Presented by NYC Senior Grants OfficersPresented by NYC Senior Grants Officers Updated October 2011

Extended Use:Process, Policy & Procedures

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Overview of Extended Use Process for Application Approvals

Current proceduresGuidelines

Policy & Requirements Other Considerations

AGENDA

Extended Use Overview Extended use is a process that applies to ANY and ALL activities that

occur in a NYCDOE school building during any time other than regular school hours.

The process applies to ALL occupants of the building whether they are DOE, NYC, government, private, for profit, not-for-profit, political or otherwise. The ONLY exceptions are Open School Night, Board of Elections and Shop Mechanics

Fees apply to all occupants and are processed based on the date, time and type of activity

Chancellor’s Regulations D-180 provides official guidelines for the Extended Use of School Buildings.

All permits require confirmation by the custodian and approval by the Principal.

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The primary use of a school’s premises must be for DOE programs and activities. After DOE programs and activities, preference is given to community, youth and adult group activities.

Responsible adults must be in attendance at all times when youth groups are using school premises.

Permits may be granted for recreation, physical training and athletics, including competitive athletic contests of children attending nonpublic, not-for-profit schools.

All uses shall be non-exclusive and open to the general public.

Athletic fields, gymnasiums, auditoriums, swimming pools and other large areas shall not be scheduled in a way that creates an unreasonable restriction of use by others.

Extended Use Overview

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o Organization/Applicant completes and signs the hardcopy permit application, and submits to school 30 days in advance of the activity start

o School Reviews for compliance with CR D-180

o Custodian reviews and confirms availability of space requested

o Principal approves the permit application by signing

o Application is entered into CPS by school designee.

o Application is approved electronically at the school level by the Principal or designeeo If application is for an outside organization, an invoice is generated, by borough

personnel, to the email provided. Once the invoice is paid in full, the permit receives final approval.

o If the application is for a school activity, borough personnel enters appropriate funding codes. Permit is then approved.

o Permit is approved, custodian gets systems generated email and allows access to building

Process for Approving Applications

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Requirements

Permit submission must clearly identify the organization, DBN, central DOE office, or program accountable for activity being conducted.

Activity taking place, inclusive of rooms usage, time and dates requested, must be accurate and aligned with the number of expected attendees and activity being conducted.

Outside organizations engaging in partnerships with schools are required to pay permit fees and any applicable security costs.

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Requirements: Outside Organizations

Tax Id # Allows the DOE to track the organizations using our

school buildings & evaluate usage

Email, Phone and/or Fax number This will ensure proper notification of permit status to the

school & outside organization

Description of Activities Must be specific (i.e., Beacon, SES, OST, PA/PTA, etc.)

to accurately apply budgeting codes

Liability Insurance Certificate, when necessary (i.e., contact sports, camps, carnivals, flea markets, etc.)

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Guidelines The DOE may terminate any permit at any time when it is in the best

interest of the DOE. Absent an emergency, a minimum of one week will be given.

Permits cannot extend beyond midnight (except in limited circumstances for which prior approval from Central is required.)

Construction permits and breakfast programs permits are processed by DSF and OSF respectively.

The appropriate number of restrooms (i.e. special rooms) must be included on every permit application, providing separate facilities for adults and children whenever possible.

All DOE activities must have NYPD SSD present. Outside organizations may utilize NYPD SSD or employ their own safety (i.e. an alternate safety plan) if pre-approved by the principal in writing.

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Non-Allowable Activities

Events personal in nature

Commercial purposes except for flea market operations authorized pursuant to Chancellors regulation A-650

Any activity involving gambling

Any activity involving the sale, use, consumption and/or possession of any alcoholic beverage

Any activity that excludes persons based on impermissible discriminatory reason as set forth in Chancellor’s regulation A-830.

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Religious ActivityBoard Policy

No permit shall be granted for the purpose of holding religious worship services, or otherwise using a school as a house of worship.  Permits may be granted to religious clubs for students that are sponsored by outside organizations and otherwise satisfy a requirement of this Chapter on the same basis that they are granted to other clubs for students that are sponsored by outside organizations.

  However The DOE is currently under a court order from the U.S. District Court for the

Southern District which prevents enforcement of this provision.  This judgment is on appeal before U.S. Court of Appeals for the Second Circuit.  Therefore, pending the outcome of this litigation, the following shall apply:

Permits for use of school buildings for the purpose of holding religious worship services or otherwise using a school as a house of worship should be granted or denied on the same basis as other requests by an outside organization.  Any questions regarding this issue should be referred to Office of Legal Services at 212-374-6888.

Permits for the entire school year (e.g., any month from now until June) should be divided into two permits.

> the first permit should be for worship services being held up to and including January 1st; and

> the second permit should be for worship services taking place after January 1st.

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Fund Raising, Donations & Admissions Fees Fund raisers must show that proceeds will be expended for an

acceptable benefit.

The permit application must indicate all fees and beneficiary information.

Required documentation:

Anticipated profit and loss statement

501 (c) 3 Tax exempt form from organization that is to receive the funds

Letter on official letter-head indicating how proceeds will be used

Beneficiary letter indicating acceptance of proceeds and approval to conduct fundraising activity.

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Political and Elections Activities

Buildings may be used for:

Polling place for primaries, general elections and special elections for the registration of voters.

Conducting candidate forum, provided all candidates are invited to participate.

Buildings may not be used for: Conducting political events, activities or meetings unless the purpose is for

a candidate’s forum where all candidates are invited. Activities, such as rallies, forums, programs, etc., for the benefit of any

elected official Activities, after School business hours during the 60 calendar days prior to a

primary and/or general election, by any candidate for public office or elected official seeking re-election except if directly related to the elected official’s public duties and responsibilities.

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Summer Day Camps

Not for profit

Community oriented

Open to all eligible children of the community

Maintain necessary insurance levels

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Carnivals & Fairs

User shall maintain and pay all premiums on a liability policy.

Licenses/permits from the Depart. Of Health (food) and the Dept. of Consumer Affairs (rides), must be presented at the time of the permit request application.

User is responsible for any equipment brought onto the school premises and ensure it is erected properly.

No rides or equipment will be allowed that may require the excavation or penetration of the ground surface to secure it.

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Contact Sports: Boxing, Wrestling & Martial Arts

The activity must be sanctioned by a recognized organization established to conduct such events.

The organization shall maintain liability insurance in amounts regulated by D-180

The event must be not-for-profit and all proceeds (if collected) must go to a recognized charity or educational organization.

Sponsor accepts and pays for DOE space as well as safety officers prior to the event.

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Swimming Pools

Permits to use a school’s swimming pool,  must include the:

Swimming instructor’s name,

License; and

Red Cross Safety Instructor’s Certification expiration date.

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Filming in Schools

Filming of school premises (building), school staff and/or students requires prior approval from Central DOE. 

Production companies must send a copy of the script to Marge Feinberg; and

if approved, the DOE Location Agreement must be completed by the production company and co-signed by the company and principal.   

It must be kept on file with the permit.

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Take the Field

Take the field athletic facilities are available free of charge to certain CBOs/Users that have demonstrated a financial hardship.

Usage is consistent with DOE policy and procedures and must be allowed only when the field is not being utilized by the respective school.

Usage applies ONLY to the athletic field, not the usage of any space within the school site including bathrooms.

Permits entered that utilize the Take the Field option do not generate fees to custodians.

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Fees

ALL organizations and individuals, including but not limited to unions, CBO’s, other government entities and elected officials ARE required to pay fees for school space and safety.

Fees for contractual costs for school safety are incurred and payable by applicant. These fees are incurred on school days after 3:30 pm and at all times on holidays and weekends.

There are no fees applied for space usage from 3-6 on regular school days.

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Fee Exceptions

Reimbursable programs awarded to the DOE such as 21st Century and Extended School Day Violence Prevention.

Open School Week and Parent Teacher Conferences

Community/Citywide Education Councils

DYCD Approved Beacon Programs

DYCD Approved Out of School Time Programs

PTA/PA meetings up to 110 hours per year outside of regular school hours

Presidents Council

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Safety

DOE activities require NYPD School Safety Agents

Non-DOE activity must have adequate security to provide for the safety at the function and to maintain the integrity of school property.

Outside organizations can request, in writing, that they wish to provide their own security.

Principal must agree to the proposed safety plan for the event.

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Special Services

May be needed in extenuating circumstances. Examples are as follows: In the event of a well-attended/high-volume activity which

ends late at night and the school needs to be ready the next morning.

If there are two activities back-to-back with minimal time between events for proper clean up

Under special circumstances that would require the presence of fireman, watchman, or stationary engineer.

All requests for special services must be approved by borough personnel.

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User Responsibilities

Ensuring that information entered into the CPS system is complete and accurate to the best of their ability

Advising applicants of fees for conducting event

Observing all applicable rules as outlined in Chancellors Regulation D-180

Ensuring adequate supervision of activities to be conducted

Completing a User Organization Incident Report should a safety or criminal incident occur.

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How to Check Permit Status

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Click Advanced Search

How to Check Permit Status

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• Click Permit Status

• Change the “next 30 days to all and then click retrieve

Where to Find the Control #

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• Click School Safety Summary.

• Scroll to bottom left hand corner of the page.

Chancellor’s Regulations - Resources

Extended Use – http://schools.nyc.gov/NR/rdonlyres/381F4607-7841-4D28-B7D5-0F30DDB77DFA/80467/D180FINAL2.pdf

PTA/PAs - http://schools.nyc.gov/NR/rdonlyres/381F4607-7841-4D28-B7D5-0F30DDB77DFA/83522/A660ParentAssociationsandtheSchools520.pdf

Unlawful Discrimination - http://schools.nyc.gov/NR/rdonlyres/381F4607-7841-4D28-B7D5-0F30DDB77DFA/88338/A830Final.pdf

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