organized groups and individuals within the community for profit when such profit is used by the group for advancement of the group or individuals for personal gain. 

Procedures for the Use of Facilities 

1. Time of Use 

a. School facilities are normally available for non-school organizations no sooner than 15 minutes after the end of the students’ day in the building requested on Monday through Friday when school is in session. 

b. School facilities are normally available for non-school organizations from 8:00 am to 11:59 pm on Saturdays and from 8:00 am to 9:00 pm on Sundays. 

2. Supervision 

a. Organizations using facilities must designate an adult to be responsible for the supervision of the activity during the entire time the facility is being used. If the majority of the participants are school-age children, approved adult supervision must be provided at the ratio of one adult per 15 children with a minimum of two adult supervisors for all such activities. Twenty-one years of age constitutes an adult. 

b. Any activity where more than 150 people are involved will require a police officer. The cost for the officer will be the responsibility of the agency using the facility. Any activity designed primarily for teenagers will require one or more police officers. The responsible agent will make arrangements with the police department and provide written verification of such arrangements at least five business days prior to the activity. 

3. Custodial Assistance 

a. A custodial fee may be charged whenever buildings are used. 

b. The custodial fee shall be paid for each hour of the activity plus a minimum of one-half hour prior to and one-half hour after the conclusion of the activity, with a minimum of four hours charged. 

c. When a custodial fee is charged, the duties of the custodian shall include: (1) opening and closing the building; (2) assuring appropriate heat, ventilation and lights; (3) providing chairs and tables where authorized; and (4) cleaning the area(s) used after the activity. 

4. Kitchen Access 

a. In all cases where kitchen facilities are to be used, a Windsor Locks School Food Service employee must be hired to supervise the use of the kitchen. Arrangements for kitchen personnel must be made directly with the Food Services Director (860-292-5710). 

b. All cleanup of the kitchen and equipment shall be the responsibility of the Custodian and Food Service staff at an additional fee. 

c. Kitchen equipment that shall be provided for the use of the organization shall include a range, and an oven. Use of additional kitchen equipment may be requested but such use will be dependent on the availability of food personnel trained in the use of said equipment. 

5. Limitations of Use 

a. Violation of state or town fire codes or of any public ordinance will mean forfeiture of the privilege of using schools. 

b. Smoking/Vaping in school buildings is prohibited at all times. 

c. Games of chance are not permitted in school buildings, with the exception of activities for which a permit has been issued by the Connecticut Department of Special Revenues. 

d. Under no circumstance will any organization or group alter or change the electrical circuits or panel boxes in the schools. 

e. Therapy rooms, nurses offices and principals’ offices may not be used by any non-school organization or group. 

f. Use of school owned equipment such as musical instruments, audio-visual equipment, or office machines is not permitted. Only WLPS or its designees are allowed to operate any lighting, audio-visual equipment or other technical equipment. Separate fees apply for audio-visual and lighting technicians. Kitchen equipment must be requested at the time of the application. 

g. Supplies or equipment belonging to the organization may not be stored on school property without the written permission of the building principal. 

h. Attaching decorations or scenery to stage curtains is not permitted. 

i. If food/refreshments are approved, food and/or refreshments are to be served and/or consumed only in the cafeteria unless special permission is granted. 

j. The Board of Education assumes no responsibility for properties left on the premises by an organization or group using school facilities and assumes no responsibility for supervising activities under this policy/regulation. 

6. Insurance and Liability 

a. The applicant assumes all responsibility and liability for any injury to any person and for injury to or loss of town or private property in connection with the use of the facility. The applicant must hold the town harmless for any such losses or damage. 

b. Applicants must provide a certificate of liability insurance with a minimum coverage of $1,000,000 each occurrence / $2,000,000 general aggregate that lists the Town of Windsor Locks and its board of education as an additional insured. The certificate must be submitted to the Business Office at least ten business days in advance of the activity. The Board reserves the right to require a higher amount of coverage in exceptional circumstances. 

Request for Use of Facilities 

1. Requests using the online scheduling system must be submitted to the school office at least 20 business days prior to the intended use and must be accompanied by a certificate of insurance. 

2. Use of building is subject to the availability of custodial and/or cafeteria personnel. 

3. When school or school activities are cancelled due to inclement weather or other emergencies, use of school facilities is also cancelled for that day. 

Payment of Fees 

1. A non-refundable security deposit of 50% of the estimated facility use fee, payable by cash or money order, is due five days prior to the event. The security deposit will be deducted from the final bill if there has not been any damage to the facilities. 

2. Money orders should be payable to “Windsor Locks Public Schools” and forwarded to the Business Office. The bill for custodial fees, food service employees, audio-visual or lighting technician fees, etc. shall be sent to the applicant following the activity. 

Parking Areas/Fields 

1. Parking areas and playing fields may be used in the same manner as other school facilities in accordance with this policy/regulation. 

2. Overnight parking in any school parking areas is prohibited unless explicitly approved by the Board for a specific night. 

3. Parking on school property by private citizens may be permitted on a case by case basis subject to the Use of School Facilities policy and such other conditions as the Board may require. 

Fee Schedule 

The following is a fee schedule for use of school facilities. The fee schedule is subject to periodic review and revision by the Board of Education.

 * Special Consideration will be given for Multiple Uses 

**Food Service Staff; Custodial and Lighting Technician fees are in addition to the Facility Use; Supplies and Utilities Fee 

***The rate will be determined at time of application 

REGISTRATION Access to Facility Scheduling System (FS Direct)

Windsor Locks Public Schools is now taking facility requests online through our Community Use calendar and request system. You can

enroll online and enter requests for after-hours facility usage by following these simple steps.

Go to the Windsor Locks Public Schools website:

1. www.WLPS.org

2. Scroll down to DISTRICT LINKS on the left side navigation, Click on Community Facility Use.

3. At next screen, click View the Facility Community User Calendar.

a. On the Calendar click Documents Tab to view the Facility Use Policy and the Instructions to Register as a Community User

4. In the upper right corner, click on Log in to Request Facility Use

5. On next page, click on Create One (to create a new account)

FOLLOW THE INSTRUCTIONS TO CREATE AN ACCOUNT.