APPLICATION PROCEDURES
An application for the use of the school facilities must be completed and approved before any bookings can be made.
Application for the use of school facilities must be made at least 10 days before use through the office of the Supervisor of Buildings and Grounds, Wilkins Building, 120 Church Street, Carlisle, MA 01741 (508-369-6550).
All dates and times for the use of the facilities must be approved by the Assistant to the Superintendent and the Supervisor of Buildings and Grounds.
All users are subject to the Carlisle Public Schools Policy on the Use of School Facilities. Organizations which fail to comply with facility use rules and regulations or misuse school property risk refusal on future applications.
The School Committee encourages community use of the public school facilities according to the Facility Use Policy guidelines. As legal custodian of the school facilities, the Committee also reserves the right to deny access to any user if that use is deemed not to be in the best interests of the school.
ADDITIONAL APPLICATION REQUIREMENTS
Applications requiring custodial special detail coverage require prior approval of the Supervisor of Buildings and Grounds.
Applications for the use of the kitchen require prior approval of the Food Service Manager.
Organizations requesting the use of the stage/auditorium facilities may be required to complete and sign a " Memorandum of Understanding. " This agreement for the use of the theater must be submitted with the facility use application.
> Organizations wishing to bring equipment into the school buildings must make arrangements with the Supervisor of Grounds and Buildings when the application is made.
> All organizations not covered by school or town liability insurance (usually in Facility User Categories C through E) are required to provide certification of general liability coverage of at least $1,000,000 for the period of the usage. This insurance may be purchased through the town's carrier or another carrier; in either case, certification must accompany the application for facility use. The School Committee reserves the right to waive this insurance requirement.
SCHEDULING
> In order to ensure facility access for school and child activities, requested activity dates for the following school year cannot be confirmed before May 15.
> A Carlisle custodian must be on duty whenever the facility is in use. All requests for facility use for dates and times when school is not in session are subject to prior approval and the availability of a Carlisle custodian to cover the special detail. This includes hours beyond normal custodial working hours as well as weekends, holidays, and school vacation periods including July and August.
> A Carlisle cafeteria worker must be present whenever the kitchen is used for food preparation. Scheduling is subject to the availability of a worker to cover the special detail.
The school facility must be clean and ready for the regular school day program each day. The Supervisor of Buildings and Grounds may limit scheduling the use of the facility if there will not be sufficient time or custodial staff to accomplish this after an event.
When demand for the use of the facilities is high, the Supervisor of Buildings and Grounds may reserve periods of time for large cleaning and maintenance projects.
Scheduling requests that require multiple dates and extensive usage must be evaluated on a case-by-case basis in terms of the educational program needs and custodial concerns.
Scheduling priority is given in order of the Facility User Categories, with highest priority to school programs. Within categories, priority is given to activities which include Carlisle school children.
FACILITY USER CATEGORIES
A. SCHOOL PROGRAMS
The school is an educational facility for the children of Carlisle. As such, the school has priority use of the school facilities for the school day program and for student and parent school-related after-school programs. Costs for this use are supported by the town through the school operations and maintenance budget.
Examples of school programs are band concerts, athletic events, student council and class events, music lessons, parent association meetings and events, and adult education classes.
Users may be responsible for custodial special detail charges, as determined by the Supervisor of Buildings and Grounds.
B. TOWN PROGRAMS
Town boards and committees are welcome to use the public school facilities. Costs for town use of the facility are supported by the town through the school operations and maintenance budget.
Examples of town use are town meeting, election polls, Memorial Day and Old Home Day celebrations, fire department training sessions, youth commission events, and recreation department activities such as the summer recreation program and sports programs for Carlisle youth and adults. Town programs are for Carlisle residents, with open access to all Carlisle residents.
It is not the intent of the School Committee that other town boards and committees should use this category to sponsor groups or activities which would normally fall in another category. Town boards and committees who wish to sponsor such events must present their proposals to the School Committee for discussion and approval.
Users may be responsible for custodial special detail charges, as determined by the Supervisor of Buildings and Grounds.
C. LOCAL NON-PROFIT ORGANIZATIONS
These organizations are located in Carlisle, serving predominantly Carlisle residents.
Examples of local non-profit organizations are child extended day-care programs, local churches, and local performing groups.
Users will reimburse the school for expenses which the school incurs to make the facility available during non-school hours. These facility use charges include incremental administrative, utility, supplies and maintenance costs.
Users are responsible for custodial special detail charges for time beyond normal custodial working hours.
Users will provide certification of general liability insurance coverage for the period of usage, either through the town's carrier or their own.
D. LOCAL POLITICAL ACTION ORGANIZATIONS
Examples are Republican and Democratic town committees.
Custodial special detail and local non-profit facility use charges apply, as do insurance requirements.
E. ALL OTHER USERS
Approval for facility use by other non-local or profit-making groups may be granted on a case-by-case basis, with the approval of the School Committee. Facility use charges are based on the rates for non-local or profit-making groups. Users are responsible for custodial special detail charges and insurance certification.
CHARGES
Charges for facility use are determined by Facility User Category. They are based on the incremental administrative, utility, supply and maintenance costs incurred by the school to make the facility available after school hours. Rates are set by the School Committee.
At least one Carlisle custodian must be on duty whenever the facility is in use. When use of the facilities requires a custodian to be present outside of normal working hours, the group using the facility will be required to pay for such services through custodial special detail charges. Rates are set by the School Committee.
Groups may be required to hire a Carlisle cafeteria worker if the kitchen will be used. Rates are set by the School Committee.
If the Supervisor of Buildings and Grounds must allocate additional custodial time to clean up after an event, additional charges may be assessed.
There is an additional charge for opening and closing the music room wall.
The organization using the facility will be responsible for any damages.
The school reserves the right to require that facility use payments be made in advance.
All charges for facility use and/or special details will be billed to the organization. All bills must be paid within 30 days. Organizations which fail to pay charges incurred may be denied future use of the facilities.
Some groups make voluntary donations to the school for their facility use. These generous donations are always welcome and appreciated.
REGULATIONS
Organizations using the facility will be responsible for the observance of all fire and safety regulations. This includes observing all room capacity limits. In the auditorium, there shall be no more people assembled than there are seats, with all aisles and corridors kept open and free for egress at all times.
Pursuant to Chapter 71, Section 37H of the Education Reform Act, the use of tobacco products by any student, teacher, school personnel, or any other individual is prohibited within the Carlisle Public Schools buildings, in any school facilities, on school grounds, on school fields, or on school busses at all times.
The possession or sale of alcoholic beverages is strictly forbidden on school property.
Lotteries or other money-making schemes which do not have the approval of state law are forbidden on school property.
All organizations must follow Carlisle Public Schools policies, including the anti-hazing policy and the policy against sexual harassment.
All pertinent Carlisle town by-laws must be followed.
No individual and/or organization beyond those whose specific mission is the support of the schools shall use any school facility as a mailing address.
The school kitchen is licensed by the Board of Health as a food service facility. Groups using the kitchen for food preparation must employ a Carlisle cafeteria worker to ensure that all Board of Health regulations and procedures are observed. Board of Health regulations also prohibit the use of school refrigeration or other food storage facilities by non-school groups.
Parking is allowed only in designated areas. Free access to the buildings must be allowed at all times. (See the site parking map.) Handicapped parking restrictions must be observed. Vehicles parked in areas designated FIRE LANES or vehicles parked in HANDICAPPED PARKING spaces without proper authorization will be ticketed by the Carlisle Police Department. These vehicles may also be subject to towing.
The school reserves the right to require police coverage and will normally require non-local groups who charge admission or admit spectators to provide police protection. In the event that Carlisle police officers cannot be contracted for an event, the organization shall employ a security agency approved by the Superintendent of Schools.
Keys will not be given to any individual or group using school facilities. All facilities must be secured by school personnel.
BUILDING AND EQUIPMENT USE
All activities must be under competent adult supervision approved by the Supervisor of Buildings and Grounds.
The person responsible for the use of the facilities, the "person in charge" listed on the application, shall be responsible for seeing that the rooms and areas used are left just as they were found.
The organization using the facility will be responsible for any damages.
Organizations should provide their own equipment since the school's equipment is generally restricted for school use. Organizations wishing to bring equipment into school buildings must make arrangements when the application is made. All such equipment must be removed by the following morning.
Each group which requires the rearrangement of furniture must coordinate all use of facilities with the Supervisor of Buildings and Grounds.
All stage rigging, lighting equipment and dimming systems are under the control of the Supervisor of Buildings and Grounds. Custodial special details are required for their operation.
Unless they are specifically assigned to an organization on a special detail, custodians are not immediately available to groups using the facilities. During regular working hours, a custodian can be reached through the main office in case of an emergency.
Users who will require the use of the Corey elevator must indicate it on their application.
Sneakers must be worn at all times while playing on the gym floor.
A public pay telephone is located outside the Corey Upper Lobby. Use of school phones for personal business is not permitted.
Groups are encouraged to use the juice machine outside the Corey Upper Lobby.
No individual and/or organization may post signs on school property without the permission of an administrator.
CANCELLATIONS
In all cases, permission to use the school facilities is granted with the understanding that the use shall be subject to cancellation for school activities, school related functions, Carlisle Town Meetings and Elections, severe weather conditions and emergencies. The Carlisle Public Schools reserves the rights to cancel any approved use that, due to unforeseen circumstances, conflicts with school program. Every effort will be made to notify the person listed as a contact on the facility use application as quickly as possible, should such a cancellation be necessary.
An organization whose use of the facility does not require a custodial special detail may cancel a facility use anytime prior to 3:00 pm on the scheduled date of use. For security reasons, it is vital that the Supervisor of Buildings and Grounds be notified if an event is to be cancelled. If a custodial special detail has been scheduled for an event, a cancellation charge will be made for any cancellation without 72 hours prior notice. The amount of the charge will be the two hour minimum custodial cost for the scheduled custodian. To cancel an event, organizations should notify the Carlisle Public SchoolsÕ main office at (978) 369-6550.