Facility Use Permits

 San Francisco Unified School District and County Office of Education

Administrative Regulation 1330

Use of School Facilities

This Administrative Regulation applies to the San Francisco Unified School District and the County Office of Education.

Definitions

As used in this Administrative Regulation, the following definitions shall apply:

Applicant/Permittee: “Applicant/Permittee” or either of these terms used individually means the Facilities Use Permit Fee payer, and any representative of such party, requesting use of School Facilities under the Civic Center Act (Education Code section 38130, et seq). Once issued a Facility Use Permit, the Applicant /Permittee becomes the entity directly responsible for planning and carrying out the event(s) or activities specified in the Facilities Use Permit Application and will be held legally bound by the terms of the Facilities Use Permit.

 

Facility Use Permit: The Permit issued by the District that authorizes the Applicant/Permittee to use District facilities.

 

Facility Use Permit Application: The process an Applicant/Permittee must follow prior to the District issuing a Facility Use Permit.

 

District-Related Groups: Include (but are not limited to) booster clubs, parent organizations, employee bargaining units and/or organizations directly serving District pupils or staff members. District-Related Groups are charged Tier-1 Facilities Use Permit Fees, subject to the review and approval of District Real Estate Manager and Site Principal and/or Site Administrator.

 

School Facilities: “School Facilities” include any building or real property, or portion thereof, that is owned by the District, including playing fields, athletic fields, track and field venues; tennis courts, and outdoor basketball courts; and specialty teaching spaces including, but not limited to, classrooms, dance studios, music practice or performance spaces and theaters.

 

Site Principal and/or Site Administrator: “Site Principal and/or Site Administrator” or either of these terms used individually has full authority over and responsibility for the supervision and management of School Property where the permitted activity takes place.

 

Facility Use Permit Fee: The “Facility Use Permit Fee” shall be determined by the criteria set forth in the Board Policy and this Administrative Regulation.

 

Direct Facilities Charges: “Direct Facilities Charges” estimated costs for supplies, utilities, maintenance, repair, restoration, and refurbishment, for use of the School Facilities under the Civic Center Act. Direct Facilities Charges are adjusted annually based on Consumer Price Increase.

 

Direct Operational Charges: “Direct Operational Charges” are the costs of janitorial services, services of school district employees, and/or contracted workers and salaries and benefits paid to school district employees to operate and maintain School Facilities which are necessitated by the Permittee’s use of School Facilities. Direct Operational Charges are annually adjusted in accordance with negotiated personnel salary increases.

 

Fair Rental Value: “Fair Rental Value” is the amortized costs of the School Facilities used for the duration of the activity, calculated on a pro-rata basis. Amortization is based on facility depreciation over 30 years.

 

Permit Application Fee: Unless waived, an Applicant/Permittee must pay a $50 non-refundable Permit Application Fee upon submission of the Facilities Use Permit Application to cover the Real Estate Department’s administrative costs in the processing and managing of the Facilities Use Permit in conformity with the Civic Center Act.

General Guidelines

1. Purpose. 

The purpose of this Administrative Regulation is to:

• encourage and assist groups desiring to use School Facilities for approved activities;
   
• preserve order in school buildings and on school grounds and protect School Facilities;
   
• ensure that the use of facilities or grounds is consistent with the intended school purposes of the facilities and does not interfere with the regular conduct of school business.

When issuing Facility Use Permits in accordance with Board Policy, the Chief Facilities Officer shall ensure that no group is allowed to use District facilities until a Facility Use Permit has been approved by the District, and, if applicable, the group has agreed to pay assessed charges. A Facility Use Permit all only be issued upon a determination that the proposed use of facilities is in the best interest of the District. Certain School Facilities may be excluded from non-school use for safety or security reasons.

No group or organization is authorized to fundraise on School Facilities without prior approval from the District in accordance with Board Policy 1321, Fundraising/Solicitation.

The Superintendent, or his/her designee, may revoke a Facility Use Permit at any time if the District believes that the use of facilities is not in the best interest of the District, or that the Permittee is not using District facilities in a responsible manner or in accordance with District policy.

2. Commercial Entertainment Purposes

   Commercial entertainment programs do not qualify as community programs for Civic Center use. Accordingly, use of School Facilities for such purposes is subject to the discretion of the Superintendent, and Tiers I, II, III, and IV shall not apply. Upon approval, the District shall establish rental and use fees appropriate for the activity. Commercial filming and television activities and any resulting film or broadcast product shall not identify the School Facilities, staff or students.

Facilities Use Permit Fees

The District levies a fee to recover the District’s direct costs for use of School Facilities in accordance with the Civic Center Act. Facilities Use Permit Fees are determined based on many factors, including the time and type of space requested, whether the permit will provide services to District students and the type of organization requesting the permit. The District has developed a Four-Tiered Fee Structure. This information can also be found at: www.sfusd.edu/rentingfacilities.

 

1. Tier I Use Permit Fees
    
   1. Calculation of Tier I Fees: Tier I fees include only Direct Operational Costs.
       
   2. Eligibility
       
      1. School Site Event.  Tier I rates are available for any School event provided all of the following criteria are met:
          
         • School Administrator is the named Applicant on Facilities Use Permit and has identified themselves as such on the applicant profile
            
         • School staff are responsible for and involved in planning the event
            
         • Event will be attended and supervised by school staff in accordance with applicable Board Policy
            
         • Event aligns with SFUSD school curriculum and/or Vision 2025
            
         • Event participants are SFUSD students, staff or families
            
         • Students attending the event, whether participants or spectators, are required to follow school code of conduct.
            
      2. District Event.  Tier I rates are available for any District event provided all of the following criteria are met:
          
         • SFUSD Department or Office is the named Applicant on Facilities Use Permit and has identified itself as such on the applicant profile profit
            
         • Event aligns with SFUSD Vision 2025
            
         • District staff are involved in all aspects of planning and managing the event
            
         • Event will be attended and supervised by District staff in accordance with applicable Board Policy.
            
      3. District-Related Group Event. Tier I rates are available for any District-Related Group Events provided all of the following criteria are met:
          
         • The event is for the sole and direct benefit of SFUSD school students, families and/or staff
            
         • The District-Related Group is the named Applicant on the Facilities Use Permit and has identified itself as such on the applicant profile (Important: SFUSD staff is not allowed to file or apply for a Facilities Use Permit on behalf of other groups, including District-Related Groups)
            
         • The District-Related Group is responsible for providing required insurance
            
         • Event aligns with SFUSD school curriculum and/or Vision 2025
            
         • Event participants are SFUSD students, staff or families
            
         • Event is free to ALL SFUSD students, staff or families, excepting PTA (Parent Teacher Association) and PTO (Parent Teacher Organization) groups that use School Facilities for events to raise funds for supplemental educational materials and learning experiences that support teachers and other staff members.
            
2. Tier II Use Permit Fees
    
   1. Calculation of Tier II Fees: Tier II fees include (a) 50% of Direct Facilities Charges; and (b) Direct Operational Costs
   2. Eligibility: Tier II fees are assessed for Facilities Use Permits where the event will be attended by at least 75% District students, or the event will directly serve District students, staff and families.
       
3. Tier III Use Permit Fees
    
   1. Calculation of Tier III Fees: Tier III Use Permit Fees are established at Tier IIIA and Tier IIIB.
   2. Tier IIIA: Discounted Rate
       
      1. ​​​​Calculation of Tier IIIA Fees: Tier IIIA fees include (a) Permit Application Fees; (b) 90% of Direct Facilities Charges; and (c) Direct Operational Costs.
      2. Eligibility.

         Tier IIIA fees are assessed for Facilities Use Permits where all three of the following conditions are met:
          

         1. the Applicant is either a non-profit group with 510(c)(3) documented status as such from the Internal Revenue Service or a public entity; and
         2. the event will be attended by fewer than 75% District students; and
         3. the applicant is not charging an admission fee or soliciting contributions or donations from attendees.

Note: Applicants may qualify for Tier IIIA Fees if they charge an admission fee or solicit contributions or donations from attendees and the net receipts are expended for the welfare of District pupils or for charitable purposes.



Examples of Events eligible for Tier IIIA rates include: public agency meetings; administration of examinations for the selection of personnel or the instruction of precinct Board members by public agencies; supervised recreational activities, including, but not limited to, sports league activities that are arranged for and supervised by community based organizations.

3. Tier IIIB: Non-Discounted Rate
    
   1. Calculation of Tier IIIB Fees: Tier IIIB fees include (a) Permit Application Fees; (b) Direct Facilities Charges; and (c) Direct Operational Costs.
   2. Eligibility.

      Tier IIIB fees are assessed for any Facilities Use Permit that does not meet the criteria set forth in Tiers I, II or IIIA and the applicant is not charging an admission fee or soliciting contributions or donations from attendees.

      Note: Applicants may qualify for Tier IIIB Fees if they charge an admission fee or solicit contributions or donations from attendees and the net receipts are expended for the welfare of District pupils or for charitable purposes.
      Examples of events that qualify for Tier IIIB rates: religious services by any church or religious organization; political campaign rallies or political events provided donations are not solicited.

4. Tier IV Use Permit Fees
   1. Calculation of Tier IV Fees: Tier IV fees include (a) Permit Application Fees; (b) Direct Facilities Charges; (c) Direct Operational Costs; and (d) Fair Rental Value.
   2. Eligibility.

      Tier IV fees are assessed for any Facilities Use Permit that does not meet the criteria set forth in Tiers I, II or III.
      Notably, Tier IV Fees are assessed for applicants who charge an admission fee or solicit contributions or donations from attendees and the net receipts are not expended for the welfare of District pupils or for charitable purposes.
      Tier IV fees will include a charge for Fair Rental Value.

Process To Apply For Facility Use Permit

All groups seeking to use District facilities must complete a Facility Use Permit Application in accordance with the following procedures (a summary of these procedures can be viewed at the following link www.sfusd.edu/rentingfacilities ).

1. Reserve the space with the specific school or other SFUSD site that the applicant wishes to use.

• Contact information for SFUSD sites can be found here: http://www.sfusd.edu. ​​​​​
   
• Applicants must specifically inquire about availability and reserve the rooms or spaces (i.e. Room 100, cafeteria, etc.) that will be the subject of the application.

2.  Create the permit application, using the organization’s online permit system account.
    
   • Applicants will need to include the room number(s) or specific rooms.
      
   • To create an account, click this link: http://sfusdpermits.org. and follow the directions to create an account and password.
      
3. Print the permit application.

• The system will automatically generate any addenda required for the selected facilities.  
   
• Applicants are cautioned to carefully follow the DOs and DON’Ts printing instructions as permit applications will be rejected if they do not adhere to the printing instructions.

4. Sign and initial the permit application and all generated addenda forms.
5. Deliver the permit application and all generated addenda forms to the school or other SFUSD site that is the subject of the application and obtain the signatures of the designated site administrator.
6. Submit the applicable addenda to the appropriate SFUSD departments for signature.
7. Submit the completed and fully executed permit application and addenda to the Real Estate Office for final approval with a $50.00 non-refundable Use Permit Application Fee, if required, at least 20 business days prior to the first requested date of use.

• Applicants are cautioned to carefully follow the instructions and deadlines stated on the permit application (“Your Responsibilities as the Permit Applicant”) and reiterated below.
   
• Permit applications may be accepted as late as five (5) business day prior to the first use date only if the permit application is complete, with all required signatures, all required addenda, insurance endorsements, and full payment, and ready for Real Estate Office’s final approval.

8. Submit Certificate of Insurance and Additional Insured Endorsement Form at least 10 business days prior to the first requested date of use.
9. Submit full payment of all Use Permit Fees at least 10 business days prior to the first requested date of use.

Responsibilities of Applicant

All Applicants are responsible for making sure that the required documents and full payment are submitted to the Real Estate Office by the required due dates in order to receive the final approval of the permit application.

Late or incomplete permit applications will NOT be accepted and will be returned to the Applicant.

After submitting the Use Permit Application to the school and Real Estate Office, it is the Applicant’s responsibility to contact the school, or other SFUSD site, and/or the Real Estate Office to follow up and confirm that all required documents and full payment has been submitted by the applicable due dates. Failure to do so will result in delay or denial of the Use Permit Application.

Accessing District Facilities with an Approved Facility Use Permit

An approved Facility Use Permit from the Real Estate Office is required in order to access any School Facility. District staff will not open the School Facility for use until the Applicant has produced a valid, approved Use Permit (hard copy or electronic copy from an electronic device). More information, including Frequently Asked Questions, may be accessed at: https://sfusdpermits.org.

Prohibited Uses of School Facilities

School Facilities shall not be used for any of the following activities:

1. Any use by an individual or group for the commission of any crime or any act prohibited by law.
2. Any use of School Facilities which is inconsistent with their use for school purposes or which interferes with the regular conduct of school or school work. This prohibition specifically includes groups which seek to provide activities for school age children during instructional time. Such activities are not in the District’s best interests and are inconsistent with the regular conduct of public schools.
3. Any use which involves or permits the possession, consumption, or sale of alcoholic beverages, tobacco, any tobacco product, including electronic cigarettes, cannabis, or any restricted substances on school property.

(cf. 3513.3 Tobacco–Free Schools)

(cf. 5131.6– Alcohol and Other Drugs)

4. Any use of open flames, such as candles, campfires or fireworks.
5. Possession of a firearm or other weapon, dangerous substance including, but not limited to flammable, explosive or otherwise hazardous materials.

Cancellation/Change and Additional Fees

The following additional fees may apply to Permittee’s use of the School Facility:

1. Fee for Cancellation. If Permittee decides, for whatever reason, not to use the School Facility as detailed in the Facility Use Permit, including without limitation change of dates, change of use, or cancellation, Permittee must give written notice of such change(s) to the Real Estate Office as set forth below.
    
   • For cancellation at least 10 business days prior to the first requested use date as stated on the Facilities Use Permit Application, District will issue a refund equal to 85% of the Permit Fees.
      
   • For cancellation between 5 to 9 business days prior to the first requested use date stated on the Facilities Use Permit Application, District will issue a refund equal to 70% of Permit Fees.
      
   • For cancellation less than 5 business days prior to the first requested use date stated on the Facilities Use Permit Application, no refund will be issued.

Notwithstanding the above, if Permittee owes an outstanding balance to District, any applicable refund shall be applied first to pay off such balance, with any remainder issued to Permittee at the end of the fiscal year. As used in this Administrative Regulation, “cancellation” includes not only a cancellation of the entire use, but also a reduction in the amount of hours, days or rooms to be used by the Applicant.

 

2. ​​​​​​​Change of Date or Use Fees.  Permittee shall be responsible for any additional charges resulting from change of date or use, if approved.
    
3. Specialized Equipment Fee. Fees for operating specialized equipment.
    
4. Supervision of Activities Fee. Fees for supervision of the School Facility for activities which were not specified on the Facility Use Permit Application.
    
5. Additional Security Fee. In its sole discretion, the District may require Permittee to provide additional security and/or police protection for any event. Cost for such services shall be charged to the Permittee.

Terms And Conditions of Facilities Use

Applicants/Permittees shall adhere to the following terms and conditions:

Damage And Liability

1. Decorations must be approved by the Site Administrator in advance. Decorations must be flame resistant and shall be erected and taken down in a manner not destructive to school property.
2. Applicants’ use of equipment and facilities is limited to that which is identified on the approved Facilities Use Permit. The District shall not provide additional equipment.
3. If the Facilities Use Permit allows use of specialized equipment, only trained District personnel shall operate the specialized equipment. The right to designate equipment as specialized is reserved to the District. Applicants shall be responsible for the cost of operating specialized equipment.
4. Stage productions require the presence of assigned District personnel to serve as stage manager, who shall have complete responsibility and authority over the use of any and all stage facilities whether or not the stage facilities are District-owned.
5. Applicant is required to include all time associated with set-up and take down of permitted activity in its Facility Use Permit Application.
6. A custodian will be on duty during Permittee’s time of usage, will supervise School Facility during its use, and will clean and secure the School Facility after use. The custodian is empowered to enforce the rules applicable to Permittee’s use of the School Facility. Permittee shall cooperate with requests and orders from the custodian, or other District representatives, regarding compliance with the requirements of the Facilities Use Permit and applicable rules. The custodian is required to report any violations or attempted violations to the Site Administrator. Whenever the District has reason to believe that a Permittee has violated applicable rules regarding use of the School Facilities, the Facilities Use Permit may be revoked, and the violation may constitute grounds for denial of further use of School Facilities.
7. The District may require that ushers and/or security be employed for audience control and to enforce occupancy restrictions.
8. Use of School Facilities and grounds shall not extend beyond 12:00 a.m. (midnight) during school days, unless permission is granted by the Real Estate Office.
9. No request for use of office areas shall be approved.
10. The District retains the right to limit usage of facilities during periods that are not being used for school purposes in order to accomplish maintenance and repairs, conduct required cleaning programs, or realize energy cost savings. Use of School Facilities may also be limited during spring, summer and winter recess periods, as determined by Real Estate Office. Alternatively, if usage of facilities are allowed during spring, summer, winter recess, or the District’s deep cleaning and/or repair periods, the District reserves the right to charge fees in addition to the Tier I, II, III, or IV fees.
11. Permittees are only to use the areas and equipment specifically stated on the Facility Use Permit. School equipment may not be used other than on school property, and then only in conjunction with the approved use of School Facilities and under the supervision of the District employee in charge of such use.
12. The Board of Education may grant the use of school buildings or grounds to any church or religious organization for the conduct of religious services for temporary periods. Religious organizations shall be assessed Tier IIIB fees, with no discount for Direct Facilities Charges.
13. Any use contrary to or in violation of any law, rules or regulations shall be grounds for cancellation of permit and for removing the users from the property and may bar such individual, group or organization from further use of District facilities and grounds.
14. Permittees shall not allow profane language, quarreling, fighting or gambling in or around School Facilities.
15. The use of golf clubs, motor vehicles, bicycles, skateboards, scooters, roller-skates and in-line skates (rollerblades) is subject to further review.
16. Animals are not allowed on School Facilities, except as required by law.
17. Permittees are responsible for asking participants who violate these rules to leave the premises. If violators refuse, the Local Police Department will be requested by District staff to remove or arrest the violators. Violation of District regulations and policies by any individuals, groups, organizations or users during use of School Facilities shall be sufficient cause for revoking the Use Permit and for denying further use of School Facilities.
18. Vehicles shall not be parked in driveways or near vehicle gates in such a manner that would restrict passage of emergency vehicles. (CA Vehicle Code Section 21113)
     
19. School Facilities may not be modified in any way, form or fashion. Structures may not be erected or assembled on school premises, nor any electrical, mechanical or other equipment be brought thereon unless approval has been obtained in writing from the Real Estate Office. Permittees shall not be permitted to remove or displace furniture or apparatus including but not limited to house lights, curtains, ceiling balances, counter weight systems, stage lighting, and sound control panels or boards except under the supervision of the school employee in charge. When a stage is to be used, full details of equipment and personnel needed must be furnished in advance.
     
20. Permittee may not use school mail or telephone.
     
21. Storage of personal and/or organizational supplies or equipment by Permittee on School Facilities is prohibited. ​​​​​​​
     
22. Permittee shall not use District computers, computer equipment or plug in any equipment to the District’s network system at any time. As a convenience, Permittee may be granted permission to connect to the SFUSD-GUEST wireless signal at sites that have wireless access available to guests. It is Permittee’s obligation to obtain advance permission from the site to use guest wireless access. Permittee understands that SFUSD does not guarantee that a wireless signal will be accessible at any given site, in any given area, on any given day. SFUSD does not offer technical support for wireless access.
     
23. Groups or persons using School Facilities under the provisions of Board Policy 1330 shall be liable for any property damages caused by the activity. The District shall charge the amount necessary to repair the damages and may deny the group future use of School Facilities.
     
24. Any group or organization using School Facilities shall be liable for any injuries resulting from its use of District facilities or grounds. The group shall bear the cost of insuring against this risk and defending itself and the District against claims arising from this risk. (Education Code 38314).
     
25. All groups or organizations using District facilities will be required to provide an additional insured endorsement form and certificate(s) of insurance, in the minimum amount as set forth in the Facilities Use Permit and agree to the “hold harmless provisions” therein.
     
26. Permittee shall be responsible to protect Permittee’s participants, personnel and personal property associated with its use of School Facilities. 

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​​​​​​​Please note that compare references, or “cf”, refer to CSBA model policies and do not necessarily indicate that the San Francisco Unified School District has adopted the referenced policy.