Facility Use - Community Education (2024)

School District 622 Community Education schedules facilities according to the following group priority list:

1. District 622 school curricular, co-curricular, and extracurricular activities/events
2. District 622 Community Education activities
3. Youth programs sponsored by the cities of North St. Paul, Maplewood, and Oakdale Park and Recreation Departments and local athletic associations with a majority of District 622 residents; priority for gym use is given to indoor sports September 1 through March 15
4. Non-profit, tax exempt youth groups with a majority of District 622 residents
5. Non-profit, tax exempt adult groups/organizations with a majority of District 622 residents
6. Non-profit, tax-exempt groups or organizations with less than a majority of District 622 residents
7. Commercial organizations

Community Education processes facility requests for all school-sponsored and community events that occur after 6 pm on weekdays, on weekends, or non-school days including the summer.

• Each school must submit a calendar of events by June 15 for the upcoming school year.
• District 622 staff must complete an Internal Facility Use Request Form for events planned after their school calendar has been submitted. An electronic form is available on the staff resource page of the district website.
• Community members may submit a Facility Use request by mail, fax, in person or online at www.isd622.org/facilities. The application can be downloaded from our website or an application is available at the Community Education office. Facility requests are not accepted over the phone.
• School calendars and Community Education activities are processed before public requests.
• Requests received after Wednesday the week prior to your event are subject to a late request fee upon approval.
• Community use may be limited by availability of supervisory, custodial and technical personnel as well as equipment and maintenance schedules.
• Activities are limited to the purpose for which the facility was designed and must be consistent with the equipment and furnishings.
• Community Education issues permits for approved events directly to community groups and individuals for district buildings, high school fields, tracks, tennis courts and parking lots. Permits for elementary and middle school fields are issued to the cities of North St. Paul, Maplewood and Oakdale for use by the city, its residents and athletic associations.
• Facility requests for all facilities except gyms are processed according to the district’s Priority of Use, the group’s financial account status, and the date received.
• Facility requests for all district gyms are processed according to the district’s Priority of Use, the group’s financial account status, and the following timelines:
  • Weekday Gym Use September 1 through March 15 – District staff equitably allocate practice time to all groups who have submitted a request for the fall and winter seasons. Gym time is disbursed as follows: September 1 through October 31
    • November 1 through December 31
    • January 1 through March 15.
  • Weekday Gym Use March 15 through August 31 – Applications are processed after January 1 based on date received.
  • Weekend Gym Use (Friday, Saturday, Sunday) – Application processing begins the second week of July for the upcoming school year. Applications received by then are processed based on Priority of Use and the group’s financial status. Applications received after processing has begun are processed based on date received.
• Permits are not transferable and are restricted to the dates, times, facilities, equipment and number of participants stated on the permit. The permit will list all estimated fees. The permit holder must carry it during the event.

• Users of District 622 buildings and grounds must agree to assume all responsibility for damage or liability of any kind and agree to hold faultless the district from any expense or costs in connection with the community use of the school facilities and/or equipment.
• Organizations, groups and individuals using school facilities must carry a minimum of $1.5 million general liability insurance coverage. A Certificate of Liability Insurance (COLI) must be on file in the District Education Center prior to use. The COLI must list ISD 622 as an additional insured and the address as 2520 12th Avenue East, North Saint Paul, MN 55109.
• The permit holder must report any loss, breakage or repair needs of buildings, grounds or equipment to Community Education. Damage to property must be paid for by the permit holder or insurance carrier.
• District 622 may not be held liable for loss or destruction of user’s personal property.

The permit holder and/or group leader is responsible for compliance with the following rules. Non-compliance may result in permit revocation and/or the denial of facility requests.

Building and Equipment Use

• All groups must have either a permit or district issued coaches card with them when using the facility.
• Facility use is restricted to the areas and number of participants listed on the permit.
• Groups must conclude their activities according to the time listed on the permit.
• You must leave the facility in the same condition it was found. You may not move furniture without approval.
• Use of district and personal equipment must be pre-approved prior to use and listed on the permit.
• Equipment may not be removed from the buildings.
• Use of personal equipment must be pre-approved and removed immediately after use. District 622 is not liable for loss of or damage to personal property.
• Signs related to the event may be placed only in the room/s listed on the permit (for outdoor rental, signs must only be directional in nature).
• Batting is prohibited in gyms without batting cages. Hard balls such as baseballs, softballs, lacrosse balls, golf balls, etc. must be approved for indoor use by Community Education.

Cancelations, Revisions and School Closure

• The permit holder may cancel the permit with a minimum of eight (8) business days’ notice without penalty or charge.
• The permit holder may request to revise the permit. All requests must be approved by Community Education. Revisions made after Wednesday the week prior to the event will be assessed a “Late Request” fee.
• The school district reserves the right to cancel a permit to accommodate unforeseen school events or emergencies. In the event of such a cancellation, there shall be no claim whatsoever against the district or a right to damages or compensation because of any loss damage or expense. Every effort will be made to find acceptable alternative space.
• All permits are canceled when school buildings are closed due to inclement weather or building emergencies unless the Superintendent/Designee makes an exception. Tune in to local radio/television stations, or check the district’s website at www.isd622.org for the most current updates.

Communication and Advertising

• Communication/advertising about the event must include this statement at the bottom: “This event is not sponsored by District 622. Facility rental is a community service and does not imply endorsem*nt.”
• Any person or organization requesting use of school facilities shall not advertise the event until receiving an approved permit from the school district.

Food and Kitchen Use

• Food and drink may only be served or consumed in approved locations and must appear on the permit.
• Food served at a school sponsored event must be obtained from a licensed caterer or commercial retailer.
• Food served from concession stands must be licensed by Ramsey and Washington County Health Departments.
• Kitchen use must be approved and staffed by District 622 Nutrition Services.

Policies

• A full list of school district policies can be found on the district website.
• Tobacco, alcohol, weapons, illegal drugs, e-cigarettes, vaping and disorderly conduct are strictly prohibited in all school district buildings and grounds, including parking lots. Failure to comply may result in immediate revocation of a permit.
• Groups using district facilities must observe all state and local laws/regulations and fire ordinances.
• Service animals are permitted in or on school district facilities or grounds. No other animals are permitted without the school district’s written permission.
• The school district will provide equal access to facilities and will not discriminate on the basis of race, age, color creed, religion, disability, national origin, sex, gender identity, gender expression or sexual orientation.

Supervision and Safety

• A Community Education building supervisor is on site in buildings to provide access to the building, maintain security and assist instructors and participants. When a building supervisor is not on duty a custodian or other designated district staff person may provide building access. Staff are not present to supervise or assist participants or activities.
• Groups must provide adequate adult supervision. The adult supervisor must remain with the group at all times and is responsible for the group’s conduct and compliance with rules and procedures.
• Groups using buildings when a building supervisor is not on duty must provide an adult at the designated building entrance to provide access for their participants.
• Exterior building doors cannot be propped open at any time.

Fees charged for using District 622 facilities are based on user classification. Usage and rental fees help to recover some of the costs incurred by community use such as utilities, cleaning, consumable supplies and long-term maintenance. The permit holder is responsible to pay all fees incurred during the event. Failure to pay invoices by the due date may result in a late fee, the revocation of the permit and/or the privilege of using school district buildings and grounds in the future. Community Education may require full or partial payment in advance. Payments are accepted online or at the District Education Center.

User Classifications

Class A – District 622 school groups pay no usage or rental fees unless revenue is being generated by the event/activity. (School-sponsored groups raising revenue are Class B).

Class B

• Non-profit tax-exempt community groups/organizations with a majority of District 622 residents, district-area athletic associations and groups sponsored by the cities of North St. Paul, Maplewood, and Oakdale.
• District 622 school-sponsored groups hosting events for the purpose of fundraising or when fees are charged to participate.

Class C – Non-profit, tax-exempt groups/organizations with a majority of District 622 residents who are raising funds for a group/organization.

Class D – Non-profit, tax-exempt community groups/organizations/associations with less than a majority of District 622 residents.

Class E – Commercial organizations (District 622 buildings and grounds shall not be used for commercial activities designed primarily for advertising activities or sales).