FILE: KG
USE OF SCHOOL FACILITIES
PHILOSOPHY
The Iberville Parish School Board recognizes that the primary purpose of school buildings and grounds shall be to accommodate approved school programs for students. School buildings and grounds may also be used to assist in meeting the educational, cultural, civic, and recreational needs of communities. Use of school buildings by the community shall be considered a secondary function so as not to interfere with regular school-day programs of the students.
School facilities used by the community shall be governed by the provisions herein.
DEFINITIONS
School Facilities – shall mean all school buildings, school grounds, or other buildings, property, or equipment or any part thereof, belonging to, in the possession of, or operated by this school system.
Person – shall mean any individual or any group, firm, association, corporation, organization, and all other similar organizations.
ORGANIZATIONS WITH SPECIAL PROVISIONS
Organizations of parents and/or teachers, whose mission is complimentary of that of the School Board, shall not be considered outside agencies for use of school facilities, and shall not be required to pay for the use of a facility, nor be charged for janitorial or custodial help when being used for school related activities, pending approval by the principal/director. If school food service employees are used, however, these organizations shall be required to pay for such services in all instances. Such employees may donate their time for such activities if they so desire.
Governmental agencies within Iberville Parish may request the use of school facilities to hold appropriate public meetings and hearings without charge, pending approval by the Superintendent. Cooperative Endeavor Agreements between the School Board and other political subdivisions or non-profit organizations may be approved by the Superintendent in accordance with Louisiana Constitution Article VII, Section 14.
School sponsored organizations, whose members include children who attend the school in which those organizations use a facility, shall not be required to pay for such use of the facility. Boy and Girl Scout organizations may hold their annual meetings without charge.
Organizations whose mission primarily benefits children enrolled in the Iberville Parish School System, may, upon approval by the Superintendent, be granted an exception for the payment of rental fees. The following organizations or groups may be exempt from paying rental fees upon assuming responsibility to pay for janitorial services, equipment technicians (if applicable), provide security, and for replacing property destroyed (breakage), to wit:
Local Recreational sports teams when:
Iberville Parish School students are participants on said team; and
The usage of facilities is by a non-profit entity for a non-profit purpose; and
Written proof of tax-exempt status is provided; and
The event provides IPSB students with an opportunity to develop skills beneficial to future extracurricular participation; and
Liability insurance is provided by the sport teams; and
The benefit to be received by the school system, by having its students be able to participate in said local event, outweighs the value of the rental fee.
Athletic/Enrichment/Academic camps for a non-profit purpose and when participation is free for Iberville Parish Students.
USE OF SCHOOLS AS VOTING PRECINCTS
Certain areas of certain schools have been designated as voting precincts through agreements with the Iberville Parish Police Jury. Should it become necessary to move the voting precinct location from its usual location for any reason, the principal/director shall contact the School Board Central Office, which shall see that signs are placed directing voters to the proper place. When elections occur on school days, all schools shall remain open unless determined otherwise by the School Board. No utilities or rental fee shall be charged for use of school facilities as voting precincts. Janitors and custodians assigned by the Clerk of Court's Office to work on Election Day shall submit time cards to the principal/director, who shall transmit same to the Central Office for payment by the Clerk of Court.
The Iberville Parish Clerk of Court may be granted a blanket approval for use of school facilities as a voting precinct, i.e., once use of a particular school as a voting precinct is granted, it would not be necessary for the Clerk of Court to re-apply for use at each election. Only a letter from the Clerk of Court stating the need to use school facilities on a certain date for election purposes would be required.
USE OF SCHOOL FACILITIES BY SCHOOL PERSONNEL ORGANIZATIONS
Requests for use of school facilities by recognized school personnel organizations for meetings shall be submitted to the Superintendent for approval. School personnel may post on the bulletin boards, or other appropriate areas, with the permission of the principal/director, information relative to the operation of their organization. Such use shall be without charge.
PERMITTED AND PROHIBITED USES OF SCHOOL FACILITIES
Any person who is a resident of Iberville Parish, except as noted below, shall be permitted to use school facilities for meetings, programs, or other activities which are not prohibited by the laws of the United States of America or the State of Louisiana.
No person shall be permitted to use school facilities to advocate the overthrow of the government of the United States, the State of Louisiana, this school system, or any other unit of government in this nation by use of force or violence.
No person shall be permitted to use school facilities for any meeting, program, or other activity, the primary purpose of which is the personal, financial, or pecuniary benefit of such person; however, regularly employed persons of the Iberville Parish School Board may be authorized to conduct enrichment programs if approval is first obtained from the Superintendent.
No person shall use such facilities to advocate the deprivation of any constitutional or lawful rights of any person because of that person's race, color, creed religious or political preference, or to deride or ridicule any other person because of that person's race, color, creed, national origin, sex, religious or political preference.
No person shall be allowed to use school facilities for political rallies or activities.
No person shall be permitted to use school facilities for social activities, including, but not limited to, birthday parties, wedding receptions, bridal or baby showers, family reunions, funerals, or religious services.
USE OF SCHOOLS AS VOTING PRECINCTS
Certain areas of certain schools have been designated as voting precincts through agreements with the Iberville Parish Police Jury. Should it become necessary to move the voting precinct location from its usual location for any reason, the principal/director shall contact the School Board Central Office, which shall see that signs are placed directing voters to the proper place. When elections occur on school days, all schools shall remain open unless determined otherwise by the School Board. No utilities or rental fee shall be charged for use of school facilities as voting precincts. Janitors and custodians assigned by the Clerk of Court's Office to work on Election Day shall submit time cards to the principal/director, who shall transmit same to the Central Office for payment by the Clerk of Court.
The Iberville Parish Clerk of Court may be granted a blanket approval for use of school facilities as a voting precinct, i.e., once use of a particular school as a voting precinct is granted, it would not be necessary for the Clerk of Court to re-apply for use at each election. Only a letter from the Clerk of Court stating the need to use school facilities on a certain date for election purposes would be required.
USE OF SCHOOL FACILITIES BY SCHOOL PERSONNEL ORGANIZATIONS
Requests for use of school facilities by recognized school personnel organizations for meetings shall be submitted to the Superintendent for approval. School personnel may post on the bulletin boards, or other appropriate areas, with the permission of the principal/director, information relative to the operation of their organization. Such use shall be without charge.
PERMITTED AND PROHIBITED USES OF SCHOOL FACILITIES
Any person who is a resident of Iberville Parish, except as noted below, shall be permitted to use school facilities for meetings, programs, or other activities which are not prohibited by the laws of the United States of America or the State of Louisiana.
No person shall be permitted to use school facilities to advocate the overthrow of the government of the United States, the State of Louisiana, this school system, or any other unit of government in this nation by use of force or violence.
No person shall be permitted to use school facilities for any meeting, program, or other activity, the primary purpose of which is the personal, financial, or pecuniary benefit of such person; however, regularly employed persons of the Iberville Parish School Board may be authorized to conduct enrichment programs if approval is first obtained from the Superintendent.
No person shall use such facilities to advocate the deprivation of any constitutional or lawful rights of any person because of that person's race, color, creed religious or political preference, or to deride or ridicule any other person because of that person's race, color, creed, national origin, sex, religious or political preference.
No person shall be allowed to use school facilities for political rallies or activities.
No person shall be permitted to use school facilities for social activities, including, but not limited to, birthday parties, wedding receptions, bridal or baby showers, family reunions, funerals, or religious services.
DETERMINATION OF APPROPRIATE USES
All applications for the use of school facilities processed in accordance with the application process set forth herein shall be granted unless it is determined that the proposed use of such facility by such organization at the time requested shall be detrimental to the orderly operation of this school system in carrying out its primary mission of providing the best possible education of all children of this parish on an equal basis. This determination shall be made by the Superintendent.
Before making the determination, the Superintendent shall make a reasonable investigation of the application, person and purpose of the use of such facility, and shall notify the applicant in writing setting forth the reason for any denial of the application. Denials of use by the Superintendent may be appealed by the applicant to the School Board, whose decision in the matter shall be final.
PROHIBITION OF USE OF ALCOHOL, DRUGS, AND TOBACCO
No person, club, or organization granted permission to use school facilities shall bring, or permit to be brought, into or about such school facility any alcoholic beverage, drug, firearm, or weapon, as defined by the State of Louisiana and/or policies and regulations of the School Board. The use of any tobacco product, smokeless tobacco, or any smoking object/device, including but not limited to electronic cigarettes, advanced personal vaporizers, vape pens, vape mods and similar devices, shall be prohibited on and in all School Board property and vehicles, and at all school-sponsored or school-approved functions. However, this prohibition shall not be applicable to any tobacco product approved by the United States Food and Drug Administration for sale as a tobacco cessation product and which is marketed and sold solely for such purpose.
School Board property shall include any elementary or secondary school buildings or grounds, buildings, portable buildings, field houses, stadiums, equipment storage areas, vacant land, or any other property owned, operated, or leased by the School Board.
APPLICATION PROCESS
Any person desiring to use school facilities shall first contact the principal/director of such school to determine if the facilities are available at the time and on the date requested. The person shall complete fully the application form, and attach the applicable fees (if any) for submission to the Superintendent for final approval. The principal/director cannot grant approval and a statement to that effect shall be set forth in bold print on the application form.
The principal/director shall require the person applying to complete the application form which shall contain the following information:
Name, address, and telephone number of person signing the application.
Name, address, name of contact person, and telephone number of the group or organization for which such use is requested.
A description of the nature, policies, and purpose of the organization.
A statement describing how the facilities will be used, and for what purpose.
A description of the particular area(s) of the school which are requested for use.
Proposed date, time, and duration of such use. In no event on a school day shall an activity begin prior to 5:00 P.M. nor end after 10:00 P.M., except for elections.
A statement that the person signing the application has been given a copy of the regulations regarding the use of school facilities, has read and understands such policy and regulations pertaining thereto, that such person meets all requirements necessary to obtain permission to use such facilities, as well as that the purpose of such use complies with all of such policies and requirements.
A statement that all persons attending the function or use of the facility requested shall also abide by all rules and regulations of the School Board relating to school facilities, and that the person signing such application and/or the group or organization shall be responsible for the conduct of all such persons.
The applicant shall sign a statement agreeing to:
Pay for any damage done to buildings, equipment or grounds.
Take necessary precautions to prevent smoking in school buildings and property, and prevent the use of alcohol or drugs during the activity.
Waive any and all rights to recovery from the Iberville Parish School Board for any injuries or damage resulting from the use of school facilities.
Pay required school personnel for their services.
Reserve the right to the Superintendent to cancel a previous commitment to use the facility if it becomes necessary to use it for school or emergency purposes.
Purchase liability insurance coverage with a minimum limit of $1,000,000 general liability coverage for the duration of facilities usage. A certificate of insurance must be submitted to the Superintendent after approval, and prior to use of the facilities. The policy must also name the Iberville Parish School Board as an additional insured.
The falsification of any information required on the application form or the failure to comply with all regulations and policies of the Iberville Parish School Board shall result in the person signing the application and/or the group or organization being prohibited from using school facilities in the future.
A statement that the applying person and/or organization shall not allow any other non-qualified person or group to use the facility, i.e., that the organization shall not assign its rights under the use of facilities agreement to any other organization.
PAYMENT OF FEES
At the time the application is executed, the principal/director shall collect the fees required (if any) and shall indicate by signature in the appropriate place that the school facility is available on the date and at the time requested. The principal/director shall then forward such application form and fees to the Superintendent for review and determination as to whether the purpose of such use of school facilities is in accord with the provisions of School Board policy. Notification of approval or disapproval shall be made as soon as possible following determination by the Superintendent, and shall be confirmed in writing to the applicant. If disapproved, all fees shall be returned and the letter of notification shall state the reason(s) for such disapproval, and shall state the right of the applicant to appeal the denial to the School Board for final determination.
TIME FOR APPLICATION
All applications for the use of school facilities shall be executed and filed with the principal/director at least fifteen (15) calendar days prior to the date for which use is requested.
GENERAL PROVISIONS
The principal/director shall designate personnel to be present and responsible for lights, heat, air conditioning, operation of equipment, and opening and closing of school buildings and/or grounds.
No person except school personnel authorized by the principal/director shall be allowed to have a key to any school facility.
The use of all types of school facilities shall be usually limited to school-sponsored activities contributing to the educational program of the school or the community at large, or the financing of school programs.
The use of school facilities other than those mentioned in (3) above shall be at the discretion of the Superintendent.
Application for use by outside groups or agencies shall be reviewed by the Superintendent, who shall make the determination of the appropriateness of the proposed use. Denial of use may be appealed to the School Board.
Arrangements for use of school facilities on non-school days (e.g., weekends, holidays, summer months, etc.) shall be subject to the availability of school personnel and their willingness to work during those times.
Sponsors of applying groups using school facilities after school hours shall be held accountable to the principal/director for actions of the group. Sponsors shall notify the principal/director before the activity as to the specific hours the group shall use the facility, and the name(s) of persons who will be assuming responsibility for the group.
School facilities may not be used by political organizations, for political rallies or promotions, for religious services or activities, or for private or personal use.
School facilities may be used free of charge to the Iberville Office of Emergency Preparedness as evacuation centers or emergency shelters, or by parish governmental agencies for the purpose of holding appropriate public meetings, group training sessions, or public hearings, with the approval of the Superintendent.
Members of the Louisiana High School Athletic Association may use stadiums and gymnasiums for games without being charged a rental fee or utilities charge.
The applicant shall ensure that no unauthorized third party shall be allowed to use the facility requested, or any portion thereof, without the express written consent of the Superintendent.
The applicant shall provide the required number of chaperons for children attending the activity, at a ratio of not less than one (1) chaperon per every twenty-five (25) children.
The applicant shall ensure that the number of attendees shall not exceed the authorized capacity for the facility as determined by the State Fire Marshal.
The applicant shall ensure that attendees park their vehicles only in approved parking areas. In no case shall parking be permitted on the grass areas of the schools.
The applicant shall ensure that attendees use only the facilities requested, and that they do not venture or enter into unauthorized areas.
There shall be no advertisement of the activity placed on or inside of the school building.
No decorations for the activity shall be attached to walls, ceilings, or floors of the school buildings. All decorations must be free standing, and removed at the conclusion of the activity.
Security, including police or fire protection, shall be required for all events.
FEE SCHEDULE
Fees are to be paid in accordance with a fee schedule approved by the School Board.
| Revised: January, 1992 | Revised: December 11, 2017 |
| Revised: March 12, 2012 | Revised: February 11, 2019 |
| Revised: February, 2014 | Revised: October 8, 2023 |
| Revised: July 14, 2014 |
Ref: Constitution of Louisiana, Art. VII, Sec. 14
La. Rev. Stat. Ann. §§14:91.7, 17:81, 17:240, 40:1291.1, 40:1291.2, 40:1291.3, 40:1291.11, 40:1291.21, 40:1291.22
Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education
Board minutes, 12-9-91, 3-12-12, 3-10-14, 12-11-17, 2-11-19, 10-9-23
Iberville Parish School Board