Policy Manual
NEPN/NSBA Code:
KF-E2
Auburn, Maine Department of Education Application for Use of Building Procedures for Application 1. Request forms shall be completed by the individual seeking the use of facility and forwarded to the appropriate building principal for processing. Building Principal will forward the request to the Superintendent, who will notify the individual of application status. 2. Application for the use of facilities must be made no more than sixty days in advance and no fewer than 15 days prior to the date of use. Request for use of facilities with fewer than 15 days notice, will be considered on case-by-case basis. Every effort will be made to maintain the events as per schedule, and in extreme cases where cancellation is last resort, notification will be given at least 15 days prior to the event, or whenever possible. The School Department reserves the right to cancel or rearrange the scheduled use of school facilities, if it is needed for school purposes, without reimbursing the applicant for lost revenues and/or incurred expenses. Conditions of Use a. Auburn School Department requires a custodian to be present while facilities are in use. When possible, the hours during which facilities are used shall coincide with the hours custodians are regularly scheduled, unless arrangements are made. Payment for custodial overtime is required. b. It is the responsibility of the persons or organizations using the facilities to leave them in the same condition in which they were received. If this is not done to the satisfaction of the building principal, a charge shall be levied for any required clean-up costs in excess of any fees that would otherwise be applicable. c. Only approved school functions are covered by the School Committee’s liability insurance policies. All other persons or organizations using the facilities or grounds must provide their own liability insurance coverage and provide their Certificate of Insurance, listing the Auburn School Department, 60 Court Street, Auburn, ME as additionally insured, with their facility use application. Liability coverage will be maintained at a minimum $400,000.00 per occurrence with $25,000 for damages. d. The persons or organizations shall be responsible for all breakage caused as a result of its use, and shall pay for all breakage, loss of equipment, or damage to facilities. e. It shall be the responsibility of the persons or organizations to see that adequate supervision is maintained at all times and that the person in charge is at least 21 years of age. f. Facilities shall not be used for any purpose or in any way that is not consistent with the aforementioned philosophy. g. All persons or organizations using facilities are responsible for preserving order during all activities and are required to comply with all applicable statues, ordinances and regulations, and policies or conditions imposed upon the Auburn School Department. If security is necessary, the securing and payment for Auburn Police services shall be the responsibility of those using the facility. Contingent on the event, Auburn School Department may require security services to be present at user’s expense. h. Any use of a kitchen will require the presence of a food service employee with costs reimbursed by the persons or organizations using the facility. i.
Food may only be consumed in designated areas.
Prohibited Activities a. No school facility, grounds, parking lots or playing fields shall be made available for any purpose that may, in the opinion of the Auburn School Committee, present a risk of damage to any school buildings, grounds or equipment. Auburn School Department page 1 of 3
Policy Manual
NEPN/NSBA Code:
KF-E2
b. No school facility shall be made available to any group that advocates unconstitutional or illegal acts or is contrary to the best interest of the school system or to the educational welfare of students. c. Weapons, alcoholic beverages, tobacco products and illegal drugs are prohibited within any facility or on school grounds. d. No vehicle shall be permitted on any fields or athletic track. Use of golf carts is conditional based on protection of field conditions and athletic tracks against wear. e. Failure to abide by the above conditions will result in future facilities and grounds use denial. Insurance Information Applicants must submit a Certificate of Insurance with their application. Do you have an in-force public liability policy?
Yes____
No_____
If YES, what are the limits of liability?
$___________________
What are the limits of bodily injury?
$___________________
What are the limits of property damage?
$___________________
Name of Carrier: _________________________________________ Expiration Date of Coverage: __________________ Cancellation Notice If organization terminates the request on the day of the scheduled event, no refund will be issued.
Auburn School Department
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Policy Manual
NEPN/NSBA Code:
KF-E2
I, __________________________, on behalf of _______________________________ (please print name of individual) (please print organization name) hereby apply for the use of ___________________________________________________ (school name and room number/portion of building or grounds) for the purpose of _________________________________________to be held on ____________________ ____________________ from ______am/pm to ______am/pm (day of week) (month/day/year) Total number of hours__________ Permission to bring __________________ into the building or onto the grounds is requested. (equipment or apparatus) Admission will/will not be charged; proceeds will be used for _________________________. Will activity/event be open to the public?
Yes________ No_________
The undersigned agrees that the character of entertainment will conform with that stated in the application and that he/she will strictly adhere to all stipulations referred to in “conditions of use.” I agree, on behalf of the organization herein named, that all members and guests will observe the regulations, and that we, individually and as an organization, will assume full financial responsibility for any and all damages done to ________________________ property during the aforementioned period of use. (School Facility) SIGNATURE: __________________________________ (Requesting Individual)
______________ (Phone)
_______ (Date)
__________________________________ ____________________________ _______________ (Street Address) (City) (Zip) SIGNATURE: __________________________________ (Principal)
______________ (Phone)
_______ (Date)
SIGNATURE: __________________________________ (Assigned Custodian)
______________ (Phone)
_______ (Date)
SIGNATURE: __________________________________ (Superintendent/Designee)
______________ (Phone)
_______ (Date)
Endorsed: Revised:
Dec. 3, 1997 October 31, 2010, August 21, 2013
Auburn School Department
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