| Application, payment and insurance must be complete five working days prior to the event. | |
|
|
For more information, please call 567-8603.
Facility Use
All activities will be scheduled through the District Facilities Scheduler. The District Facilities Scheduler is responsible for coordination of all school rentals and after-hour facility use. Schools are given first priority when a schedule is submitted to the District Facilities Scheduler by July 1 of each year. Requests made after July 1 will be scheduled on a time and space available basis.
Facility Rental Guidelines
District Programs & Local School Related Use (PTA, School Community Group, In-service, etc.)
Use of Jordan School District facilities will be granted free of charge for JSD sponsored programs and activities according to Category 1 of the fee schedule. If use impacts local personnel’s normal duties or requires additional personnel, those costs will be charged to the sponsoring group.
An exception to this guideline would be the curriculum based class level activities of elementary schools (Science fairs, plays, literature nights, etc.) parent/teacher conferences, officially sponsored PTA meetings or activities, and school community group activities. If the activity requires additional custodial time, that time should be submitted to the office of the District Facilities Scheduler on a Use of Building Report and Time Sheet. The office of the District Facilities Scheduler will code and sign the time sheet and forward it to payroll. These costs will be covered by district funds.
No cost for use of district facilities will be charged for Adult and Community Education classes and Curriculum Department sponsored in-service when held at designated locations. The District Facilities Scheduler has the responsibility to send in-service groups to those designated locations. Any other schools/facilities requested are subject to appropriate fees and are granted based on time and space availability. In-service classes sponsored by a local school or PTA and not held in conjunction with Curriculum Department in-service, will require the approval of the appropriate Area Executive Director. If the class requires additional time for the school custodian, that time should be submitted on a Use of Building Report and Time Sheet to the Area Executive Director. The Area Executive Director’s office will sign the time sheet and forward it to the District Facilities Scheduler for coding. The District Facilities Scheduler will code the time sheet and forward it to payroll. These costs will be covered by district funds.
All groups are responsible to provide their own supplies, including photocopies, paper, markers, chalk, etc. Needed equipment can be requested at the time the room request is completed. School functions will take priority over other activities in scheduling buildings.
In-Service Use, Other Than School or District Use
Individuals from the Utah State Office of Education, who wish to hold in-service classes at a Jordan School District school, should first contact the Curriculum Department and then make arrangements through the District Facilities Scheduler.
As per Utah Code 53A-3-414, prices should be set at a rate to cover all costs including administration, supervision/technician, custodian(s), supplies, and utilities.
School Clubs
Facilities will be made available for school clubs to meet according to Category 1 on the fee schedule. Clubs associated with organized sports leagues and not sponsored by UHSAA, such as lacrosse, hockey, and rodeo club are subject to rental fees for practices and games.
Inter-local Governmental Agreements
The Jordan School District may enter into inter-local agreements for the use of properties or buildings with municipalities or tax-supported agencies that are beneficial to the students of Jordan School District. The district may negotiate inter-local agreement fees on an individual basis. Inter-local agreements will be developed at the district level by the superintendent or his designee, with Board of Education approval. The building administrator is not authorized to negotiate inter-local agreements with governmental or other agencies. If a request is made at the school level for use of the building by a governmental agency, they should be referred to the District Facilities Scheduler. Since the local administrator is frequently responsible for or impacted by an inter-local agreement, his/her input should be sought. Inter-local agreements may include such activities as pageants, music and drama productions, recreational activities, etc.
Election Use
The Board of Education authorizes the use of Jordan District facilities for election purposes. Local schools are expected to cooperate. The election judge assigned to each site is responsible for setting up the election booth. The school will provide a table and three chairs for each voting district. The voting should be set up near handicapped entrances for easy access. A custodian or sweeper must be present and must be available for assisting the election chairman as needed. The custodial staff should complete regular duties when not assisting election chairman. Custodians working during their regular hours will not be paid extra for assisting with elections. Custodians or sweepers will be paid for extra hours worked at the elementary school sites. This time should be submitted on a Use of Building Report and Time Sheet. A fee will be negotiated and assessed to the County/City to cover district expenses associated with the election use.
Charitable Use
Those wishing to rent the facilities under this category must provide evidence of their non-profit status. Category IV or V fees according to the fee schedule will be charged to recoup building expenses, provide necessary custodial supplies, and for personnel time.
As per Utah Code 53A-3-414, prices should be set at a rate to cover all costs including administration, supervision/technician, custodian(s), supplies, and utilities.
Commercial Use
Jordan School District’s primary mission is the academic, physical, cultural, and emotional development of the students we serve in our schools. Due to the nature of Jordan School District, commercial rentals are discouraged. Large rentals which are taxing on employees and facilities should be referred to professional business agencies which can better serve their needs. Jordan School District does not wish to compete with other local facilities that are created for the purpose of holding public and private events.
Rentals used to gain profit or make a living are deemed to be a commercial rental.
Criteria used to approve appropriate commercial rental are as follows:
1. Is there another facility that could service the rental? The school district should not be in competition with local businesses.
2. Is the requesting commercial entity part of the local school community?
3. What would the impact be on the school facility and school personnel?
4. Does the requesting commercial entity have a business license?
5. If admission or fees will be charged or items sold, the requesting commercial entity must have a Temporary Sales Tax License.
The renter will be charged for all spaces used for such rentals. Only the rented space and adjoining restrooms and common areas may be used. If storage of equipment is required for the rental, a fee will be charged to store equipment or other items.
The renter is entitled to a walkthrough of the rental space requested prior to the event. The renter is then responsible to notify the district scheduler, in writing, of any objectionable conditions, no later than one week before the date of the event.
As per Utah Code 53A-3-414, prices should be set at a rate to cover all costs including administration, supervision/technician, custodian(s), supplies, and utilities.
Equipment
Those renting the auditorium who request to use the lights and sound equipment must also pay a fee for the use of the stage lighting and sound equipment (see fee schedule). Jordan School District trained technicians must be hired to operate auditorium sound and equipment.
Any damage to or loss of district equipment must be charged to the renter.
Partnerships
Under the direction of the Area Executive Directors, the Executive Director of Auxiliary Services, and the District Facilities Scheduler school administrators may form business partnerships that will be mutually beneficial to the business, the district, and the individual schools involved. The distribution of revenue from such a partnership will be determined on an individual basis; however, all costs for personnel and building maintenance and utility costs must be covered and forwarded to the District Facilities Scheduler’s office. An Application for Building Rental form must be submitted to the office of the District Facilities Scheduler so that there can be a proper distribution of funds to cover district expenses.
Supervision
There must be an employee of the school/district present during any building rental from an outside group. If the activity occurs during the custodian’s regular time, additional personnel must be hired to supervise the activity. The supervisor must be accessible to the group using the facility. The District Facilities Scheduler will use discretion in requiring adequate additional supervision by law enforcement and school personnel for the type of activity and the number of people involved. When the kitchen is used, appropriate Nutrition Services staff must be hired to supervise use of the kitchen equipment. A Jordan School District employed technician(s) must be hired to operate the sound and lighting system for use of the auditorium. District personnel who provide services or supervision during a rental must be paid through the Jordan School District Payroll Department. This personnel time should be submitted on a Use of Building Report and Time Sheet. Classified employees will be paid at their hourly rate. Certificated employees will be paid at the in-service rate per hour.
Insurance
All non-school district groups using JSD facilities must provide evidence of liability insurance in the amount of one million dollars.
Entities that do not have a current policy may contact the insurance company of their choice. Utah State Risk Management (insurance carrier for JSD) offers a commercial insurance program to cover outside entities without insurance. Current information on this insurance is available from the office of the district scheduler.
Forms
The District Facilities Scheduler is responsible to insure that all applications for rental are complete and that proof of insurance is included with each application. The school administrator and custodian will be notified of an approved application. Copies of the approved/signed form will be distributed to the school, applicant, and Auxiliary Services. District personnel must submit for the Use of Building Report and Time Sheet form when requesting payment for supervision and support. Copies of these forms are included in the handbook.
A 10% deposit or $200, whichever is greater, will be required on all rentals. This deposit covers damage to the school, additional personnel required, and additional time or space added to the original agreement. If the deposit does not cover these costs, the renter is responsible to cover all additional costs. All or a portion of the deposit will be refunded if all costs are covered in the original agreement.
If the District Facilities Scheduler must be notified of a cancellation of the planned activity, the contract amount and a portion up to 50% of the deposit may be refunded, if requested within 30 days of the event. The renter must submit to the District Facilities Scheduler a request in writing of those fees to be refunded. The request must include all mailing information, to whom the check should be made, and a copy of the rental application.
Disbursement of Funds
An amount equal to 10% of the building rental fee (not personnel costs associated with the rental) at a location will be returned quarterly to the school. At the end of the year, and after all costs for rentals are covered, the remainder of the revenue will be shared between the school and the school district at a 30%/70% ratio. The school’s portion will be deposited to the principal’s discretionary account, and the district’s portion will be retained to pay for capital improvements in district schools. The District Facilities Scheduler will be responsible to calculate the amount and see that it is transferred by journal entry to each location.
Use of Grounds and Outside Facilities
All field rentals are under the direction of the District Facilities Scheduler. The local school’s use of the fields to meet curriculum and program needs supersedes any other use. Inter-local agreements may be established for recreational programs to use district grounds. When rental is allowed, hours and use must be designated. The UHSAA moratoriums will be enforced for off-season times. Approved users will provide, when needed, sanitation facilities for the duration of their activity. The sanitation facility must be removed from JSD property at the conclusion of the activity. Any group or organization using Jordan School District facilities must adhere to the following standards:
Restrictions
The District Facilities Scheduler will deny requests that would disrupt regular programs or threaten damage to the facility or grounds.
District personnel cannot be compelled to work on Sundays or holidays for school rentals. Therefore Sunday and holiday rentals are strongly discouraged.
Because of the time commitment required of district staff and the limitations placed on school use of the building, on-going rentals will also be discouraged.
Computer labs, tech labs, shops, and swimming pools are not to be rented.
Elementary and middle school grounds close at 10:00 pm. High school grounds close at midnight. All district policies, state and local laws will be enforced.
A school’s power equipment may only be operated by authorized Jordan School District personnel.
Supplies or equipment belonging to the school or its students may not be removed from the premises.
References:
Under the provisions of the Civic Center Act, school facilities may be used as civic centers as described in the Utah Code:
53A-3-413. Use of public school buildings and grounds as civic centers.
(1) All public school buildings and grounds are civic centers and may be used by district residents for supervised recreational activities and meetings.
(2) Use of school property for civic center purposes may not interfere with any school function or purpose.
53A-3-414. Local school boards’ responsibility for school buildings and grounds when used as civic centers.
A local school board has the following powers:
(1) It manages, directs, and controls civic centers under this chapter.
(2) It adopts rules for the use of these civic centers.
(3) It may charge a reasonable fee for the use of school facilities as a civic center so that the district incurs no expense for that use.
(4) It may appoint a special functions officer under Section 77-la-4 to have charge of the grounds and protect school property when used for civic center purposes.
(5) It may refuse the use of a civic center, for other than school purposes, if it determines the use inadvisable.
All State and local laws will be enforced at school facilities. (not limited to those listed below)
76-10-106.(3).(a) Prohibition of smoking in elementary and secondary educational facilities and child care centers.
(3) A person may not smoke or use tobacco in any area of the following facilities or locations whether or not they are also public places:
(a) public or private elementary and secondary school buildings and educational facilities and the property on which those facilities are located.
53A-3-501 Possession or consumption of alcoholic beverages at school or school-sponsored activities.
(1) A person may not possess or drink an alcoholic beverage:
(a) inside or on the grounds of any building owned or operated by a part of the public education system; or
(b) in those portions of any building, park, or stadium, which are being used for an activity, sponsored by or through any part of the public education system.
Policy DA151 - Rental of Jordan School District Facilities for Other Than School Use
Indoor & Outside Facility Rental Fee Schedules 