Coach's Corner

USER GUIDELINES

Complete policies and procedures for use of school facilities are outlined here.  A few of the policies have been duplicated herein to assist users in understanding school procedure.  Please read and adhere to all items as listed to insure a successful event.  Please note that school functions have first rights to all properties and that you may be asked to reschedule.  If applicable, your group will receive a bill for use of facilities and/or custodial overtime approximately one month after the event.

Third Party Vendors

If a Facility Renter hires a third party vendor/employee who provides a product or service for your event it must be marked on your application and approved.

• Tech/sound service
• Equipment rentals (bleachers, tents, etc.)
• Bounce House rentals
• Dumpster rentals
• Vendors selling goods/food
• Food Truck/Caterers – must provide CCC Health Department Permit to Operate
• Other outside vendors

If a third party vendor will be used, it must be marked on the Facility Rental Permit Application and approved by the Operations Department in advance. If the third party vendor(s) are approved for the event at the facility rental, they are required to provide a Certificate of Insurance as well.

CANCELLATION OR CHANGE NOTICE

Cancellations must be made in writing, via email to rentals@CVCHSschools.org, at least 30 days in advance of the event for a full refund. Partial refunds will be given up to three (3) business days before the event. No refunds will be made if the cancellation is within three (3) business days of the event. Please see the chart below.

30 days or more before event date	100% refund
15 – 29 days before the event date	75% refund
4 – 14 days before the event date	50% refund
0 – 3 days before the event date	No Refund given

INSURANCE

Clayton Valley Charter High School requires that all groups using school facilities carry liability insurance in the amount of at least $1,000,000 per occurrence.  A Certificate of Insurance must be received by CVCHS prior to use of facilities.  Clayton Valley Charter High School must be endorsed as additionally insured on the certificate.

CUSTODIAL

If your group or organization requires exclusive use of a custodian during the event, it must be noted on the “Use Permit”.  The custodian’s primary duty is to the user group.  Other duties may be assigned when user demand appears minimal or after user needs are fulfilled.  When a user requires a custodian exclusively for an event, no school duties will be assigned.

When a custodian has been assigned to a specific user activity and the user has not arrived one hour after the scheduled arrival time, the custodian may secure the site and leave the premises.  Overtime compensation will be paid at four (4) hours regardless and the user will be charged accordingly.

Custodians assigned extra work for community service events are guaranteed a minimum of four (4) hours for each assignment.  A custodian receives one 15-minute rest break in each 4-hour period and one 30-minute meal break in an 8-hour shift.

• The sale and/or serving of alcoholic beverages on school property is prohibited.
• The use of school facilities for private use by individuals is prohibited.
• The use of ALL tobacco products in or on school property is prohibited.

If you have any questions about facility usage, please call CVCHS at 925-682-7474 for more information.

SCHEDULE OF FEES FOR USE OF SCHOOL FACILITIES

 

The CVCHS has defined the following group classifications.

Group I No Cost	Group II Modified Rate	Group III Commercial Rate
CVCHS and school sponsored groups, clubs, and student body organizations.   School-connected organizations (Parent Clubs, Foundations, Boosters, CVCHS Employee Associations, etc.)	Departments or agencies of local municipal governments   Community organizations, clubs, and associations with non-profit status 501(c)(3) (documentation is required at time of Application – See below)	Commercial groups, businesses and religious organizations

 

Priority

The priority for use of CVCHS facilities will be as follows:

• Group I--CVCHS, school and school-connected organizations.
• Group II--Local municipal departments/agencies, community organizations, clubs, associations with non-profit status.
• Group III--Commercial groups, business and religious organizations.

Use and occupancy of school property shall be primarily for public school purposes. Any authorized use or occupancy of the property for other than public school purposes shall be secondary and subordinate to this primary purpose.

The use of CVCHS facilities in all group classifications will be charged fees associated with the required personnel cost to provide oversight and support while facilities are in use. Fees will be charged on an hourly basis for:

• Custodial, kitchen, technical support, supervision and other staff – these charges will be for use during the week, weekends, holidays, and/or other days when the facility may otherwise be closed

• Other related charges based on the Facility Rental Schedule of Fees

• Fees must be paid prior to the use of facility

Group I – No Cost for Rental

The use of facilities at no cost include activities by school personnel or volunteers for purposes directly related to the education and enrichment of CVCHS students, as directed and approved by CVCHS administration, and/or for the purpose of employee gatherings related to the operation of the CVCHS.

The use of facilities at no cost include activities by school-connected organizations such as parent clubs, foundations, athletic boosters and other school-associated parent/teacher/student associations and associated student body (ASB) clubs. 

Custodial fees and/or other charges may apply. Group I rate qualifications:

1. Must not have any outstanding facility rental balance.

2. Facility is reserved under the school-connected organization’s name.

3. Payment for custodial fees and/or other charges will come from the school- connected organization.

4. Certificate of Insurance is from the school-connected organization.

Third-party sponsorship of an entity in order to qualify for the Group I rate is not allowed.

Group II – Modified Rental Rate

The use of facilities for Group II is charged at a modified rate. These groups are from local government agencies, departments, community based organizations, clubs and other associations with non-profit 501(c)(3) status.

Non-profit 501(c)(3) or Group II rate qualifications:

1. Provide proof of 501(c)(3) non-profit status, IRS documentation: Official Determination Letter (copy must be turned in with your Facility Use Permit Application).

2. Facility is reserved under the non-profit name.

3. Payment for the facility rental will come from the non-profit organization.

4. Certificate of Insurance is from the non-profit organization.

Third-party sponsorship of an entity in order to qualify for the Group II rate is not allowed.

Group III – Commercial Rate

The use of facilities for Group III is charged at a commercial rate listed below:

All charges (except Computer Labs) are 4-hour minimum. (Pro-rated by hour after 4-hour minimum.)

ROOM	PRICE PER HOUR/4 HOUR MINIMUM	SEASONAL RATE 2/3 X WEEK OR 4/5 X WEEK
Classroom	$15
Specialty Room (Library, Music Room, etc.)	$50
Multi-Use Room/Theater	$50
Large Gym	$60	$1500 / $2000
Small Gym	$40	$1000 / $1500
Locker Room (Boys’)	$15	$750 / $1000
Locker Room (Girls’)	$15	$750 / $1000
Track	$60	$1500 / $2000
Turf Field	$60	$1500 / $2000
Baseball Field/Cage	$30	$1500 / $2000
Softball Varsity or JV	$30	$1500/$2000
Softball Practice Field/ Baseball/Soccer Grass Field	$30	$1000 / $1500
Tennis Courts	$50
Parking Lots (without additional facilities)	$150
Blacktop/Asphalt	$10	$750 / $1000

In addition, use during weekend, holiday or evening hours during school recess periods requires custodial overtime. User groups are responsible for custodial overtime charges of $60.00 per hour with a 4-hour minimum. Custodial set-up and clean-up time may also be assessed on all uses.

It is the policy of Clayton Valley Charter High School, in compliance with the Title IX of the Education amendments of July 1972, not to discriminate on the basis of sex in its educational programs and activities or in the recruitment and employment of personnel. Title IX further prohibits the school from providing “significant assistance” to outside groups and organizations that discriminate on the basis of sex in their programs and activities.

In compliance with the Americans with Disabilities Act, all groups who use the facilities at CVCHS shall endeavor to reasonably accommodate all requests for accommodation by individuals with disabilities who wish to participate in our sponsored activity on district property.

Use and occupancy of the school facilities and property shall be primarily for public school purposes. Any authorized use or occupancy of the property for other than public school purposes shall be secondary and subordinate to this primary purpose.

School premises shall not be available to non-school organizations on such occasions or during such hours as have been scheduled in advance by the Executive Director for school exercises or functions or in connection with regular school work.

The Executive Director’s office shall approve all permits for the use and occupancy of school property and facilities by authorized groups or organizations during non-school hours. School premises shall not be used by any person or group as its political campaign headquarters.

Approval of this application is contingent upon payment of all fees owed to the school for previously-approved Use Permits. Charges for the use of school facilities and property shall be determined from a current Use of Facilities Fee Schedule.

All rules and regulations of the CVCHS Governing Board and provisions of the Education Code of the State of California (Civic Center Act) are to be observed strictly by those using school facilities, grounds and property.

The Executive Director has full responsibility for supervision and management of all property of the school at all times. He/she is authorized to assign use and occupancy of the property during school hours for meetings of groups provided that such meetings are not inconsistent with and do not interfere with the use of the property for school purposes.

Use of tobacco products, intoxicants or narcotics is prohibited in or about the school buildings and premises, nor shall profane language, quarreling, fighting, or gambling be permitted. Violations of this rule by an organization during occupancy shall be sufficient cause to deny further use of school premises to the organization.

Nothing shall be offered for sale at meetings without special permission from the Executive Director’s office. No person or organization, other than permittee, shall distribute any literature or any other item or articles at a meeting held in or on school facilities.

Any permit may be revoked without previous notice where conflicting dates have resulted or where need of the property for public school purposes has subsequently developed. For other cause, permits may be revoked at any time upon reasonable notice.

The school office will not assume responsibility for mail for a non-school group and shall not permit the use of the telephone, school mail or supplies (other than restroom) by any such group or representative thereof.

CVCHS reserves the right to require police protection for meetings held on school property when it deems such protection desirable. Organizations granted the use of school buildings or grounds may be permitted, in the discretion of the Executive Director’s office, to use school equipment which needs an operator, such as public address systems, etc., provided they agree to pay all costs, including labor, to which CVCHS may be subjected by reason of such use.

Persons or organizations using school district premises including a stage or stage equipment shall not be permitted to remove or displace furniture or equipment, nor change or manipulate controls except as requested and approved at the time of application.

Upon receipt of notice that a permit has been issued to a non-school agency for use, the Executive Director or custodial supervisor shall designate a custodian to open the building, be in charge during the use, and to close the building after the use. The designated custodian in charge is empowered to take all necessary means to enforce CVCHS rules, policies and safety requirements.

Opening the buildings for use shall be dependent upon the showing of an approved Use Permit application to the custodian in charge. For security purposes, a custodian or site administrator must be on site during all use of school facilities. Custodian will stay in immediate area of use if so designated on application (“Exclusive Use of Custodian”). Based on the number of rooms used and/or attendance expected, CVCHS reserves the right to assign more than one custodian to be on site during use and/or clean-up. User group shall bear all costs for this coverage.

The school custodian assigned to the facilities requested or any other school person, other than the Executive Director of the school, shall not permit any individual or group to use any equipment, room or other facility on the premises which was not designated on the application as approved by the Executive Director’s office. Any departure from the original approved request may be allowed by the Executive Director’s office via Cancellation or Change Notice form. Applicant should be aware of the possibility of additional charges resulting from the change in facilities.

School property shall be protected from any damage or mistreatment and permittees shall be responsible for the condition in which they leave the school buildings, fields and grounds. In case school property is damaged, the cost thereof shall be paid by the permittee. School furniture or equipment may not be removed or displaced by any permittee without permission from and under the supervision of the school employee in charge.

Notice of cancellation must be given to the school office 48 hours before the date of intended use in order to avoid financial obligation for any charges involved. When cancellations occur, the Executive Director’s office shall be notified via Cancellation or Change Notice. 

If a change in date or details occur, notice must be given to the school office 48 hours in advance of the date of intended use. The Executive Director’s office shall be notified via Cancellation or Change Notice.

It shall be the duty of the school custodian on duty to see that these rules and regulations are enforced and to report any violations or attempted violations to the site administrator. Whenever the school feels these rules and regulations have been violated, the school shall revoke the permit in question and shall not issue future permits to the organization.

To request facility space and/or time, please email:

ed.norton@claytonvalley.org 

OR

alison.bacigalupo@claytonvalley.org