Policy 1208
Use of Facilities
James Rumsey Technical Institute believes that the grounds and facilities of this school should be made available for organized community activities and for non-organized recreation, provided that such use does not infringe on the original and necessary purpose of the property or interfere with the educational program of the schools and is harmonious with the purposes of the counties that it serves.
James Rumsey Technical Institute will permit the use of grounds and facilities for organized community activities when such permission has been requested in writing by a responsible organization or a group of citizens and has been approved by the Director/Principal or his/her designee.
Grounds and facilities shall be available for the below-listed uses. When there are competing interests, approval will be given according to the following priorities:
- uses directly related to the schools and the operations of the schools
- meetings of employee associations
- uses for voter registration and elections
- departments or agencies of the municipal government
- other governmental agencies
- community organizations or groups of individuals formed for charitable, civic, social, religious, where permitted by law, recreational, and educational purposes
Facilities shall not be made available to commercial or profit making organizations or individuals offering services for profit. The foregoing notwithstanding, for the purposes of this policy, any photographer properly engaged to take school-related photographs shall not be prohibited from using school facilities under this policy or otherwise.
James Rumsey Technical Institute will not permit the use of its facilities for any group, organization, or individual if the person providing the supervision of said group, organization, or individual has been found guilty of sexual assault in the first degree or sexual abuse in the first degree. This includes, but not limited to, religious organizations, Boy Scouts, Girl Scouts, 4-H organizations, sporting and scholastic teams, music, sporting, and theatre groups and camps, and summer day camps pursuant to State law.
James Rumsey Technical Institute shall allow school facilities to be used for the funeral or memorial service, or both funeral and memorial services, of a community member of distinction who was a military service member or veteran who served under honorable conditions or who served as a first responder. James Rumsey Technical Institute shall not be responsible for additional costs incurred as a result of holding the funeral or memorial service. Funeral or memorial services may not disrupt or interfere with classroom instruction, or other scheduled school events, or governmental use such as when a school facility serves as a polling place for an election.
The use of grounds and facilities shall not be granted for any purpose which is prohibited by law.
Should all or any part of the James Rumsey Technical Institute’s community be struck by a disaster, the Director/Principal or his/her designee shall make District grounds and/or facilities available, at no charge, for the housing, feeding, and care of victims or potential victims when requested by local, State, or Federal authorities. The Director/Principal or his/her designee should meet with the Office of Emergency Management to establish a disaster preparedness plan in order to ensure that proper procedures are established to minimize confusion, inefficiency, and disruption of the educational program.
James Rumsey Technical Institute property may not be used for advertising of any tobacco or alcohol product. This shall apply at all times to any building, property, or vehicle leased, owned, or operated by the James Rumsey Technical Institute. Groups using James Rumsey Technical Institute property shall sign agreements with the Director/Principal agreeing to comply with this ban on advertising tobacco and alcohol products and to inform students, parents, and spectators by public address systems, if available, that this ban remains in force on evenings, weekends, and other times that school is not in session. A summary or copy of this ban on advertising tobacco and alcohol products shall be attached to all requests for use of school facilities.
Students, parents, and spectators will be informed by public address systems that West Virginia Board of Education Policy 4373 remains in force on evenings, weekends, and any other time that school is not in session.
The Director/Principal shall develop administrative guidelines for the granting of permission to use facilities including a schedule of fees that, together with the costs used to determine such fees, must be approved by the Administrative Council. Such guidelines are to include the following:
- Each user shall present proof of the purchase of a contract of insurance which:
- provides general comprehensive liability coverage of any claim, demand, action suit, or judgment by reason of alleged negligence or other acts resulting in bodily injury or property damage to any person arising out of the use of James Rumsey Technical Institute grounds and/or facilities
- is in an amount not less than $1,000,000 for each occurrence, and $2,000,000 aggregate limit.
- The Director/Principal or his/her designee may request an amount of excess coverage of at least $5,000,000 for each occurrence.
- Use of school equipment in conjunction with the use of school facilities must be requested specifically in writing, and may be granted by the procedure by which permission to use facilities is granted. The users of school equipment must accept liability for any damage or loss to such equipment that occurs while it is in their use. Where rules so specify, no item of equipment may be used except by a qualified operator.
- Users shall be liable financially for damage to the facilities and for proper chaperonage.
Notwithstanding any of the foregoing, no liability shall attach to James Rumsey Technical Institute, or any of its employees and officers, specifically as a consequence of permitting access to James Rumsey Technical Institute grounds or facilities. Those persons or groups granted permission to use school grounds or facilities pursuant to this policy shall agree to indemnify the school and hold it harmless for any liability arising out of their use of those grounds or facilities.
Vehicles displaying disabled veterans’ special registration plates will be allowed to park in places where persons with limited mobility impairments may park.
Use of County Facilities
Applications
Any organization or individual desiring to use James Rumsey Technical Institute facilities shall complete an application and submit it to the Director/Principal for approval.
James Rumsey Technical Institute authorizes the use of school facilities by the citizens of the county pursuant to the following regulations:
- The use of any school facility is subject to availability of the facility after all school programs or activities are accommodated.
- Application for use of a school facility must be submitted on the Application for Use of a School Facility Form, to the Director/Principal at least two (2) weeks (except for unusual or emergency situations) prior to the requested usage date.
- Only an individual, group, or organization, including service oriented, school affiliated, student or youth, non-profit, charitable, and others whose function benefits citizens determined by the principal, may be approved to use a school facility without charge, in consideration of the requirements in “F”.
- Any individual, group, or organization charging an admission, collecting an offering or not included in “E” shall be charged a usage fee at the following rate, if approved by the principal to use a school facility:
- School Grounds $50.00 per event
- Assembly $50.00 per event
- Cafeteria $25.00 per event
- Cafeteria/Kitchen $50.00 per event
- Classroom $25.00 per event
- Gymnasium $50.00 per event
Additionally, a utility usage fee, as determined by the principal shall be assessed for the use of an athletic field or of school grounds. The principal may waive the usage and utility fees for an individual, group, or organization charging admission if the proceeds are designated to benefit the school system and community.
- The Director/Principal shall not approve the use of a school facility if the requested usage is for a commercial or business venture, or for any other profit-making activity that will result in personal gain.
- Any individual, group, or organization using a school facility shall be subject to the following:
- The individual, group, or organization must arrange for a school employee to open and close the facility and be present during the usage period.
- The individual, group, or organization must provide sufficient supervision to maintain order and security officers if required by the principal.
- The individual or group or organization shall be responsible for any loss or damage to the facility as a result of such use.
- The individual or group or organization shall hold James Rumsey Technical Institute harmless for any liability resulting from injury sustained during the time the group or organization is using the facility.
- The individual or group or organization must provide proof of liability insurance in the amount of $1,000,000, if the principal after consultation with the treasurer, determines that the activity can result in liability to James Rumsey Technical Institute.
- If cleaning is required as a result of the usage, the individual or group or organization shall be responsible for compensating James Rumsey Technical Institute for any additional time worked by the custodian. The rate of pay will be the custodian’s regular rate, plus overtime pay, if applicable, and fixed charges. There will be no cost if a custodian is on duty and can accommodate the individual or group or organization without interfering with his/her regular duties. Any trash, dirt, or debris beyond the usual and ordinary must be taken care of by the individual or group or organization.
- If IT or audio-visual support is required as a result of usage, the individual or group or organization shall be responsible for compensating James Rumsey Technical Institute for any additional time worked by the Technology Integration Specialist.The rate of pay will be the TISs regular rate, plus overtime pay, if applicable, and fixed charges. There will be no cost if a TIS is on duty and can accommodate the individual or group or organization without interfering with his/her regular duties.
- Any individual or group or organization using a school kitchen must make arrangements with the Director/Principal for a Culinary Arts instructor to oversee the kitchen. The instructor shall be compensated with their daily pay rate. Food can be prepared and refrigerated in the kitchen only with approval from the Culinary Arts instructor. School program supplies and commodities may not be used. School utensils and trays, etc. may not be removed from the kitchen/cafeteria area.
- The individual or group or organization must obtain permission from the Director/Principal for the use of any school equipment.
- The individual or group or organization must obtain permission from the Director/Principal prior to moving any furniture; furniture must be return to its original position.
- The possession and/or use or distribution of drugs, tobacco, and/or alcohol on school property is prohibited and must be enforced by the individual or group or organization.
- The number of participants at any function/activity cannot exceed the posted seating capacity.
- The individual or group or organization must remain in the section of the facility indicated on the application.
- All laws, regulations, ordinances and rules of law enforcement and police departments regarding public assemblies must be strictly complied with by the individual or group or organization.
- The Administrative Council or its representatives shall have at all times full access to all parts of the school facility.
- Permission for use of a school facility may be revoked if such action is deemed necessary and/or in the best interest of the school system.
- The individual or group or organization shall be billed by James Rumsey Technical Institute within ten days following the usage for any applicable costs associated with facility usage. The individual or group or organization shall be required to submit full payment payable to James Rumsey Technical Institute.