Facilities Request

The Board recognizes that although the primary purpose of the school buildings, facilities and property is to provide students with an appropriate learning environment, the Board may make school facilities available to individuals and community groups without discrimination and in accordance with this policy, provided the use does not interfere with the educational program of the schools and/or that intended use and related activities are appropriate for school-aged children and do not compromise the mission of Penn Hills School District.

Effective August 3, 2022 PHSD is only renting facilities to Penn Hills Community Groups, where at least 50% of the participants are Penn Hills residents. All facility rentals by Outside Groups are on hold until further notice, due to COVID-19.

The Penn Hills School District offers facility rental scheduling through FMX. We are no longer using ML Schedules. Users who had an account in ML Schedules were rolled over to FMX. When logging in with your email address as your username, please select "forgot password" to change your password in FMX.

If you are a new group, please create a group account and upload your certificate of insurance ("Penn Hills School District - 260 Aster Street, Pittsburgh, PA 15235" MUST be listed as the certificate holder). The minimum insurance coverage is $1 million per occurrence and $2 million aggregate. Once you submit your group request, it will be reviewed by the system administrator. You will not be able to request space until a certificate of insurance is uploaded AND your group is approved by admin.

Create Account with FMX: https://phsd.gofmx.com/register

If you have questions about facility rentals, please email Brandon Chabola, Plant Manager, at bchabo@phsd.k12.pa.us or Stephanie Strauss, Director of Athletics & Activities, at sstrau@phsd.k12.pa.us.

Authority

The Board directs that use of school facilities may be granted to individuals and community groups for the following types of activities:

Instruction in any branch of education, learning and the arts, consistent with the school district's mission.
Social, civic and recreational meetings and entertainment, subject to availability and fees.
Polling places for holding primaries, elections and special elections as permitted or required by state law.
Recreation, physical training and athletics, including competitive athletic contests for children and adults.
Use of school district playing fields and the Fralic Center is subject to a separate annual, single or event contractual agreement with the school district.
When weather conditions or emergency situations make it necessary to delay the opening of school, dismiss early, or close entirely, the change will be announced on local radio and television stations as well as the district website. These decisions to close school are made by the Superintendent of Schools based on all available information.
When schools are closed or dismissed early, all activities, both public and private, are canceled.

The Board shall establish a schedule of fees for the use of school facilities by approved groups.[1]

Penn Hills residents are permitted to use the school district's outdoor facilities (fields, track, etc.) at their discretion provided they do not interfere with a PHSD group/team or an organized group who has reserved the facility and has a permit. Residents are authorized for light use of the facilities that will not cause any damage to the playing surfaces or equipment. Residents are not permitted to use school district facilities for revenue-producing activities, unless approved through a Facility Request Form.

Organized groups are required to submit a Facility Request Form and show proof of liability insurance in order to gain exclusive access to a facility (indoor and outdoor). Small groups will be handled on a case-by-case basis.

The Board shall retain the right, at any given time, to withdraw or cancel any permission previously granted for facility usage for any reason. The Board shall also have the right to establish organizational seniority. A list will be made available annually. School district needs for facilities will supersede any other activities, planned or unplanned, by any other group.

Guidelines

Application Process

An individual or community group requesting permission to use school buildings, facilities or school property must submit a request through FMX in advance of the proposed date to the Superintendent or designee. The application must specify:

The portion of the school facilities requested for use.
Proposed activities.
Number of individuals participating.
The date, time and duration of the proposed event.
If two (2) groups are vying for the same scheduled time and both meet the stated requirements, Penn Hills residents will receive priority. Rosters with addresses must be provided for proof of residency.

Accepted applications are not complete until the individual or group has submitted the following information and has signed a binding contract with the district:

Payment of the specified rental, utility, and/or custodial fee.
Evidence of organizational liability to limits required by district guidelines.
Documentation evidencing the school district shall be held harmless by the user for any liability that arises from use of school facilities by the individual or group, and for proper chaperonage.

If requesting a waiver of fees, the application must be submitted to the Board in sufficient time for consideration at a regularly scheduled meeting.

Unexpected overages and/or damage fees will be billed following the event.

All applications are subject to administrative review for compliance. After the Request for Use of School Facilities form is approved, groups will receive a permit for facility use. Groups will be required to show proof of permits when requested by an administrator or on-duty custodial staff.

Rental, Utility and Custodial Fee Schedule

The rental fee schedule is divided into three groups: Group A, Group B, and Group C.

Group A: The rental fee and utility fee will be waived for Penn Hills School District Related groups, such as all Penn Hills School District sponsored activities, clubs and sports teams; booster groups; and the PTA/PTC.
Group B: For the benefit of the Penn Hills community a discounted rental fee will apply for Penn Hills Community groups such as: municipal sponsored youth activities, Penn Hills affiliated adult sports leagues; Penn Hills affiliated travel sports teams (with greater than 50% of the rosters being Penn Hills residents); Penn Hills YMCA; Penn Hills Boy and Girl Scouts; and Penn Hills Youth Groups.
Group C: All fees will apply for Private Interest and Outside Groups such as for-profit groups; non-Penn Hills affiliated travel teams (with less than 50% of the rosters being Penn Hills residents); private clinics, meetings, productions and rehearsals.

When custodial staff is not scheduled (weekends, after hours, large events) custodial fees will be charged, unless waived by the Board. The rate for custodial coverage is $45 per hour (per custodian) with a four-hour minimum. Groups A, B, and C are responsible for paying for custodial coverage, when applicable. Custodial fees may be waived for the described groups, if custodial staff is on duty (Monday-Friday, school days) and additional custodial staff is not needed.

Proof of liability insurance must be provided regardless of the group using the facility. The minimum coverage must be $1 million per occurrence and $2 million aggregate.

Alumni Facility Usage

Penn Hills is proud of our graduates and the success they achieve after high school. Penn Hills alumni are permitted to use the athletic facilities under the direction and observation of a paid Penn Hills School District coach or administrator. Alumni are required to sign a 3 release of liability form before using the facilities. The liability form is available in the Athletic Office.

The coach/administrator is responsible for the facility, safety of participants, and following the PIAA rules and regulations regarding alumni participation. Facility usage by alumni may not take priority over PHSD teams’ usage or reservations by outside groups. Coaches/administrators must request dates and times through the Athletic Director when they would like to use the facility.

PIAA regulations state that graduates may not participate in practices, scrimmages or contests with current student-athletes. Alumni are permitted to assist athletic teams as coaches or volunteers (once approved by the School Board).

Application Evaluation

No application to use school facilities shall be approved if the proposed activity would result in any of the following:

Conflict with any school-sponsored activity.
Access to school facilities closed due to renovations, maintenance, cleaning, the school calendar, or Board action.
Access to school facilities containing equipment or furnishings which if damaged or operated by an unqualified operator would be detrimental to the operation of a district program.
The proposed use would prevent or encumber district personnel from preparing school facilities for their primary purpose, because of the nature or duration of the activity.

Limitations

When individuals and community groups receive written permission to use school facilities under this policy, such use shall be conditioned upon strict compliance with the following:

Individuals shall not use, access or enter upon any portions of the school facilities or their contents not specified in the approved written request form.
Individuals shall refrain from any conduct or activities not specifically identified in the approved written request form.
All activities must terminate and all individuals and community group members must exit the school premises by 10:45 p.m., unless permission is granted by the Superintendent or designee for an extraordinary circumstance.
When advertising or promoting activities held at school facilities, individuals and community groups shall clearly communicate that the activities are not being sponsored by the school district.
School equipment used in conjunction with requested facilities shall be identified when the application is submitted. Users of school equipment must accept liability for any damage to or loss of equipment that occurs while in their use. Where rules so specify, no equipment may be used except by a qualified operator, provided by the school. Only authorized PHSD officials may operate the sound and light boards at the Linton and High School Auditoriums.
Groups approved to use or rent the facilities are required to use PHSD contracted security officers and parking attendants, if PHSD officials deem that either or both are necessary due to the projected crowd size.

Prohibited Activities

The following activities are strictly prohibited in school facilities when individuals and community groups are granted written permission to use said school facilities. All intended use and related activities must be appropriate for school-aged children and uphold the mission of the Penn Hills School District:

Possession, use or distribution of illegal drugs and/or alcoholic beverages.
Possession of weapons.
Conduct that would alter, damage or be injurious to any district property, equipment or furnishings.
Conduct that would constitute a violation of the Pennsylvania Crimes Code, and/or state and federal laws and regulations.
Gambling, games of chance, lotteries, raffles or other activities requiring a license under the Local Option Small Games of Chance Act, unless such activity has been expressly authorized by the Board or administration.
Use of tobacco products.
Conduct or representations that include profanity and/or that are sexually explicit.

No individual or group will be authorized to change facilities (plant or grounds) in any manner without written approval to do such.

Violations

The school district reserves the right to remove from school district premises any individual or community group who fails to comply with the terms and conditions of this policy and established procedures.

In the event an individual or community group violates this policy or the terms under which permission was granted to use school facilities, that individual or community group forfeits the right to submit future written requests to use school district property, unless otherwise decided by the Board.

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