OUHSD Guidelines for Outside User Groups Acknowledgement And Liability Form
Oxnard Union High School District (OUHSD) supports the community it serves by providing use of its school campus facilities to outside users and the general public. As part of this service being provided, the District must maintain guidelines that ensure the safety of both the student population and the communities it represents. Programs and activities being held on OUHSD sites must also follow the Ventura County Public Health guidelines. The current VCPH guidelines for schools and use of public facilities can be found at venturacountyrecovers.org Any person entering an OUHSD site must adhere to the following guidelines.
All programs are subject to custodian availability and any potential requirement to close the area.
Maximum sports team or group size is 12 people
Everyone must wear a mask during the entire program (except for eating, drinking, and while in the pool) unless advised or approved (for specific health reasons) by the program directors.
At least 6 feet of social distancing should be followed at all times.
No entry is allowed if someone is ill, showing signs of sickness, or has been exposed to a person with COVID-19 symptoms.
Unassociated groups utilizing a common site will not enter into competitive activities and will not intermingle or practice within 30 feet of each other.
No shared equipment or materials.
No gathering before or after the events are allowed.
No changing areas or locker rooms will be available.
Additional fees apply to areas requiring this access
Participants shall wash their hands regularly for 20 seconds. All groups should provide Alcohol based hand sanitizers with at least 60% alcohol to their members.
Restroom use is limited to one person at a time. Only one single restroom will be allocated to a program. Hands shall be washed with soap and water for at least 20 seconds after each use.
There will be no spectators at any program. No parents, grandparents, siblings, guests, spectators or fans may attend any site activity, training, practice or game events.
Do not enter the campus/field/pool/building/gym if:
Anyone in the household has symptoms of or tested positive for COVID-19
They have been exposed to anyone who has symptoms of and/or tested positive for COVID-19 in the past 14 days
Program organizers and participants must ensure they are symptom free before attending any event on a daily basis.
Fever or chills
Shortness of breath or difficulty breathing
Muscle or body aches
New loss of taste or smell
Congestion or runny nose
Nausea or vomiting
Group Event Guidelines:
All programs shall start on time and finish on time. Attendees may not stay later than scheduled.
Groups must consist of the same 12 participants in each group. No additions or substitutions will be allowed on any event. This rule shall be strictly followed by all programs.
All participants shall wait outside until their start time. No early entry.
Attendees must arrive with face coverings on and shall be worn until directed by staff otherwise. They shall also have in their possession hand sanitizer (such as Purell or similar alcohol-based product) to sanitize their hands when requested by staff or as the need arises.
Program staff must wear face coverings at all times.
Groups must stay together. If two different groups or teams are on the field or in an area at the same time, these different groups or teams are not allowed to intermingle or come within 30 feet from each other.
There will be no competitive activities where two groups are interacting.
Do not enter campus/field/pool/building/gym if:
Anyone in the household has symptoms of or tested positive for COVID-19
They have been exposed to anyone who has symptoms of or tested positive for COVID-19
They are participating with another group or team concurrently within the past 14 days
Participants must arrive alone or be dropped off by a parent. Participants may not ride share together. Those who drive together should be from the same social group/activity or team.
Participants, staff, and coaches must stay home if experiencing any symptoms described above and the coach should be notified immediately.
There will be no shared equipment. There are no exceptions to this rule.
Any athletic equipment brought for a player/individual’s personal use must be pre-approved by the group leader/program organizer.
Any gatherings before or after site activities are not allowed. Participants must finish their event and depart immediately.
No Locker rooms or changing areas will be available. Participants are expected to arrive, participate and depart in the same sport clothing.
Each group will remain as a unit for the time period of attendance.
Groups are not permitted to intermingle and should maintain social distancing between groups.
Participants and coaches must remain with their group and are not permitted to move to another group.
Participants and coaches are only permitted to participate in one group during their attendance.
Ex. Participants and coaches are not permitted to participate in a group for water polo and another group for lap swimming.
Social distancing should be adhered to at all times.
No showers will be allowed before or after the pool use.
A bathroom will be available. The area should be occupied one person at a time.
No one else (parents, etc.) will be allowed to enter the aquatic facility.
At the beginning of each session, the coach will be at the entrance to the aquatic facility to ensure that:
Only participants are allowed to enter the aquatic facility and only at their designated time.
Face coverings are worn by all persons who enter the aquatic facility.
Any line formed for entrance into the aquatic facility is maintained with adequate social distancing.
Religious and Cultural Programs Guidelines:
Follow the guidelines listed above and the California Department of Public Health “Universal Guidelines” at: https://files.covid19.ca.gov/pdf/guidance-places-of-worship.pdf
We encourage the usage of open areas for religious and cultural events.
Cleaning Requirements and Fees:
All programs shall follow utmost care for cleanliness of the rental space and equipment.
There will be an additional cleaning fee of $200 per event for cleaning and disinfecting for weekday programs to Facility User.
The weekend programs an additional charge will be $400 per event to Facility User.
A Facility Deep Cleaning Fee will be charged to Facility User for all facilities/buildings used where participants have been tested/verified as COVID-19 positive at a rate of $3,500 per area of facility or building being used.
CORONAVIRUS ADDENDUM (Attach to Application)
In addition to the attached Application and Agreement for the Use of Facilities, Applicant/ Representative enters this Coronavirus Addendum and further hold harmless Agreement, incorporated into the Application and Agreement, as follows:
Including, but not limited to, the SARS‑CoV‑2 virus (the “Coronavirus”), the Applicant/Representative (the “FACILITY USER”) agrees to strictly, and without exception, follow all local, state, and federal guidelines regarding human protection from the Coronavirus (the “Guidelines”). The Guidelines to strictly follow are located at various sites, including, but not limited to:
The FACILITY USER shall not hold the event and shall cancel the event if all Guidelines will not, are not, or cannot be met before, during, or after the event.
The FACILITY USER shall stop the event immediately and send all invitees/participants away if they are observed not to be meeting all required Guidelines.
The District may terminate the FACILITY USER’s use of the District facility at any time if, in the sole discretion of the District, the District determines that the FACILITY USER or their invitees/participants are not in full compliance with the Guidelines. If the District terminates the FACILITY USER’s use of the District facility pursuant to this paragraph, the FACILITY USER will be not be entitled to a refund of any fees and will not be entitled to recover any consequential damages arising from such termination.
The District makes no representation regarding the condition of the facility in use. It shall be the FACILITY USER’s sole responsibility to appropriately and thoroughly clean, disinfect, and maintain a clean, disinfected, and sanitized environment during the event, including the use of Coronavirus products approved by the Environmental Protection Agency (EPA) and in compliance with the Healthy Schools Act (HSA) and the Oxnard Union High School District (OUHSD).
Assumption of Risk. FACILITY USER recognizes that there is presently a significant element of risk of Coronavirus transmission when any group of people gathers. FACILITY USER has reviewed and understands the risks reflected in the local, state, and federal alerts and guidelines, including, but not limited to, the links above. FACILITY USER assumes all risks, known and unknown, arising from Your use and occupancy of the District facility, including risks from the Coronavirus. FACILITY USER assumes full responsibility for any sickness, hospitalization, bodily injury, death, loss of personal property, quarantines, and all related costs and expenses of any person arising from Your use and occupancy of the District facility. (“Your” is defined herein as the FACILITY USER and each of their employees, District facility invitees, participants, volunteers, students, members, and all other related persons, agents, and entities.)
Waiver and Release of Claims. To the fullest extent permitted by law, FACILITY USER releases Oxnard Union High School District (OUHSD), its affiliated campuses, and their governing boards, affiliates, subsidiaries, divisions, administrators, directors, officers, employees, agents, and volunteers (collectively referred to herein as the “District”), from and against all claims and causes of action, for any injury or harm of any kind which may arise from or out of Your use and occupancy of the District facility, including the risks from Coronavirus. This release is intended to discharge the District against any and all liability arising out of or connected in any way with Your use and occupancy of the District facility, even though that liability may occur or arise out of the negligence or carelessness on the part of the District. I understand that by signing this Agreement, I am releasing claims and giving up substantial rights, including my right to sue, and acknowledge that I am doing so voluntarily. No representations, statements, or inducements, oral or written, apart from the foregoing written statement, have been made.
REGARDLESS OF THE DISTRICT OR ANY OTHER PERSON OR ENTITY’S ACTIVE OR PASSIVE NEGLIGENCE.
Addendum acknowledgment: I acknowledge that I have read this addendum and agree to all of its terms and that I fully understand my responsibility to adhere to all Coronavirus guidelines and instructions during the use of the District facility.
PROCEDURE FOR REQUESTING FACILITIES
All applications for facility reservations shall be made via our online facility rental website www.facilitron.com/ouhsd93030. Permission to use any District facility is granted in accordance with an approved fee schedule adopted by the Board of Trustees of the Oxnard Union High School District.
All rental approvals are based on the availability of the requested facility. Reservations for ongoing use shall be granted for a period not to exceed six months. No use shall be in such a manner as to constitute a monopoly for the benefit of any individual or organization.
PRECEDENCE OF SCHOOL FUNCTIONS
Oxnard Union High School District reserves the right to cancel or relocate any group in lieu of school related programs. School functions will take precedence over previously scheduled meetings of outside organizations. In such cases, the Maintenance & Operations Office will notify the organization. (Education Code 40049)
MODIFICATION OF PERMIT HOURS
Modification of permit hours, for all approved permits, must be emailed directly to the Maintenance & Operations Office 3‐business days in advance of event start date. Renters will be billed for all approved permit request hours, unless the 3‐business day condition of modification of permit hours is met. All modification of hour requests, must be emailed directly to the Maintenance & Operations Office at email@example.com [PHONE OR TEXT MESSAGES WILL NOT BE ACCEPTED]
Cancellation of entire permit or permit date, for all approved permits, must be emailed directly to the Maintenance & Operations Office 4‐business days in advance of event start time. Renters will be billed for all approved permit request dates, unless the 4‐ business day condition of cancellation of permit is met. All cancellation requests must be emailed directly to the Maintenance & Operations Office at firstname.lastname@example.org [PHONE OR TEXT MESSAGES WILL NOT BE ACCEPTED]
DENIAL OF USE
Organizations not complying with all applicable rules and regulations will be denied further use of school facilities.
INCLEMENT WEATHER FIELD CLOSURE POLICY
OUHSD will suspend outdoor facility and field use, including uses subject to an issued permit, for games, practices, and other uses whenever field conditions might result in damage to the fields or injury to players.
AVAILABILITY OF ATHLETIC FIELDS
The District may limit the availability of athletic fields for outside use to allow these areas to be renovated or otherwise "recover" from overuse. The District will provide notification to affected user groups as far in advance of such action as possible.
REMAINING BALANCE OF FEES
Must be paid on the due date of an outstanding invoice. Rental rates are effective from time‐in to time‐out (maintenance or tech support not included in rental rates). All programs must conclude by 12:00 midnight (10:00pm for programs that utilize OUHSD students).
MAINTENANCE & SUPERVISOR FEES
For events on weekends (2 hours or less): maintenance by contract with their union, receive a minimum of 2 hours of pay, per call. For events on weekends (over 2 hours): fees are charged for 2 hours to open and 2 hours to clean, close, and secure the facility. There are no maintenance fees charged Monday ‐ Friday, during their regularly scheduled work hours.
PROTECTION OF SCHOOL PROPERTY
School property must be protected from damage and mistreatment and ordinary precautions for cleanliness maintained. Groups shall be responsible for the condition in which they leave the building or premises. In cases where school property has been damaged or abused beyond normal wear, the costs of repair or replacement shall be paid for by the organization involved.
HOLD HARMLESS AGREEMENT AND INSURANCE
The applicant must agree to defend, indemnify and hold the Oxnard Union High School District, its officers, agents, employees, board members, and/or volunteers free and harmless from and against any and all liability, claims, demands, causes of action of law or equity, expenses and costs (including attorney fees), or loss of any sort for personal injury (including death) and property damage that may arise during or be caused in any way by such use, operation, occupancy, acts, omissions, and/or condition of premises by the Applicant, Applicant's members or Applicant's agent or employee, whether said agency or employment be direct or indirect, or their invitee.
Applicant further agrees to furnish such liability or other insurance naming the Oxnard Union High School District its officers, agents, employees, board members, and/or volunteers an additional insured, for the protection of public and Oxnard Union High School District in the amount of $6,000,000 ($2‐Million Each Occurrence and $4‐Million General Aggregate) combined single limit for personal injury or property damage.
If you are requesting the use of one or more classrooms, enter the number of classrooms from the drop‐down box.
CAFETERIA SUPERVISION OF FACILITIES
A cafeteria employee shall be assigned the responsibilities of supervising the use and care of cafeteria equipment where cafeteria facilities are used, and the number of adults in the kitchen shall be determined by the cafeteria employee in charge.
PERFORMING ARTS CENTER
If you are requesting a Performing Arts Center you must fill out our Performing Arts Center Client Questionnaire, once your permit is approved. You must pay for both a Lighting and Sound Theatre Technician, which the District will schedule. There is a two‐hour minimum to rent any Performing Arts Center.
OPERATION OF SCHOOL EQUIPMENT
Specialized equipment such as projectors, audio, microphones etc., owned by the district shall not be approved to use. The renter/organization must provide their own technological equipment.
The marking of permanent game lines on athletic fields by renters/organizations is prohibited.
OUHSD SHALL NOT GRANT THE USE OF SCHOOL FACILITIES FOR ANY OF THE FOLLOWING ACTIVITIES
Any use by an individual or group for the commission of any crime or any act Prohibited by law. Any use of school facilities or grounds which is inconsistent with their use for school purposes or which interferes with the regular conduct of school or school work. Any use which discriminates against participation of individuals based upon race, religion, gender, or any other criteria which is discriminatory in the legal sense. Any use which involves the possession, consumption, sale of alcoholic beverages, the use of tobacco products, or any form of cannabis, are restricted substances on all school properties. Public dances or parties, other than those sponsored and conducted as a part of a school activity.
OUHSD FACILITIES TERMS, CONDITIONS, REGULATIONS, AND POLICIES
I. All requests from outside organizations or groups for the use of school premises shall be made on official online applications through Civic Permits and prepared in the Maintenance & Operations Office.
II. Online facility permit requests must be submitted at least two weeks in advance of the time the use of the premises is desired.
III. All permits will be issued for specific facilities and for specific hours. It shall be the responsibility of the organization to see that the unauthorized portions of the building are not molested and that the premises are vacated as scheduled.
IV. All organizations or groups seeking use of school premises must designate an individual who shall be held responsible for the group or organization, and who shall be the person with whom all use of school facilities are arranged.
V. School premises must be protected from damage or mistreatment and ordinary precautions for cleanliness maintained. Groups shall be responsible for the condition in which they leave the school premises. In cases where school property has been damaged or abused beyond normal wear, the same shall be paid for by the organization involved.
VI. There shall be no smoking or use of smokeless tobacco products on school premises. There shall be no use of, selling, giving away or delivering of alcoholic beverages or narcotics on any school premises.
VII. There shall be no food or beverages served or consumed in the gymnasiums, performing arts centers, or activity rooms.
VIII. Use of school property shall be under the supervision and control of a duly authorized representative of the Board of Trustees.
IX. Each organization or group using school facilities shall provide adequate supervision of all persons attending the activity sponsored by that group or organization. For certain uses, uniformed policemen must be provided and in constant attendance as are necessary for the purposes of maintaining law and order.