Urbandale Community School District Facility Use Guidelines

Effective April 1, 2013

Introduction

The Urbandale Community School District values its role as a community hub and encourages the use of its facilities for public activities. However, the primary function of these facilities is to serve the educational needs of the District’s students, which will always take precedence.

Application Process

To use District facilities, applicants must:

1. Complete a written application and agreement at least seven (7) business days in advance via www.urbandalecommunityed.com.
2. Include all required details and disclose all planned activities.
3. Submit a certificate of liability insurance if required, naming the District as an additional insured.
4. Make payments, if applicable, before use approval.

The application is subject to review and must be approved by the Superintendent or their designee. Appeals of denials may follow the Complaint Procedure outlined in Policy 229. The District reserves the right to revoke any previously approved usage.

Payment and Responsibility

The signatory of the agreement is responsible for:

• Usage fees.
• Damage costs resulting from facility use.
• Ensuring all terms are adhered to.

Fee Schedule

Charges vary by user classification and facility type (e.g., gymnasium, lunchroom).

Liability Insurance

Groups required to provide liability insurance must:

• Obtain coverage from a reputable and licensed issuer in Iowa.
• Ensure a minimum coverage of $1,000,000 per occurrence and annual aggregate.
• Include the Urbandale Community School District as an additional insured.

Supervision

All activities must be supervised by responsible adults who:

• Are present throughout the event.
• Ensure all attendees leave the facility after the event.

Certain events may necessitate additional District-assigned supervisors, the cost of which falls to the applicant.

Prohibited Items

The following are strictly prohibited on District property:

• Alcohol, controlled substances, and paraphernalia.
• Smoking or tobacco products.
• Unapproved animals, except trained service animals.
• Abusive or obscene behavior and language.

Food, Beverages, and Technology Use

• Food and beverages: Permitted only in commons or lunchrooms. Kitchen use requires a District food service employee's presence, with additional fees.
• Technology: Specialized equipment in facilities like the Performing Arts Center or stadium requires a trained District employee for operation, with associated charges.

Outdoor Facilities

• Open to the public unless reserved through an approved permit.
• Restricted use areas, such as the turf field at Frerichs Field, require specific approval.
• Prohibited items: hard sole shoes, pets, and wheeled devices (e.g., bicycles, strollers).

User Group Classifications

Groups are categorized to determine fees and priority:

1. Category 1: District and related organizations (e.g., PTO, Community Education).
2. Category 2: Public agencies, co-sponsored activities, non-profits, civic organizations.
3. Category 3: Educational institutions, private interest groups within Urbandale.
4. Category 4: Out-of-District private groups or organizations.

Agreement Terms

Agreements are facility-specific and time-bound. Unauthorized use of facilities may result in immediate termination, penalties, or denial of future use.

Priority Use

Facility scheduling follows a priority system:

1. Category 1 users.
2. Category 2, 3, and 4 users as per availability.

For further inquiries, visit www.urbandalecommunityed.com or contact the District office directly.