HomeMy WebLinkAboutBUL-6894.1 Procedures for Third-Party Use of School Facilities
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
BUL-6894.1
Division of District Operations Page 1 of 15 February 7, 2018
TITLE: Procedures for Third-Party Use of School Facilities
ROUTING
Local District Superintendents
School Site Administrators
Administrators of Operations
Financial Managers
NUMBER: BUL-6894.1
ISSUER: Darneika Watson, Ph.D., Executive Director
Division of District Operations
Yekaterina Boyajian, Director
Non-Academic Facilities Planning,
Division of District Operations
DATE: February 7, 2018
POLICY: To increase transparency and accountability, this Bulletin defines, clarifies, and aligns
existing District policies, rules, and procedures regarding the use of school facilities by
third parties, and streamlines the process of obtaining authorization.
MAJOR This Bulletin replaces Bulletin 6894.0, dated August 18, 2017. The content has
CHANGES: been updated to reflect policy and process changes, to clarify classification of events,
and to amend the terms and amount of application fees.
PURPOSE: In order to foster parent and community engagement the Los Angeles Unified School
District wishes to make its school facilities available to third-party agencies,
organizations, and individuals to transform them into centers of the community.
Additionally, the District recognizes the potential value of its school facilities as assets
that may be leveraged for the benefit of students. It is the intent of this policy bulletin
to establish a framework that allows school site administrators the flexibility to
creatively utilize their campuses to the maximum benefit of their students, to do so in
compliance with the law and District policies, to ensure the safety of all without
compromising the District’s core mission to educate its youth, and without cost to the
General Fund.
GUIDELINES: I. PROCESS
All uses of District facilities by third parties must be authorized by a written
agreement or permit issued by Non-Academic Facilities Planning or the Division
of Risk Management and Insurance Services prior to such use. Schools, Local
Districts, or other District offices are not authorized to enter into legal agreements
authorizing the use of District facilities by third parties.
Any person or organization wishing to use District facilities should complete
Attachment A, “Request for Facilities Use” and submit the completed application
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
BUL-6894.1
Division of District Operations Page 2 of 15 February 7, 2018
by email to facilities-use@lausd.net or deliver to the LAUSD Permits office at 333
S. Beaudry Ave., 1st Floor, Los Angeles, CA 90017.
All applications that are not received at least 15 business days prior to the event,
including applications from Parent Teacher Associations (PTAs), Parent Teacher
Organizations (PTOs), and booster clubs, will be charged $180 to fund staff
overtime required to process them.
Applicants should be aware that some applications may require additional
documentation or approvals from other agencies or District offices, which may
require a significant amount of time to obtain. Applicants are encouraged to submit
applications as soon as possible to reduce the possibility of receiving last minute
denials.
District staff will review the application to determine if the requested facilities are
available, which requirements and fees (if any) are applicable to the event, and
within seven business days deliver a packet to the applicant containing:
• A checklist of requirements necessary to host a safe event;
• An invoice for processing fee and any other required fees;
• Insurance requirements;
• Fundraising forms if necessary;
• A Facilities Use Agreement;
• And other documents as applicable.
The applicant should complete all of the included forms, including obtaining
required signatures, and return them along with any other required documentation
to the Permits office. The time between the applicant’s receipt of the checklist of
requirements and the time they submit all forms completed and approved as
required does not count towards the 15 days of processing time. Upon applicant’s
submittal of all required documentation and any required fees, District staff will
review the application and either:
• Issue an agreement or permit within eight business days.
• Notify applicant of denied applications, and the reason for denial, within
two business days.
No permit shall be issued until payment is tendered in full, except in cases where
the District has agreed in writing to receive payments in regular installments, in
which case no permit shall be issued until payment for the first installment is
tendered.
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
BUL-6894.1
Division of District Operations Page 3 of 15 February 7, 2018
II. CLASSIFICATION OF EVENTS/ACTIVITIES
The first step in ascertaining the requirements applicable to an event or activity is
to classify the activity as one of the following:
A. School/District-Sponsored Special Event
An event is considered a “School/District-Sponsored Special Event” if, and
only if, all of the following are true:
1. Authorized District employees, District officials, or the Associated Student
Body (ASB):
a. Initiate the event;
b. Plan the event;
c. Directly control and supervise the event;
d. Are responsible for all expenses and liability associated with the event.
2. The LAUSD, host school, or ASB of the host school receives all proceeds,
if any, generated in connection with the event.
School/District-Sponsored Special Events do NOT require a Civic Center
permit or License Agreement.
B. Cosponsored Event
An event is considered a “Cosponsored Event” if the following is true:
1. Authorized District employees, District officials, and/or the ASB work in
cooperation with third parties to jointly:
a. Initiate the event;
b. Plan the event;
c. Control and supervise the event;
d. Share expenses and liability associated with the event.
All revenues and expenses of a cosponsored event or activity should be
recorded on the ASB books.
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Policy Bulletin
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Division of District Operations Page 4 of 15 February 7, 2018
In the case of cosponsored fundraising events, third parties will be
responsible for the proportion of any applicable fees corresponding to the
proportion of the proceeds they will receive from the event.
Cosponsored events require a License Agreement to establish a legal
instrument defining the responsibilities, legal liabilities, and insurance
requirements for each party.
C. Non-School / Non-District Sponsored Event
A “Non-School/Non-District Sponsored Event” is one which is initiated,
planned, supervised, controlled, and funded entirely by parties other than the
District, authorized District employees, ASB, or District officials.
District employees, parents, and students and their families may attend “Non-
School/Non-District Sponsored Events” and purchase tickets. “Non-
School/Non-District Sponsored Events” require a Civic Center Permit or
License Agreement, depending on the particulars of the event, which
establishes a legal instrument defining the responsibilities, legal liabilities, and
insurance requirements for the licensee.
III. FORMS OF AUTHORITZATION
An event’s classification as a “School/District-Sponsored Special Event,”
“Cosponsored Event,” or “Non-School/Non-District Sponsored Event” determines
whether a Civic Center Permit or License Agreement is required.
A. School/District-Sponsored Special Events
An application must be completed and submitted as described in Section I of
this bulletin for “School/District-Sponsored Special Events” to obtain approval
from Risk Management. A Civic Center permit or License Agreement is not
required.
For off-site events (non-District owned property), please complete the
“Request for Approval of Off Site Special Event” form which is available from
the Risk Management & Insurance Services Web site at https://achieve.lausd.
net/Page/6714, by calling (213) 241-0329, or by email at riskfinance@lausd.
net.
B. Civic Center Permit
The California Civic Center Act (Ed. Code § 38130 et seq.) declares the intent
of the Legislature to establish a civic center at each and every public school
facility. The District is required by the Civic Center Act to authorize the
following organizations to use school facilities or grounds for purposes other
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
BUL-6894.1
Division of District Operations Page 5 of 15 February 7, 2018
than fundraising activities that are not beneficial to youth or public school
activities of the school district, as determined by the Board of Education:
1. Non-profit organizations;
2. Groups organized to promote youth or school activities, such as, but not
limited to:
a. The Girl Scouts; the Boy Scouts; Camp Fire USA; or the YMCA;
b. Parent-teacher associations;
c. School-community advisory councils;
d. Recreational youth sports leagues that charge participants no more
than sixty dollars ($60) per month.
In addition to the mandatory authorization above, the Civic Center Act also
allows school districts to grant the use of school facilities or grounds as a civic
center, upon the terms and conditions the Board of Education deems proper,
for supervised recreational activities, or meetings open to the public to discuss
subjects and questions that pertain to the educational, political, economic,
artistic, and moral interests of the citizens of the community.
Activities that meet the criteria of the Civic Center Act shall be processed and
permitted as such.
Permits issued for the use of LAUSD school facilities or grounds under the
Civic Center Act are limited to a duration of four months.
C. Joint-Use Agreements
A Joint-Use Agreement is a legally binding contract between two or more
entities that is reciprocal and mutually beneficial. Under the Joint-Use Bond
Program, the District partners with governmental agencies, community based
organizations, and others to develop and operate LAUSD facilities to benefit
students, partners, and the larger community.
No Joint-Use Agreement shall be executed unless the funding necessary to
secure the resources required to administer the terms thereof has first been
identified and secured for that purpose. In the event that responsibility for the
administration of a Joint-Use Agreement is transferred from one District
office to another, the transfer shall include all funding so identified and
secured.
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Policy Bulletin
BUL-6894.1
Division of District Operations Page 6 of 15 February 7, 2018
D. License Agreements
All uses of District facilities by third-parties that do not qualify as a Civic
Center Act event, School/District-Sponsored Special Event, or a Joint-Use
Agreement shall be processed and authorized as a License Agreement.
IV. PRIORITIZATION
Priority for the use of school facilities during non-school hours shall be granted on
a first-come, first-served basis. In the event of a conflict between two or more
simultaneous applications for the same facility, the following priority order shall
apply:
A. Official District activities involving students of the host campus;
B. Official District activities involving District students of other campuses;
C. A PTA, PTO, or booster club representing the host campus;
D. A PTA, PTO, or booster club representing another District campus;
E. Events and activities for youth in general;
F. All others
V. PROHIBITIONS
A. Prohibited Uses
The following apply to all uses of District facilities by third parties:
1. No permit shall be issued that will result in the disruption or displacement
of any District function or program.
2. No permit shall be issued for any meeting or activity that will displace
students from any area, in whole or in part, that they would normally use
during the time of the activity or event.
3. No permit shall be issued that includes the use of kitchen facilities.
4. No permit shall be issued for events or activities where food is served to
District students or staff unless it is commercially packaged, or prepared
and distributed by a licensed vendor.
5. Driving or parking on turf, natural or synthetic, is prohibited.
B. Prohibited Facilities
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Policy Bulletin
BUL-6894.1
Division of District Operations Page 7 of 15 February 7, 2018
The following facilities will not be made available for third party use at any
time:
1. Kitchen facilities;
2. Laboratory classrooms (e.g., biology labs, chemistry labs, computer labs);
3. Wood shops;
4. Auto shops;
5. Metal shops;
6. Administrative offices;
7. Teacher lounges or break rooms; or
8. Maintenance room areas.
VI. COST
A. Definitions
For the purposes of this policy bulletin, the following definitions shall apply:
1. Direct Cost
Direct Cost shall include:
a. The share of the costs of supplies, utilities, janitorial services, services of
LAUSD staff to operate and maintain school facilities or grounds, and
salaries paid to LAUSD employees directly associated with the
administration of this bulletin, that is proportional to the use of the school
facilities or grounds.
b. The share of the costs for maintenance, repair, restoration, or
refurbishment of synthetic turf, gymnasiums, auditoriums, and
specialized lighting proportional to their use by the entity using them.
The share of the cost for maintenance, repair, restoration, and
refurbishment shall not apply to:
i. Classroom-based programs that operate after school hours, including,
but not limited to, after school programs, tutoring programs, or child
care programs.
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ii. Organizations retained by the school or school district to provide
instruction or instructional activities to pupils during school hours.
Funds collected for maintenance, repair, restoration, and refurbish-
ment shall be deposited into a special fund that shall only be used for
those purposes at the school for which they are collected, and shall be
administered by Non-Academic Facilities Planning.
2. Reduced Direct Cost
Reduced direct costs shall include the costs of utilities, supplies, and
janitorial services directly associated with the use of the school facilities or
grounds.
3. Full Market Rent
Full market rent shall be a rate approximating the cost of renting or leasing
similar facilities in the general vicinity of the hosting District facility.
B. Charges
There are three fees applicable to every event: an application fee, rental fees,
and special fees. Fees cannot be reduced or waived, however Principals, Local
Districts, Board Members, or the Office of the Superintendent may elect to pay
the required fees from their own funds for some events or activities. Requests
to subsidize an event or activity should be directed to the appropriate District
office.
1. Application Fees
All applications, except those from a PTA, PTO, or booster club, received
15 or more business days prior to an event will be charged a $90 processing
fee. Applications received less than 15 business days prior to an event,
including applications from a PTA, PTO, or booster club, will be charged a
$180 processing fee to fund the additional cost of expedited processing.
2. Rental Fees
There are three categories of rental fees:
a. Reduced Direct Cost
The use of school facilities or grounds shall be charged reduced direct
cost for any of the following:
i. The use of indoor non-recreational school facilities by organizations,
clubs, or associations which are organized to promote youth and
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
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Division of District Operations Page 9 of 15 February 7, 2018
school activities (such as, but not limited to, Girl Scouts, Boy Scouts,
Camp Fire Girls, Parent-Teachers' Associations, Parent Teacher
Organizations, booster clubs, and School Community Advisory
Councils) when all of the following conditions apply:
1. No admission, dues, or other fees are collected at the event or
activity;
2. No prior payment, contribution, or donation is required to
participate in the event or activity;
3. Nothing of monetary value will be sold or traded at the meeting or
event.
ii. Non-School/Non-District Sponsored Events that are sponsored by a
PTA, PTO, or booster club, and do not involve any third parties
selling goods or services;
iii. Public agencies when conducting a public meeting.
b. Direct Cost
The use of school facilities or grounds shall be charged direct cost for any
of the following:
i. Meetings open to the general public to discuss matters of general or
specific interest to the community;
ii. Supervised recreational activities including, but not limited to,
sports league activities for youths that are arranged for and
supervised by entities, including religious organizations or
churches, and in which youths may participate regardless of
religious belief or denomination;
iii. Activities or meetings where an admission fee is charged, dues
collected, contributions solicited, or anything of monetary value is
sold or traded, and the net receipts are expended for the welfare of
the pupils of LAUSD;
iv. PTA, PTO, or booster club activities involving third parties
providing goods or services in exchange for compensation.
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Policy Bulletin
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Division of District Operations Page 10 of 15 February 7, 2018
c. Full Market Rent
The use of school facilities or grounds shall be charged full market rent for
any of the following:
i. Any use of District facilities or grounds where an admission fee is
charged, dues collected, contributions solicited, or anything of monetary
value is sold or traded, and the net receipts are not expended for the
welfare of the pupils of LAUSD;
ii. The conduct of religious services by any church or religious
organization;
iii. Parking where a fee is charged;
iv. The use of “premier” LAUSD facilities;
v. All other uses not qualifying for Reduced Direct Cost, or Direct Cost as
defined above.
3. Special Fees
Certain events may generate the need for additional specialized services,
such as extended services of the Los Angeles School Police, Office of
Environmental Health Services, and Food Services Branch, which are not
commonly required to safely host an event. In such cases, the applicant will
be charged the cost of providing those services in addition to any other
required fees.
C. Refunds
1. Application fees are non-refundable under any circumstances.
2. If an applicant cancels, license or permit fees are not refundable.
3. If the LAUSD, its agents, or officers cancel an event, the applicant will be
refunded the cost of the license or permit fees only.
4. For events cancelled by an LAUSD school or office, and for which some or
all of the fees were paid by a District school or office, the cancelling office
shall process the refund to the paying school or office.
VII. DISTRIBUTION OF REVENUE
Application fees will be distributed to the office that issues the authorization for
use of District facilities, and fees for special services will be distributed to the office
providing those services. Other fees will be distributed as follows:
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
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Division of District Operations Page 11 of 15 February 7, 2018
A. Filming
All fees collected in connection with the use of school facilities for filming shall
be distributed 75% to the host school and 25% to the pool of schools without
filming in the fiscal year in which they are collected.
All fees collected in connection with the use of the LAUSD logo or name; the
school’s logo, name, or mascot; or other information specifically identifying
the LAUSD or any of its schools shall be distributed 100% to the pool of schools
without filming.
B. Non-Filming
All fees, except the application fee or special fees, collected in connection with
the use of school facilities by a third party shall be distributed according to the
following:
1. For events charged Reduced Direct Cost:
a. 100% of fees collected for janitorial services and supplies shall be
distributed to the host school.
b. 100% of fees collected for utilities shall be distributed to the General
Fund.
2. For events charged Direct Cost:
a. 100% of fees collected for janitorial services and supplies shall be
distributed to the host school
b. 100% of all fees collected for maintenance, repair, restoration, and
refurbishment of affected facilities shall be deposited into a special fund
to be used for those purposes.
c. 100% of remaining fees shall be distributed to the District to fund the
administration of this bulletin.
3. For events charged Full Market Rent:
a. 62% of the total fees, other than the application fee and fees for special
services, shall distributed to the host school for custodial costs and
school-determined needs.
b. 38% of the total fees, other than the application fee and fees for special
services, shall be distributed to the General Fund to support the
administration of this Bulletin.
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
BUL-6894.1
Division of District Operations Page 12 of 15 February 7, 2018
VIII. HOURS OF USE
School facilities are available for third-party use as follows:
A. One-half hour following the close of the regular school day until 9:30 p.m. at
elementary, middle and senior high schools;
B. From 8:00 a.m. to 9:30 p.m. on Saturdays at elementary, middle and senior high
schools;
C. From 12:00 noon to 5:00 p.m. on Sundays at senior high schools;
D. All facilities are closed during holiday periods.
Exceptions may be made only upon special permission of the permit issuing
office. Any exceptions may result in additional fees or charges.
IX. RESPONSIBILITIES
A. Principal or Site Administrator’s Responsibilities
The day school principal must determine that the regular school schedule will
not be adversely affected. If a school site also houses other co-located schools,
the principal of the day school shall clear the availability of the facility with the
principal of each co-located school. If an unforeseen occasion renders the
facility unavailable after a permit has been granted, or if there is a conflict, the
day school principal shall inform the permit issuing office. The permit issuing
office shall make alternate arrangements upon receiving such notification.
The final responsibility for specific school facilities rests upon the principal of
the day school. Said principal may request the assistance of the co-located
school in arranging for and supervising permitted activities.
The day school principal shall:
1. Have immediate control of each meeting and take such action in accordance
with Board Rules as he or she deems appropriate.
2. Assign each permittee a room of the minimum size necessary for the
meeting in order to reduce expenditure for utilities and determine that each
room is ready for use.
3. Determine that where parking is allowed on school premises, vehicles are
parked in such a manner to provide access to school buildings and property
by firefighting equipment.
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
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Division of District Operations Page 13 of 15 February 7, 2018
4. Hold a reservation available at the facility for which a permit has been
issued until one-half hour after the designated start time.
5. Make all arrangements for the PTA or Parent-Teacher, Student Association
(PTSA) meetings.
6. In the event of an infraction of any rule, law or regulation, advise the
permittee of the infraction and give him or her notice that future permits
will not be granted if any further infraction occurs, and subsequently notify
the permit issuing office. If the principal prefers, he or she may request the
permit issuing office to so notify the permittee. In some instances, the first
infraction may be so serious that future requests for use of the premises
would be denied. In such instances, the principal shall prepare and forward
a written report for the central file in the permit issuing office regarding the
nature of the infraction and the action taken.
B. Responsibilities of the Permit Issuing Office
The permit issuing office shall:
1. Respond to all applications within seven business days of receipt.
2. For applications on behalf of an organization:
a. Verify the legal status of the organization
b. Verify that the person making the application is authorized to act on
behalf of the organization
X. PARENT-TEACHER ASSOCIATIONS AND PARENTS, TEACHERS,
AND STUDENTS ASSOCIATIONS.
A. All PTA/PTSA meetings in school facilities shall be held pursuant to the Civic
Center Act.
1. In addition to matters which pertain to the interests of the PTA/PTSA, said
groups may consider any subject which may be of interest to the
community and which is authorized by the Civic Center Act.
2. A Civic Center permit shall not be required for the use of facilities
ordinarily or regularly used for such meetings. All arrangements for the
meeting shall be made with the principal of the school in which the meeting
or other activity will take place.
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Division of District Operations Page 14 of 15 February 7, 2018
B. All PTA/PTSA meetings shall be open to the public and may be held at any
time of the day, as long as there is no interference with school activities, in the
judgment of the principal.
C. In the event a PTA/PTSA requests the use of a school other than the school at
which its regular meetings are held, a Civic Center permit shall be obtained.
D. Written materials concerning any subject authorized by the Civic Center Act
may be distributed during a PTA/PTSA meeting. Such materials may not be
distributed to or made available to students without the permission of the
principal.
E. All rules, regulations and laws governing the civic center use of school
facilities shall apply to PTA/PTSA meetings.
XI. SUPERVISION
Supervision of activities of those using school playgrounds, gymnasiums, and
other athletic and recreational facilities shall be by playground directors or by
other District employees designated by the principal. The director or other persons
in charge of the playground or gymnasium shall be the immediate authority on all
matters and shall be responsible to the principal.
Arrangements shall be made for the playground director to use necessary auxiliary
school facilities.
XII. FUNDRAISING
No permit shall be issued for fundraising events by a PTA, PTO, or booster club
unless the application is accompanied by a “Request for Authorization” approved
by the Student Body Finance Section of the Accounting and Disbursements
Branch (see BUL-1633.1, Policies Governing School Fund-raising Activities of
PTAs, PTOs, and Booster Clubs).
XIII. USE OF CAFETERIAS AND/OR MULTI-PURPOSE ROOM
A. Kitchen facilities may not be used in connection with third-party permits under
any circumstances.
B. Serving facilities (i.e., “the line”), may be used in connection with third-party
permits provided that a Food Services supervisor is present for the duration of
such use. The licensee will be charged for the supervisor’s time.
C. The seating area of cafeterias and/or multi-purpose rooms may be used in
connection with third party permits provided that approval of the Food
Services Branch is secured prior to the issuance of a permit.
LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin
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Division of District Operations Page 15 of 15 February 7, 2018
XIV. ANNUAL ASSESSMENT
Staff will assess the need for revisions to this policy bulletin, permit fees,
application fees, and permit issuing procedures on an annual basis and brief
members of the Board of Education and the Superintendent on their findings.
XV. RELIEF OF GENERAL FUND
In order to relieve the General Fund of the financial burden of supporting the
administration of third party uses of District facilities, all of the administration
costs, including but not limited to supplies and staff time, will be funded directly
from fees collected for such use.
AUTHORITY: California Education Code sections 38130-38139; 47614
RELATED BUL-1633.1 Policies Governing School Fund-Raising Activities of PTAs,
RESOURCES: PTOs, and Booster Clubs
BUL-5460.0 Accessing and Securing Sites During School Hours, Non-School
Hours, and Holiday Breaks
BUL-3304.0 Live Animals in the Classroom, Service Animals, and School-
Sponsored and Non-School Sponsored Activities
BUL-5532.1 Policy on Co-Locations for District School Facilities’ Use
Pursuant to Education Code
BUL-5761.0 Procedures for Modifications and Additions to District Property
Funded by or Performed by a Third-Party
BUL-4994.0 Vendors at or Near School Campuses
BUL-2374.2 School Site Key Control
BUL-5721.1 Student and Employee Security
ATTACHMENT: ATTACHMENT A: Request for Facilities Use
ATTACHMENT B: Standard Insurance Requirements
ASSISTANCE: For assistance or further information please contact Yekaterina Boyajian,
Director of Non-Academic Facilities Planning, at (213) 241-6785.
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LOS ANGELES UNIFIED SCHOOL DISTRICT 333 S. Beaudry Avenue; 1st Floor LA, CA 90017
Scan/Email to: facilities-use@lausd.net rev 8.18.17
LOS ANGELES UNIFIED SCHOOL DISTRICT
REQUEST FOR FACILITIES USE
Requests must be received no later than 15 Business days before the first day of your requested use.
I. APPLICANT INFORMATION Date: __________________________
Please indicate your organization type below and fill in the required applicant information.
FOR LAUSD SCHOOLS OR OFFICES, PROP 39 /CO-LOCATED CHARTERS (only):
LAUSD School or Affiliated Charter Prop 39 / Co-Located Charter School
LAUSD Board Member or District Offices
School/Office Name:
Mailing Address:
Street Address, City, State and Zip Code
LAUSD Contact Person: E-mail:
Phone: ( ) Fax: ( )
Will this event/activity be co-sponsored by other organizations? YES NO
Please list additional sponsors here:
OTHER APPLICANTS: The applicable processing fee (money order or cashier check only)
is required to be submitted with each application
Civic or Service Group or one of the following groups: i.e. Boy Scouts, Girl Scouts, Camp Fire Girls,
Good News Club or School Advisory Councils
Other Schools or Private Schools PTA / PTO / Booster Individual
Public or Governmental Agency Religious Organization Company / Corporation
Neighborhood Council Non-profit with 501(c)(3) (Number #_______________)
Off-Season Coach Other (describe) ___________________________
Organization Name or Applicant:
Mailing Address:
Street Address, City, State and Zip Code Contact Person: Website:
Driver License or ID# State where license/ID was issued?
Phone: ( ) Fax: ( )
Cell: ( ) Email:
II. SCHOOL WHERE EVENT/ACTIVITY WILL TAKE PLACE:
a. 1st choice _______________________________ School Contact & Title: _____________________________
b. 2nd choice*______________________________ School Contact & Title: _____________________________ (*2nd choice required only if applying for a recreational permit.)
III. EVENT/ACTIVITY DESCRIPTION
(a) Please mark an “X” in the columns to the right to indicate your responses to the questions
below. YES NO
1. Will this event occur during school hours?
2. Will any District or Student Body funds be used?
3. Will you charge for the sale of products or fees for services?
If YES, how much per person? $___________ Per day $__________ Per week $__________
4. Will any fees, admissions or donations be charged or collected for this event/activity?
If YES, how much per person? $___________
What are funds used for? _____________________________________________
ATTACHMENT A
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LOS ANGELES UNIFIED SCHOOL DISTRICT 333 S. Beaudry Avenue; 1st Floor LA, CA 90017
Scan/Email to: facilities-use@lausd.net rev 8.18.17
Describe intended event, program or use in detail (Use separate sheet if necessary.) Please attach corroborating
information such as copy of flyer or advertising, list activities, detailed agenda or schedule and event itinerary.
(b) Will any of the items or categories below be a part of the intended event? (Check all activities applicable to your event.)
Animals BBQ Fireworks Fundraiser Festival/Fair/Carnival Inflatables/Jumpers
Childcare/Enrichment Cultural activities Religious services Concert/performances
Recreational sports Recreational camp/clinic Summer/winter/spring camp
Beautification Event (i.e. gardening, tree planting, murals or painting, campus clean-up)
Meetings - Check One: _____ Open to the Public _____Closed to the Public or by invitation only
Topic to be covered: ____________________________________________
(c) Will there be food / food concessions at event? YES NO
If YES, Pre-packaged food Catering Food Trucks
Other (explain) ____________________________________________________________
IV. REQUESTED DATE(S) / TIME(S): You may attach additional sheets if necessary.
Event/Program Dates Times Specify days of use
(i.e. daily, only Mondays) From: To: From: To:
Date(s):
Date(s):
Date(s):
Rehearsal
Set-up
Tear-down
V. ATTENDANCE: Participants/Spectators:
(a) Number of participants _______________ (b) Number of spectators ______________
(c) Will minors (individuals under the age of 18 years old) be participating in this event? YES NO
(d) What percentage of participants live within boundaries of LAUSD? _______________
Youth Group Applicants Only:
(a) Has the applicant submitted, along with this application, a list of the group’s representatives who will be on site
during meetings, on this campus(es)? YES NO
(b) The Applicant understands and agrees that the youth group and its representatives are not authorized to access
the facility noted in this application but not authorized to access any other areas of the campus. YES NO
VI. REQUESTED FACILITIES:
Check all facilities to be used:
• Indoor Facilities:
Auditorium Classrooms, number of classrooms __________
Cafeteria Dining Area only Library Multipurpose Room
Other (please specify) ____________________________________________
• Recreational Facilities:
Gymnasium Middle School Gym
(Check appropriate school/gym size if `applicable) High School Gym: Small Large
Football Field Soccer Field Tennis Courts Track Field
Swimming Pool Baseball/Softball Diamond Other _____________________
• Outdoor or Other Facilities:
Outdoor Lunch Area Playground/Blacktop Quad
Other ________________________________________
3 of 3
LOS ANGELES UNIFIED SCHOOL DISTRICT 333 S. Beaudry Avenue; 1st Floor LA, CA 90017
Scan/Email to: facilities-use@lausd.net rev 8.18.17
VII. Parking/Parking Operations:
NOTE: Availability of parking or sufficient parking to accommodate your use during any event is not guaranteed and is at the
discretion of the school or District office.
(a) Check all areas to be used for parking: Street Parking Parking Lot Playground / Blacktop
i. Parking will be (check one): SELF PARKING (no parking operator)
PARKING OPERATOR/VALET COMPANY
ii. If the applicant is not a parking operator, please provide the name of the company providing services
here: ______________________________ (NOTE: Parking operator will also be required to provide insurance.)
iii. Will shuttle services be provided? YES NO Operator Name (if different from above):___________
(b) Number of cars anticipated? _______________
(c) Will a fee be charged to park? YES NO
If YES, how much per vehicle? $___________ Per day $______ Per week$______
VIII. Will District equipment be required? Describe below (Audio visual, lighting, tables, chairs, etc.) YES NO (Applicant must request the use of furniture and equipment with the school administrator. Additional fees may be required to be paid for rental of
equipment and technical services.)
IX. Insurance Requirements
See Attachment B for Standard Insurance Requirements which are subject to change. Actual insurance
requirements will be determined by the nature and scope of your event or activity.
By signing below, the Principal, Administrator or applicant represents that the information provided in this Request for
Facilities Use is true and correct. Misstatements, misrepresentations or omissions may cause cancellation, delay or
refusal of this facilities use request.
FOR LAUSD School/Office/Prop 39/
Co-located Charters events
PRINCIPAL / ADMINISTRATOR SIGNATURE: FOR OTHER APPLICANT SIGNATURE:
Signature and Date Signature and Date
PRINT NAME and TITLE PRINT NAME and TITLE (if applicable)
Name of School or Office Name of Organization
Forward your completed Request for Facilities Use form as follows:
Scan and email to: facilities-use@lausd.net
OR
Mail or walk-in application to:
Los Angeles Unified School District
Permit Office
333 S Beaudry Avenue, 1st Floor
Los Angeles, CA 90017
Business Hours: 7:00am to 4:00pm
Should you have any questions, please contact:
Los Angeles Unified School District Permit Office 213-241-6785
213-241-6900
PLEASE BE ADVISED THAT COMPLETION OF THIS FORM AND/OR ACKNOWLEDGEMENT OF RECEIPT OF THIS REQUEST
FOR FACILITIES USE DOES NOT CONSTITUTE APPROVAL OR PERMISSION TO MOVE FORWARD WITH YOUR USE.
After the initial review of this completed Request for Facilities Use form, your request will be forwarded to
the Division of Risk Management or LAUSD Permit Office for further handling.
Additional documents and fees may be required by these offices prior to formal approval of your request.
333 South Beaudry Avenue, 28th Floor, Los Angeles, CA 90017
riskfinance@lausd.net- Telephone (213) 241-0329 – Fax (213) 241-8956 – TTY (213) 241-6882
8.8.17
LOS ANGELES UNIFIED SCHOOL DISTRICT
STANDARD INSURANCE REQUIREMENT
The District requires that all vendors, contractors, professional service providers and other entities that associate
with the District comply with requested insurance requirements and provide evidence of insurance certification.
All applicants shall, at their own cost and expense, procure and maintain the following coverage during the entire
period of use of the premises and / or facilities and all deductibles or Self-Insurance Retentions (SIR) shall be
declared in writing and all deductibles and retentions above $25,000 require District approval.
❖ Commercial General Liability Insurance, including both bodily injury and property damage, with limits as
follows:
$1,000,000 per occurrence
$50,000 fire damage
$5,000 med expenses
$1,000,000 personal & advertising injury
$2,000,000 general aggregate
$2,000,000 products/completed operations aggregate
❖ Business Auto Liability Insurance for owned, scheduled, non-owned or hired automobiles with a
combined single limit of no less than $1,000,000 per occurrence. If no company or organization autos
will be used, then an Auto Liability Statement must be completed.
❖ Workers’ Compensation and Employers Liability Insurance in an amount covering full liability under
the California Workers’ Compensation Insurance and Safety Act and in accordance with applicable
state and federal laws.
Part A - Statutory Limits
Part B - $1,000,000/$1,000,000/$1,000,000 Employers Liability
Sole proprietors or organizations with no employees are exempt from providing Workers’
Compensation and Employers Liability Insurance, but must provide a signed Workers’
Compensation Statement.
❖ Abuse and Sexual Molestation coverage (applicable when youth are involved in any capacity)
$1,000,000 per occurrence/$1,000,000 aggregate
The Certificate Holder portion of the insurance certificate must be listed as follows:
Los Angeles Unified School District & the Board of Education of the City of Los Angeles
333 South Beaudry Ave, 28th Floor
Los Angeles, CA 90017
Additional Insured Endorsement
The Commercial General Liability policy and the Commercial (Business) Automobile policy must contain an
additional insured endorsement in favor of:
“Los Angeles Unified School District and the Board of Education of the City of Los Angeles”
***********************************************************************************************************
THE ACTUAL INSURANCE REQUIREMENTS WILL BE DETERMINED BY THE NATURE AND SCOPE
OF THE ACTIVITY AND IS SUBJECT TO CHANGE.
ATTACHMENT B