South San Antonio Independent School District
Terms of Use

South San Antonio Independent School DIstrict

Rules and Regulations

The designated buildings and properties of the District may be available to the patrons of the District and other groups under conditions prescribed or permitted by law and in accordance with the adopted policies of the Board and this Administrative Regulation.

District facilities, when made available for use, will be based upon classification and priority of groups as specified in these guidelines. The District shall have first priority of facility use and may cancel any agreement for the use of any facility prior to the event if the District determines that it must use the facility for a function directly related to the operation of the District. The District may also cancel an event with less than 24-hours notice under such emergency circumstances that would preclude the safe occupancy and use of the leased facility. The District also reserves the right to adjust or restrict the hours of use by any group or organization in order to accommodate the greatest number of requests.

All federal, state, and local laws and ordinances as well as rules of the police and fire department must be complied with by persons or organizations using District facilities.

Groups and organizations using District facilities are responsible for ensuring that all individuals attending the function stay within the areas of the facility that have been specifically reserved for their event.

RESERVING FACILITIES

All groups and organizations considering reserving or renting a District facility must contact the Office of Operations and submit the appropriate reservation request form. The Office of Operations will determine the availability of the facility requested, type of employee services required to adequately accommodate the activity, and notify the group of confirmation and/or conflicts with the request. Fees for rental and employees’ services are specified in the appropriate exhibit, as follows:

1. Exhibit A: Facility Fee Schedule;

2. Exhibit B: Facility Request Form and Procedures

Rental fees will be charged based on the group/organization’s classification type, the facility or facilities being rented, and employee service charges as specified in the exhibits to this document, as applicable. For groups subject to usage fees, the fees for renting any facility are based on a minimum of two (2) hours. Charges for an event are assessed from the time the facility is opened for the event until it is cleaned and secured. The organizational sponsor or designated representative must be present until everyone has vacated the building except employee service personnel.

 

South San Antonio ISD 015908

COMMUNITY RELATIONS GKD

NON-SCHOOL USE OF SCHOOL FACILITIES REGULATION

Facilities will not be rented or reserved for individuals or groups with outstanding fee balances.

PROHIBITIONS The District shall have the authority to prohibit any performance, activity, exhibition, or entertainment that is deemed to be indecent, obscene, immoral or in any manner publicly offensive. Groups/organizations that are known to have a history of or propensity for such prohibited types of activities will be prohibited from renting facilities. Violating any federal, state or local laws, ordinances or regulations may result in forfeiture of the ability to rent District facilities for future activities.

 

Use, sale, or possession of alcoholic beverages, illegal drugs, pyrotechnics (including fireworks), weapons, and firearms, and the use of tobacco products on District property will not be permitted. Violators shall be prosecuted to the fullest extent of the law. Evidence of any violation of federal, state, or local laws during the use of a District facility shall be

cause for suspension of privileges of such use, both currently and in the future.

ATHLETIC FACILITIES AND DOUTDOOR AREAS

Designated District athletic facilities (competition gyms, football, baseball, softball, and soccer fields) used for school UIL competition shall not be available for use by outside groups during the applicable sport’s designated season including pre- and post-season play (without explicit permission from the Director of Athletics). All groups and organizations are required to reserve available athletic facilities and/or fields, in advance through the Office of Operations.

ATHLETIC FACILITIES

Tennis courts and tracks at middle school campuses and tennis courts at the high school campus are available for personal recreational use to patrons in the community, on a first-come, first-serve basis (no reservations are necessary) as long as the facilities are not being used by District students for school-related activities. Patrons should limit use to a maximum of one hour (when others are waiting) to provide ample opportunities for other individuals to have access. These facilities may only be used for the purpose for which they are designed. Anyone failing to comply with these requirements will be removed from the facilities. The District has established a dawn to dusk hours of operation on non-school days, with a 9:00 pm curfew for these areas and has the authority to ask an individual or group to leave after 9:00 pm or at any other time based on inappropriate behavior/conduct.

OPEN AREAS

Outdoor areas on elementary campuses that are not fenced and gated or

South San Antonio ISD 015908 COMMUNITY RELATIONS GKD

NON-SCHOOL USE OF SCHOOL FACILITIES REGULATION

FIELDS, OR PLAYGROUND AREAS:

ELEMENTARY

locked with a security device, and areas normally designated as play-

ground areas may be used by the community on a first-come, first-serve basis (no reservations are necessary) as long as the facilities are not being used by District students for school-related activities. This includes the use of backstops, goals, and other equipment on the playgrounds provided that they are used properly and not abused. As a general rule, these out-

door areas will normally be available when school is not in session and after at least fifteen minutes has elapsed after the end of an instructional day. The organization is responsible for the supervision of students accessing these areas, and all persons using these facilities do so at their own risk. The District has established a dawn to dusk hours of operation on non-school days, with a 9:00 pm curfew for these areas and has the authority to ask an individual or group to leave after 9:00 pm or at any other time based on inappropriate behavior/conduct.

MIDDLE SCHOOL Outdoor areas on middle school campuses that are not fenced and gated

or locked with a security device may be used by community members on a first-come, first- serve basis without making a reservation as long as the facilities are not being used by District students for school-related activities. This includes the use of backstops, goals, and other equipment on the fields provided that they are used properly and not abused. As a general

rule, these outdoor areas will normally be available on days when school is not in session and after at least fifteen minutes has elapsed after the end of an instructional day. Organizations using these areas are responsible for the supervision of students accessing these areas, and all persons using these facilities do so at their own risk. The District has established a dawn to dusk hours of operation, with a 9:00 pm curfew for open areas and fields for non-school-related use and has the authority to ask an individual or group to leave after 9:00 pm or at any other time based on inappropriate behavior/conduct.

 

HIGH SCHOOL High school competition fields will not be leased to any outside group without explicit permission from the Office of Operations. All groups and organizations are required to reserve designated athletic facilities and/or fields, in advance. The District has established a dawn to dusk hours of operation, with a 9:00 pm curfew for open areas and fields for non-

school-related use and has the authority to ask an individual or group to leave after 9:00 pm or at any other time based on inappropriate behavior/conduct.

 

FOOD AND

BEVERAGES

 

Groups or organizations planning to serve or sell food or beverages on District property must follow District guidelines and arrangements must be made in advance of the event.

 

South San Antonio ISD

015908

COMMUNITY RELATIONS GKD

NON-SCHOOL USE OF SCHOOL FACILITIES REGULATION

 

RESPONSIBILITY

FOR DAMAGES

 

All groups and organizations reserving or renting District facilities will be held responsible for any damages to District property during their use. The individual or group using the building or facility will be responsible for restoring the facility to its original and equivalent condition. The Of-

fice of Operations has sole authority to make this determination. The Office of Operations shall also have the authority to determine the amount and extent of damages to be assessed, if appropriate.

 

PRIORITY

CLASSIFICATION

FOR FACILITY USE

 

District facilities, when made available for use, will be based upon classification and priority of groups. Any agreement to reserve or rent a facility may be canceled by the District in favor of school-related activities should a conflict in schedule develop at any time. The District reserves the right to adjust or restrict the hours of use by any group or person in order to accommodate the greatest number of requests. Preference will be given to youth groups of the District and other groups whose membership contain the largest percentage of District residents. The District reserves the right to cancel, postpone, or modify any rental request.

Classification A: Exempt School sponsored clubs, organizations and activities

Provides direct school support School related groups designated non-profit such as PTO, Booster Clubs, and Educational Foundations

 

To qualify for Classification A fee schedule, at least 80% of the youth participating must attend SSAISD schools and the organization must be a non-profit. (A roster of participants must be provided with a signed affidavit of compliance).

Classification B: Non-Profit Community Organizations

All Non-Profit organizations not meeting 80% of SSAISD participants attending SSAISD schools. Classification C: Commercial Organizations

 

All other groups not included in Classification A or B such as for profit organizations or individuals

 

USE OF FACILITIES

BY DISTRICT

EMPLOYEES

 

District employees desiring to use a District facility for non-school purposes (including private tutoring and private lessons for profit) must submit a Facility Request Form and are subject to the same fees for rental and employee services as individuals, groups, or organizations based on the appropriate classification group.

 

DEPOSITS AND Groups/Organizations that rent campus and District-wide facilities must

provide a minimum of 48-hour advance notice of a cancellation.

 

South San Antonio ISD

015908

COMMUNITY RELATIONS GKD

NON-SCHOOL USE OF SCHOOL FACILITIES REGULATION

 

CANCELLATION

 

Deposits, payable to SSAISD, are due upon confirmation of date availability and will be refunded after completion of the event, less any additional charges that may be assessed.

 

PAYMENTS OF FEES

FOR RENTAL AND

EMPLOYEE

SERVICES

 

Immediately following each event, the Office of Operations will determine the balance owed by the organization renting the facility and notify the group/organization of the final charges within five (5) business days after an event. The group/organization will be responsible for paying the fees associated with the facility rental and cost of the services as established in this Administrative Regulation and on the facility rental and related fees’ exhibits (Exhibits A-B). Possible charges include, but are not limited to, custodial, technical personnel, and security.

 

The security deposit, if applicable, will be applied toward the final charges (including any necessary repairs to District property). The balance owed must be paid in full prior to the next event in a series taking place. Failure to make payment will result in denial of future use. Rates and fees designated on the facility rental and related fees’ exhibits (Exhibits A-B) will be subject to annual review. Rates and fees may be modified on a yearly basis. All confirmed facility reservation requests and agreements will be honored at the rates at the time of execution and will not be subject to rate changes.

 

INSURANCE Insurance shall be carried by all non-SSAISD groups or any group the

District deems necessary to be covered by insurance. An original certificate of insurance, endorsed to add SSAISD as an additional named insured with waiver of subrogation in favor of the District, shall be submitted to the Office of Operations prior to the use of the facility. The policy must reflect that it is primary and not contributory with any insurance maintained by the District and may not be canceled prior to the conclusion of the event. The renter will be responsible to pay for any damages that their insurance does not cover or is denied.