Facility Rentals FAQ


  • Carroll Independent School District Procedures and Fees for Nonschool Use of School Facilities

    I. Availability of Facility: Individuals or groups that desire to use the District’s facilities must first create an online account to request facilities.  

    II. Application/Agreement for Use of Facilities: 

    1. Individuals or groups must submit an Application/Agreement for Facility Use request online.  If the facility requested is one typically used for secondary athletic competition, the Director of Athletics must approve the application. All other requests must be approved by the Assistant Superintendent for Administrative Services. After approval, the applicant will be notified and must submit payment and proof of insurance to the District department arranging for the facility use. All fees must be paid in advance. Reservation of a facility is contingent upon receiving payment.

    2. Online application for use of the requested facility must be made at least ten days in advance. Approval shall not be granted for any purpose that would damage school property or to groups that are known to have damaged District property in the past.

    3. Depending on the requirements of the facility renter, the District will arrange for services such as cleaning, technology needs, air conditioning/ heating, etc.

    III. School Representative on Duty: The District will have a custodian and/or other District official on duty throughout the time the facility is in use. This person will prepare the facility for use and will be responsible for closing the facility after its use. Any minor movement or rearranging of furniture will be under the supervision of the custodian or other representative of the District.

    IV. Rules/Regulations for Facility Rental:

    1. Positively no food or drinks are allowed outside the cafeteria.

    2. Liability insurance in the amount of $1,000,000 is required for groups that are not a part of the District. A Certificate of Insurance naming the District as additionally insured must be provided prior to approval.

    3. With the exception of minor rearrangement of furniture, no alterations of any kind can be made to the facility without prior written consent from the Superintendent or designee.

    4. Renters may not use any school-owned equipment and/or supplies found in the classroom or other areas. Additional charges will be applied for missing and/or damaged supplies or equipment and could result in termination of the rental agreement.

    V. Annual Review of Groups Classification: Annually, in July, the District Facility Rental Review Committee will review qualifying criteria for the classification of Groups 1–5. All decisions related to the classification of a particular group will be made in accordance with applicable administrative regulations and will remain in place until review by the committee the following year.


    User Categories for Nonschool Use of School Facilities
    To better serve the community, the District has determined usage fees based on five categories, in accordance with the following:

    The CISD Facility Committee and CISD Administration will determine the category the individual or group will be placed in for the year.

    CATEGORY 1: District events, educational meetings to include staff or student meetings, and school programs;

    • District affiliated Booster Clubs
    • District affiliated Parent/Teacher Organizations
    • Carroll ISD Alumni Association
    • State, County, and Local elections (precinct polling places)
    • District affiliated Professional Teacher Organizations

    CATEGORY 2: Other Accredited Educational Institutions

    • Groups or organizations that serve populations primarily consisting of District students, staff and community
    • Other school districts
    • Non-profit colleges and universities

    CATEGORY 3: Non-profit community groups, civic organizations and youth groups that meet all of the following criteria:

    • Must demonstrate non-profit status as defined by Section 501 (C) of the U.S. Internal Revenue Code.
    • Established for the purpose of enriching the lives and education of District children and/or the community.
    • Must certify 100% of the children to be residents of the District.

    CATEGORY 4: Other non-profit organizations and churches that meet at least one of the criteria below and can demonstrate non-profit status as defined by Section 501(c) of the United States Internal Revenue Code:

    • Groups/Organizations not charging admission fees to participate;
    • Programs which serve a student organization comprised of less than 100% District residents; or
    • Club and selective youth sports program who do not meet the criteria for Category 3.

    CATEGORY 5: All for-profit or commercial organizations that charge admission fees to participate or gain financially from the proposed rental.

    District Employee Fee Discount
    A full time District employee who requests for-profit rental of District facilities under Category 5 shall be extended a discount for approved non-school use of District facilities. The District employee rental must support a Carroll ISD program. The employee may not use their employee status to represent another group or individual. The discount rate shall be calculated at a rate of ten percent of the gross earnings. To receive the discount, the employee must provide written documentation of the activity’s actual earnings. Any fees associated with administrative oversight, technical oversight, custodial services, food services, or any other expense that may be incurred by the District as a result of the rental will require additional fees. If the employee does not provide the required documentation within the timeframe established in the rental agreement, the employee will be charged the Category 5 fees as outlined in the fee schedule above.

    Click here to see CISD Rental Fee Pricing


    FAQ's
    1. Where do I find information about use of CISD facilities?
    Click here to view th CISD online facility portal.

    2. How do I determine which Category an outside group or organization will be placed?

    • If group or student organization is district sponsored the fee for rental is not charged
    • If group or student organization is not district sponsored the fee for rental will be charged
    • CISD facility department will assign appropriate category

    GKD [LOCAL]
    Use by employee professional organizations: DGA
    Use of facilities for school-sponsored and school- related activities: FM
    Use by noncurriculum-related student groups: FNAB
    Use by District-affiliated school-support organiza- tions: GE

    Fees for Use
    Nonschool users shall be charged a fee for the use of designated facilities.
    The Board shall establish and publish a schedule of fees based on the cost of the physical operation of the facilities, as well as any applicable personnel costs for supervision, custodial services, food services, security, and technology services.
    Fees shall not be charged when school buildings are used for public meetings sponsored by state or local governmental agencies.
    Fees shall not be charged for use by District employee professional organizations. [See DGA]

    3. Will my group be charged an adminstrator fee?  

    • No, if your organization meets the followig criteria: Organizations representing professional, paraprofessional, or support employees may use District facilities with prior approval of the appropriate administrator. Noncurriculum-related student groups shall not be sponsored by the District and shall in no way imply to students or to the public that they are school-sponsored. The principal shall assign a District employee to attend and monitor each student group meeting. Monitors shall be present at meetings and activities in a nonparticipatory capacity to maintain order and protect school property.
    • Yes, all other organziations will be charged an adminstrator fee to maintain order and protect school property. The fee is 35.00 per hour.
      • GKD [LOCAL] Nonschool users shall be charged a fee for the use of designated facilities. The Board shall establish and publish a schedule of fees based on the cost of the physical operation of the facilities, as well as any applicable personnel costs for supervision, custodial services, food services, security, and technology services.

    4. What is a good contact number for Facility rental questions?
    817-949-8274 

    5. Do all organizations have to become an online requestor to reserve a facility?

    • No, student and campus activities do not need to reserve space with the FSrschooltoday scheduler. Student and Campus activities reserve space with the ASrschooltoday or Activity scheduler.
    • Yes, all organization outside of student and campus activities MUST reserve space with FS scheduler. NOTE: organizations that do not pay a fee must still reserve CISD facility with FS scheduler.

    6. I am having trouble with the FS system? What can I do?
    Trouble shooting for Online Requesting:
    1. You must enter a request for recurring dates that have same time. If your dates have multiple times needed, you will need to enter a separate request for different time needed.
    2. When selecting locations. You must click on show all locations (*Text in RED indicates building/location unavailiablitliy). If you don’t click on (show all locations) you will not be able to see if the location you want is available. See screen shot below.

    Instructions

    7. If I am a CISD employees, what are the guidelines for facility use?

    Carroll ISD Facility Rental Fee Schedule
    A full time District employee who requests for-profit rental of District facilities under Category 5 shall be extended a discount for approved non-school use of District facilities. The District employee rental must support a Carroll ISD program. The employee may not use their employee status to represent another group or individual. The discount rate shall be calculated at a rate of ten percent of the gross earnings. To receive the discount, the employee must provide written documentation of the activity’s actual earnings. Any fees associated with administrative oversight, technical oversight, custodial services, food services, or any other expense that may be incurred by the District as a result of the rental will require additional fees. If the employee does not provide the required documentation within the timeframe established in the rental agreement, the employee will be charged the Category 5 fees as outlined in the fee schedule above.

    District Employee Proof of Insurance
    After approval, the applicant will be notified and must submit payment and proof of insurance to the District department arranging for the facility use. (Teachers may send a copy of a professional organziation that provides liability insurance as a member).