kf-r_use_of_school_building_and_facilities
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| **Policy KF-R\\ | **Policy KF-R\\ | ||
| Use of School Buildings and Facilities Procedure\\ | Use of School Buildings and Facilities Procedure\\ | ||
| - | School Board Approved: June 19, 2023**\\ | + | School Board Approved: July 7, 2025**\\ |
| **Policy Goals**\\ | **Policy Goals**\\ | ||
| Line 15: | Line 15: | ||
| Internal Group: A subdivision of the school district\\ | Internal Group: A subdivision of the school district\\ | ||
| Internal User: JRCSD employees, contacted employees, & formal volunteers\\ | Internal User: JRCSD employees, contacted employees, & formal volunteers\\ | ||
| - | External Group: Any organization not part of the school district\\ | + | External Group: Any organization not part of the school district\\ |
| External User: Facilities users that are not part of the school district\\ | External User: Facilities users that are not part of the school district\\ | ||
| Requestor: The user submitting an event request on behalf of a group\\ | Requestor: The user submitting an event request on behalf of a group\\ | ||
| Line 21: | Line 21: | ||
| **General Assumptions**\\ | **General Assumptions**\\ | ||
| - | The primary purpose of JRCSD facilities is to support the education and growth of the students enrolled in the district. All events outside of regularly scheduled classes must be submitted to and included on the district master calendar. Before submitting an event request requestors are expected to review this policy in its entirety.\\ | + | The primary purpose of JRCSD facilities is to support the education and growth of the students enrolled in the district. All events outside of regularly scheduled classes must be submitted to and included on the district master calendar. Before submitting an event request requestors are expected to review this policy in its entirety. |
| - | + | ||
| All questions not addressed in this policy should be directed to the facilities director or his/her designee.\\ | All questions not addressed in this policy should be directed to the facilities director or his/her designee.\\ | ||
| **JRCSD Master Calendar**\\ | **JRCSD Master Calendar**\\ | ||
| - | The Jaffrey-Rindge Cooperative School District utilizes MasterLibrary Schedules to manage the district master calendar. ML Schedules is a web-based software that captures user and group information, event requests, approval routing, and payment processing. Instructions on how to submit a schedule request as well as the portal to submit schedule requests can be found here.\\ | + | The Jaffrey-Rindge Cooperative School District utilizes MasterLibrary Schedules to manage the district master calendar. ML Schedules is a web-based software that captures user and group information, event requests, approval routing, and payment processing. Instructions on how to submit a schedule request as well as the portal to submit schedule requests can be found here. |
| **Event Request Procedure Overview**\\ | **Event Request Procedure Overview**\\ | ||
| Line 36: | Line 36: | ||
| **New User/Group Application**\\ | **New User/Group Application**\\ | ||
| - | All individuals that request use of JRCSD facilities are required to be approved users in the master calendar system. Users are categorized as either internal or external users. Prospective users submit an application via MasterLibrary. Before a user application is submitted the prospective user must declare the group that they are a part of. \\ | + | All individuals that request use of JRCSD facilities are required to be approved users in the master calendar system. Users are categorized as either internal or external users. Prospective users submit an application via MasterLibrary. Before a user application is submitted the prospective user must declare the group that they are a part of.\\ |
| - | + | ||
| - | In accordance with district policy GBCD all prospective users that will be at JRCSD facilities while students may be present are required to pass a background investigation including a criminal history records check. Prospective user that fail a background check will be denied a user account and access to JRCSD facilities. The cost to conduct the background check will be the responsibility of the group sponsoring the prospective user. All internal users (JRCSD employees and formal volunteers) meet this requirement as part of the hiring process.\\ | + | |
| + | In accordance with District Policy GBCD all prospective users that will be a JRSCD facilities while student-aged persons may be present are required to pass a background investigation including a criminal history records check. Prospective users that fail a background check will be denied a user account and access to JRCSD facilities. The cost to conduct the background check will be the responsibility of the group sponsoring the prospective user. All internal users (JRCSD employees and formal volunteers) meet this requirement as part of the hiring process. | ||
| Approved users will be assigned a facility access level based on the user category and group classification. Below are the access levels used by the school district:\\ | Approved users will be assigned a facility access level based on the user category and group classification. Below are the access levels used by the school district:\\ | ||
| Line 50: | Line 49: | ||
| Access levels are assigned to users by the facilities office with input and direction from the superintendent, building principals, and district directors. Users may request a change in access level from the superintendent.\\ | Access levels are assigned to users by the facilities office with input and direction from the superintendent, building principals, and district directors. Users may request a change in access level from the superintendent.\\ | ||
| - | Internal users will be issues keys and/or fobs as part of the hiring process. External users that qualify for keys and/or fobs have the option to accept or refuse them. Accepted keys and fobs carry additional fees and liability.\\ | + | Internal users will be issued keys and/or fobs as part of the hiring process. External users that qualify for keys and/or fobs have the option to accept or refuse them. Accepted keys and fobs carry additional fees and liability.\\ |
| - | Group assignments and group classifications are made by the facilities office per this policy. All groups are required to supply the JRCSD with acceptable certifications of insurance before any group application is approved. Internal groups are included in the district’s insurance and are not required to submit certificates of insurance. \\ | + | **Classification 4 Groups: Municipal & Community Services Athletic Events, Craft Fairs, Scouts, Civic Organizations, etc.**\\ |
| + | |||
| + | **Building Access**\\ | ||
| + | In the case of building access, JRCSD will provide town-approved and district-fingerprinted representatives (with documentation they passed the background check) to have fobs/keys to the school district facilities to access agreed-upon space usage for planned events. The district will provide the town Recreation Directors with the number of fobs/keys needed to adequately implement the programming held at the school district. The fobs/keys may not be shared with anyone. The JRCSD reserves the right to program fobs for set times and provide key access to individuals for specific time windows.\\ | ||
| + | |||
| + | In the case of building access, the Towns of Jaffrey and Rindge will provide JRCSD with fobs/keys to school district representatives in a manner consistent with the Town’s policies and procedures. The | ||
| + | district agrees to train the Town’s representatives on the building’s alarm system.\\ | ||
| + | |||
| + | **Background Checks/Fingerprinting**\\ | ||
| + | The Towns of Jaffrey and Rindge and the JRCSD agree to only permit background-checked/passed individuals to work directly with children. Each party will follow its procedures for fingerprinting and background checks. If individuals have access to school district facilities, those individuals must be fingerprinted by the district and approved by the JRCSD superintendent as designated volunteers. This enables the Town’s to use the facility without having a school district employee present.\\ | ||
| + | |||
| + | Group assignments and group classifications are made by the facilities office per this policy. All groups are required to supply the JRCSD with acceptable certifications of insurance before any group application is approved. Internal groups are included in the district’s insurance and are not required to submit certificates of insurance.\\ | ||
| External groups shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with the activities, underlying this application, of the organization and any agents, representatives or employees. Insurance companies must be licensed by the State of New Hampshire or otherwise acceptable to the Jaffrey-Rindge Cooperative School District. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the organization. Full disclosure is required for any non-standard exclusions.\\ | External groups shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with the activities, underlying this application, of the organization and any agents, representatives or employees. Insurance companies must be licensed by the State of New Hampshire or otherwise acceptable to the Jaffrey-Rindge Cooperative School District. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the organization. Full disclosure is required for any non-standard exclusions.\\ | ||
| Line 68: | Line 78: | ||
| 3: JRCSD Support Groups - PTO Groups, Booster Clubs, etc.\\ | 3: JRCSD Support Groups - PTO Groups, Booster Clubs, etc.\\ | ||
| 4: Municipal & Community Services - Athletic Events, Craft Fairs, Scouts, Civic Organizations, etc.\\ | 4: Municipal & Community Services - Athletic Events, Craft Fairs, Scouts, Civic Organizations, etc.\\ | ||
| - | 5: Businesses - For-profit entities \\ | + | 5: Businesses - For-profit entities\\ |
| - | Groups in priorities 4 & 5 (Municipal & Community Services and Businesses) are eligible to be charged fees related to events held at JRCSD facilities. Municipal and Community services may offset costs through a Memorandum of Agreement, to be reviewed annually. If no agreement is reached, these groups may submit a petition to the school board to have fees waived. Fee waivers will be reviewed by the school board at the next regularly scheduled meeting. Waivers will be granted or denied on a case by case (per event) basis. The fee waiver form may be access here. \\ | + | Groups in priority 5 (Businesses-For Profit Entities) are eligible to be charged fees related to events held at JRCSD facilities. Organizations may offset costs through a Memorandum of Agreement, to be reviewed annually. If no agreement is reached, these groups may submit a petition to the school board to have fees waived. Fee waivers will be reviewed by the school board at the next regularly scheduled meeting. Waivers will be granted or denied on a case by case (per event) basis. The fee waiver form may be accessed through the business office.\\ |
| An overview of applicable fees can be found below:\\ | An overview of applicable fees can be found below:\\ | ||
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| All deposits are retrievable with the return of the appropriate key(s) and fob(s) to the facilities office. Users that do not return issued key(s) & fob(s) forfeit the deposit(s). Replacement fees are not retrievable.\\ | All deposits are retrievable with the return of the appropriate key(s) and fob(s) to the facilities office. Users that do not return issued key(s) & fob(s) forfeit the deposit(s). Replacement fees are not retrievable.\\ | ||
| - | The custodial support fee will be applied for all events outside of regular facility operating hours to have a custodian on site. The regular operating hours may be found in Appendix II - Operating Hours Schedule. \\ | + | The custodial support fee will be applied for all events outside of regular facility operating hours to have a custodian on site. The regular operating hours may be found in Appendix II - Operating Hours Schedule.\\ |
| The space fee will be applied on a per diem basis for each space included in an event. This fee is intended to recover the wear and tear as well as additional cleaning and maintenance costs associated with holding the event in the space(s).\\ | The space fee will be applied on a per diem basis for each space included in an event. This fee is intended to recover the wear and tear as well as additional cleaning and maintenance costs associated with holding the event in the space(s).\\ | ||
| Line 89: | Line 99: | ||
| **Event Request is Routed for Approval**\\ | **Event Request is Routed for Approval**\\ | ||
| - | The superintendent or his/her designee may cancel any event at least five (5) school days in advance of the event. In the event of school closure (inclement weather or other) all events will be cancelled. Requesting groups are encouraged to monitor JRCSD communications surrounding school closures.\\ | + | The superintendent or his/her designee may cancel any event at least five (5) school days in advance of the event. In the event of school closure (inclement weather or other) all events will be cancelled. Requesting groups are encouraged to monitor JRCSD communications surrounding school closures. |
| - | + | Cancellation due to the requesting group’s request must be submitted through the scheduling system a minimum of five (5) days prior to the event.\\ | |
| - | Cancellation due to the requesting group’s request must be submitted through the scheduling system a minimum of five (5) days prior to the event. \\ | + | |
| Approval routing for all event requests is based on the space that is being reserved. All event requests in athletic spaces are routed to the Activities Director, then the building Principal, and finally the Facilities Director for approval. All event requests for non-athletic spaces are routed to the building Principal, and then the Facilities Director. The approval process is sequential; the latter approver doesn’t see the request until it has been approved by the former.\\ | Approval routing for all event requests is based on the space that is being reserved. All event requests in athletic spaces are routed to the Activities Director, then the building Principal, and finally the Facilities Director for approval. All event requests for non-athletic spaces are routed to the building Principal, and then the Facilities Director. The approval process is sequential; the latter approver doesn’t see the request until it has been approved by the former.\\ | ||
| Line 102: | Line 111: | ||
| For internal groups, the custodial team will assist the group in setting up and tearing down events. For external groups the custodial and maintenance teams may lay down floor covers, supply tables and chair, or provide trash cans. It is incumbent on requesting groups to clearly communicate custodial needs on the schedule request. Any set up requirements not approved on the schedule request will be the responsibility of the requesting group.\\ | For internal groups, the custodial team will assist the group in setting up and tearing down events. For external groups the custodial and maintenance teams may lay down floor covers, supply tables and chair, or provide trash cans. It is incumbent on requesting groups to clearly communicate custodial needs on the schedule request. Any set up requirements not approved on the schedule request will be the responsibility of the requesting group.\\ | ||
| - | Per district policies JICG and ADC there is to be no smoking nor alcoholic beverages in the buildings or on the grounds of the JRCSD. Food and beverages are permitted only by prior consent from the building principal and facilities director. \\ | + | Per district policies [[jicg_tobacco_alcohol_and_drug_products_ban_-_use_and_possession_in_and_on_school_facilities_and_grounds|JICG]] and [[adc_tobacco_products_ban|ADC]] there is to be no smoking nor alcoholic beverages in the buildings or on the grounds of the JRCSD. Food and beverages are permitted only by prior consent from the building principal and facilities director.\\ |
| - | A representative of the requesting group is required to be present for the duration of an approved event. The requesting group assumes responsibility for the decorum of all attendees. When minors are using a facility, they are required to have adult supervision on a 1 to 15 ratio basis.\\ | + | A representative of the requesting group is required to be present for the duration of an approved event. The requesting group assumes responsibility for the decorum of all attendees. When minors are using a facility, they are required to have adult supervision on a 1 to 15 ratio basis. Event attendees will park within the spaces provided. All fire lanes must remain accessible. Vehicles illegally parked will be towed at the owner’s expense.\\ |
| - | Event attendees will park within the spaces provided. All fire lanes must remain accessible. Vehicles illegally parked will be towed at the owner’s expense.\\ | + | All attendees are required to wear soft soled athletic shoes in district gymnasiums for athletic events. All exterior doors must remain closed and locked at all times. Users are not allowed to prop open exterior doors but are allowed to open doors from the inside of the building for additional attendees.\\ |
| - | All attendees are required to wear soft soled athletic shoes in district gymnasiums for athletic events. | + | Requesting groups are allowed to bring additional equipment (tables, chairs, decorations, etc…) to JRCSD facilities for events after facilities director approval. Equipment may not be brought into a facility during school hours. Requesting groups are not allowed to change JRCSD equipment, electrical settings, drive nails, or hang decorations without approval from the facilities director.\\ |
| - | All exterior doors must remain closed and locked at all times. Users are not allowed to prop open exterior doors but are allowed to open doors from the inside of the building for additional attendees. \\ | + | |
| - | Requesting groups are allowed to bring additional equipment (tables, chairs, decorations, etc…) to JRCSD facilities for events after facilities director approval. Equipment may not be brought into a facility during school hours. Requesting groups are not allowed to change JRCSD equipment, electrical settings, drive nails, or hang decorations without approval from the facilities director. Attaching object to stage curtains is not allowed. No electrical apparatus shall be connected to any lighting system unless it is first inspected and approved by the facilities director or his/her designee.\\ | + | Attaching object to stage curtains is not allowed. No electrical apparatus shall be connected to any lighting system unless it is first inspected and approved by the facilities director or his/her designee.\\ |
| - | Requesting groups can expect the JRCSD facilities to be in a reasonably clean and working order. The JRCSD expects that same courtesy to be extended after events held in the JRCSD facilities. This includes the removal of all decorations, furniture, trash, and other materials brought to the facility by the requesting group. Clean-up will occur immediately following an event and all events that are not priorities one (1) or two (2) must conclude and clean-up be completed before 9:30pm. Event clean-up should leave affected spaces ready for regular use during school hours. \\ | + | Requesting groups can expect the JRCSD facilities to be in a reasonably clean and working order. The JRCSD expects that same courtesy to be extended after events held in the JRCSD facilities. This includes the removal of all decorations, furniture, trash, and other materials brought to the facility by the requesting group. Clean-up will occur immediately following an event and all events that are not priorities one (1) or two (2) must conclude and clean-up be completed before 9:30pm. Event clean-up should leave affected spaces ready for regular use during school hours.\\ |
| **Requestor/Group Submits Payment**\\ | **Requestor/Group Submits Payment**\\ | ||
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| Any request not covered above will be considered a special request and must be approved by the school board at a regularly scheduled board meeting.\\ | Any request not covered above will be considered a special request and must be approved by the school board at a regularly scheduled board meeting.\\ | ||
| - | **Appendix I - Space Fee Schedule**\\ | + | Appendix I - Space Fee Schedule\\ |
| CHS Track & Field - $75.00\\ | CHS Track & Field - $75.00\\ | ||
| CHS Field House - $50.00\\ | CHS Field House - $50.00\\ | ||
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| RMS Cafeteria - $75.00\\ | RMS Cafeteria - $75.00\\ | ||
| RMS Soccer Field - $50.00\\ | RMS Soccer Field - $50.00\\ | ||
| - | RMS Baseball Field - $50.00\\ | + | RMS Baseball Field - $50.00 |
| JGS Gymnasium - $100.00\\ | JGS Gymnasium - $100.00\\ | ||
| JGS Stage - $125.00\\ | JGS Stage - $125.00\\ | ||
| Line 142: | Line 150: | ||
| Default $50.00\\ | Default $50.00\\ | ||
| - | **Appendix II - Building Operating Hours**\\ | + | **Appendix II - Building Operating Hours**\\ |
| - | //(Location: Class Hours; Open Hours//)\\ | + | (Location: Class Hours; Open Hours)\\ |
| Conant Middle High School: M-F 7:20a - 2:12p; M-F 6:00a - 10:00p\\ | Conant Middle High School: M-F 7:20a - 2:12p; M-F 6:00a - 10:00p\\ | ||
| Jaffrey Grade School: M-F 8:30a - 3:00p; M-F 6:00a - 10:00p\\ | Jaffrey Grade School: M-F 8:30a - 3:00p; M-F 6:00a - 10:00p\\ | ||
| Rindge Memorial School: M-F 8:30a - 3:00p; M-F 6:00a - 10:00p\\ | Rindge Memorial School: M-F 8:30a - 3:00p; M-F 6:00a - 10:00p\\ | ||
| - | Conant Athletic Facilities: M-F 7:20a 2:12p; M-F 2:15p - dusk, S-S dawn-dusk\\ | + | Conant Athletic Facilities: M-F 7:20a 2:12p; M-F 2:15p - dusk, S-S dawn-dusk\\ |
| Jaffrey Grade Playground: M-F 8:30a - 3:00p; M-F 3:15p - dusk, S-S dawn-dusk\\ | Jaffrey Grade Playground: M-F 8:30a - 3:00p; M-F 3:15p - dusk, S-S dawn-dusk\\ | ||
| Rindge Memorial Playground: M-F 8:30a - 3:00p; M-F 3:15p - dusk, S-S dawn-dusk\\ | Rindge Memorial Playground: M-F 8:30a - 3:00p; M-F 3:15p - dusk, S-S dawn-dusk\\ | ||
| - | {{ :kf-r_use_of_school_buildings_and_facilities.pdf |Download}}\\ | + | **District Policy History:**\\ |
| + | First reading: June 23, 2024\\ | ||
| + | Second reading/adopted: July 7, 2025\\ | ||
| + | **District revision history:** Approved June 19, 2023\\ | ||
| + | |||
| + | {{ :policy_kf-r.pdf |Download}}\\ | ||
| [[section_k|Section K]]\\ | [[section_k|Section K]]\\ | ||
| [[start|Policy Manual]] | [[start|Policy Manual]] | ||
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