Use of Facilities

The Prospect Park Board of Education believes that the school facilities of this district should be made available for recreation programs and educational and civic events sponsored by nonprofit organizations provided that they do not interfere with the educational programs of the schools, as stated in N.J.S.A. Title 18A.  Moreover, the Board will permit the use of school facilities when permission is requested in writing and has been approved by the Board in this priority order:

1. Groups directly related to the school and the operations of the school (student and teacher groups);

2. Community organizations indirectly related to the school;

3. Departments of the municipal government.

Any request that does not meet the requirements of 1., 2. or 3. above must be submitted to the Superintendent Schools for review, then in turn, he/she will present it to the Board if he/she believes it is sufficiently related to the educational advancement of citizens of the community.

It is the policy of the Board of Education that the school facilities are not to be used for any purpose that violates democratic principles of American ideals, or for any purpose that will in any way interfere with the most effective utilization of school facilities for school purposes.

No grant of permission to use school property shall carry with it the right to exclude members of the Board of Education or any representative thereof from the property, and they shall have full and free access to any part of the building at all times.

The Board of Education reserves the right to cancel the use of any school facilities in the event that a school-related activity shall be scheduled during the time already granted.

The Board of Education has adopted the following rules and regulations for community use of school facilities:

1. All permits for the use of school facilities shall be restricted to responsible organizations under provisions outlined in these policies.  Only in exceptional cases will organizations outside Prospect Park be granted a permit.  Applicants must satisfy the Board of Education that they represent responsible organizations, and they must guarantee orderly behavior and underwrite any damage(s) resulting from the use of the premises and insure that the portion of the building used shall be left in a clean and secure condition.

2. No permit shall be issued in the event that the purpose or the result of such use is monetary profit to any individual or individuals.

3.  A permit shall not be transferable.

4.  The building will not be available for community use on any day or part of a day when school is not in session, on Saturday and Sunday or during holidays and vacation periods during the school year and the summer unless the Board grants special permission (to ensure that the appropriate custodial staff is available).

5. The granting of a permit for use of one part of the building gives no privileges for the use of any facilities other than those stated in the permit.

6. Special permission must be obtained for decorating, installing scenery, or tuning pianos.  Scenery, decorations, or equipment provided by the sponsor must be removed from the school building promptly after the performance so as not to interfere with school activities.  In the event of delay, the removal will be made by the Board of Education at the expense of the sponsor.

7. No alterations are permitted to the building or to the electrical systems.  Nothing shall be applied to any wall or floor, including the use of scotch tape, nails, tacks, or anything that may cause damage.

8. School equipment will not be loaned or rented, except by special permission of the Board of Education.

9. The sponsor agrees to comply with all the Prospect Park ordinance and rules and regulations of the Board of Health, Police, and Fire Departments, regarding the use of the public places.  Use of the facility will be limited to the capacity approved by the Prospect Park Fire Department.  If it is necessary to have a uniformed policeman, fireman or school custodian present at any function, this will be at the expense of the sponsor.  In the event of a fire drill, the same procedures utilized during the day will be used after school hours:

   • • Evacuate the building via the nearest exit;

     • Move quickly, but no running;

     • Be as quiet as possible;

     • Obey directions of school staff.

10. If any of these provisions/procedures are not followed to the full extent, the school has the right to stop the use of school facilities by any group/organization/department that has already received approval from the Board.

11. In terms of supervision, it is required that there shall be an adult chaperone for every ten children attending the event after school hours.  Proper supervision of all minors must be provided by the facility users.  It must be noted that the need to have full control over children and adults at all times is essential.  The school will not tolerate misbehavior.  Furthermore, the following rules and regulations that are in existence during the day are applicable in the evening.

    • • • Smoking within the building and on school property is prohibited at all times;

        • No liquor or other alcoholic beverages shall be brought to or consumed in the building or on the grounds.  The sponsor shall be responsible for seeing that this rule is strictly enforced;

        • Chewing gum is not permitted in or around school property;

        • Food or refreshment are not permitted in the gymnasium area;

        • Only sneakers can be worn in the gym when students are engaged in a play/athletic activity;

        • Any pushing or horseplay are not permitted at any time;

        • Profanity/vulgar language will not be tolerated.

        • Adult activities are restricted only to adults.  Children under eighteen years of age are not permitted to attend any adult activity held in the all-purpose room and/or cafeteria.

        • The Board of Education reserves the right to change any of the rules listed above.

 Liability - Insurance and Supervision:

1. A certificate of insurance shall be required with the "Use of Facilities Application".  The certificate shall name the Prospect Park Board of Education as the certificate holder and have listed under "Description of Operations" the proposed activities and name the certificate holder as the additional insured.

2. The sponsor assumes responsibility for the preservation of order in the areas used and liability for any damage to or loss of school property tinting the occupancy.  In addition, the sponsor agrees to save the Board of Education free from liability for injury or damage to any person or property of any person on school premises during the time covered by the permit.

3. When athletic activities are involved, medical expense insurance shall be carried by the participants or provided by the sponsoring body.  A certificate may be requested by the Board along with the "Use of Facilities Application".

4. The Board of Education assumes no responsibility for property left on school premises before, during, or after use of school facility.

5. The facility used by the sponsor will be examined carefully after use, and the sponsor agrees to leave the area used in dean and orderly condition, and make good promptly any loss or damage occurring during the sponsor's use of said facility.  The cost of such repair or replacement shall be fixed by the Board of Education.

6. Any youth sports team organization that is granted permission to use school facilities must provide the school district proof of an insurance policy against liability for any bodily injury in the amount of not less than $50,000 per person per occurrence, insuring the youth sports team organization against liability for any bodily injury suffered by a person.  The youth sports team organization must also provide a statement of compliance with the school district’s Policy and Regulation 2431.4 - Prevention and Treatment of Sports-Related Concussions and Head Injuries, which will be provided to the adult representative of the requesting organization with the application to use school facilities. 

7.  For the purpose of this Policy, a “youth sports team organization” means one or more sports teams organized pursuant to a nonprofit or similar charter or which are member teams in a league organized by or affiliated with a county or municipal recreation department.

 Procedures:

1. No permit for the use of the building will be granted without Board approval except for an emergent situation which would require expressed written permission of the Superintendent and/or chairperson of the Building and Grounds Committee in the absence of the Superintendent.

2. Applications will become a bona fide permit when signed by the Board of Education Secretary.  Applications along with the certificate of insurance are to be sent to the Secretary of the Board of Education.  After a permit is granted, copies are to be distributed as follows:

   1. • The sponsor;

      • The Secretary of the Board of Education;

      • The Superintendent;

      • The Principal; and

      • Custodial staff.

3. All permission for the use of the building (for recurrent use) shall expire as of June 30 of the school year in which they were dated, unless there has been a renewal prior to the end of the school year.

Provision of Training on School Safety and Security

1. In accordance with the provisions of N.J.S.A. 18A:41-7.c., the Board of Education shall provide to all persons who supervise youth programs that are not sponsored by the school district, but operate a program in a district building before or after school hours, on the weekend, or during a period when school is not in session, information on the district’s school practices and procedures in the event of a school safety or security incident at a school including non-confidential information on evacuation procedures, emergency response protocols, and emergency contact information.

2. It shall be the responsibility of the organization that sponsors the youth program to train the program’s employees and volunteers on the school security and emergency procedures in effect in the school building in which the youth program is located.  

3. The organization that sponsors the youth program shall file a statement of assurance with the Superintendent or designee that it has complied with the training requirements prior to the district authorizing the use of the school building.