Buildings and Grounds: Non-School Use of Albuquerque Public Schools Facilities
Facility Scheduling for APS Employees
Scheduling of facilities by APS employees is done through the district's intranet site.
- Initiating a Request for Use of an Albuquerque Public Schools Facility
- Approval for Use of Albuquerque Public School Facilities
- Right to Deny of Use of Albuquerque Public Schools Facilities
- Billing and Collecting
- Additional Costs
- Safeguarding School Property and Rules
- Priority of Use
- CATEGORY 1 – Albuquerque Public Schools Programs
- CATEGORY 2 – Non-profit Educational or Recreational Groups Serving School-Aged Children and Locally Authorized Charter Schools
- CATEGORY 3 – Public Interest Non-Profit Group and State Authorized Charter Schools
- CATEGORY 4 – Youth Sports, Before and After School Programs, Permit Fees
- CATEGORY 5 –Recreational Tournaments and Camps, Religious, Political, and other Non-Profit Groups
- CATEGORY 6 – Commercial for profit groups and Other Groups
- Use of Kitchen Facilities
- Athletic Fields
Note: This procedural directive applies to all Albuquerque Public Schools owned facilities and property except where a Joint Use Agreement is in place. Questions regarding facilities usage shall be directed to email@example.com or the Albuquerque Public Schools Facilities Usage Office.
All requests for use of an Albuquerque Public Schools facility shall be completed using the district’s online application process.
- The representative of the requesting group shall submit their school facility use requests by using the district’s web-based program, “SchoolDude” at least thirty (30) days prior to expected use. The requestor shall also notify the school principal of the request.
- When commencing a facility usage request, the requestor shall read all information related to submitting a request. Failure to do so may result in a delay in securing the use of school facilities. Information found when commencing a facility usage request will explain all documentation required during the online application submission.
- Within ten (10) days of the initial request, the facilities usage office shall ensure the completion and receipt of the following documents:
- Non-profit group proof of their 501 (C) 3 status
- Commercial group proof of their business license
- Proof of liability insurance from all groups required to carry it in the form of an insurance industry certificate of insurance to protect Albuquerque Public Schools and any employees or representatives of Albuquerque Public Schools who will be conducting or assisting in or participating in the group’s activities in Albuquerque Public Schools facilities in an official capacity.
- The certificate of insurance shall show the building user liability insurance policy limits in an amount of not less than $1 Million.
- Certificates of insurance shall include the name of the insurance company, name and address of the insured, type of policy, policy period, the insurer’s A.M. Best rating, the policy’s coverage trigger (occurrence or claims made), a description of the activity and the date(s) of the activity
- The certificate of insurance shall include an endorsement that names Albuquerque Public Schools as an additional insured to the building user’s insurance policies listed.
- Individual Camper’s Medical Insurance shall be required for all camps when a certificate of liability is not required. Groups prioritized in Categories 5 and 6 shall be required to carry liability insurance, as stated in above
- If a community school group is not required to carry liability insurance, the group shall be covered under the district’s liability insurance policy.
- Invoices shall generated at the time of approval.
The principal or site administrator only shall determine the availability of the requested facility based on previous commitment, priority, and propriety of proposed use. It shall not be the responsibility of the principal or site administrator to formally approve or deny use of the facilities.
Principals or site administrators may contact the facilities usage specialist regarding a request for facilities usage if they feel appropriate due to the nature of the activity or the group requesting the facility. The facilities usage office may confer with the chief operations officer regarding approval of facilities use in situations when the principal or site administrator has contacted the facilities usage specialist with concerns.
Final approval and notification to the principal or site administrator shall the responsibility of the facility usage specialist. In unusual circumstances, the facilities usage specialist may consult with the chief operations officer.
Upon formal approval, the facilities usage office may notify Albuquerque Public Schools Police Department about facilities usage if the activity taking place occurs at a time outside of normal usage hours.
The principal or site administrator may impose restrictions on proposed facility usage to ensure adequate protection of facilities.
All groups shall agree to the provision that Albuquerque Public Schools is not liable for injury to participants or to participants’ property or for property loss that results from their participation in the group’s activities. Failure to comply with this provision shall result in denial of authorization. All groups shall provide written information to their participants indicating that Albuquerque Public Schools is not liable in these above-mentioned situations.
Commercial groups shall inform participants that Albuquerque Public Schools is not sponsoring the group’s activity in the district facility. The principal or site administrator may also require approval of all proposed advertising that includes mention of the Albuquerque Public Schools facility in question before recommending that use be approved.
Albuquerque Public Schools may not authorize use of district facilities in the following instances:
- When the activity is for purposes of a personal nature
- The event is sponsored by a group except those listed in the categories above
- When the superintendent, appropriate associate superintendent and/or other appropriate member of the leadership team decides the group requesting use of district facilities or the proposed activity is inappropriate
- When the facility will be used for private teaching for which a tuition charge is made by or paid directly to the instructor
- School facilities shall not be used for anything other than use (s) approved in the Facility Usage Agreement
- When schools are closed due to a scheduled school calendar day off or due to inclement weather, all facility usage shall canceled.
Recognizing that the Board of Education encourages public use of district facilities, Albuquerque Public Schools does reserve the right to deny the use of district facilities to any individual or group. Behavior and/or action deemed unacceptable by the building manager, or his/her supervisor, may result in revocation of the facility usage agreement.
Payment shall be required from all groups in Categories 4-6 no later than ten (10) days prior to the event.
The schedule of rental rates attached as a cross reference to this procedural directive shall be a part of this procedural directive. Rates represent rental fee charges at a two hour minimum fee based on an hourly rate
The Facilities Usage Office shall bill user groups in accordance with the fee requirements. Full payment for use by groups in Categories 4, 5, and 6 shall be made no later than ten (10) days prior to the use of the facility. Groups with outstanding accounts shall not be permitted to use district facilities until all past due accounts are current. Payments shall be made by check, cashier’s check or money order payable to Albuquerque Public Schools. No cash shall be accepted for rental fees. Payments shall be mailed directly to the Albuquerque Public Schools Accounting Department.
Albuquerque Public Schools personnel costs may be incurred as a result of facility usage. Additional reimbursement for payroll and other direct costs related to facility use shall be required. Fringe benefits on payroll shall be charged to the user when applicable.
Energy costs and toiletries fees may be determined at a later date.
Abnormal wear and tear on the facility used may require an additional charge to the user to restore the facility to its normal condition.
If special services are required, such as setting up tables and chairs or setting up projectors and other sensitive equipment, there shall be additional charges. Charges for these special services shall be billed to the user.
Projectors, special stage lighting, and other types of sensitive equipment shall not be used unless operated by qualified district personnel. Cafeteria equipment shall not be used without specific approval of the Director of Food and Nutrition Services and unless it is operated by assigned cafeteria supervisors.
Outside groups may not make any modifications to school facilities in order to accommodate their use of the facilities. This includes modifications to the electrical, heating, cooling, ventilation or plumbing systems, or to the structure or grounds of the facility.
Outside organizations may not sublease school facilities to other organizations or individuals, or transfer or assign their use agreement to anyone.
It shall be prohibited for users of district facilities to pay any district employee directly for services or rental fees in cash or by any other means. Security, custodial and cafeteria personnel wages shall be computed at the employees’ overtime rate plus benefits. to the Accounting Department, with the exception of Rental Fees, which are to be directed to the Facilities Usage Office.
The school principal or site administrator shall be responsible for reporting all contractual overtime for district personnel.
The user of the facility shall be responsible for reasonable care of the facility and for proper conduct of members of the group. The user shall be billed for any damage resulting from improper or careless use of the facility.
The use of said areas shall not interfere with school activities. Facilities shall be left the same condition as found.
The principal or site administrator shall ensure that an authorized district representative will be present during proposed use to open the facility, safeguard it during use, and to secure the facility at the end of its use. A school custodian, and/or other district employee as designated by the principal, shall be present during the activity or event. District employees shall not give their building keys to an outside organization.
Signs, banner, permits, etc., shall not be erected on school property unless the permission of the principal or his/her designee is obtained in advance and only if such displays do not deface school property.
Parking shall be permitted only in designated areas.
The number of attendees shall not exceed the number authorized and must be in compliance with local fire codes.
Use of facilities shall end at 10:00 p.m.
If school personnel are not members of the using group, a custodian shall be assigned for purposes of building supervision.
Smoking and alcohol is prohibited by the Board of Education policy in all district facilities and on all district property.
Users of facilities shall comply with building access and security call-in requirements specified in the “Building Access by Employees” procedural directive.
All foods sold at special events shall comply with New Mexico Public Education Department Nutrition Standards, as well as, the Albuquerque Public Schools District Wellness Program.
Authorization of use of Albuquerque Public Schools facilities for non-school purposes shall be prioritized in the following order:
First priority for usage of district facilities shall be granted to on-going curricular/extracurricular school classes, school clubs and activity programs including authorized parent organizations/booster club activities. Category 1 shall include camps/clinics coordinated by Albuquerque Public Schools personnel in which all proceeds are deposited into a school activity fund account or an authorized parent organization/booster club account in compliance with district policy and procedural directive
CATEGORY 2 – Non-profit Educational or Recreational Groups Serving School-Aged Children and Locally Authorized Charter Schools
Second priority for usage of district facilities shall be granted to a group designated as a non-profit group with 501 (C) 3 status from the United States Internal Revenue Service which is sponsored by or otherwise affiliated with the individual school or the district. To qualify for category 2, these programs shall be available to participants at no direct or indirect cost.
Locally authorized charter schools shall be included in category 2 for prioritization purposes.
CATEGORY 3 – Governmental Agencies, Public Interest Non-Profit Group and State Authorized Charter Schools
Third priority for usage of district facilities shall be granted to public interest non-profit groups which may not directly serve school age children. These groups include, but are not limited to:
- Local, state and federal governmental agencies
- community action groups as official agencies of the federal, state or local governments
- recognized charitable/civic groups whose primary function is promotion of the health, safety, education or welfare of the community
- community school groups which are defined as a non-profit group that foster partnerships within the surrounding school community related to improving academics, providing school-community requested out-of-school time services, creating stronger families and/or contributing to healthier, safer communities (e.g., neighborhood association, support group, neighborhood watch group)
- state authorized charter schools
To qualify for category 3, events sponsored by these groups and held in district facilities shall be available to participants at no direct or indirect cost.
Fourth priority for usage of district facilities shall be granted to an individual, a for-profit or a non-profit group whose programs serve school aged children but are available to participants at a direct or indirect cost. Individuals and groups who qualify in category 4 shall pay a permit fee for facilities usage. Groups who qualify for category 4 may be subject to fees associated with category 5 if conducting a tournament of camp.
Fifth priority for usage of district facilities shall be granted to groups whose purpose is for the best interest of the group itself rather than the benefit of the general public. Recreational tournaments and camps, religious and political groups shall be placed in this category, as well as groups formed for appreciation and enjoyment of the arts. This category also shall include private schools and private school groups.
Sixth priority for usage of district facilities shall be granted to groups/individuals whose purpose is direct or indirect financial gain. This shall include, but is not limited to, athletic camps and clinics in which any portion of the proceeds are deposited into an account not identified as a school activity fund account or an authorized school parent organization or booster club account.
School kitchens are available for school and community groups to use for special occasions. The following items shall be required by all organizations (school or community) wishing to use a school kitchen:
- Completed and submitted application for Use of School Kitchen – available from Albuquerque Public Schools Food and Nutrition Services
- A temporary Health Permit to be obtained by group sponsoring/holding function from either:
- Bernalillo County Office of Environmental Health
- City of Albuquerque Office of Environmental Health
These forms shall be received by the Food and Nutrition Services Office two (2) weeks prior to the date of the use of the kitchen. Food and Nutrition Services shall coordinate with the facility usage specialist regarding the use of school kitchens.
Requests received less than two (2) weeks before the planned event may be denied due to lack of time to make necessary arrangements. A kitchen manager or Food and Nutrition Services employee shall be on duty the entire time the kitchen is being used. The function of this employee is to ensure that food safety and sanitation regulations are followed and that all equipment is used safely and correctly. These employees shall be hired by the organization and must be paid 1 1/2 times their regular hourly wage.
The kitchen shall be cleaned by the organization to the satisfaction of the Food and Nutrition Services employee on duty.
No one under the age of eighteen (18) may be in the kitchen. No one under the age of eighteen (18) may operate any of the equipment. Unauthorized and excessive traffic thru the food preparation area is in violation of both safety and sanitation regulations and shall be regulated.
The handling or “mixing up” of school food used for student meals and other foods brought from outside the school shall be strictly prohibited. This pertains to foods either frozen, refrigerated, or in storage in the school kitchen. No food or supplies purchased by Food and Nutrition Services shall be used by any organization.
An inspection by the City of Albuquerque Environmental Health Department or the Bernalillo County Health department may occur at any time before or during the event to verify proper food safety and sanitation procedures. Any citations issued shall be the responsibility of the sponsor of the event. Violations may result in the closure of the event to the public.
There shall not be a phone available in the kitchen.
Kitchens shall not be used by any organization while school meals are being prepared or served.
The organization shall be billed for any damage to the equipment, building, or any missing equipment or small wares.
After the application has been reviewed and approved, a copy shall be sent to the applicant for use in completing any other paperwork the school district may require.
Refer scheduling questions for district backstops and fields to the Athletic Department. Albuquerque Public Schools allows City Parks and Recreation, Little League, Adult City Softball, soccer, and YAFL Football to use facilities. Albuquerque City Parks and Recreation shall comply with provisions outlined in a memorandum of understanding with the district.
The agencies submitted requests and a schedule shall be distributed to principals. It is the responsibility of the various user groups to notify their participants as to time and location.
These agencies shall provide their own liability insurance.
Administrative Position: Chief Operations Officer
Department Director: Facilities Usage Specialist
Legal Cross Ref.:
- §22-5-17 NMSA 1978
- 6.50.17 NMAC
Board Policy Cross Ref.: K.03 Community Use of Buildings, Grounds and Equipment
Procedural Directive Cross Ref.: Building Access by Employees
Food and Nutrition Services
Forms: Rental Agreement Form AC-11
NSBA/NEPN Classification: KFB
Revised: May 1995
Revised: April 1996
Revised: May 1997
Revised: June 2006
Revised: May 2007
Revised: March 2009
Reviewed: August 9, 2010
Revised: August 13, 2010
Reviewed: October 5, 2012
Revised: November 16, 2012
Reviewed: December 11, 2013