All internal groups must fill out an application for use of school property.
PTA, Foundation, Boosters, PTSA's all must fill out an application of use of school property or make an online request when they are on school property at any time. These groups are also required to have a Certificate of Liability insurance and Endorsement.
The school must sign off on all permits for Library, Gym and Classroom use. No other areas require school approval.
California Civic Code reads that all schools are available for public use when school is not in session.
The Registrar of Voters have priority over all groups.
PTA, PTSA, Boosters, Foundations are all EXTERNAL groups. For Carnival's, Harvest Festivals, Grade Nights, Family Fun Nights....need to complete a form with a detailed list of the events, outside vendors and food preparation. Click here for a PDF version of this form. No event will be approved until this form is submitted and returned with approval from Risk Management.
Please hand out the "Rules and Regulations for Facility Use" with each application. Original Certificates of Liability Insurance must be sent to the Maintenance and Operations Department at the District Office, attention: Facility Use.
1. Do not mark the top of the application where it asks for Internal or External use.
2. The line at the top of the form is for Facility Use Only.
3. Please make sure that the address of the organization is complete, LEGIBLE and includes a phone number and zip code. Applications that are not legible or complete with be sent back to the site or simply not processed.
4. Under "NAME AND TITLE OF APPLICANT (PRINT)" the name of the person filing out the application must also include a complete address including zip code and phone number. If this is an internal event, please make sure that title of the person is completed in this section. Always include a phone number. Applications that are not legible or complete with be sent back to the site or simply not processed.
5. Please make sure all signatures which apply to your school are on the application. School sites only need to sign off on classroom and Library use only. Site approval is not necessary for MPR's, Gym's or field use.
6. Include special instruction for anything that requires more explicit language about how the facility will be used. Chairs and tables are free; all other items involve extra charges.
7. Check to make sure that the event being scheduled is AT LEAST 30 days away. Applications without the 30 day notice will be returned as denied.
8. Please check to make sure the applicant has written a.m. or p.m.
9. Field booking times are 7:00 am through 10:30 pm. There is no field use on Sundays.
10. There are always charges on Weekends and legal Holidays. A custodian MUST be on the property for the event at all times.
12. All applications must be signed off by the school for all High School Requests before the application will be processed.
13. Due to the volume of applications, Facilities does not check for availability, please do not refer anyone to Facilities for school availability.
All external groups using school property at all times need insurance and an endorsement. This includes events that take place during school hours including all assemblies, school portraits, vendors...
The Registrar of Voters will take priority over all functions; Pursuant to Election Code Section 12283: "Authorization of Use of Schools and Other Public Buildings, if a city or county elections official specifically requests the use of a school building for polling places on an election day the governing body having jurisdiction over the particular school building shall allow its use for the purpose requested."
Completed applications must be received by the district office, 30 days prior to use. This includes all internal events, professional growth days... Failure to comply will result in the application being returned and the event will not be scheduled to take place. Faxed copies of applications are not acceptable. The complete five part form must be returned.
Any group (i.e., PTA, ASB, PTSA, Teachers) bringing in a vendor are required to have the vendor complete an application for use of school property and have adequate insurance and an endorsement. This would include Photographers (for school pictures), caterers, book clubs, DJ's, etc. For specific questions, please call 858-679-2661.