Carroll Independent School District

Procedures and Fees for Non-school Use of School Facilities

I. Availability of Facility:

Individuals or groups that wish to use the District’s facilities must first create an online account. 

II. Application/Agreement for Use of Facilities:

1. Individuals or groups must submit an Application/Agreement for Facility Use online. The application process is on the District’s Web site. If the facility requested is one typically used for secondary athletic competition, the Director of Athletics must approve the application. All other requests must be approved by the Assistant Superintendent for Administrative Services. After approval, the applicant will be notified and an Agreement sent for signature.  The applicant must submit payment and proof of insurance to the District department arranging for the facility use. All fees must be paid in advance. Reservation of a facility is contingent upon receiving payment.

2. Online application for use of the requested facility must be made at least ten days in advance. Approval shall not be granted for any purpose that might damage school property or to groups that are known to have damaged District property in the past.

3. Depending on the requirements of the facility renter, the District will arrange for services such as cleaning, technology needs, air conditioning/ heating, etc.  Costs for this will be recharged to the renter and will be outlined in the Agreement signed by the renter.

III. School Representative on Duty

The District will assign a District official as duty administrator throughout the time the facility is in use. This person will prepare the facility for use and will be responsible for closing the facility after its use. Any minor movement or rearranging of furniture will be under the supervision of the duty administrator. Costs will be recharged to the renter at the appropriate hourly rate.

IV. Rules/Regulations for Facility Rental:

1. Positively no food or drinks are allowed outside the cafeteria.

2. Liability insurance in the amount of $1,000,000 is required for groups that are not a part of the District. A Certificate of Insurance naming the District as additionally insured must be provided prior to approval.

3. With the exception of minor rearrangement of furniture, no alterations of any kind can be made to the facility without prior written consent from the Superintendent or designee.

4. Renters may not use any school-owned equipment and/or supplies found in the classroom or other areas. Additional charges will be applied for missing and/or damaged supplies or equipment and could result in termination of the rental agreement.

Carroll Independent School District

User Categories for Non-school Use of School Facilities

To better serve the community, the District has determined usage fees based on five categories, in accordance with the following:

The CISD Administration will determine the category the individual or group will be placed in for the year.

CATEGORY 1
District events, educational meetings to include staff or student meetings, and school programs;

A. District affiliated Booster Clubs

B. District affiliated Parent/Teacher Organizations

C. Carroll ISD Alumni Association

D. State, County, and Local elections (precinct polling places)

E. District affiliated Professional Teacher Organizations

CATEGORY 2
Other Accredited Educational Institutions;

A. Groups or organizations that serve populations primarily consisting of District students, staff and community

B. Other school districts

C. Non-profit colleges and universities

CATEGORY 3
Non-profit community groups, civic organizations and youth groups that meet all of the following criteria:

A. Must demonstrate non-profit status as defined by

Section 501 (C) of the U.S. Internal Revenue Code.

B. Established for the purpose of enriching the lives and education of District children and/or the community.

C. Must certify 100% of the children to be residents of the District.

CATEGORY 4
Other non-profit organizations and churches that meet at least one of the criteria below and can demonstrate non-profit status as defined by Section 501(c) of the United States Internal Revenue Code:

A. Groups/Organizations not charging admission fees to participate;

B. Programs which serve a student organization comprised of less than 100% District residents; or

C. Club and selective youth sports program who do not meet the criteria for Category 3.

CATEGORY 5
All for-profit or commercial organizations that charge admission fees to participate or gain financially from the proposed rental.

District Employee Fee Discount

A full time District employee who requests for-profit rental of District facilities under Category 5 shall be extended a discount for approved non-school use of District facilities. The District employee rental must support a Carroll ISD program. The employee may not use their employee status to represent another group or individual. The discount rate shall be calculated at a rate of ten percent of the gross earnings. To receive the discount, the employee must provide written documentation of the activity’s actual earnings. Any fees associated with administrative oversight, technical oversight, custodial services, food services, or any other expense that may be incurred by the District as a result of the rental will require additional fees. If the employee does not provide the required documentation within the timeframe established in the rental agreement, the employee will be charged the Category 5 fees as outlined in the fee schedule above.