Facility Usage Policy, Regulations and Forms

The Pittsford Central School District (PCSD) buildings and property are in the first instance available for the regular program and activities of the school system.  When not in use for these purposes, the Board of Education will allow the use of these facilities by other civic not for profit groups within the allowable limits of Section 414 of the New York State Education Law and the regulations herein provided. 

It shall be the policy of the Board that the facilities of the district belong to the taxpayers, and as such, the Board has a fiduciary duty to encourage the greatest possible use of school buildings for community-wide civic activities in a manner that preserves the facilities, at no cost to the taxpayers and does not unfairly benefit a private, political or religious concern.  This is meant to include use by recognized not for profits, civic, social and fraternal and religious organizations in accordance with law. Groups wishing to use the school facilities must secure written permission from the Superintendent and abide by the rules and regulations established for such use including restrictions on alcohol, tobacco and drug use. This does not include use of school facilities for individual, personal for-profit business purposes or holding religious worship services.  The Superintendent, at his/her discretion, may consult with the Board. Monthly reports may be made to the Board regarding community use of the school facilities.

The PCSD will charge the sponsoring organization for the incremental costs of all activities taking place in the buildings or on school properties.  The costs charged for building/property use will be charged for use of the facility and specific room/area charges are detailed below.  Custodian(s) shall be on duty at all times when facilities inside a school building are in use.  Such supervision will be provided at no cost during regular working hours, as noted below.  The cost charged for custodial labor shall be those incurred as a result of the activity beyond the normal operation of the building.  They may include related weekday and/or weekend overtime costs, including opening/closing of buildings, cleaning, setup, take downs or other special arrangements.  At a minimum one hour of additional labor may be charged per use, maybe more depending on service needs, to allow the building to be opened, lights turned on and a building check and after use building check and lockup.  Cleaning labor charges are in addition to the one hour noted above.  Specialized staff labor costs are charged per use.  These may include the cost for staff required to provide security, kitchen supervision, snow removal, lifeguards, AV assistant, etc.  

The PCSD reserves the right to require groups to provide their own insurance, naming the PCSD as an additional insurer.  Outside groups use the school facilities at their own risk.  The PCSD is not responsible for any injury or negligence on the part of the user.  The user will be held responsible for the cost of repairs caused by misuse or vandalism.   

To Submit Applications:
Applications for the use of any gymnasiums, pools and exterior fields (Athletic Facility Usage Request Form) shall be filed with the Director of Athletics at 42 W. Jefferson Road. All other applications for use of schools shall be filed with the respective building administrator of that school.

If an activity’s attendance is over 100 persons, more than one staff member (custodians, etc.) may be required and labor fees may be increased to account for additional staff as determined by the PCSD.  If an activity’s attendance is over 500 persons, more than two staff members (custodians, etc.) may be required and labor fees may be increased to account for additional staff as determined by the PCSD.

If an activity requires special opening/closing of the facility, setup and/or major cleaning after the event, the PCSD reserves the right to charge additional time as required for these services.  If a facility requires snow removal and/or salting due to weather conditions outside of normal building hours, the PCSD reserves the right to charge for these services.
Town of Pittsford Parks and Recreation are not billed for use of the pool or lifeguards, but are billed for custodians if on Saturday, Sunday or school holiday.

Gymnasiums, Pools and Exterior fields Use:

In applying for use of the PCSD’s gymnasiums, pools or exterior fields (Athletic Facilities) at any one of the schools for a game, practice, swim meet, tournament, etc., a representative from the organization must contact the Director of Athletics before applying to use these facilities.  The Athletic Facilities Usage Request Form shall then be completed (in full) and submitted to the Director of Athletics at 42 West Jefferson Road at least two (2) weeks prior to the event. 
The Athletic Director shall:

1. Confirm the entity requesting use of the building is authorized and the Athletic Facility Usage Request Form is completed IN FULL. 
2. Confirm the building and/or grounds are available for the requested event, in the requested location. 
3. Confirm any additional special requirements and insurance requirements have been fulfilled. 
4. Approve or deny the Athletic Facility Usage Request Form.
5. If denied, return a copy of the Athletic Facility Usage Request Form to the originator.
6. If approved, determine if fees apply and estimate any fees on the form.  Distribute a copy of the form to everyone noted on the distribution fields at the bottom of the form. 

If special services are being requested, the person required to provide those services at the District must be notified prior to approval of the form. 
Please note that activities with estimated attendance over 100 and/or 500 people may require additional support staff and estimated fees should be calculated accordingly. 
The supervisor of the event MUST be present at all times of the event or additional fees will be applied for supervision.                                                              Renting organization must provide their own AED to be available at all times during rentals for outside use per location.  The renting organization must have at least one AED certified person          on-site per location during facility rental.
(If fees apply):
Labor time sheets shall be completed by PCSD staff detailing the event and exact over time requirements for any and all events by outside users of the facilities.  Time sheets shall be used by the PCSD facility use department for billings.
 

 Classrooms, Kitchens, Auditoriums Use:

In applying for use of the PCSD’s schools for a meeting, event, competition, musical, play, etc., a representative from the organization must contact the principal and/or assistant principal (building administrator) at the school for a preliminary discussion before applying to use that school building.  The NON-Athletic Facility Usage Request Form shall then be completed (in full) and submitted to the building administrator at least two (2) weeks prior to the event.  Please make sure to review auditorium regulations if requesting use of an auditorium. 

The Building Administrator shall:

1. Confirm the entity requesting use of the building is authorized and the NON-Athletic Facility Usage Request Form is completed IN FULL. 
2. Confirm the building is available for the requested event, in the requested location. 
3. Confirm any additional special requirements and insurance requirements have been fulfilled. 
4. Approve or deny the NON-Athletic Facility Usage Request Form.
5. If denied, return a copy of the NON-Athletic Facility Usage Request Form to the originator.
6.  If approved, determine if fees apply and estimate any fees on the form.  Distribute a copy of the form to everyone noted on the distribution fields at the bottom of the form. 

If special services are being requested, the person required to provide those services at the District must be notified prior to approval of the form. 
Please note that activities with estimated attendance over 100 and/or 500 people may require additional support staff and estimated fees should be calculated accordingly.  
The supervisor of the event MUST be present at all times of the event or additional fees will be applied for supervision. 
(If fees apply):
Labor time sheets shall be completed by PCSD staff detailing the event and exact over time requirements for any and all events by outside users of the facilities.  Time sheets shall be used by the PCSD facility use department (business office) for billings.

Normal School Year Building Hours of Operation are listed at the left and are in effect only on days that school is open.

Normal Summer Building Hours of Operation: Monday through Friday 7am - 3:30pm.  (last day of school in June to the first day of school in September).  This excludes any Holidays.
Please note:  There are no custodians on regular duty on Saturdays, Sundays, school holidays or school breaks.  Building use on Sundays and school holidays is discouraged.  
Further information is available at the individual building to be used and/or by calling 585.267.1000.