Community Use FAQs

26 Items Found:

• Who do we call with questions regarding Community Use of school facilities?
  You can reach a Community Schools technician at one of the following phone numbers: (919) 850-8958, (919) 850-1892, or (919) 850-1924. You also can send a fax message to (919) 850-8981.
  
• Do we have to pay for set-up and rehearsal times?
  Yes. The hours requested on the application are the hours that your group has permission to use school facilities and should reflect all set-up, rehearsal, program, and takedown time needed.
  
• For what hours am I billed?
  Users are billed a minimum of two hours for all reservations and in 30-minute increments thereafter. Building use hours are calculated based on the number of hours the staff or the user group is on site for the user’s activity or event.
  
• Why did our invoice increase after my event?
  This may be due to several reasons, commonly including:
  

  • Staff or supervisory hours were more than originally billed.
  • The group using the facility was on site longer than originally billed.
  • Late fees were added to a past due account.
  • Additional equipment was used, more than requested in the application.
  • Additional staff was needed, more than calculated in the original invoice.
  • Change fees were added for requested changes to the reservation.
• What if we only need the space for an hour?
  Even if you only need the space for one hour, you will be billed for a minimum two-hour facility fee.
  
• How late may the event last?
  The user's program or activity should conclude no later than 10:30 p.m. with participants and audience leaving the facility within 30 minutes unless special arrangements were made at the time of the reservation.
  
• When is payment due?
  Facility, personnel, and equipment fees are due 10 business days prior to the event. Also, all invoices include a due date for payment.
  
• Who do we make the check payable to and where do we send it?
  Make check payable to:
  Wake County Public School System (WCPSS).
  

  The check should be sent to this address:
  Wake County Public School System
  Attn: Diane Snipes, Accounting
  3600 Wake Forest Road
  P.O.Box 28041
  Raleigh, North Carolina 27611-8041
  
• How do we cancel the event or activity?
  A written cancellation notice from the user, which will cancel the entire event or specific days of the event, must be received in the Community Schools office 15 business days prior to the day(s) to be canceled, or the user is still responsible for payment. The $35 invoice fee is non-refundable.
  
• Can we meet at the school for longer than one year?
  Yes. However, you will need to submit an application on a yearly basis. A one-year limit exists on all agreements for the use of school facilities by a specific group with all such agreements ending on June 30. Requests for renewal are treated as new applications for the year beginning July 1 and must be resubmitted annually.
  
• When can we advertise our activity?
  Advertising may begin after the user group and Community Schools office have both signed the event confirmation. Verbal and written communications about the scheduled event or activity should include the user's name, address, and phone number.
  

  • Note: The Wake County Public School System may not be listed as a sponsor in your advertisement.
• Can we place signs on school grounds to advertise the event?
  Yes, but signage may be displayed on school property only during rental hours.
  
• If my agency is a for-profit group but the activity is for fun or charity, do I still have to pay for-profit rates?
  Yes.
  
• Can we pass out flyers or advertisements at the schools?
  Distribution of flyers and advertisements at school facilities are strictly controlled by WCPSS Board Policy 2420 R&P (Free Materials Distribution). While principals have the right to approve materials for distributions to students from authorized sources, written WCPSS approval is required for all other materials. For additional information on this policy, contact Anne Gallagher in the WCPSS Public Information Office at (919) 856-3017 or by email at agallagher@wcpss.net.
  
• Do we need insurance?
  Yes, a minimum Commercial General Liability insurance coverage of $1 million per occurrence with a $2 million annual aggregate is required. Wake County Board of Education must be listed as Certificate Holder and Additional Insured providing 30-day notice of cancellation. Contact your insurance agent for details of this coverage.
  
• Will school personnel be on duty during the event?
  The principal or designee will determine the number of supervisory, custodial, or security personnel hours required to maintain the facility for the event and assign staff as is deemed appropriate.
  
• Can an employee of another school work the event?
  Generally, no. An on-site school employee is needed for security reasons.
  
• Why is the custodian or facility supervisor paid for so many hours?
  The custodian or facility supervisor arrives prior to the agency’s beginning time, as stated on the application, to deactivate the security system and to do a preliminary facility check. School staff remains on site and is available to provide assistance with the use of the facility to the user group during the event. When the user group's program or activity is completed and all participants have departed the premises, the school personnel on duty must remain on site to clean and secure the facility.
  
• Can we store our "stuff" at the school for the next week?
  Storage space must be requested on the application. School storage capacity is extremely limited. If storage space is available, there will be an additional fee for storage and a liability waiver for WCPSS is required.
  
• Can we leave set pieces, props, stage floors, and equipment set up for the entire rehearsal and performace dates?
  Yes, but these accommodations must be requested on your application, for which an additional fee is charged.
  
• Can we use the school's supplies and equipment?
  School supplies may not be used. For an additional fee some types of equipment may be used, if available and requested in the application on the Equipment worksheet (Form 2900-E).
  
• Will the air conditioning or heating be turned on?
  Yes. When we have received a signed confirmation, the event information is sent to the Energy Management office for scheduling. Nevertheless, WCPSS does not guarantee air conditioning or heating. There is no guaranteed refund due to any such failure. If it does fail, call your Community Use Technician at (919) 850-1924 within three days to report the problem.
  
• How will our group be invoiced?
  Once the Facilities Use Application (Form 2900-A & S) and any additional documentation related to the proposed use has been approved, Community Schools creates an invoice based on the time on site, the space required, personnel hours needed, and any equipment use requested. That invoice will be sent to the requesting group.

  There is an invoicing fee of $35.00 for each invoice. For ongoing or multiple events included on one application, the invoice can be made payable on the following terms:
  

  • Whole invoice
  • Monthly
  • Quarterly
• Can the custodian volunteer his or her time?
  No, to comply with the federal Fair Labor Standards Act (FLSA), custodians may not open, close, or clean the buildings on a voluntary basis.
  
• How do we know that our group has been confirmed to use the school?
  Once the Facilities Use Application Form 2900-A & 2900-S (PDF, 406kb) has been submitted and approved by the school and the Community Schools office, the user group is sent a Confirmation and any additional documents needed to outline the terms of the use. Receipt of the confirmation signifies approval of the request. When you sign the confirmation, this becomes your contract for use. Any alterations must be submitted on a Change Request (Form 2900-CH) to Community Schools 15 days prior to the beginning date of the invoice. Payment is due 10 business days prior to the beginning date of the invoice.
  
• What does the "Classroom Only" rate mean?
  This rate is charged when no other larger spaces are requested for use. This is because restrooms and hallways must be available, but the cost for this is only factored into the rate for larger spaces used in addition to classrooms. When only a Classroom is requested, the fee must reflect the use of these ancillary spaces.