Administrative​ ​Procedure​ ​550​ ​–​ ​Appendix​ ​A

BOOKING​ ​GUIDELINES​ ​AND​ ​REGULATIONS​ ​FOR​ ​CALGARY​ ​BOARD OF​ ​EDUCATION​ ​AND​ ​CALGARY​ ​CATHOLIC​ ​SCHOOL​ ​DISTRICT SCHOOLS TABLE​ ​OF​ ​CONTENTS 1.

Booking​ ​Regulations A)

Type​ ​of​ ​School​ ​Area​ ​Booked i) ii)

B)

Permits​ ​for​ ​Public​ ​Use​ ​of​ ​School​ ​Facilities

C)

Available​ ​Hours​ ​for​ ​Public​ ​Use i) ii) iii)

2.

School​ ​days​ ​(Monday​ ​to​ ​Friday) Weekends,​ ​Statutory​ ​Holidays Extended​ ​Holidays​ ​(Easter,​ ​Christmas,​ ​Summer)

School​ ​Board​ ​Use​ ​of​ ​Schools​ ​During​ ​Public​ ​Use​ ​Time A)

Block​ ​Booking

B)

Block​ ​Booking​ ​Allowances​ ​for​ ​Schools

C)

School​ ​Board​ ​Booking​ ​Deadlines i) ii)

3.

Public​ ​Use​ ​Areas​ ​of​ ​Schools Instructional​ ​Areas​ ​of​ ​Schools

Fall​ ​Bookings​ ​Deadline Spring​ ​Booking​ ​Deadline

D)

Special​ ​One​ ​Week​ ​Allowance​ ​for​ ​Gymnasiums

E)

Bookings​ ​by​ ​Schools​ ​after​ ​School​ ​Booking​ ​Deadlines

F)

Priorities​ ​of​ ​Use

Operating​ ​Regulations A)

Clearing​ ​of​ ​Gymnasium​ ​Floor

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4.

B)

Restricted​ ​Activities​ ​in​ ​Schools

C)

City of Calgary Recreation’s Handling of School Board Complaints about Public​ ​Permit​ ​Holders.

D)

Damage/Theft​ ​to​ ​School​ ​Property

E)

Alcohol​ ​in​ ​Schools

F)

Equipment​ ​Supplied​ ​by​ ​School​ ​Boards

Special​ ​Costs​ ​and​ ​Arrangements A)

Incremental​ ​Costs

B)

Extra​ ​Charges​ ​for​ ​Use​ ​of​ ​Multiple​ ​Classrooms

C)

Exchange​ ​Programs/Special​ ​Agreements

​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​D)

Changing of School Classification from Two Caretakers to One Caretaker Charges

5.

Caretakers'​ ​Responsibilities

6.

Supervision​ ​of​ ​Groups​ ​and​ ​Agencies​ ​using​ ​Schools

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USE​ ​OF​ ​SCHOOL​ ​BUILDINGS​ ​AND​ ​FACILITIES AFTER​ ​REGULAR​ ​SCHOOL​ ​HOURS 1.

Booking​ ​Regulations The following regulations will apply for all bookings of school facilities for out-of-school​ ​hours. A)

Type​ ​of​ ​School​ ​Area​ ​Booked School​ ​facilities​ ​will​ ​be​ ​divided​ ​into​ ​two​ ​areas​ ​for​ ​booking​ ​purposes: i)

Public​ ​Use​ ​Areas​ ​of​ ​Schools These include gymnasium, shower rooms, auxiliary gymnasium, cafeteria​ ​eating​ ​areas,​ ​shelter​ ​rooms​ ​and​ ​playrooms. City of Calgary Recreation will book public use areas of school facilities for public functions and activities not sponsored by the Boards. City of Calgary Recreation will confirm these bookings through​ ​the​ ​Operations​ ​Departments​ ​of​ ​the​ ​respective​ ​Boards.

ii)

Instructional​ ​Areas​ ​of​ ​Schools These include classrooms, libraries, music rooms, kitchens and theatres. School use of instructional areas will be booked through the respective Boards for extra school education classes in out-of-school​ ​hours. Public use of instructional areas will be booked through City of Calgary Recreation upon approval of the respective school principal or​ ​designate​ ​and​ ​the​ ​respective​ ​Board.

B)

Permits​ ​for​ ​Public​ ​Use​ ​of​ ​School​ ​Facilities All general public use of school facilities will be confirmed through a City of Calgary​ ​Recreation​ ​Facility​ ​Use​ ​Permit.

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C)

Available​ ​Hours​ ​for​ ​Public​ ​Use Hours of availability for public use are different on school days than on weekends. i)

School​ ​Days School facilities, or parts thereof, will normally be available for bookings on school days (weekdays) from 6:00 p.m. to 10:30 p.m. for Elementary Schools, from 6:30 p.m. to 11:00 p.m. for Junior High Schools, and from 7:00 p.m. to 11:00 p.m. for Senior High Schools. These times are inclusive of the total activity and the ending time shall be the time the group clears the school. Arrangements may be made wherever possible for Cubs, Brownies, and other similar groups of young people to use areas in certain schools after 4:00 p.m. on school days, on approval of the Principal.

​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ii)

Weekends/Stat.​ ​Holidays School facilities, or parts thereof, will normally be available for bookings​ ​from​ ​8:00​ ​a.m.​ ​to​ ​12:00​ ​midnight.

​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​iii)

Extended​ ​Holidays​ ​(Easter,​ ​Summer​ ​Holidays,​ ​Christmas). Special arrangements may be made for use of schools during these periods​ ​subject​ ​to​ ​school​ ​availability.

2.

School​ ​Board​ ​Use​ ​of​ ​Schools​ ​During​ ​Public​ ​Use​ ​Time (Public​ ​Use​ ​Times​ ​are​ ​listed​ ​in​ ​Section​ ​1C) Schools and School Division Specialist Departments are allowed to book space during​ ​public​ ​use​ ​time​ ​as​ ​an​ ​extension​ ​to​ ​regular​ ​school​ ​activities. Specialized Departments include departments such as Continuing Education (including adult leisure programs previously under the Leisure Learning mandate), and Athletic Associations. Athletic Associations include Calgary Senior High School Athletic Association, Calgary Public Junior High School Athletic Association and Calgary Catholic Junior High School Athletic Association. The​ ​following​ ​regulations​ ​will​ ​apply​ ​for​ ​such​ ​usage: A)

Block​ ​Booking

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Schools and School Division Specialist Departments are allowed to "Block Book" their required dates and times for use of schools during public use time. A "Block Booking" for example, could be made by a principal for each Wednesday evening throughout the school year between the hours of 7:00​ ​p.m.​ ​to​ ​10:00​ ​p.m. This "Block Booked Time" should be used by the school for activities such as​ ​parent​ ​teacher​ ​interview,​ ​band nights,​ ​concerts,​ ​athletic​ ​events,​ ​etc. B)

Block​ ​Booking​ ​Allowances​ ​for​ ​Schools Normally, schools will not exceed the following guidelines for block bookings: i) ii) iii)

C)

Elementary one​ ​night​ ​per​ ​week Junior​ ​High two​ ​nights​ ​per​ ​week High ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​-​ ​ ​ ​ ​ ​ ​ ​ ​ ​three​ ​nights​ ​per​ ​week

School​ ​Board​ ​Booking​ ​Deadlines There are 2 booking deadline dates to be met each year by school principals and school specialist departments. These deadlines are as follows: i)

Annual​ ​School​ ​Block​ ​Bookings​ ​Deadline All school requests for facilities for the following school year (September 1 to June 30) shall be submitted to the respective rentals department by May 1. The respective Boards will then submit booking calendars to City of Calgary Recreation bookings office​ ​by​ ​May​ ​31​ ​of​ ​the​ ​same​ ​year. Confirmation​ ​of​ ​Public​ ​Bookings The City of Calgary Recreation will confirm public booking requests for the Fall season to the respective rentals department of each school​ ​board​ ​by​ ​July​ ​31.

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ii)

Winter​ ​and​ ​Spring​ ​Block​ ​Booking​ ​Adjustments All changes to previously approved school requests for the January 1 to June 30 period shall be submitted to the respective school boards rentals department by October 1 (changes to the original submissions from May). Changes or amendments to these schools block bookings for January to June shall be forwarded to the City of Calgary​ ​Recreation​ ​bookings​ ​office​ ​by​ ​October​ ​15. The City of Calgary Recreation will confirm public booking requests for the Winter and Spring seasons to the respective rentals department of each school board by November 30 (excepting recreation programs provided by City of Calgary in the Spring season).

Schools failing to meet the above deadlines will automatically receive Block​ ​Bookings​ ​as​ ​confirmed​ ​the​ ​previous​ ​year. D)

Special​ ​Allowance​ ​for​ ​Gymnasia Principals may book a gymnasium for a period of one week in the Fall term and one week in the Winter/Spring term for special occasions (Drama productions, Science Fair, Education Week) as part of the regular booking timeline. Once per school calendar year, a two-week booking for gymnastics or other programs may be booked. This time may be added to the week booked for special occasions to create a 3-week block once per school​ ​calendar​ ​year.

​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​E)

Bookings​ ​by​ ​Schools​ ​after​ ​School​ ​Booking​ ​Deadlines Schools can make bookings after the fall and spring booking deadlines have​ ​passed,​ ​provided​ ​the​ ​following​ ​conditions​ ​are​ ​met:

F)

i)

Once a booking has been made and confirmed, changes, which might be required for regular school activities, would only be made with the consent of ​both parties involved. Any such changes would not be considered unless they were arranged at least two weeks in advance​ ​of​ ​the​ ​scheduled​ ​booking​ ​change​ ​to​ ​be​ ​negotiated.

ii)

​When​

​requests​ ​for​ ​school​ ​facilities​ ​are​ ​made​ ​by​ ​Board​ ​Departments after​ ​the​ ​deadline's​ ​dates,​ ​they​ ​shall​ ​be​ ​booked​ ​and​ ​confirmed​ ​to the​ ​extent​ ​that​ ​facilities​ ​are​ ​available​ ​-​ ​on​ ​a​ ​first-come,​ ​first-served basis.

Priorities​ ​of​ ​Use

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Priorities for the use of schools and school facilities during out-of-school hours​ ​will​ ​be​ ​as​ ​follows:

3.

i)

Regular school functions (i.e. extensions of regular school activities including meetings with parents supervised by the principal or designate,​ ​scheduled​ ​Physical​ ​Education​ ​and​ ​Athletics​ ​programs).

ii)

Extra-curricular activities of specialist departments of the respective boards (i.e. in-service sessions, music competitions and concerts, athletic​ ​competition).

iii)

Continuing Education Services Department including adult leisure programs previously managed under the (former) Leisure Learning mandate.

iv)

Public functions and activities booked through City of Calgary Recreation.

Operating​ ​Regulations The following regulations will apply to all bookings permitted through City of Calgary​ ​Recreation: A)

Clearing​ ​of​ ​Gymnasium​ ​Floor Gymnasium floors are normally expected to be left clear of all equipment each day by the school staff. This includes the moving of all gymnastic equipment from playing surfaces, the removal of volleyball and badminton nets​ ​from​ ​the​ ​gym.​ ​floor,​ ​etc.

B)

Restricted​ ​Activities​ ​in​ ​Schools The​ ​following​ ​activities​ ​are​ ​prohibited​ ​in​ ​school​ ​gyms: ● ● ● ● ●

​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​C)

Smoking throwing​ ​or​ ​batting​ ​of​ ​baseballs​ ​or​ ​softballs using​ ​outdoor​ ​soccer​ ​balls using​ ​indoor​ ​soccer​ ​balls​ ​for​ ​shooting floor​ ​hockey,​ ​with​ ​the​ ​exception​ ​of​ ​existing​ ​groups

City of Calgary Recreation’s Handling of School Board Complaints and Public​ ​Permit​ ​Holders When a complaint is received about a permit holder from one of the School​ ​Boards,​ ​City​ ​of​ ​Calgary​ ​Recreation​ ​will​ ​take​ ​the​ ​following​ ​steps:

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i)

First Complaint - telephone call to permit holder from Booking Office​ ​explaining​ ​concern.

ii)

Second Complaint - telephone call and letter from Bookings Office to permit holder clearly indicating what corrective measures must be taken and giving notice that any further problem will result in permit​ ​cancellation.

iii)

Third​ ​Complaint​ ​-​ ​permit​ ​cancellation

Note: The School Boards have the right to cancel a permit at any time if the conduct of those using the building or equipment is not satisfactory or is deemed to be causing willful harm to schools. This will be done through City​ ​of​ ​Calgary​ ​Recreation​ ​Booking​ ​Office. D)

Damage/Theft​ ​to​ ​School​ ​Property All groups using school facilities must ensure that participants and/or spectators in their programs use appropriate equipment and wear footwear​ ​which​ ​is​ ​not​ ​harmful​ ​to​ ​the​ ​floor. Responsibility for protection of the school property and prevention of damage/theft of equipment shall rest entirely with the organization or group using the facilities. Proper precautions must be taken to prevent such damage/theft from occurring. In the event of any damage/theft to the school property or equipment, the organization or groups shall be charged with​ ​the​ ​cost​ ​of​ ​repair​ ​or​ ​replacement.

E)

Alcohol​ ​in​ ​Schools Alcohol is not permitted in schools managed by the Calgary Roman Catholic Separate School District. Community Associations that do not have their own community centre are the only clients booked into schools managed by the Calgary Board of Education for events for which alcohol is​ ​permitted,​ ​unless​ ​special​ ​permission​ ​is​ ​received.

F)

Equipment​ ​Supplied​ ​by​ ​School​ ​Boards Where available, gymnasium equipment shall, upon prior request, be provided to organizations and agencies using the schools in out-of-school hours. The equipment to be used will be specified on the rental permit; mats, box-horses, springboards, balance beams, climbing ropes, volleyball/badminton​ ​standards,​ ​and​ ​nets.

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Volleyballs, basketballs, badminton racquets, etc. will not be provided by the​ ​School​ ​Boards. 4.

Changes/Exchange​ ​Programs/Agreements/Exemptions A)

Incremental​ ​Costs Incremental costs for school facilities City of Calgary (Parks and Recreation) facilities are exchanged in May of each year by the Facility Use Team, which consists of one member from each of The Calgary Board of Education, The Calgary Catholic School District and City of Calgary​ ​Recreation.

B)

Extra​ ​Charges​ ​for​ ​Use​ ​of​ ​Multiple​ ​Classrooms Public rental groups using more than the gymnasium and eight classrooms will be charged a service fee equivalent to 1 hour's rental for each additional set of 7 or a portion thereof. e.g. A group using 9 to 15 classrooms​ ​would​ ​be​ ​charged​ ​one​ ​extra​ ​hour​ ​for​ ​service​ ​fee.

​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​C)

Exchange​ ​Programs/Special​ ​Agreements The following is a list of Exchange Programs or Special Agreements currently in effect or proposed between City of Calgary (Parks and Recreation),​ ​and​ ​either/or​ ​both​ ​of​ ​the​ ​school​ ​boards. i) ii)

Village​ ​Square/Lester​ ​B.​ ​Pearson​ ​Joint​ ​Use​ ​Agreement Lord Beaverbrook High School (applies only to use of Racquet Ball Courts)​ ​(expires​ ​2005​ ​December​ ​31)

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iii) iv)

D)

Nellie McClung School/Community Association Building Exchange​ ​(expires​ ​2022​ ​January) Bishop McNally High School and Bishop O’Byrne High School are not part of the facility inventory pool by decision of​ ​JUCC

Changing of School Classification from Two-Caretakers to One-Caretaker​ ​Charges When changing a school from a two-caretaker school to a one-caretaker school, the Boards will give City of Calgary Recreation​ ​one​ ​booking​ ​term​ ​notice. When notified of a school's status change (to one caretaker) City of Calgary Recreation will immediately try to move as many clients out of​ ​the​ ​school​ ​as​ ​possible.

5.

Caretakers'​ ​Responsibilities The​ ​caretaking​ ​staff​ ​will​ ​be​ ​responsible​ ​for: Ensuring that the group or agency has access to the building and designated facilities; supervisors to be allowed access 15 minutes prior to designated time, or earlier if prior arrangements have been made with the Operations​ ​Department. Making​ ​designated​ ​equipment​ ​available​ ​as​ ​per​ ​Section​ ​(3F)​ ​above. Supervising and assisting in the erecting and dismantling of equipment as noted​ ​on​ ​permit Reporting damages and losses, inappropriate behaviour or activities of the group or participants, within 2 working days to school administration and on​ ​to​ ​City​ ​of​ ​Calgary​ ​Recreation​ ​Booking​ ​office. Setting up the public address system if listed on the Facility Use Permit issued​ ​by​ ​City​ ​of​ ​Calgary​ ​Recreation.

6.

Supervision​ ​of​ ​Groups​ ​and​ ​Agencies​ ​Using​ ​Schools All​ ​groups​ ​and​ ​agencies​ ​using​ ​school​ ​facilities​ ​shall​ ​designate,​ ​prior​ ​to​ ​usage​ ​time,​ ​a person​ ​to​ ​act​ ​as​ ​a​ ​supervisor​ ​for​ ​the​ ​activity.​ ​ ​This​ ​person​ ​shall​ ​be​ ​directly​ ​responsible for​ ​the​ ​safety​ ​and​ ​conduct​ ​of​ ​the​ ​individuals​ ​in​ ​the​ ​group​ ​as​ ​well​ ​as​ ​for​ ​the​ ​group​ ​as​ ​a whole.​ ​ ​The​ ​supervisor​ ​of​ ​the​ ​activity​ ​shall​ ​make​ ​themselves​ ​known​ ​to​ ​the​ ​caretakers.

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Approval​ ​Date:

April​ ​12,​ ​2016

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