Facilities Usage Guide/Request Form

Please click here for a Facility Usage Request Form

The following guidelines will apply for groups wishing to use the Carlisle Community School District:

Facility Availability

Facilities are generally available for non-school use after 6 p.m. Monday through Friday 8 a.m. to 6 p.m. and on Saturdays and 1-5 p.m. on Sundays.

As defined by the district calendar, facilities will not be available to rent during summer break. Facilities are not available for non-school use during winter vacation, spring break, and summer break (last day of school through “family week”) as set by the district calendar. Any time school is dismissed early due to weather conditions, no facility usage will be permitted, and any activities scheduled will be canceled immediately.

Facilities Classifications

Classifications will be used when groups wish to use the district facilities. The classifications will be as follows: A, B, C, D, E, F. Class A (school activities) will have the highest priority for use when developing the facilities calendar. After Class A, priority is on a first come, first served basis. The activities director or personnel designated to keep the master calendar will determine the classification of each group requesting facility use as outlined below. Should there be any questionable organizations or uses, the superintendent will complete determination. Status, purpose, and activity determine the classification of the group or organization. The classification criteria listed below in priority order should be followed for using all facilities. Depending upon use, adjustments may be made to a group or organization's class.

CLASS A: SCHOOL ACTIVITIES AND SCHOOL RELATED ORGANIZATIONS

Regular classroom activities
School activities for students (athletic events, fine arts events, etc.)
School related groups and organizations (PTO, fine arts, athletic boosters, etc.)
District sponsored activities for staff (training, professional development, etc.)
Community Education Activities (adult education, intramurals, etc.)
Camps conducted by school employees with all proceeds directly benefiting Carlisle Schools

CLASS B: PUBLIC AGENCIES

Carlisle city government units or committees
Request for national, state and local elections

CLASS C: YOUTH/NON-PROFIT ORGANIZATIONS

Local youth sports teams affiliated with local youth sports clubs (practices and meetings- CYA, CGSA, Little League and Carlisle Youth Soccer Club)

CLASS D: FOR PROFIT CAMPS/PERSONAL USE BY DISTRICT EMPLOYEES

Camps conducted for profit by school district employees with proceeds going to employee

CLASS E: NON-PROFIT/PRIVATE INTEREST GROUPS

Local non-profit organizations/community groups. (Boys Scouts, Girls Scouts, etc.)
Local church services, religious classes and activities
Business concerns located within and paying property taxes to Carlisle Community School District
Local Carlisle youth tournament teams not affiliated with local youth sports clubs (AAU, USSSA, ASA, club league, etc.)
Activity, sport camps, clinics, etc. which are done by non-school district employees

CLASS F: OUT OF DISTRICT PRIVATE INTEREST GROUPS AND ORGANIZATIONS

Business concerns located outside the Carlisle Community School District that wish to use the building/grounds for activities
Out of district youth or adult groups with less than a majority of Carlisle participants

Note: The superintendent and/or board may, by discretion, approve other uses and set fees accordingly. Upon approval by the activities department, service hours may take the place of usage fees.

Fee Structure

Determining Fees

The activities department will determine the appropriate classification for the use of district facilities. The fee will be based on the classification. Necessary additional fees may include such things as cleaning fee, failure to cancel charges, replacement or repair for damage or theft, and other pertinent administrative costs.

Key Deposit

Buildings are usually locked during the evenings throughout the school year. The athletic office must check out keys and/or a key FOB. If a key fob is not returned, there is a $50 charge. Administration reserves the right to disable any fob for any reason.

Additional Rental Deposit

In case of reported damage caused by a group, the district may charge an additional fee when it deems appropriate. The additional damage deposit will be required after the first incident of damage. The group will make the deposit before the next scheduled use. The activities director and/or superintendent will determine the amount of the deposit or additional fees necessary to use facilities.

Waived Fees

On occasion, a fee may be waived or reduced, dependent upon use and organization. This would be done with approval of the superintendent through the activities director.

Agreement Length

All yearly facility usage agreements will run from July 1 through June 30.

Class A and B

No facility charges

Class C

Seasonal Charge (per activity)
- $200 per season for general up-keep, utilities, equipment
No charge for daily practice/activity usage
Tournament Charge
- No rental fee
- Custodial fee
  - $50 per hour OR $200 after event clean per facility/ $500 max
- Activity set-up fee (if needed)
  - $50 per hour
- Activity supervision (if required)
  - $35 per hour/ $200 max per day

Class D

Rental Fee
- Board Room, Meeting Rooms, Commons, Media Center
  - $35 per hour/ $50 max per day
  - Custodial fee
    - $50 per hour OR $200 after event clean per facility/ $500 max
  - Activity set-up fee (if needed)
    - $50 per hour
  - Activity supervision (if required)
    - $35 per hour/ $200 max per day

District Gyms/Fields
- $35 per hour/$50 max per day
- Custodial fee
  - $50 per hour OR $200 after-event clean per facility/ $500 max
- Activity set-up fee (if needed)
  - $50 per hour
- Activity supervision (if required)
  - $35 per hour/ $200 max per day

Class E

Rental Fee
- Board Room, Meeting Rooms, Commons, Media Center
  - $35 per hour/ $200 max per day
  - Custodial fee
    - $50 per hour OR $200 after event clean per facility/ $500 max
  - Activity set-up fee (if needed)
    - $50 per hour
  - Activity supervision (if required)
    - $35 per hour/ $200 max per day

District Gyms
- $35 per hour/$200 max per day
- Equipment fee (if needed)
  - $20 per hour/ $200 max for season
- $40 per hour light fee, no max
- Custodial fee
  - $50 per hour OR $200 after event clean per facility/ $500 max
- Activity set-up fee (if needed)
  - $50 per hour
- Activity supervision (if required)
  - $35 per hour/ $200 max per day
District Fields
- $50 per hour/$200 max per day
- Equipment fee (if needed)
  - $20 per hour/ $200 max for season
- $40 per hour light fee, no max
- Custodial fee
  - $50 per hour OR $200 after event clean per facility/ $500 max
- Activity set-up fee (if needed)
  - $50 per hour
- Activity supervision (if required)
  - $35 per hour/ $200 max per day

Class F

Rental Fee
- Board Room, Meeting Rooms, Commons, Media Center
  - $50 per hour/ $200 max per day
  - Custodial fee
    - $50 per hour OR $200 after event clean per facility/ $500 max
  - Activity set-up fee (if needed)
    - $50 per hour
  - Activity supervision (if required)
    - $50 per hour/ $200 max per day

District Gyms
- $75 per hour/$200 max per day
- Equipment fee (if needed)
  - $50 per hour
- Custodial fee
  - $50 per hour OR $200 after event clean per facility/ $500 max
- Activity set-up fee (if required)
  - $50 per hour
- Activity supervision
  - $35 per hour
- District Fields
  - $100 per hour
  - Equipment fee (if required)
    - $20 per hour/ $200 max for season
  - $50 per hour light fee, no max
  - Custodial fee
    - $50 per hour
  - Activity set-up fee (if required)
    - $50 per hour
  - Activity supervision
    - $35 per hour

CLASS F: Fees Doubled from Class E

Fees are per day

*Must have a district kitchen employee present due to health and safety regulations

Facilities Regulations

The following conditions must be followed when a group uses facilities of Carlisle Community Schools:

A) The use in no way interferes with the student educational and/or activity program of the Carlisle Community School District.

B) The use is consistent with state law.

C) The group or organization is responsible for and will exercise care in the use of the facilities.

D) The activity is supervised by an adequate number of adult sponsors.

E) Use of or possession of alcoholic beverages and/or controlled substances within school or on school grounds is prohibited.

F) Smoking/tobacco use is prohibited in school building and on school grounds.

G) A key FOB must be checked out from the activities office in the high school to an adult sponsor, who shall not lend it to any other person. A separate $50 key deposit will be made and held in the activities department until the key is returned and there is no reported damage. Said sponsor shall open and close the facility, being the first person to arrive and the last person to leave, assuring that all lights and equipment are turned off and the facility is left exactly as it was found. Please return key FOB to the activities office in a timely manner, within one week of the conclusion of your rental agreement.

H) The district reserves the right to charge a fee for any damage or excessive cleaning that needs to be done after a group has used a facility. The facilities usage request form must be completed before any group may use a facility.

I) Activity is confined to the area designated and no school equipment or supplies are to be used, except as approved in advance.

Key Fob Directions

When a key FOB is issued for using Carlisle Community School facilities, it is programmed to be used only for the hours the group or person has requested. To open the designated door, the responsible party taps it once on the electronic pad to the door's side. A green light will flash, and it will unlock. To keep the door unlocked for a group to obtain access, the responsible party must tap the electronic pad a second time, and the door will remain unlocked. Once the agreed upon time has expired, the door will automatically lock. The responsible party does not need to do anything. If, for some reason, the person or group finishes earlier than the contract states, he/she can tap the electronic pad twice upon exiting the building, and the door will lock. Under NO CIRCUMSTANCES should the doors be propped open with an object to allow access. FOBS will be revoked when this occurs. Please call the middle school office with any questions- 515.989.5390.