Please note: Effective July 1, 2009 MDUSD will only accept applications for facility use permits via our new online system.
The California Education Code, Section 38130, known as the Civic Center Act, and Mt. Diablo Unified School District board policy permits use of our facilities by outside user groups for legitimate purposes. The district works with local recreation and park districts to provide athletic fields, gyms and swimming pools for use by the community. Each school year there are approximately 25,000 uses of district premises by various groups. These groups include Boy Scouts, Girl Scouts, youth sports groups, church groups, parent club activities such as rummage sales, and even the use of schools as polling places during elections. The individual site initially approves the request for use of the premises based on availability. Use of premises is generally on a first-come, first-served basis, except for field use. Once the site approves the request, it is electronically forwarded to Maintenance & Operations for the purpose of determining any charges, securing insurance endorsements and determining the eligibility of the group requesting the use. Use of premises must be requested by a legitimate organization capable of providing insurance and indemnifying the district. Individuals and small groups that do not have insurance may not use premises.
Maintenance & Operations is responsible for working with the custodial department in order to assign custodial personnel where necessary. Billing for use is done by the Budget & Fiscal Services department. Any questions regarding use of premises should be directed to Maintenance & Operations at extension 3804.
All Applications and Permits for Use of School Property (use permit requests) must be completed on the district’s online system. The system electronically sends the application to the site for approval (so that availability may be confirmed with the school’s master calendar) and then to Maintenance & Operations for final approval. The Maintenance & Operations Department will determine and assess charges if required. When approved, confirmation for use will be sent via email to the applicant. Please Note: Applicant must present a copy of the approved request on the date(s) of use on school district property.
Please note that private individuals may not rent district facilities for personal use (e.g., parties, wedding receptions, etc.).
All "outside" organizations (including Boy/Girl Scouts, PTA, etc.) must always complete a use permit application for use of facilities, even if the use takes place on a regular school day.
In addition, all weekend, holiday and facility use during spring, summer and winter recess periods must be submitted on a use permit application, even if the event is considered a "school function". The use permit serves a variety of purposes; i.e., security and custodial coverage.
It is not necessary to submit a use permit for a "school function" that takes place right after school or in the early evening of a regular school day when custodial staff is already on site, although such use should be scheduled with the appropriate site staff and on the school's master calendar (i.e., club and staff meetings, rehearsals, practices, etc.). For school activities that run late into the evenings, a use permit should be filed (i.e., drama, choral and/or band performances, games, dances, etc.)
Custodial coverage is always assigned and billed for uses by "outside groups." For "school functions" such as dances, performances, athletic events, etc., custodial overtime is also assigned and, where an admission fee is being collected, the school group will be charged for the custodial overtime costs, including cleanup time.
For smaller school uses on weekends or holidays (i.e., rehearsals, practices, etc.), custodial cleanup time will not be required if the following criteria is met:
· must be a school-sanctioned activity
· 30 or less students must be in attendance
· use is for four hours or less
· must be supervised at all times by teacher, coach, advisor or administrator
· using one room only (i.e., gym, classroom, multi-use room)
· using one set of restrooms only
· no food or drink (except water)
· room being used (including restrooms) is left in a clean and orderly condition
By agreement with Local One, if school groups do not meet the above criteria, a custodian will be assigned at the end of each non-school day for cleanup (four-hour minimum by contractual agreement).
Use of all district fields must be approved through Maintenance & Operations via the district’s online use permit process. Coaches are not allowed to make special arrangements directly with outside groups; i.e., Connie Mack, American Legion and "pony" leagues. Adult league use of the district's fields is not allowed since space is limited and priority is given to youth groups. Maintenance & Operations works closely with all of the youth recreation leagues in the area and assigns the fields accordingly by "season." The district also has established insurance requirements for all user groups, which must be met to limit the district's liability. In addition, fees are assessed for use of the district's fields. The monies collected are put into a special fund that is designated for field improvements throughout the district.