Frequently Asked Questions – Community Use of Schools 1. What constitutes Community Use of Schools? Community Use of Schools is an initiative that supports access to School space outside school hours for Not-For-Profit groups. This includes Parent Council groups.

2. What is recognized as Not-For-Profit groups? - The Roman Catholic Church, Parish use for Church activities and Parish events. - Youth related community groups such as Boy Scouts, Girl Guides, 4H clubs, etc. where activities are intended for participants under the age of 18. - Not-For-Profit recognized children's sports and recreation service providers. Groups that are: a) sponsored or recognized by a municipality as providing services and programs for the benefit of the community b) members of a provincial sports organization or an accredited camping association c) universally recognized as service providers, such as the YMCA or Red Cross. - Other Not-For-Profit or charitable groups such as local service clubs, community health associations, parent groups, seniors groups, etc. as determined by the School Board.

3. What defines non-eligible permits? - Private groups such as wedding receptions, anniversary celebrations, wedding/baby showers, baptism celebrations, birthday parties, product promotion parties and similar private gatherings.33 - Uses where activities of the group are incompatible or competing with the interests of the Board or are in conflict with the Board's Continuing Education Programs.

4. What are the hours/days of Community Use of Schools? On a school day, you may request any time time between 6 p.m - 10 p.m(ending at 10). On the weekend High Schools only, permits start no earlier than 8:30 a.m and go no later than 3 p.m. Exception for special events, such as Church groups that take place on Saturday and Sunday at either secondary and/or elementary schools. Other exceptions are at the discretion of the Principal.

5. What days are not available? Statutory Holidays, Christmas Break, March Break (includes weekends before and after), Easter weekend, PD days and the months of July and August. Exception to Church organizations, Summer School and other Board related programs. 6. Will there be any additional or "hidden" costs added to my permit? Please review your permit for any changes. If there are additional charges (for example, additional caretaker presence beyond the time of your permit or for the duration of the permit), the fees will have been added to the permit. Please note: Additional charges can be applied to your invoice after the event has occurred if for example the facility was left in a mess and/or damages were made to equipment, etc. 7. Are caretaker rates the same for all bookings? No. Caretaker rates are different depending of your classification, and depending on the day of your booking. For-profit commercial groups are charged $23 pr hour on Saturday and $38 per hour on Sunday. 8. How do I pay for my permit? The only way to pay for your permit is on-line through our secure Credit Card payment system. We accept Visa or MasterCard and this is entered into your User Profile when you set up your account registration. If you have an outstanding balance the Board may deny your Permit Request until all fees are paid in full. Charges are charged to your credit card on the last day of each month just before midnight for the previous month's Community Use. The charge for any insurance you purchased (if applicable) is charged at the end of the month in which you purchased it. 9. Do all schools cost the same? Yes, rates are based on the classification of an organization. We have 4 classifications: 1. Not-for-profit student focused groups that do not charge participant fees 2. Not-for-profit youth groups 3. Not-for-profit adult groups 4. Private groups/fundraisers/for-profit commercial groups.

10. Why do you need to know how many participants and if any are under 18? Our on-site staff need to be aware of how many people will be entering our Schools. The Ministry of Education has put a great deal of emphasis on the use of schools for youth related activities. This information is required for Ministry reports.

11. Can we rent out classroom space? School classrooms may be available to the community groups at the discretion of the Principal.

12. What if I want a specific room? Typically, gyms (does not include showers), auditoriums, secondary school classrooms, learning commons (libraries) and cafeterias are the facilities approved for community use. if you wish to use another facility, please contact the School directly.

13. Can I book a full or half gymnasium? Gymnasium rental is based on a full gym. Partition doors remain open for all rentals.

14. Can I use school equipment under my permit? Permit holders are allowed the use of the tables, chairs, volleyball standards and basketball nets, that are located at that school. The use of any other equipment at the school is at the discretion of , and must be arranged through the principal well in advance of your booking.

15. How much time is allotted at the end of my permit? As a permit holder, you are required to vacate the School by the end of you permit time. if your permit contract end time is 10 p.m, you must coordinate to vacate by 10 p.m 16. Do I require insurance for Community Use of Schools?

All permits must have insurance coverage. Please provide us with a certificate of insurance if you have insurance. The School Board will automatically charge you the required insurance coverage if you do not submit your proof of insurance. Contact Community use of Schools Office to obtain Board rates.

17. What is required for the certificate of insurance? The certificate of insurance must name the Ottawa Catholic School Board as an "additional insured" with minimum liability coverage of $2,000,000. It must be a current certificate that covers all of the dates on your permits. 18. How do I gain access into the School?

Staff will open one entry door to the Schools fifteen (15) minutes before the permit. Custodian generally stays near the door to ensure permit holder enters the building. It is the permit holders responsibility to let in the participants. The door remains locked at all times, with the permit holder insuring the door is properly closed. Permit holder must not compromise the security of the School. Permit holder may not prop open any door over the course of their permit and must remain in the permit area. Permit Holders must have a copy of the approved permit at each event. Persons unable to produce the permit may have entrance to school facilities delayed or denied until permit verification is provided. 19. Who gets priority in renting school facilities? School use takes precedence at all times. IN the case of a conflict, permits may be cancelled to allow for school use. Community requests are dealt on a first come, first served basis. All users must demonstrate due regard for the values and beliefs of OCSB. The decision of the Board shall be final in all matters pertaining to use of school premises and rental fees. 20. What if I want to rent a school sports field? Community Use of Sport Fields is managed on a region by region basis. For school sports fields in the City of Ottawa, field permits are provided through the Recreation Department, Ottawa City Hall at (613) 580-2424 between 8:30am and 4:30pm, Monday to Friday. 21. How old do I need to be to rent a facility? No applicant shall be granted a permit to use any facility unless the individual is a responsible person at least 21 years of age 22. Can we have alcoholic beverages at our event? No. OCSB does not allow any alcoholic beverages on site. No person in possession of , or under the influence of, intoxicating beverages, narcotics or hallucinatory drugs shall be permitted on any school premises.

23. Is smoking permitted at my event? No, under no circumstances is smoking permitted on any School Board property. 24. I am not using the facilities tonight. Can I give them to another user group to use my night or can we switch nights? No, you cannot switch with another group. If you wish to switch nights on a permanent basis then a

modification to your permit will need to be completed and a new approval process will take place. You will need to make this change through the on-line process. 25. What if there is an accident or claim? Your policy is providing liability coverage in the event of a serious injury or a legal action. Make sure you contact the School Board immediately in the event of an accident. 26. What if I do not show up for my scheduled permit day/time? No shows will be charged the full rate of the permit. If you with to cancel a permit, we require at least 3 business days notification. we require this time in order to make the necessary changes to the permit, make changes to the caretaker hours, or make the space available to another user. 27. Do I need to authorize the charge on my credit card each month? No, by providing your credit card in the registration process you are authorizing OCSB to charge your credit card on a monthly basis for Community Use. If you cancel, change credit cards or your credit card expires; it is your responsibility to update the Community Use Coordinator of that information. Failure to do so may result in permits being cancelled. 28. What are the minimum requirements I need on my computer? You should be running and using a minimum of Windows XP, Internet Explorer 8 and Adobe. You need this in order to open the windows correctly and view the invoices and your permit. 29. What if I stay past my booking time or use equipment not booked on my permit? If you stay past your approved booking time, you may be charged the additional cost to rent the space and the extra charges for the caretaker overtime. Keep in mind that other groups may be using the space after you. Therefore you are required to leave on time. Failure to follow this rule may also result in your permit being cancelled. 30. I have an existing permit. Can I use this permit number for another request? No. Only one permit per school will be accepted.

31. How will I know if my permit is approved? Once your permit has been approved, you will receive an e-mail copy. There may be some dates missing from your original request. Be sure to check the dates in the listing. 32. I tried to book a permit and I see a conflict. What should I do? If your preferred time is in conflict with another permit or a school event, we suggest you look at another school in the same region as another option.

33 How to book and auditorium? Auditoriums are booked the same as gymnasium using the online eBase permit application. The three (3) high schools with auditoriums are Notre Dame, Sacred Heart and St. Paul. Special sound and lighting requirements is coordinate with the school along with appropriate charges.