Administrative Procedure 550 Appendix A BOOKING GUIDELINES AND REGULATIONS FOR CALGARY BOARD OF EDUCATION AND CALGARY CATHOLIC SCHOOL DISTRICT SCHOOLS TABLE OF CONTENTS 1. Booking Regulations A) Type of School Area Booked i) Public Use Areas of Schools ii) Instructional Areas of Schools B) Permits for Public Use of School Facilities C) Available Hours for Public Use i) School days (Monday to Friday) ii) Weekends, Statutory Holidays iii) Extended Holidays (Easter, Christmas, Summer) 2. School Board Use of Schools During Public Use Time A) Block Booking B) Block Booking Allowances for Schools C) School Board Booking Deadlines i) Fall Bookings Deadline ii) Spring Booking Deadline D) Special One Week Allowance for Gymnasiums E) Bookings by Schools after School Booking Deadlines F) Priorities of Use 3. Operating Regulations A) Clearing of Gymnasium Floor Administrative Procedures Manual Page 1 of 11
B) Restricted Activities in Schools C) City of Calgary Recreation s Handling of School Board Complaints about Public Permit Holders. D) Damage/Theft to School Property E) Alcohol in Schools F) Equipment Supplied by School Boards 4. Special Costs and Arrangements A) Incremental Costs B) Extra Charges for Use of Multiple Classrooms C) Exchange Programs/Special Agreements D) Changing of School Classification from Two Caretakers to One Caretaker Charges 5. Caretakers' Responsibilities 6. Supervision of Groups and Agencies using Schools Administrative Procedures Manual Page 2 of 11
1. Booking Regulations USE OF SCHOOL BUILDINGS AND FACILITIES AFTER REGULAR SCHOOL HOURS The following regulations will apply for all bookings of school facilities for out-of-school hours. A) Type of School Area Booked School facilities will be divided into two areas for booking purposes: i) Public Use Areas of Schools These include gymnasium, shower rooms, auxiliary gymnasium, cafeteria eating areas, shelter rooms and playrooms. City of Calgary Recreation will book public use areas of school facilities for public functions and activities not sponsored by the Boards. City of Calgary Recreation will confirm these bookings through the Operations Departments of the respective Boards. ii) Instructional Areas of Schools These include classrooms, libraries, music rooms, kitchens and theatres. School use of instructional areas will be booked through the respective Boards for extra school education classes in out-of-school hours. Public use of instructional areas will be booked through City of Calgary Recreation upon approval of the respective school principal or designate and the respective Board. B) Permits for Public Use of School Facilities All general public use of school facilities will be confirmed through a City of Calgary Recreation Facility Use Permit. Administrative Procedures Manual Page 3 of 11
C) Available Hours for Public Use Hours of availability for public use are different on school days than on weekends. i) School Days School facilities, or parts thereof, will normally be available for bookings on school days (weekdays) from 6:00 p.m. to 10:30 p.m. for Elementary Schools, from 6:30 p.m. to 11:00 p.m. for Junior High Schools, and from 7:00 p.m. to 11:00 p.m. for Senior High Schools. These times are inclusive of the total activity and the ending time shall be the time the group clears the school. Arrangements may be made wherever possible for Cubs, Brownies, and other similar groups of young people to use areas in certain schools after 4:00 p.m. on school days, on approval of the Principal. ii) Weekends/Stat. Holidays School facilities, or parts thereof, will normally be available for bookings from 8:00 a.m. to 12:00 midnight. iii) Extended Holidays (Easter, Summer Holidays, Christmas). Special arrangements may be made for use of schools during these periods subject to school availability. 2. School Board Use of Schools During Public Use Time (Public Use Times are listed in Section 1C) Schools and School Division Specialist Departments are allowed to book space during public use time as an extension to regular school activities. Specialized Departments include departments such as Continuing Education (including adult leisure programs previously under the Leisure Learning mandate), and Athletic Associations. Athletic Associations include Calgary Senior High School Athletic Association, Calgary Public Junior High School Athletic Association and Calgary Catholic Junior High School Athletic Association. The following regulations will apply for such usage: A) Block Booking Administrative Procedures Manual Page 4 of 11
Schools and School Division Specialist Departments are allowed to "Block Book" their required dates and times for use of schools during public use time. A "Block Booking" for example, could be made by a principal for each Wednesday evening throughout the school year between the hours of 7:00 p.m. to 10:00 p.m. This "Block Booked Time" should be used by the school for activities such as parent teacher interview, band nights, concerts, athletic events, etc. B) Block Booking Allowances for Schools Normally, schools will not exceed the following guidelines for block bookings: i) Elementary - one night per week ii) Junior High - two nights per week iii) High - three nights per week C) School Board Booking Deadlines There are 2 booking deadline dates to be met each year by school principals and school specialist departments. These deadlines are as follows: i) Annual School Block Bookings Deadline All school requests for facilities for the following school year (September 1 to June 30) shall be submitted to the respective rentals department by May 1. The respective Boards will then submit booking calendars to City of Calgary Recreation bookings office by May 31 of the same year. Confirmation of Public Bookings The City of Calgary Recreation will confirm public booking requests for the Fall season to the respective rentals department of each school board by July 31. Administrative Procedures Manual Page 5 of 11
ii) Winter and Spring Block Booking Adjustments All changes to previously approved school requests for the January 1 to June 30 period shall be submitted to the respective school boards rentals department by October 1 (changes to the original submissions from May). Changes or amendments to these schools block bookings for January to June shall be forwarded to the City of Calgary Recreation bookings office by October 15. The City of Calgary Recreation will confirm public booking requests for the Winter and Spring seasons to the respective rentals department of each school board by November 30 (excepting recreation programs provided by City of Calgary in the Spring season). Schools failing to meet the above deadlines will automatically receive Block Bookings as confirmed the previous year. D) Special Allowance for Gymnasia Principals may book a gymnasium for a period of one week in the Fall term and one week in the Winter/Spring term for special occasions (Drama productions, Science Fair, Education Week) as part of the regular booking timeline. Once per school calendar year, a two-week booking for gymnastics or other programs may be booked. This time may be added to the week booked for special occasions to create a 3-week block once per school calendar year. E) Bookings by Schools after School Booking Deadlines Schools can make bookings after the fall and spring booking deadlines have passed, provided the following conditions are met: i) Once a booking has been made and confirmed, changes, which might be required for regular school activities, would only be made with the consent of both parties involved. Any such changes would not be considered unless they were arranged at least two weeks in advance of the scheduled booking change to be negotiated. ii) When requests for school facilities are made by Board Departments after the deadline's dates, they shall be booked and confirmed to the extent that facilities are available - on a first-come, first-served basis. F) Priorities of Use Administrative Procedures Manual Page 6 of 11
Priorities for the use of schools and school facilities during out-of-school hours will be as follows: i) Regular school functions (i.e. extensions of regular school activities including meetings with parents supervised by the principal or designate, scheduled Physical Education and Athletics programs). ii) iii) iv) Extra-curricular activities of specialist departments of the respective boards (i.e. in-service sessions, music competitions and concerts, athletic competition). Continuing Education Services Department including adult leisure programs previously managed under the (former) Leisure Learning mandate. Public functions and activities booked through City of Calgary Recreation. 3. Operating Regulations The following regulations will apply to all bookings permitted through City of Calgary Recreation: A) Clearing of Gymnasium Floor Gymnasium floors are normally expected to be left clear of all equipment each day by the school staff. This includes the moving of all gymnastic equipment from playing surfaces, the removal of volleyball and badminton nets from the gym. floor, etc. B) Restricted Activities in Schools The following activities are prohibited in school gyms: Smoking throwing or batting of baseballs or softballs using outdoor soccer balls using indoor soccer balls for shooting floor hockey, with the exception of existing groups C) City of Calgary Recreation s Handling of School Board Complaints and Public Permit Holders When a complaint is received about a permit holder from one of the School Boards, City of Calgary Recreation will take the following steps: Administrative Procedures Manual Page 7 of 11
i) First Complaint - telephone call to permit holder from Booking Office explaining concern. ii) iii) Second Complaint - telephone call and letter from Bookings Office to permit holder clearly indicating what corrective measures must be taken and giving notice that any further problem will result in permit cancellation. Third Complaint - permit cancellation Note: The School Boards have the right to cancel a permit at any time if the conduct of those using the building or equipment is not satisfactory or is deemed to be causing willful harm to schools. This will be done through City of Calgary Recreation Booking Office. D) Damage/Theft to School Property All groups using school facilities must ensure that participants and/or spectators in their programs use appropriate equipment and wear footwear which is not harmful to the floor. Responsibility for protection of the school property and prevention of damage/theft of equipment shall rest entirely with the organization or group using the facilities. Proper precautions must be taken to prevent such damage/theft from occurring. In the event of any damage/theft to the school property or equipment, the organization or groups shall be charged with the cost of repair or replacement. E) Alcohol in Schools Alcohol is not permitted in schools managed by the Calgary Roman Catholic Separate School District. Community Associations that do not have their own community centre are the only clients booked into schools managed by the Calgary Board of Education for events for which alcohol is permitted, unless special permission is received. F) Equipment Supplied by School Boards Where available, gymnasium equipment shall, upon prior request, be provided to organizations and agencies using the schools in out-of-school hours. The equipment to be used will be specified on the rental permit; mats, box-horses, springboards, balance beams, climbing ropes, volleyball/badminton standards, and nets. Administrative Procedures Manual Page 8 of 11
Volleyballs, basketballs, badminton racquets, etc. will not be provided by the School Boards. 4. Changes/Exchange Programs/Agreements/Exemptions A) Incremental Costs Incremental costs for school facilities City of Calgary (Parks and Recreation) facilities are exchanged in May of each year by the Facility Use Team, which consists of one member from each of The Calgary Board of Education, The Calgary Catholic School District and City of Calgary Recreation. B) Extra Charges for Use of Multiple Classrooms Public rental groups using more than the gymnasium and eight classrooms will be charged a service fee equivalent to 1 hour's rental for each additional set of 7 or a portion thereof. e.g. A group using 9 to 15 classrooms would be charged one extra hour for service fee. C) Exchange Programs/Special Agreements The following is a list of Exchange Programs or Special Agreements currently in effect or proposed between City of Calgary (Parks and Recreation), and either/or both of the school boards. i) Village Square/Lester B. Pearson Joint Use Agreement ii) Lord Beaverbrook High School (applies only to use of Racquet Ball Courts) (expires 2005 December 31) Administrative Procedures Manual Page 9 of 11
iii) Nellie McClung School/Community Association Building Exchange (expires 2022 January) iv) Bishop McNally High School and Bishop O Byrne High School are not part of the facility inventory pool by decision of JUCC D) Changing of School Classification from Two-Caretakers to One-Caretaker Charges 5. Caretakers' Responsibilities When changing a school from a two-caretaker school to a one-caretaker school, the Boards will give City of Calgary Recreation one booking term notice. When notified of a school's status change (to one caretaker) City of Calgary Recreation will immediately try to move as many clients out of the school as possible. The caretaking staff will be responsible for: Ensuring that the group or agency has access to the building and designated facilities; supervisors to be allowed access 15 minutes prior to designated time, or earlier if prior arrangements have been made with the Operations Department. Making designated equipment available as per Section (3F) above. Supervising and assisting in the erecting and dismantling of equipment as noted on permit Reporting damages and losses, inappropriate behaviour or activities of the group or participants, within 2 working days to school administration and on to City of Calgary Recreation Booking office. Setting up the public address system if listed on the Facility Use Permit issued by City of Calgary Recreation. 6. Supervision of Groups and Agencies Using Schools All groups and agencies using school facilities shall designate, prior to usage time, a person to act as a supervisor for the activity. This person shall be directly responsible for the safety and conduct of the individuals in the group as well as for the group as a whole. The supervisor of the activity shall make themselves known to the caretakers. Administrative Procedures Manual Page 10 of 11
Approval Date: April 12, 2016 Administrative Procedures Manual Page 11 of 11