Facilities Department

Consistent with Delaware Code, Chapter 14, Section 1056(e), the Board of Education of New Castle County Vocational-Technical School District (NCCVTSD) may permit the use of property under its jurisdiction free of charge to non-profit organizations or approved educational institutions, except however, for the expense of custodial salaries, heating and lighting in excess of the school’s normal operations.

To be considered as an approved educational institution for the purpose of a fee waiver, the educational institution must have entered into a partnership with the District and provide a direct service to its employees. The use of all property by for-profit and non-education related organizations shall be charged a fee based upon the Board approved fee schedule. These fees will be retained by the District to be used for educational purposes.

For purposes of this policy, organizations will be considered not-for-profit based on Internal Revenue Code (IRS) regulations (see IRS Publication 557). Charges for facility use will be assessed for those organizations not showing valid IRS proof of non-profit status. These organizations will be assessed a usage charge based on the District approved fee schedule.

Each building shall designate an Assistant Principal responsible for overseeing the scheduling and coordination of building level facility use. This responsibility includes, but is not limited to providing potential users with request and fee forms, coordination of staff and security, compliance with policy, and serving as the liaison between the District and the user. The Facilities Management and Special Projects Supervisor or designee will be solely responsible for maintaining and coordinating the Master Schedule of facility availability and use, scheduling custodial staff accordingly, and communicating directly with the Building Assistant Principals. The Facilities Management and Special Projects Supervisor or designee will maintain on file facility request documentation.

External Requests

All external requests for facility use shall be made no less than 21 calendar days prior to the event. Requests will be submitted using an NCCVTSD Facilities Request Form. Requests submitted less then 21 days prior to the event will be denied. The District reserves the right to make exceptions on a case-by-case basis. All requests will be considered on an individual basis and will be reviewed and returned to the originator of the request within 10 calendar days of receipt by the designated assistant principal. In the unlikely event that an unplanned school/district related event is required to be scheduled at the time and place of an external request, the school/district request will take precedence.

Internal Requests

Internal Requests All internal facility use requests shall be made no less than 14-calendar days prior to the event using an Intra-District Facilities Request Form. All requests will be considered on an individual basis and will be reviewed and returned to the originator within seven (7) days of receipt. The District reserves the right to make exceptions on a case-by-case basis. Failure to comply with these policies and procedures will result in facility use privileges being denied or revoked.

Prohibited Activities

The following activities are prohibited by NCCVTSD:

Use of school property by individual or organization whose activities are subversive in nature.
Use of school property for non-school activities that interfere with school activities.
Smoking and use of tobacco products on school premises.
Use of school premises for games of chance.
Use of intoxicating beverages on school premises.
Use of school premises for holding card parties or dances.
Use of school property by any person or organization that has previously caused damage to any district facility and refuses to pay for damages.
Use of school property by individuals or groups for engendering social or religious prejudices.
Use of school property for the staging and/or convening of demonstrations and/or parades that are, or may be, in the opinion of the Board, not in good taste or contrary to the general public welfare.

The NCCVTSD may refuse to permit the use of school property under its jurisdiction for any purpose that, in its discretion, would tend to interfere with the program of the public schools or would not be in harmony with the purposes of public education. Additionally, NCCVTSD may refuse to permit the use of school property for those activities that will impose undo stress and hardship to the personnel or facility.

Refusal to Permit Use of NCCVTSD Facilities

Refusal to permit the use of NCCVTSD facilities may be based on:

The use of the facility does not serve an educational, cultural, civic, political, or recreational purpose.
Creating unsafe conditions.
Disorder or misconduct inside or outside the building prior to, during, or after time for which the use was granted.
Failure to leave premises in a good condition. The school authorities are the sole judges of what constitutes “good condition.”
Failure to pay fees in accordance with the approved fee schedule.
Disrespect to school representatives.
Non-compliance with school policies.
District’s inability to provide the appropriate custodial or supervising staff.
Not providing proof of insurance.

Any group of citizens permitted to use school property will provide, in advance of use, valid proof of adequate liability insurance. In addition, all groups will agree to sign a formal contract with NCCVTSD agreeing to make full payment one week prior to usage. By signing this contract, each person or organization agrees to release the District, Board of Education, and their agents and employees from all claims arising from the organization’s use of the facilities. The person(s) or organization also agrees to defend, indemnify, and hold harmless the District from all claims arising from the acts, omissions, and/or negligence of the organization, and all invitees of organization, as well as all claims arising from the acts, omissions, and/or negligence of the District.