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NEW TEMPORARY COVID-RELATED POLICY AND REGULATION-EDITS IN
BOLD/ITALICS/UNDERLINE
1000.2T
SERIES 1000 C-19: COMMUNITY/BOARD OPERATIONS
This policy supersedes existing policy 1330 Use of School Facilities.
This policy will be reevaluated by the Board of Education post-pandemic.
USE OF SCHOOL FACILITIES
A. Application Procedures
In accordance with Conn. Gen. Stat. § 10-239, the Board of Education may permit the
use of any school facility for nonprofit educational or community purposes whether or
not school is in session. The Board of Education may also grant the temporary use of
any school facility for public, educational or other purposes, including the holding of
political discussion, at such time the facility is not in use for school purposes. In
addition, the Board shall grant such use for any purpose of voting under the provisions
of Title 9 of the Connecticut General Statutes whether or not school is in session. In
accordance with 20 U.S.C. § 7905, the Board of Education shall not deny equal access to
or a fair opportunity to meet, or otherwise discriminate, against any group officially
affiliated with the Boy Scouts of America (or any other youth group listed as a patriotic
society in Title 36 of the United States Code) that wishes to conduct a meeting using
school facilities pursuant to this policy. Such uses shall be governed by the following
rules and procedures, and shall be subject to such restrictions as the Superintendent or
his/her designee considers expedient.
Consistent with this policy, the Superintendent shall develop and promulgate
Administrative Regulations and associated forms governing use of school buildings and
facilities by community and other groups. Since the primary purpose of school facilities
is for educational activities, such activities will have priority over all other requested
uses. Due to the COVID-19 pandemic, the Superintendent may limit or restrict the use
of school facilities by community and other groups based on the guidance of federal,
state, and local health authorities and consistent with applicable law.
Applications for use of facilities shall be submitted to the following individuals, in
accordance with the Administrative Regulations:
USE OF SCHOOL FACILITIES Page 1 of 11
Facility Application Submitted To
For use of school buildings Building Principal
For use of athletic fields and Athletic Director
facilities
For use of other school facilities Superintendent of Schools
Groups requesting use of school buildings and facilities must identify the specific
facilities desired, and approval will be for those specific facilities only. All school
equipment on the premises shall remain in the charge and control of the building
principal or responsible administrator, and shall not be used without the express written
permission of the administrator.
Principals and other responsible administrators shall submit copies of each building use
form with a notation of whether such uses have been approved. Approval of school
facilities by the principal or other responsible party may be revoked at any time by the
Superintendent or his/her designee.
B. Eligible Organizations and Priority of Use
Administrators responsible for approving/disapproving requests for use of school
district facilities will use the following guidelines regarding priority of usage of such
facilities:
Order of priority:
1. School-sponsored programs and activities.
USE OF SCHOOL FACILITIES Page 2 of 11
2. Activities of school-related organizations (e.g. PTO, Booster Clubs, After
Graduation Committees and similar organizations).
3. Town department or agency activities.
4. Activities of non-profit organizations operating within the Town, other
than school-related organizations covered by category #2 above.
5. Activities of for-profit organizations operating within the Town.
6. Out-of-town organizations.
C. Restrictions on Use of School Facilities
The following restrictions shall apply to the use of school facilities:
1. Illegal activities will not be tolerated.
2. Use or possession of tobacco, alcoholic beverages or unauthorized
controlled substances shall not be permitted on school property.
3. Refreshments may not be prepared, served or consumed without the
prior approval of the responsible administrator. Notwithstanding, only
those beverages permitted by state law may be sold during the school
day. The responsible administrator may permit other beverages to be
sold at the location of events occurring after the end of the regular school
day or on the weekend as long as they are not sold from a vending
machine or at a school store. Upon approval by the administrator,
refreshments may be prepared, served and consumed only in areas
designated by the responsible administrator.
4. Obscene advertising, decorations or materials shall not be permitted on
school property.
5. Advertising, decorations or other materials that promote the use of
illegal drugs, tobacco products, or alcoholic beverages shall not be
permitted.
6. Activities that are disruptive of the school environment are not
permitted.
USE OF SCHOOL FACILITIES Page 3 of 11
Any violation of this Policy or any applicable Administrative Regulations may result in
permanent revocation of the privilege to use school facilities against the organization
and/or individuals involved.
D. Fees and Other Costs
Users of school facilities shall be responsible for the fees and costs set out in a fee
schedule established by the Superintendent with the approval of the Board of
Education. The following guidelines shall be incorporated into such fee schedule:
Category
Fee
1. School-sponsored programs and No rental fee or associated
activities. costs.
2. Activities of school-related organizations No rental fee or associated
(e.g. PTO, Booster Clubs, After costs.
Graduation Committees and similar
organizations).
3. Town department or agency activities. Associated costs.
4. Activities of non-profit organizations Associated costs.
operating within the Town, other than
school-related organizations covered by
category #2 above.
USE OF SCHOOL FACILITIES Page 4 of 11
5. Activities of for-profit organizations Rental fee and associated costs.
operating within the Town.
6. Out-of-town organizations. Rental fee and associated costs.
“Associated costs” shall include, but shall not be limited to, fees for the services of any
custodial personnel, food service personnel, security personnel or other personnel
deemed by the responsible administrator to be necessary in connection with the use of
a school district facility. Such costs shall be at the rates set forth in the fee schedule.
Rental fees and/or associated costs otherwise applicable may be waived by the
Superintendent or his/her designee if such waiver is deemed by the Superintendent or
his/her designee to be in the best interest of the school system and/or the Town.
E. Responsibility for Damage to Property or Loss of Property
In order to use school district facilities, any organization or individual requesting such
use must agree to assume responsibility for any damage to and/or theft or loss of any
school district property arising out of the use of the facilities.
F. Health and Safety Protocols
In order to use school district facilities, any organization or individual requesting such
use must agree to abide by all health and safety protocols in place by the school
district at the time of use, including but not limited to protocols relating to cleaning of
the facilities, signage, and health screenings of individuals requesting access to the
facilities.
Legal References:
Conn. Gen. Stat. § 10-239
Conn. Gen. Stat. § 10-215f
Conn. Gen. Stat. § 10-221q
Conn. Gen. Stat. Title 9
USE OF SCHOOL FACILITIES Page 5 of 11
Boy Scouts of America Equal Access Act, 20 U.S.C. § 7905
Patriotic and National Organizations, 36 U.S.C § 10101 et seq.
“Adapt, Advance, Achieve: Connecticut’s Plan to Learn and Grow Together,”
Connecticut State Department of Education (June 29, 2020), available at
https://portal.ct.gov/-/media/SDE/COVID-19/CTReopeningSchools.pdf
TEMPORARY POLICY ADOPTED: September 8, 2020
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
USE OF SCHOOL FACILITIES Page 6 of 11
1000.2T
SERIES 1000 C-19: COMMUNITY/BOARD OPERATIONS
ADMINISTRATIVE REGULATIONS REGARDING USE OF SCHOOL FACILITIES
Application for Building Use
Organization
Name:
Address:
City: State: Zip Code:
Contact Phone
Person: Number:
Activity to be
carried on:
Note: Activities that are not considered “school-sponsored” are
charged as follows:
[List applicable fees]
Date(s) Time: From To
Requested:
USE OF SCHOOL FACILITIES Page 7 of 11
The authorized agent for the organization above, and whose signature appears below,
agrees that his/her organization will abide by the rules and regulations pertaining to the
use of school facilities as prescribed by the Board of Education. The organization further
agrees that any damage whatsoever to the building or any part thereof shall be repaired
at the expense of the organization using the facilities.
Signatures:
Person Responsible for the Board of Education
Organization
Use of School Facilities
The priority list for allocating use of school facilities shall be as follows:
1. Activities related directly to district curricular programs. (No rental fee or
associated costs)
2. Activities related to district extracurricular programs. (No rental fee or
associated costs)
3. Official activities of governmental agencies. (Associated costs)
4. Activities of local non-profit organizations. (Associated costs)
5. Activities of private, for profit organizations. (Rental fee and associated
6. costs)
Out-of-town organizations. (Rental fee and associated costs)
USE OF SCHOOL FACILITIES Page 8 of 11
Facilities Available (please select facility desired)
1. Gymnasium
2. Auditorium
3. Kitchen / Cafeteria
4. Classrooms
5. School Grounds
6. Other – Discuss with the Director of Educational Operations
Equipment Needed:
USE OF SCHOOL FACILITIES Page 9 of 11
1000.2T
SERIES 1000 C-19: COMMUNITY/BOARD OPERATIONS
ADMINISTRATIVE REGULATIONS REGARDING USE OF SCHOOL FACILITIES
INDEMNIFICATION AND RELEASE
This form is valid for a period of one calendar year from the date signed for each
application of usage which is made.
In consideration of the permission granted to it by the Board of Education to use the
school building, grounds, facilities, and/or equipment, the undersigned does hereby
indemnify and hold harmless the Board of Education and the Town of Colchester, their
employees, agents, contractors and assigns against any and all loss or expense, including
attorneys’ fees, court costs, damages, liability and any other amounts for any and all
bodily injuries, including death, and/or for any and all property damage sustained
accidentally or otherwise sustained by any person arising out of or connected with the
undersigned’s use of the school building, grounds, facilities, and/or equipment.
The undersigned further waives the right to initiate and/or pursue in any manner any
and all lawsuits and any other claims in any forum against the Board of Education or the
Town of Colchester, its individual Board members, officers, employees, agents,
contractors and assigns for any injury or harm connected to the undersigned’s use of
the Board’s facilities, including but not limited to claims for negligent acts or omissions
and/or claims for death and/or serious bodily injury and/or claims for property damage.
The undersigned assumes responsibility for any damage to and/or theft or loss of any
school district property arising out of the use of the buildings, grounds, facilities, and/or
equipment.
The undersigned has read and agrees to abide by the terms of the Board of Education
policies pertaining to use of Board buildings, grounds, facilities, and/or equipment.
IN WITNESS WHEREOF, I hereunto set my hand this _______ day of ________, 20____
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