Presented by NYC Senior Grants Officers Updated April 2013

Extended Use:Process, Policy & Procedures

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Overview of Extended Use Process for Application ApprovalsCurrent proceduresGuidelines

Policy & Requirements Other Considerations

AGENDA

Table of ContentsTopic Slide #

Extended Use Overview 5

Process for Requesting and Approving Applications 7

Process for Approving Applications 9

Requirements 11

Requirements: Outside Organizations 12

Guidelines 13

Non-Allowable Activities 14

Religious Activities 15

Fund Raising Donations and Admission Fees 16

CONDOs/COOPs/Tenants’ Associations 18

Political and Election Activities 19

Summer Camps 20

Carnivals and Fairs 21

Contact Sports: Boxing & Wrestling & Martial Arts - 22

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Table of ContentsTopic Slide #

All Other Contact Sports: Eg. Basketball, Soccer… 24

Sample Insurance Certificate25

Swimming Pools 26

Filming in Schools27

Take the Field28

Fees29

Fee Exception30

Safety31

Special Services32

User Responsibilities33

How to Check Permit Status34

Where to find Control #s 36

Extended Use Check List 37

Chancellor’s Regulations Resources 38

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Extended Use Overview Extended use is a process that applies to ANY and ALL activities that

occur in a NYCDOE school building outside of regular school hours. These outside hours include after 3pm on school days, weekends, holidays and summer recess.

The process applies to ALL occupants of the building whether they are DOE, NYC, government, private, movie companies, not-for-profit, political or otherwise. The ONLY exceptions are Open School Night, Board of Elections and Shop Mechanics.

Subject to certain exceptions, fees apply to all occupants and are processed based on the date, time and type of activity.

Chancellor’s Regulations D-180 provides official guidelines for the Extended Use of School Buildings.

All permits require confirmation by the custodian and approval by the Principal.

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The primary use of a school’s premises must be for DOE programs and activities. After DOE programs and activities, preference is given to community, youth and adult group activities.

Responsible adults must be in attendance at all times when youth groups are using school premises.

Permits may be granted for recreation, physical training and athletics, including competitive athletic contests of children attending nonpublic, not-for-profit schools.

All uses shall be non-exclusive and open to the general public.

Athletic fields, gymnasiums, auditoriums, swimming pools and other large areas shall not be scheduled in a way that creates an unreasonable restriction of use by others.

Extended Use Overview

Outside Organization (Org) Permit Process Update

1. Org completes Permit App & submits to school

2. School reviews app & requests required paper

work if needed

3. Org signs the app to certify that the info provided is accurate and they will adhere to Chan. Reg. D-180. If the Principal and custodian confirm the

space is available and decide to allow the org to use the school (subject to

central extended use office approval), the principal or his/her designee and the custodian signs the app and it is

entered into CPS

4. Principal confirms space availability in CPS

5. Extended Use Office reviews permit and if it is

approvable it is processed and an email

is sent to the org for payment

( School Safety receives notice of request )

6. CBO pays permit

7.Paid and Approved Confirmation Email is sent to the School, Custodian,

and Org

8. Day of Event: CBO brings paid and approved permit to the custodian. The Org cannot use DOE space without a paid and approved permit.

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o Organization/Applicant completes and signs the hardcopy permit application, and submits to school 30 days in advance of the activity start date. A hard copy of the permit application should be available at the school and is available online at the address below. http://schools.nyc.gov/NR/rdonlyres/F2381D29-283D-4428-AD06-2FB6BBD38782/0/ExtendedUsePermit.pdf

Process for Requesting and Approving Applications

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Double Click on the document to view the form

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o What form can be used?o Only the official Permit Application Form discussed on the previous slide is

valid for use.o Who physically completes the form?

o The Permit Application form (hand written form) must be physically completed by the group requesting the permit.

o Organizations must not verbally dictate the information and let the school or custodial staff handwrite or type up the form.

o Who signs the form?o The Permit Application Form must be:

o fully completed and signed by the organization.o reviewed and signed by the school Custodian and School

Principal. o What should be done with the permit application form?

o original form must be kept on file at the school.o organization given a copy of the signed formo borough extended use unit sent copy if requestedo After the application is entered in CPS, the applicant is given a copy of the CPS application

entry which includes the permit number and cost.

Process for Requesting and Approving Applications

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o School Reviews for compliance with CR D-180 and confirms receipt of all

applicable documentation

Process for Approving Applications

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Double Click on the document to view the form

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o Custodian reviews and confirms availability of space requestedo Principal reviews the permit application and will decide whether to approve the

space availability. If space availability approved, the principal will sign the hard copy. Note, this does not mean that the permit had been approved..

o If application is approved for space availability it is entered into CPS by school designee.

o If application is approved electronically at the school level for space availability by the Principal or designee it is electronically sent to the Extended Use Borough Office for final review and approval.o If the application is from an outside organization, an invoice is system generated,

once the borough personnel approves the permit, to the email provided. Once the invoice is paid in full, the permit receives final approval. o Outside organizations can pay with a

o money ordero certified bank check o online with a credit cardo No Personal Checks!

o If the application is for a school activity, borough personnel enters appropriate funding codes. Permit is then approved. Please note, Extended Use Borough Offices do not and cannot coordinate space use at your school. Please refer to your Building Council’s Shared Space Committee for advice and guidance.

o Permit is approved, custodian gets systems generated email and allows access to building.

Note: A permit is not approved until it is processed by the Extended Use Borough Office and paid in full.

Process for Approving Applications

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Requirements

Permit submission must clearly identify the organization, DBN, central DOE office, or program accountable for activity being conducted.

Activity taking place, inclusive of rooms usage, time and dates requested, must be accurate and aligned with the number of expected attendees and activity being conducted.

Outside organizations engaging in partnerships with schools are required to pay permit fees and any applicable security costs.

Copy of the Signed Permit Application form must be given to the applicant.

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Requirements: Outside OrganizationsTax Id #

Allows the DOE to track the organizations using our school buildings & evaluate usage

Email, Phone and Fax number This will ensure proper notification of permit status to the

school & outside organization

Description of Activities Must be specific (i.e. PA/PTA Mtg, OST After School

Program, etc.) to accurately apply budgeting codes

Liability Insurance Certificate, when necessary (i.e., contact sports, camps, carnivals, flea markets, etc.)

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Guidelines The DOE may terminate any permit at any time when it is in the best interest

of the DOE. Absent an emergency, a minimum of one week will be given.

Permits cannot extend beyond midnight (except in limited circumstances for which prior approval from Central is required.)

Construction permits and breakfast programs permits are processed by DSF and OSF respectively.

The appropriate number of restrooms (i.e. special rooms) must be included on every permit application, providing separate facilities for adults and children whenever possible.

Extended Use Borough Offices do not and cannot coordinate space use at your school. Please refer to your Building Council’s Shared Space Committee for advice and guidance.

All DOE activities must have NYPD SSD present. Outside organizations may utilize NYPD SSD or employ their own safety (i.e. an alternate safety plan) if pre-approved by the principal in writing.

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Non-Allowable Activities

Events personal in nature

Commercial purposes except for flea market operations authorized pursuant to Chancellors regulation A-650

Any activity involving gambling

Any activity involving the sale, use, consumption and/or possession of any alcoholic beverage

Any activity that excludes persons based on impermissible discriminatory reason as set forth in Chancellor’s regulation A-830.

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Religious ActivityBoard Policy

No permit shall be granted for the purpose of holding religious worship services, or otherwise using a school as a house of worship.  Permits may be granted to religious clubs for students that are sponsored by outside organizations and otherwise satisfy a requirement of this Chapter on the same basis that they are granted to other clubs for students that are sponsored by outside organizations.

  However The DOE is currently under a court order from the U.S. District Court for the

Southern District which prevents enforcement of this provision.  This judgment is on appeal before U.S. Court of Appeals for the Second Circuit.  Therefore, pending the outcome of this litigation, the following shall apply:

Permits for use of school buildings for the purpose of holding religious worship services or otherwise using a school as a house of worship should be granted or denied on the same basis as other requests by an outside organization.  Any questions regarding this issue should be referred to Office of Legal Services at 212-374-6888.

Permit Application forms must clearly state the activity and be signed by the organization.

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Collecting Fees, Fund Raising, Donations & Admissions Fees Fund raisers must show that proceeds will be expended for a non-

profit purpose.

The permit application and CPS must indicate all fees and beneficiary information.

Required documentation: Anticipated Revenues vs. Expenditures statement

501 (c) 3 Tax exempt letter from organization that is to receive the funds

Applicant’s letter on official letter-head indicating how proceeds will be used

Beneficiary letter indicating acceptance of proceeds, specific activity it will be used for and approval to conduct fundraising activity.

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Fund Raising, Donations & Admissions FeesCaution!

Entities cannot operate their business from a DOE location

All banners, signs and event or organization websites must include this disclaimer:“This activity is not sponsored or endorsed by

the New York City Department of Education or the City of New York.”

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Co-Ops, Condominiums, Tenants Groups, Block Associations

The DOE has determined that organizations like coops, condominiums, and tenant groups including block associations are civic in nature. 

Under Chancellor's Regulation D-180, permits may be granted for holding…civic… and other uses pertaining to the welfare of the community. 

Therefore, Coops, condominiums, block associations, tenants groups will continue to be allowed to use school space for meetings.

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Political and Elections Activities

Buildings may be used for: Polling place for primaries, general elections and special elections for the

registration of voters.

Conducting candidate forum, provided all candidates are invited to participate.

Buildings may not be used for: Conducting political events, activities or meetings unless the purpose is for

a candidate’s forum where all candidates are invited. Activities, such as rallies, forums, programs, etc., for the benefit of any

elected official Activities, after School business hours during the 60 calendar days prior to a

primary and/or general election, by any candidate for public office or elected official seeking re-election except if directly related to the elected official’s public duties and responsibilities.

Tip: See Chancellor’s Regulations D-130 for more information.

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Summer Day Camps Must be Not for profit

Community oriented

Open to all eligible children of the community

Maintain necessary insurance levels

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Carnivals & Fairs User shall maintain and pay all premiums on a liability policy.

Licenses/permits from the Depart. Of Health (food) and the Dept. of Consumer Affairs (rides), must be presented at the time of the permit request application.

User is responsible for any equipment brought onto the school premises and ensure it is erected properly.

No rides or equipment will be allowed that may require the excavation or penetration of the ground surface to secure it.

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Contact Sports

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We will now cover Contact Sports. Here is a sample, but not all inclusive list of contact sports.

Contact Sports: Boxing, Wrestling & Martial Arts The activity must be sanctioned by a recognized

organization established to conduct such events.

The organization shall maintain liability insurance in amounts regulated by D-180 Required:

$1M Commercial General Liability Insurance per occurrence; plus

$5M Excess Liability Umbrella per occurrence Name the DOE and the City of New York as additional

insured

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Contact Sports: Boxing, Wrestling & Martial Arts

The event must be not-for-profit and all proceeds (if collected) must go to a recognized charity or educational organization.

Sponsor accepts and pays for DOE space as well as safety officers prior to the event.

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All Other Contact Sports, e.g.: Basketball, Soccer, etc.

Previous requirements apply, except that the liability insurance obligations in D-180: Are:

$1M Commercial General Liability Insurance per occurrence; plus

$3M Excess Liability Umbrella per occurrence Name the DOE and the City of New York as additional

insured

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Sample Insurance Certificate

What should you look for on the Insurance Certificate:

a) Level of Commercial General > Liability Insurance

b) Excess Liability Umbrella, > where required

c) Additional Insured

d) Name of the organization

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Double Click on document to view form

Swimming Pools

Permits to use a school’s swimming pool,  must include—on the application form and in CPS—the:

Swimming instructor’s name,

License; and

For the use of swimming pools, one DOE-licensed swimming teacher or a licensed DOE teacher with current American Red Cross Water Safety Instructor's Certification must be assigned for every 25 pool participants.

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Filming in Schools and Staging

Filming of school premises (building), school staff and/or students requires prior approval from Central DOE. 

Production companies must send a copy of the script to Marge Feinberg; and

if approved, the DOE Location Agreement must be completed by the production company and co-signed by the company and principal.  

Permits for staging also require a DOE Location Agreement.

It must be kept on file with the permit.

> Tip: See Chancellor’s Regulations A-640

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Take the Field Take the field athletic facilities are available free of charge to

certain CBOs/Users that have demonstrated a financial hardship.

Usage must be consistent with DOE policy and procedures and must be allowed only when the field is not being utilized by the respective school.

Usage applies ONLY to the athletic field, not the usage of any space within the school site including bathrooms.

Permits that utilize the Take the Field option do not generate fees to custodians.

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Fees ALL organizations and individuals, including but not limited

to unions, CBO’s, other government entities and elected officials ARE required to pay fees for school space and safety.

Fees for contractual costs for school safety are incurred and payable by applicant. These fees are incurred on school days after 3:30 pm and at all times on holidays and weekends.

There are no fees applied for space usage from 3-6 on regular school days.

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Fee Exceptions Reimbursable programs awarded to the DOE such as 21st

Century and Extended School Day Violence Prevention.

Open School Week and Parent Teacher Conferences

Community/Citywide Education Councils

PTA/PA meetings up to 110 hours per year outside of regular school hours

Presidents Council

DYCD Approved Beacon Programs

DYCD Approved Out of School Time Programs

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Safety

DOE activities require NYPD School Safety Agents

Non-DOE activity must have adequate security to provide for the safety at the function and to maintain the integrity of school property.

Outside organizations can request, in writing, that they wish to provide their own security.

Principal must agree to the proposed safety plan for the event.

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Special Services May be needed in extenuating circumstances. Examples

are as follows: In the event of a well-attended/high-volume activity which

ends late at night and the school needs to be ready the next morning.

If there are two activities back-to-back with minimal time between events for proper clean up

Under special circumstances that would require the presence of fireman, watchman, or stationary engineer.

All requests for special services must be approved by borough personnel.

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User Responsibilities

Ensuring that information entered into the CPS system is complete and accurate to the best of their ability

Paying permit fees for conducting event

Observing all applicable rules as outlined in Chancellors Regulation D-180

Ensuring adequate supervision of activities to be conducted

Completing a User Organization Incident Report should a safety or criminal incident occur.

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How to Check Permit Status

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Click Advanced Search

How to Check Permit Status

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• Click Permit Status

• Change the “next 30 days” to “all” and then click retrieve

Where to Find the Control #

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• Click School Safety Summary.

• Scroll to bottom left hand corner of the page.

Internal Extended Use Checklist for Organizations

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Chancellor’s Regulations - ResourcesExtended Use: D-180: –

> http://schools.nyc.gov/NR/rdonlyres/023114D9-EA44-4FE0-BCEE-45778134EA14/0/D180.pdf

PTA/PAs: A-660: - > http://schools.nyc.gov/NR/rdonlyres/EBEFFD82-30D5-4B91-9F9A-6A07B0D0F2D6/0/

A660.pdf

Unlawful Discrimination: A-830 –> http://schools.nyc.gov/NR/rdonlyres/8D6081A7-2945-40C1-90B7-F725BD4FA5D5/0/A

830.pdf

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Chancellor’s Regulations - Resources

Political Activities: D-130 -http://docs.nycenet.edu/docushare/dsweb/Get/Document-86/D-130__1-15-04.pdf

Filming: A-640 - http://docs.nycenet.edu/docushare/dsweb/Get/Document-28/A-640.pdf

Flea Markets: A-650 - http://docs.nycenet.edu/docushare/dsweb/Get/Document-29/A-650.pdf

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