Santa Clara Unified School District (District) facilities are provided primarily for the education of students. District facilities are available for community use when the activity is consistent with the best interest of the District and does not interfere with District educational programs.
Application for Use of District Facilities
All applications from organizations, groups, or individuals (organization) for the use of school facilities shall be submitted to the online system. The application will be subject to approval by the Superintendent or his/her designee(s). Requests may require approval from other district employees.
Organizations applying for the use of District facilities or grounds shall agree to the District General Terms and Conditions. Any person applying for the use of any District facilities or grounds on behalf of any organization shall present written authorization from organization to apply for Use of Facilities, when requested. The Board reserves the right to deny any organization facility use for any reason.
Civic Center Use
Subject to district policies and regulations, District facilities and grounds shall be available to citizens and community groups as a civic center for the following purposes: (Education Code 38131)
1. Public, literary, scientific, recreational, educational, or public agency meetings
2. The discussion of matters of general or public interest
3. The conduct of religious services for temporary periods, on a one-time or renewable basis, by any church or religious organization that has no suitable meeting place for the conduct of the services (Education Code 38314)
4. Child care programs to provide supervision and activities for children of preschool and elementary school age
(cf. 5148 - Child Care and Development)
(cf. 5148.3 - Preschool/Early Childhood Education)
5. The administration of examinations for the selection of personnel or the instruction of precinct board members by public agencies
6. Supervised recreational activities, including, but not limited to, sports league activities that are arranged for and supervised by entities, including religious organizations or churches, and in which youth may participate regardless of religious belief or denomination
7. A community youth center
8. Mass care and welfare shelters during disasters or other emergencies affecting the public health and welfare
(cf. 0450 - Comprehensive Safety Plan)
(cf. 3516 - Emergencies and Disaster Preparedness Plan)
9. A ceremony, patriotic celebration, or related educational assembly conducted by a veterans' organization
10. Other purposes deemed appropriate by the Governing Board
Restrictions
School facilities or grounds 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 which is inconsistent with the use of school facilities for school purposes or which interferes with the regular conduct of school or school work
3. Any use which involves the possession, consumption, or sale of drugs or any restricted substances, including tobacco
(cf. 3513.3 - Tobacco-Free Schools)
4. Any use which involves the possession, consumption, or sale of alcoholic beverages, except for special events approved by the Superintendent or designee pursuant to Business and Professions Code 25608 which are covered by a special events permit pursuant to Division 9 of the Business and Professions Code and which will occur at a time when students are not on the grounds. Any such use of school facilities shall be subject to any limitations that may be necessary to reduce risks to the district and ensure the safety of participants, as determined by the Superintendent or designee. Applicable limitations shall be clearly stated in the facility use agreement to be signed by the user's representative.
5. No use or occupancy of any District property will be permitted if the Governing Board, in the exercise of its discretion, determines that such use or occupancy will interfere with the use of the property for school purposes, or that it will result in picketing, rioting, or other disturbance of the peace, or in damage to the property which will render it unfit for or will interfere with its proper use for school purposes.
6. District facilities cannot be used by an individual, group, or organization who has as one of its objects the advocacy of the overthrow of the present form of government of the United States.
7. No person or group may use facilities in such a manner as to constitute a monopoly.
8. It may be necessary to deny use of facilities on if authorized persons cannot be made available to provide supervision.
9. Intoxicants or narcotics shall not be permitted, nor shall profane language, quarreling, fighting, or gambling be permitted.
10. The facility may only be used by the organization who submitted the reservation. Subletting of facilities is not allowed.
11. Violation of any of these Restrictions by any organization shall be sufficient cause for denying further use of the school facilities to the organization.
12. The district may exclude certain school facilities from non-school use for safety or security reasons.
Damage and Liability
Organizations using school facilities or grounds shall be liable for any injuries resulting from its negligence during the use of district facilities or grounds. The organization shall bear the cost of insuring against this risk and defending itself against claims arising from this risk. No use or occupancy of any district property will be permitted unless the organization furnishes proof of liability and property damage insurance in accordance with required minimums established in the district procedures. (Education Code 38134)
Organizations shall provide the district with evidence of insurance against claims arising out of the organizations own negligence when using school facilities. (Education Code 38134)
As permitted, the Superintendent or designee may require a hold harmless agreement and indemnification when warranted by the type of activity or the specific facilities being used.
Further, any organization agrees to be fully responsible for the payment of any and all damages to school premises including furniture and equipment. The requesting organization affirms that it will assume liability, responsibility, defend and hold Santa Clara Unified School District harmless for any accident or injury arising from use of the facilities, and comply with all district rules and regulations. Furthermore, the requesting organization's insurance shall be primary in regard to any and all claims for accident or injury arising from use of facilities.
Keys and Alarm Codes to District Facilities
1. Keys and alarm codes to school facilities shall not be issued to anyone other than designated school employees approved by the Superintendent or designee.
Kitchen Facilities
1. Kitchen facilities shall not be used unless supervised by District Nutrition Services personnel. Use of kitchen facilities includes use of equipment, sinks, warmers, or any other item/equipment in the kitchen, multipurpose, or other facility used by Nutrition Services. This is an additional fee. Custodial fees also apply.
2. All requests for kitchen use shall be approved by Nutrition Services prior to the permit approval.
Cancellation Policy for District Facilities, Except Performing Art Centers
1. Application fee is non-refundable.
2. Cancellation prior to 3 (three) weeks to the date of the event: 100% refund for use fees, custodial fees, and equipment fees.
3. Cancellation prior to 1 (one) week to the date of the event: 50% refund for use fees, custodial fees, and equipment fees.
4. Cancellation within 6 (six) calendar days of event: fees are non-refundable
5. Cancellation must be entered into the online reservation system by the time frame above to be eligible for a refund.
6. Cancellation due to weather will be considered per event.
7. No shows will be charged the entire reservation amount.
Selling of Goods or Food
1. If the event consists of selling goods of any type, a Business License for the City must be uploaded to the online reservation system 2 (two) weeks prior to the event or sales will not be allowed.
2. If the even consists of selling food of any type, a Santa Clara County Health Department Permit must be uploaded to the online reservation system 2 (two) weeks prior to the event.
Advertisement Flyers
1. Print or digital advertisement flyer(s) distributed to promote the event must be uploaded to the online reservation system with the original reservation request. The flyer must include the following information:
Organization name(s), location(s), time(s), date(s), and cost(s) for the event(s).
Fees for Use of District Facilities
Priority of Use and Priority Groups
Group 1 - School District Use:
School activities, sports, clubs, festivals, and professional development.
Group 1 may include: Parent Teacher groups, the SCUSD School Foundation, and boosters.
No fees, unless the event generates custodial overtime.
Group 2 - Local youth organizations with at least 80% of participants attending District schools (rosters will be required).
Group 2 may include: After-school or weekend programs or sports.
Group 3 - Local youth organizations with less than 80% of participants attending District schools (rosters may be required).
Group 3 may include: After-school or weekend programs and sports.
Group 4 - Adult organizations, any organization or events with participants over and under 18 years of age.
Group 4 may include: Sports, workshops, classes, religious organizations, private events (social activities), and charitable organizations.
Groups 2-4: Use of Facility Fees and Custodial Fees apply. Custodial hours apply M-F after 9:00 p.m., weekends, and District Holidays. Wilson custodial hours apply M-F after 9:00 p.m., after 4:00 p.m. on Saturdays, Sundays, and District Holidays. Custodial hours may change according to district schedules.
FEE SCHEDULE
Nutrition Services: $55.00 per hour (2 hour minimum)
Custodian charge: $60.00 per hour (2 hour minimum)
Reservations are booked in whole hours and all partial hours will be rounded up.
Meeting/Activity Space Group 2 Group 3 Group 4
Standard Classroom $10 per hour $20 per hour $30 per hour
Elementary Multipurpose/ $15 per hour $30 per hour $60 per hour
Cafeteria
Middle/High Multipurpose/ $20 per hour $40 per hour $80 per hour
Cafeteria
Middle/High Main Gymnasium $25 per hour $50 per hour $100 per hour
Wilcox, Santa Clara, Peterson, Buchser
Middle/High Auxiliary Gymnasium $15 per hour $30 per hour $60 per hour
Wilcox, Santa Clara, Peterson, Buchser, Wilson
Football Stadium/Track $300 per hour $400 per hour $500 per hour
Varsity Baseball/Softball field $150 per day $200 per day $400 per day
Swimming Pool $250 per day $300 per day $400 per day
Science Lecture Hall $20 per hour $40 per hour $80 per hour
Parking Lot $25 per day $50 per day $100 per day
Play Field $15 per hour $30 per hour $40 per hour
Tennis Court $5 per hour per court $10 per hour per court $15 per hour per court
Outdoor Basketball $10 per hour $20 per hour $30 per hour
Court/Blacktop
Specialized Equipment: Tables $5 each, Chairs $2 each, Scoreboard/Time Clock $200 each
Non-refundable Application Fee $10 $25 $50
for each reservation
Reservations will be cancelled if the reservation is not paid in full as agreed, or if any requested documentation, including correct insurance, is not uploaded to the online system 1(week) in advance without a refund
PERFORMING ART CENTERS - RATES AND SCHEDULING PRIORITIES
The Mission City Center for Performing Arts located at Wilcox High School and the Performing Art Center at Santa Clara High School are available to rent to the following groups at the indicated rates. Rates include the basic use of facility, the theater's technician's time, basic lighting and sound equipment and set storage.
RATES USERS
1. Group A: City of Santa Clara Parks and Recreation Department sponsored groups:
- No Charge - for Mission City Center for Performing Arts
Users have access to the Mission City Center for Performing Arts at 6:00 PM on days high school is in session or earlier, if approved.
2. Group B: SCUSD schools:
- $200 per day plus custodial fees of $60/hr. for a minimum of 2 hours. A custodian is required for all performances with audiences for the entire time of the event and 2 hours after the event ends.
District feeder schools are allowed access at 3:30 PM on day's high school is in session.
3. Group C:
Non-profit Groups:
If the 80% of a group's presenters or participants are district students or staff they will be charged at the Group B rate. (Rosters will be required)
Saturday, Sunday and any other day used for a performance:
Number of Hours Rented per day:
1-4 hours = $800 for first four hour block (minimum four hour rental)
5-6 hours = $1,200
7-8 hours = $1,600
9-10 hours = $2,200
11 hours = $2,500
12 hours = $2,800
Plus custodial cost, of $60 /hour for a minimum of 2 hours after the event ends.
Monday through Friday for Rehearsals:
- $320 per four hour block (four hour minimum)
4. Group D
Commercial Groups:
Saturday, Sunday and any other used for a performance:
Hours Rented:
1-4 hours = $1000 for first four hour block (minimum four hour rental)
5-6 hours = $1500
7-8 hours = $2000
9-10 hours = $2,700
11 hours = $3,050
12 hours = $3,400
Plus custodial cost, of $60/hour. A custodian is required for all performances with audiences for the entire time of the event and 2 hours after the event ends.
Monday through Friday for rehearsals:
- $400 per four hour block (four hour minimum)
Users pay actual costs for additional technical help, moving and hauling, ticket printing, extra cleaning, additional light and sound equipment required, repair of broken or lost furniture, fixtures and equipment.
Users are required to have Theater Technician, Custodian and someone with the certified technical training for the equipment to be used onsite the entire time.
Insurance is required according to the District insurance requirement for district facility use.
SCHEDULING PRIORITIES
1. The school housing the Performing Art Center.
2. For the Mission City Center for Performing Arts the City of Santa Clara.
3. District-wide performances.
4. Other schools in Santa Clara Unified School District have the next priority.
5. SCUSD Education Options has the next priority.
6. All other users.
Mission City Center For Performing Arts
Wilcox has until January 25 of every year to determine its scheduled use for the following school year (July 1 to June 30).
The City of Santa Clara has until February 15 to schedule its use.
All other Wilcox feeder schools (see below) have until February 28 to submit their preferred schedule.
Feeder schools:
Mayne Braly Laurelwood Ponderosa
Bracher Briarwood Peterson Don Callejon
If there are any remaining dates, the facility may be scheduled on a first come basis.
Santa Clara High School
Santa Clara High School has until January 25 of every year to determine its scheduled use for the following school year. (July 1 to June 30)
District Education Options has until February 15 to submit its preferred schedule.
All other Santa Clara feeder schools (see below) have until February 28 to submit their preferred schedule.
Santa Clara feeder schools:
Bowers Haman Westwood Montague
Central Park Sutter Scott Lane Hughes
Millikin Buchser Cabrillo Washington Open
Pomeroy Don Callejon
Joint Use
The Board of Education may grant joint use of specific buildings, fields, or playground areas to city recreation departments or organized community groups. Such use shall be based on the priority that all education programs and/or activities of District have first right to reserve the facilities.
Regulation SANTA CLARA UNIFIED SCHOOL DISTRICT
approved: November 10, 1994 Santa Clara, California
revised: June 23, 2011
revised: September 27, 2012
revised: September 24, 2015
revised: November 8, 2018
revised: June 13, 2019