FACILITY USE
PERMIT PROCESS
SERVING THE COMMUNITY TOGETHER
WEST CONTRA COSTA UNIFIED SCHOOL DISTRICT
NEW POLICIES
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CLARIFIED THE LANGUAGE FOR PRIORITIZATION
STREAMLINED THE SCHEDULING PROCESS
UNIVERSAL APPLICATION ACCEPTANCE DATE
NEW PROCESS FOR IDENTIFYING AVAILABLE FACILITIES
FINAL APPROVAL ISSUED BY THE FACILITIES USE DEPARTMENT
HONORING COMMUNITY PARTNERSHIPS TO SERVICE OUR YOUTH
WCCUSD FACILITIES USE
PROCESS
The Policies and Procedures for WCCUSD Facilities Use
Permitting have been updated to provide a clear
understanding of our procedures for facility rentals for community partners.
LINK TO UPDATED FACILITIES
USE POLICIES & PROCEDURES
LANGUAGE FOR
PRIORITIZATION
CLARIFIED
1. Authority. The District Facilities Scheduling Office has the sole authority to grant use of the school facilities at each District school. If a conflict in scheduling should arise, the Facilities Scheduling Office shall have the authority to reschedule or cancel a requested use for any reason the office deems necessary.
1. Priority. The priority for use of District facilities and grounds shall be according to the following:
1. District and District schools;
2. City government requests within District boundaries;
3. Nonprofit organizations, clubs, associations, and Entities with official organization addresses within District boundaries, serving more than 50% of WCCUSD residents;
4. Other nonprofit organizations, clubs, associations, and entities;
5. For profit outside entities.
STREAMLINED THE
SCHEDULING
PROCESS
Permits. All users including school-related
groups must file an application for a
facilities use permit. School program
contractors can schedule use permits to
align with the academic calendar (July 1 to
June 30). Non-school related requests open
October 30 for January - June permits and
April 30 for July - December permits. All
applicants must re-apply for new permits at
the conclusion of their scheduled usage.
UNIVERSAL
APPLICATION
ACCEPTANCE
DATE
Winter/Spring Seasons, January 1 - June 30
Applications will be accepted beginning October 30
1. Before October 30, all school sites will enter their schedules into Facilitron for all known sports and activities field/facilities usage between January 1 - June 30.
2. On October 30 of each year, applications for Facilities Use Permits during the period from January 1 to June 30 will be open for submission.
3. Within two weeks of submission, applicants will be notified of their application status.
4. All applications will be considered on a first-come, first-served basis in alignment with our rental group priority level. In the case of two applications being received on the same day, the applicants will be invited to a virtual selection meeting where we will conduct a blind lottery process to assign the field/facility.
Summer/Fall Seasons, July 1 - December 31
Applications will be accepted beginning April 30
NEW PROCESS
FOR IDENTIFYING
AVAILABLE
FACILITIES
SITE
ADMINISTRATORS
ATHLETIC
DIRECTORS
SCHOOL
ACTIVITIES
Programs and Events
should be entered into
facilitron as soon as they
are planned in order to
establish what facilities
may be available
Universal Practice
Schedules for high school
sports have been
established. Games
should be entered as soon
as they are finalized by the
league
School activities using
fields, gymnasiums, and
theaters should be
entered into Facilitron as
soon as possible, when
scheduled
School Events are prioritized and school facilities will be made available for school events. Every effort will be made not to cancel community permits, when possible
FINAL APPROVAL ISSUED
BY THE FACILITIES USE
DEPARTMENT
Applications Open October 30 for rentals January 1-June 30.
Applications Open April 30 for rentals July 1- December 30. ● To submit a Facilities Use application to the District, complete the application online using the following website:
● www.facilitron.com/wccusd94801
● All required Certificate of Insurance; the Additionally Insured Endorsement must be uploaded at the time of sign-up.
● Payment for the use of facilities is on estimate. If the use of facilities exceeds the time indicated on the permit, the District will bill the difference.
● It is the responsibility of the applicant to make sure all requirements are met. The applicant must have final approval from the Facilities Use Office before the scheduled event.
THE FACILITIES USE
DEPARTMENT IS
COMMITTED TO
HONORING COMMUNITY
PARTNERSHIPS TO
SERVICE OUR YOUTH
THANK
YOU
QUESTIONS?