Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	BUILDINGS AND FACILITIES	6491 Operation

Use of School Buildings and Facilities

1. It is the POLICY of the BOARD to allow the public a right/privilege to access and use Madison Metropolitan School District property consistent with the intent of the original acquisition of such property. However, the public's right/privilege to access and use such property shall be in accordance with and subject to all BOARD policies. The prime use of school buildings and facilities is for the education of school pupils of the District. Interference with the prime use of buildings or facilities for other use shall not be allowed.
2. It is the POLICY of the BOARD to make available for use by the community, space in non-operating school buildings, surplus space in operating schools, and vacant space in non-operating and operating schools through rentals and/or permits within statutory provisions.
3. Rental rates for building use are established to ensure that non-prime use of buildings or facilities is not subsidized by the educational budget.
4. All pertinent policies, guidelines, rules, and regulations apply to all permit use of school buildings and facilities. Failure to observe them is justification for revocation of the permit or refusal to issue future permits.
5. The BOARD may grant building permits which are exceptions to established policy, guidelines, rules, or regulations. Except as specifically designated, exceptions do not constitute changes to POLICY or alteration to rules and regulations.
6. The following evening hour limitations apply to all use of school buildings if a child is not accompanied by a parent, guardian, or other responsible adult:

   AGE	MIDWEEK	WEEKEND*
   7-10 inclusive	8:30	9:00
   11-13 inclusive	9:00	9:30
   15-18 inclusive	9:30	11:30

   *Friday night or before school holiday.

   The SUPERINTENDENT or her/his designee may grant an exception to the evening hour limitation for school-sponsored activities that have been approved by the principal for the students at her/his school.

7. The SUPERINTENDENT or her/his designees may grant permission to use school buildings and facilities. Building permit requests which are exceptions to written POLICY or permits not included in any written rule or guideline are referred to the BOARD. However, the BOARD delegates to the SUPERINTENDENT or her/his designee the authority to waive fees for the use of District facilities in situations in which the SUPERINTENDENT or her/his designee has determined that it is in the District's best interests.
8. The use of school property during non-school hours by religious organizations, upon payment of reasonable fees and upon such conditions as the BOARD determines, may be granted if such use does not interfere with the prime use of the school property.
9. The use of school buildings or facilities is by permit and is defined as prime and non-prime use. The primary purpose of the schools, which is education of youth in the District, is the prime use of school buildings and facilities. Non-prime use is all other use. (See BOARD Policy 7311 regarding intoxicants on school premises.) Except for Class I, II, and VI permits, no permits will be issued during school-year vacation periods unless there are special circumstances.
10. The BOARD acknowledges the positive benefits school-age child care programs have upon children and families, and, as a result, on schools. The BOARD supports the use of school building space for the operation of school-age child care programs.
11. Building permits are classified and defined as follows:
    1. Class I

       Class I permits are issued for all prime use under the jurisdiction of the individual building PRINCIPAL. Organizations directly involved with the individual school and its education may obtain Class I permits, e.g., school PTA/PTO activities, forensics, music, art, planning, or advisory groups. The PRINCIPAL may authorize Class I permits for school- sponsored PTA/PTO fund-raising projects.

    2. Class II

       Class II permits are issued for activities organized and under the jurisdiction of MADISON SCHOOL & COMMUNITY RECREATION.

    3. Class III

       Class III permits are issued to organizations, community groups, and neighborhood associations which are service, civic, recreational, and/or educational in nature and serve primarily students of the Madison Metropolitan School District, e.g., Boy Scouts, Girl Scouts, Drum and Bugle Corps, youth oriented-service clubs.

    4. Class IV

       Class IV permits are issued to local and locally sponsored organizations, community groups, and neighborhood associations which are service, civic, and/or educational in nature that are located within the Madison Metropolitan School District and that are primarily comprised of Madison Metropolitan School District adult residents.

    5. Class V

       Class V permits are issued to governmental or quasi-governmental bodies. The Madison Area Technical College (MATC) and the University of Wisconsin may also be issued Class V permits for the purpose of conducting classes.

    6. Class VI

       Class VI permits are issued to school-age child care programs provided that such programs meet all of the following requirements.

       1. Incorporated as a non-stock organization (non-profit) within the State of Wisconsin;
       2. Licensed by the State of Wisconsin as a day care center with a program for school-age children; for programs who are serving children 8 years or older state licensing is not required;
       3. Certified to receive public funds for tuition assistance by Dane County and/or the City of Madison.
    7. Class VII

       Class VII rental agreements are issued to non-school groups who rent surplus school facilities.

    8. Class VIII

       Class VIII permits are issued to organizations or groups that are primarily comprised of senior citizens.

    9. Class IX

       Class IX permits are issued to organizations or groups that are primarily comprised of adult residents of the Madison Metropolitan School District.

    10. Class X

        Class X permits are issued to organizations or groups located outside the Madison Metropolitan School District that are primarily comprised of non-Madison School District residents.

12. Building permit charges are made as follows:
    1. Class I: No charges;
    2. Class II: Class II permit users will be charged Class D rates plus custodial overtime.
    3. Class III:
       1. Groups defined as Class III permit users (1) that have charitable non-profit status as defined by law; or (2) that are not engaged in for-profit or fund-raising activities or who either do not charge tuition or an admission fee shall pay Class A rates plus custodial overtime and/or equipment costs.
       2. Groups defined as Class III permit users (1) that do not have charitable non-profit status as defined by law; and (2) that are engaged in for-profit or fund-raising activities or who either charge tuition or an admission fee, shall pay Class B rates plus custodial overtime and/or equipment costs.
    4. Class IV:
       1. Groups defined as Class IV permit users (1) that have charitable non-profit status as defined by law; or (2) that are not engaged in for-profit or fund-raising activities or who either do not charge tuition or an admission fee, shall pay Class B rates plus custodial overtime and/or equipment costs.
       2. Groups defined as Class IV permit users (1) that do not have charitable non-profit status as defined by law; and (2) that are engaged in for-profit or fund-raising activities or who either charge tuition or an admission fee shall pay Class C rates plus custodial overtime and/or equipment costs.
       3. Except for the payment of custodial overtime and/or equipment costs there will be no charge for (1) governmental meetings, e.g. Town Board meetings, Common Council meetings; (2) elections; (3) city and state spelling bees; and (4) non-partisan political meetings as long as such meetings are open to the public and all candidates for any public office are invited.
    5. Class V: Groups defined as Class V permit users such as The Madison Area Technical College, University of Wisconsin, and other governmental or quasi-governmental bodies are charged Class B rates, including any other related costs, such as custodial overtime and/or equipment costs.
    6. Class VI: School-age child care programs shall be charged a flat fee for a reasonable allocation of space, depending upon the group size of the school-age program enrollment. These facilities shall be negotiated with the PRINCIPAL.
       1. 1 to 32 children: $230 per school year;
       2. 33 to 50 children: $345 per school year;
       3. 51 to 64 children: $460 per school year;
       4. 65 or more: $575 per school year.
    7. Class VII: Rates for Class VII rental agreements are determined by the District on a case-by-case basis.
    8. Class VIII: Groups defined as Class VIII permit users shall be charged Class B rates plus custodial overtime and/or equipment costs.
    9. Class IX: Groups defined as Class IX permit users shall pay Class C rates plus custodial overtime and/or equipment costs.
    10. Class X: Groups defined as Class X permit users shall pay Class C rates plus custodial overtime and/or equipment costs.

5/7/07

PROCEDURE	BUILDINGS AND FACILITIES	6491 Operation

Use of School Buildings and Facilities

1. Reservation of buildings or facilities is made for each building permit classification as follows:
   1. Class I
      1. Annual reservations are scheduled by the school PRINCIPAL each year up to the first Friday after the last week of the school year and the period from August 1st to August 30th of each year is also available for school principals to schedule annual building or facility use. Additional annual reservations may be made at other times in which the PRINCIPAL needs space for school purposes.
      2. Should the PRINCIPAL need a Class I permit issued to him/her for school purposes after August 30th that creates a conflict with another person/group's permit, the PRINCIPAL may displace (bump) the other person/group from using such facility, if (1) all the alternatives for using other space in the school have been exhausted and no suitable alternative can be found within the school and (2) the SUPERINTENDENT and/or his/her designee has determined that the school's need to use the space is compelling enough to displace the renter. The person/group shall be notified that the permit has been displaced.
      3. Class I Building permits may be issued when a school makes a request that its school-related activities occur in another PRINCIPAL's school.
      4. Any school organization within any of the four attendance areas requesting a Class I permit for use of a pool at a school other than their own, or any non-school organizations requesting a permit for use of a swimming pool, shall be under the jurisdiction of the individual building PRINCIPAL and shall be required to follow the procedure as outlined.
         1. Procedure for requesting a pool prior to 6:00 p.m. by (1) school organizations requesting use of a pool at a school other than their own or (2) non-school organizations:
            1. Submit a completed swimming pool request form to the individual high school PRINCIPAL.
            2. The high school PRINCIPAL and/or ASSISTANT PRINCIPAL in charge of building permits must give written approval for the pool request.
            3. The names of approved supervisory staff will be listed on the swimming pool request form. Supervisory staff shall be approved in writing by the Director of Madison School & Community Recreation or his/her designee according to the following criteria:

               (1) that a minimum of two supervisory staff are responsible for the group in the pool/locker room areas, (2) that at least one of the staff is an adult (18 years or older) with current Lifeguard Certification (including Lifeguard training, first aid, and CPR Professional) and that meets Wisconsin minimum certification requirements, and (3) if neither supervisor has approved aquatic certification a separate certified Lifeguard must be on duty, and (4) if the group is a school organization, at least one of the supervisors must be an employee of the Madison Metropolitan School District.

            4. Admittance to the pool would be granted only after the Lifeguard is present and the signature of one of the approved supervisory staff is secured at the time of admittance.
         2. Procedure for school organizations requesting a building permit for a pool at another school or at the home school from 6:00 to 10:00 p.m.:
            1. Submit completed swimming pool request form to the individual high school PRINCIPAL.
            2. The high school PRINCIPAL and/or ASSISTANT PRINCIPAL in charge of building permits must give written approval of the pool request. Upon approval, a copy of the approved swimming pool request form would be forwarded to the Building Permit Office by the PRINCIPAL where the permit is processed.
            3. The names of approved supervisory staff will accompany the building permit. Supervisory staff shall be approved in writing by the Director of the Madison School & Community Recreation or his/her designee according to the following criteria:

               (1) that a minimum of two supervisory staff are responsible for the group in the pool/ locker room areas, (2) that at least one of the staff is an adult (18 years or older) with current Lifeguard Certification (including Lifeguard training, first aid, and CPR Professional) and that meets Wisconsin minimum certification requirements, and (3) if neither supervisor has approved aquatic certification a separate certified Lifeguard must be on duty, and (4) if the group is a school organization, at least one of the supervisors must be an employee of the Madison Metropolitan School District.

            4. Admittance to the pool would be granted only after the Lifeguard is present and the signature of one of the approved supervisory staff is secured at the time of admittance.
               (a) Schools conducting pool programs within their school which begin or extend past 6:00 p.m. will issue a Class I permit.
   2. Class II
      1. Annual reservations are scheduled by the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION each year between June 15th and August 1st. Additional annual reservations may be made after August 30th and at other times in which the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION needs space for an MSCR program.
      2. The DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION may recommend building permits for additional activities which are similar to the programs of MADISON SCHOOL & COMMUNITY RECREATION.
      3. Should the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION need a Class II permit issued after August 30th, that creates a conflict with another person/group's permit, the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION, except for Class I permits, may displace (bump) the other person/group from such facility, if (1) all the alternatives for using other space have been exhausted and no suitable alternative can be found and (2) the SUPERINTENDENT and/or his/her designee has determined that Madison School & Community Recreation's need to use the space is compelling enough to displace the renter. The person/group shall be notified that the permit has been displaced.

         Conflicts in reservations between the school and MADISON SCHOOL & COMMUNITY RECREATION which cannot be resolved by the PRINCIPAL and/or the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION shall be referred to the SUPERINTENDENT or his/her designee for resolution.

      4. Any non-school organization which has no direct involvement or affiliation with any school and which is granted a building permit from 6:00 to 10:00 p.m. for swimming pool use shall be under the jurisdiction of MADISON SCHOOL & COMMUNITY RECREATION and shall follow the procedure as outlined below for approval of the permits.

         Procedure for non-school organizations requesting a building permit for a pool from 6:00 to 10:00 p.m.:

         1. Submit complete swimming pool request form to MADISON SCHOOL & COMMUNITY RECREATION.
         2. Upon approval by the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION, a copy of the approved form would be forwarded to the Building Permit Office by the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION.
         3. The names of approved supervisory staff will accompany the building permit. Supervisory staff shall be approved in writing by the DIRECTOR OF MADISON SCHOOL & COMMUNITY RECREATION or his/her designee according to the following criteria:

            (1) that a minimum of two supervisory staff are responsible for the group in the pool/locker room areas, (2) that at least one of the staff is an adult (18 years or older) with current Lifeguard Certification (including Lifeguard training, first aid, and CPR Professional) and that meets Wisconsin minimum certification requirements, and (3) if neither supervisor has approved aquatic certification, a separate certified Lifeguard must be on duty.

         4. Admittance to the pool would only be granted after the Lifeguard is present and the signature of one of the approved staff is secured at the time of admittance.
   3. Class III
      1. Beginning on July 1st of each year, individuals/organizations shall submit a request for the use of space to the Building Permit Office. After August 30th of each year, requests shall be granted on a "first come, first served" basis.
      2. The Building Permit Office issues building permits to organizations included in the Class III classification.
      3. If overtime charges will be incurred, the building permit may be issued on payment of the estimated overtime charges.
      4. Fund-raising or benefit programs may be approved for Class III building permits if "out-of-pocket" costs are paid in advance.
      5. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s).
   4. Class IV
      1. Beginning on July 1st of each year individual/organizations shall submit a request for the use of space to the Building Permit Office. After August 30th of each year requests shall be granted on a "first come, first served" basis.
      2. The Building Permit Office issues building permits to organizations included in the Class IV classification.
      3. School PTA/PTO presidents may apply for a Class IV paid permit to raise funds if a Class I permit is denied by the school Principal.
      4. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s).
   5. Class V
      1. Annual reservations are submitted to the Building Permit Office by the Madison Area Technical College, University of Wisconsin, and other governmental or quasi-governmental agencies on a building permit form each year between June 15th and August 1st. Additional annual reservations may be made after August 30th on a "first come, first served" basis.
      2. All other requests for Class V permits are referred to the SUPERINTENDENT or others, as designated.
      3. The Building Permit Office issues building permits to organizations included in the Class V classification.
      4. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s).
   6. Class VI
      1. Prior to June 15th of each year, school-age child care programs may submit a request for the use of space to the school Principal. After June 15th of each year, requests shall be granted on a "first come, first served" basis. Additional annual reservations may be made after August 15th on a "first come, first served" basis.
      2. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s).
      3. The Building Permit Office issues building permits to organizations included in the Class VI classification.
   7. Class VII
      1. Any request for rental of surplus school property must be submitted to the Building Permit Office.
      2. An effort will be made to match renter needs to available surplus space.
      3. Upon approval, a rental agreement will be executed between the renter and the Madison Metropolitan School District.
      4. In certain cases, an application must be received no later than two weeks preceding the requested date(s).
   8. Class VIII
      1. Beginning on July 1st of each year, individuals/organizations shall submit a request for the use of space to the Building Permit Office. After September 7th of each year, requests shall be granted on a "first come, first served" basis.
      2. The Building Permit Office issues building permits to organizations included in the Class VIII classification.
      3. If overtime charges will be incurred, the building permit may be issued on payment of the estimated overtime charges.
      4. Fund-raising or benefit programs may be approved for Class VIII building permits if "out-of-pocket" costs are paid in advance.
      5. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s).
   9. Class IX
      1. Beginning on July 1st of each year, individuals/organizations shall submit a request for the use of space to the Building Permit Office. After August 30th of each year, requests shall be granted on a "first come, first served" basis.
      2. The Building Permit Office issues building permits to organizations included in the Class IX classification.
      3. If overtime charges will be incurred, the building permit may be issued on payment of the estimated overtime charges.
      4. Fund-raising or benefit programs may be approved for Class IX building permits if "out-of-pocket" costs are paid in advance.
      5. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s).
   10. Class X
       1. Beginning on July 1st of each year, individuals/organizations shall submit a request for the use of space to the Building Permit Office. After September 14th of each year, requests will be granted on a "first come, first served" basis.
       2. The Building Permit Office issues building permits to organizations included in the Class X classification.
       3. In certain cases, an application for a building permit must be received in the Building Permit Office no later than two weeks preceding the requested date(s). An application for permits to use District facilities during the weekend shall be given to the Building Permit Office at least seven (7) days before the first day on which the facility is being requested to be used.
2. Building permit applications must be made as follows:
   1. In certain cases, an application for either a Class III, IV, V, VI, VIII, IX or X building permit or for a Class VII rental agreement must be received by the District or in the Building Permit Office no later than two weeks preceding the requested date(s).
   2. The application should include the following written information:
      1. Organization name and work and home telephone number of responsible party;
      2. Specific facilities requested with dates, hours of use, age group and number of participants;
      3. Purpose for which facilities are to be used;
      4. Amount of admission charges or indication if voluntary contributions are to be collected;
      5. Purpose for collecting proceeds.
      6. Charitable organization's identification number.
   3. Estimated costs may be requested to be paid in advance at the Building Permit Office before the building permit is approved. A copy of rental rates is furnished on request and is available on the web site of the Madison Metropolitan School District. Final charges are based on the actual use of facilities, equipment, custodial overtime, etc., as may be indicated on a countersigned copy of the building permit contract. Single classroom rental is discouraged, except when the classroom is used in conjunction with other facilities.
3. The following rules and regulations are applicable to Class I permits:
   1. Basketball practice and other practices resulting from an unbroken extension of the school day require a permit if the activity is terminated by 6:00 p.m.
   2. The school PRINCIPAL may use the building after 6:00 p.m. at her/his discretion with a building permit for PTA/PTO officers' meetings, school planning committees, or other school committees, etc.
   3. The school PRINCIPAL may allow the use of the school by school staff (without issuing a building permit) for school-related purposes, including the supervision of a school-sponsored activity before school, after 6:00 p.m. or during other times when school is not in session. If the school-related use involves at least 10 adults and/or children, e.g., District employees, students, members of the general public, etc., a permit is required.

      Written notice of such use must be given to the building custodian by the school PRINCIPAL prior to use of the building or facilities. Building utilities shall be maintained at the same level as when school is not in session.

   4. The BOARD and the SUPERINTENDENT are responsible for the condition and maintenance of school buildings and facilities. Renters and District employees are responsible for the conduct of activities, including the conduct of participants of such activities that are held in the school buildings and facilities.
   5. If a school staff member or other District employee wants to use the school for non-school/school district-related activities, he/she has to obtain the appropriate building permit which shall not be a Class I or II building permit.
4. The following rules and regulations are applicable to Class II permits:
   1. MADISON SCHOOL & COMMUNITY RECREATION may use the schools during vacation periods under the same rules and regulations as during non-vacation periods at the Class II rates.
   2. Gymnasium and locker room facilities are made available not more than 20 minutes prior to the first scheduled use of the gymnasium. Locker rooms are open not more than 20 minutes after the end of the last scheduled use of the gymnasium.
   3. Custodial assistance is required for all recreation activities.
   4. The SUPERINTENDENT or his/her designee may review each activity to determine if the activity should be canceled for any reason. Factors considered in the review are other activities in the building at the same time, rental cost, amount of fees charged, and the type of activity being conducted.
   5. MADISON SCHOOL & COMMUNITY RECREATION and other non-school organizations shall provide their own supervision.
5. The following rules and regulations are applicable to all building or facility use:
   1. Smoking, or the use of other tobacco products, is not allowed in any school building, or other premises owned or rented by or under the control of the School Board. Failure to comply may result in cancellation of the permit or become justification for not issuing future permits.
   2. Building custodians shall not alter the terms of a building permit.
   3. Police officers may be required to attend certain activities.. The costs for and the securing of the use of police officers shall be the responsibility of the renter.
   4. Building use charges are calculated by using the time from when the building is opened until the building is closed.
   5. The individual responsible for building use shall countersign the building permit as necessary before the use of the facility. Actual charges are calculated by referring to the building permit contract.
   6. Lighting technician crews or other work crews are not included as a part of a building permit. If they are provided by individual schools, there may be additional fees which are established by the individual school. Custodial duties are the same as if school were in regular session.
   7. The use of all school equipment may not be included in the building permit contract. The use of such equipment should be reserved in advance with the Building Permit Office and may require additional costs.
   8. Building or facility use by non-school organizations involving the presence of children must be conducted under existing BOARD policies, rules, and regulations.
   9. All programs sponsored by any department of the BOARD or any organization, individual, or group not under the jurisdiction of the BOARD must be presented to the SUPERINTENDENT and/or his/her designee prior to using buildings or facilities. Information provided to the SUPERINTENDENT and/or his/her designee must include all proposed financial arrangements and detailed identification of joint sponsorships. The SUPERINTENDENT or his/her designee may approve the program, providing buildings and facilities are not being used for private profit.
   10. Use of kitchen facilities or dishes requires prior approval of the Food Services Supervisor, and all users shall follow the Madison Metropolitan School District Guidelines for use of the District's kitchen facilities.
   11. For use of kitchens to cook, a Food Service employee is required to be on site during the use of the kitchen. Renters will be responsible to pay all fees associated with the having a Food Service employee on site.
   12. Shoes with protruding nails, metal cleats, rubber soles, or heels which leave black marks shall not be worn on gymnasium floors or activity room floors.
   13. Cancellation or restoration of a canceled building permit may be made by the SUPERINTENDENT or her/his designee for any reason. The notice of such cancellation or restoration shall be in writing.
   14. Restoration of canceled building permit requests shall be made in writing to the SUPERINTENDENT or her/his designee. The reasons for cancellation and requested restoration should be identified.
6. Rental rates may be established each year and approved by the BOARD.
7. Repairs of equipment or replacement — repairs requiring a service call or an expense in excess of $10.00 will be billed directly to the renter.

5/7/07

Last Updated: Tue Jul 10 14:19:42 2007
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