1.  How do I apply to use facilities at a Rockwood location?

2.  Do I need to have insurance for my activity?

3.  How do we know that our group has been confirmed to use the facility?

4.  Can I submit a request the same day I would like to use the facility?

5.  What is the timeline for submitting applications?

6.  How long will it take to process my request for facility use?

7.  I called the school and got verbal approval for my rental. Is that all I need to do?

8.  How will our group be invoiced?

9.  Why does the district have different rates for indoor facilities before 6 p.m. on school days?

10.  My activity is scheduled to start before 6 p.m. on day when school is in session but will not end until after 6 p.m.  How will I be invoiced?

11.  When is payment due?

12. Who do we make the check payable to, and where do we send it?

13. Why did our invoice increase after my activity?

14. Do I have to pay for set-up and rehearsal times?

15. How do I cancel an activity?

16. How do I change or request additional dates on an already approved application?

17. I am renting a field/facility and it rained/snowed earlier in the day. How I can I determine if the field/facility is open?

18. I have an approved application to use the fields but it rained on a day that I have scheduled. Can I choose another day in exchange for the rain date?

19.  I have an approved application to use an outdoor Rockwood facility (field, track, etc.) but the forecast is calling for inclement weather within the next five days.  What are my options for moving to an indoor facility?

20. I am at the end of my season of facility usage and there were rain/snow dates on my scheduled days. How do I get a refund?

21. I am a Rockwood employee. Do I have to pay facility usage fees for my group's activity?

22. My coach is a teacher at the school. Why do we have to have a custodian on weekends or when school is closed?

23. If I show up for my approved facility usage on a weekend and the building is locked and a custodian is not there, what should I do?

24. I was asked for my permit by building staff when I came in for my rental time. What am I supposed to have with me?

25. May I use the schools supplies and equipment?

26. The custodian opened the building for my activity, but I couldn't find them after that. What should I do?

27. When I arrived for my approved activity, another group was in our assigned space. What should I do?

28. Where does the revenue collected from facility usage fees go?

29. I still have more questions. Who do I call for more information regarding use of District facilities?

1. How do I apply to use facilities at a Rockwood location?
Any individual, group, school or non-school organization wishing to use any of the District facilities or equipment submit an application in writing on a form developed for such purpose, which shall be identified as the Application for Use of District Facilities.

The Application for Use of District Facilities form is available at all locations. It cannot be submitted electronically: it is a numbered two-part form that must be completed out with a pen. Please follow these instructions:

1. Determine first what school or District building your group would like to use. The district map is a good starting point to determine where all District buildings are located.

2. Complete the application and submit it to the school principal or their designee, or to the designated person for a non-school District building. The signing of the Application for Use of District Facilities constitutes a guarantee to the Board of Education that the sponsoring group will be responsible for the use of premises as outlined in Regulation 1420, on the Application for Use of District Facilities and on the General Guidelines for Facility Usage form.
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2. Do I need to have insurance for my activity?
The District requires a certificate of general liability insurance for all groups using District property. The general liability insurance must be a minimum of one million ($1,000,000) per occurrence with a two million ($2,000,000) aggregate total naming Rockwood School District the additional insured.  Proof of insurance must be provided at least two weeks prior to the scheduled use and maintained throughout the use. In the event acceptable proof of insurance cannot be provided by the user, the District can help you arrange for the procurement of special event insurance. Questions can be directed to the Facility Usage office via e-mail facilityusage@rockwood.k12.mo.us or phone at 636-733-2167. 
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3. How do we know that our group has been confirmed to use the facility?
The building principal or their designee will review and give initial approval of facility use. The application is then forwarded to the Facility Usage office for final review and approval. Application is not approved until you have received confirmation from the Facility Usage office. Upon approval, the application will serve as the permit and must be made available for review upon request by district staff during facility use. Groups failing to produce this permit will be asked to leave the premises immediately.

Approval of facility usage will be based on several criteria, including, but not limited to:

• Eligibility of the individual or group to use District facilities
• How the building use fits in with or impacts scheduled school activities at the site or previously approved building use activities
• Whether custodial or other staff help will be needed and, if so, if it is available
• If a District employee is available to operate specialized equipment needed in theater or stadium use situations.

School activities shall always have priority over non-school activities. In no case shall verbal commitments for facilities use be considered in any way binding upon the District. Individuals may not apply to utilize District facilities for private personal or family activities such as wedding receptions, family reunions or birthday parties.
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4. Can I submit a request the same day I would like to use the facility?
Facility use requires a minimum of two weeks to process your request. Sometimes the process may take less than two weeks, but two weeks is the minimum lead time required. (There are times when people may be out of the office due to vacations or illness).
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5. What is the timeline for submitting applications?
Applications for facility usage are accepted on the following schedules:

• One-time, short-term (typically requesting less than five days of use) and year-long requests: Applications will be accepted beginning May 1, 2010 and up to two weeks prior to the activity date.
• Ongoing requests typically requesting more than five days of use:
  • Fall/Winter 2010-11 activities (start of school year spring break) - Applications will be accepted beginning May 3, 2010. Please note that depending on the location requested, Fall/Winter 2010-11 applications for gym use may not be approved until all district activities have been scheduled, which typically occurs the first week of November.
  • Spring/Summer 2011 activities (after spring break end of summer break) - Applications will be accepted beginning November 1, 2010. Please note that depending on the location requested, Spring/Summer 2011 applications for field use may not be approved until all district activities have been scheduled, which typically occurs mid-March.

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6. How long will it take to process my request for facility use?
It varies, based on the type, complexity and duration of the request, e.g. theater, auditorium, or weekend requests; the volume of requests already submitted; and school closures. A two week turn around time is usually required.
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7. I called the school and got verbal approval for my rental. Is that all I need to do?
No. The building principal or their designee will review and give initial approval of facility use. The application is then forwarded to the Facility Usage office for final review and approval. Application is not approved until you have received confirmation from the Facility Usage office. Upon approval, the application will serve as the permit and must be made available for review upon request by district staff during facility use. Groups failing to produce this permit will be asked to leave the premises immediately.
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8. How will our group be invoiced?
Once the application has been approved, the Facility Usage office creates an invoice based on the time, site, space required, personnel hours needed and any equipment use requested. The invoice will be sent to the organization/individual listed as being responsible for payment on the application.
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9.  Why does the district have different rates for indoor facilities before 6 p.m. on school days?
The district automatically sets the air temperature in buildings to remain steady until 6 p.m. on days when school is in session.  Since there is not an additional energy cost created by groups using the buildings during this time, the rate for indoor facilities is reduced.
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10.  My activity is scheduled to start before 6 p.m. on day when school is in session but will not end until after 6 p.m.  How will I be invoiced?
If your event overlaps the 6 p.m. timeframe, you will be invoiced at the applicable rate for any time used before 6 p.m. and then the invoice will be adjusted to reflect the applicable rate for any time used after 6 p.m.
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11. When is payment due?
Upon final approval of application, an invoice will be forwarded to the organization/individual listed as being responsible for payment by the Facility Usage office. Invoice must be paid in full two weeks prior to activity start date or usage will be cancelled.
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12. Who do we make the check payable to and where do we send it?
Checks can be made payable to ROCKWOOD SCHOOL DISTRICT and mailed to: Rockwood School District, Attn: Facility Usage Office, 500 N. Central Ave, Eureka, MO 63025.
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13. Why did our invoice increase after my activity?
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
• There was damage, broken equipment, vandalism or other unapproved alteration of buildings and/or grounds caused by the group
• Additional equipment was used, more than requested in the application
• Additional staff was needed, more than calculated in the original invoice

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14. Do I 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 District facilities and should reflect all set-up, rehearsal, program, and takedown time needed.
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15. How do I cancel an activity?
Cancellations by the user group can be made by contacting the Facility Usage office via email facilityusage@rockwood.k12.mo.us or phone at 636-733-2167. A full refund will be given if cancellation is made more than two weeks prior to the facility use. A refund minus 20% cancellation fee will be given if cancellation is made less than two weeks prior to the facility use. No refund will be given if cancellation is less than one week prior to the facility use.
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16. How do I change or request additional dates on an already approved application?
Additional dates or changes to an already approved application must be approved first by the school. The school then sends an e-mail to the Facility Usage office informing them of the requested changes and those dates are added to your application.
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17. I am renting a field/facility and it rained/snowed earlier in the day. How I can I determine if the field/facility is open?
When the superintendent has declared the "schools closed" because of inclement weather or an emergency condition, all district facilities and fields will typically be closed to outside activity. If inclement weather does not force the closing of schools but has adversely affected the conditions of facilities or fields, the District has the right to close said facilities or fields to ensure their ongoing usability. The District has several advanced rain gauge systems located throughout the district to determine the amount of precipitation received. Based on that information the District will close fields/facilities for all user groups. To check field/facility status, please call the hotline at 636-733-1170. The hotline is updated as follows:

Weekends: Call the hotline after 8 a.m. on Saturdays and after 9:30 a.m. on Sundays
Weekdays: Call the hotline after 2:30 p.m. Monday Friday

It is the responsibility of the user group to confirm facility or field status prior to usage. If a facility is closed due to inclement weather, the user group will not be charged for usage. Failure to abide by the inclement weather policy may result in the future privilege of use being revoked.
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18. I have an approved application to use the fields but it rained on a day that I have scheduled. Can I choose another day in exchange for the rain date?
Additional dates or changes to an already approved schedule must be approved first by the school. The school then sends an e-mail to the Facility Usage office informing them of the requested changes and the additional date will be added to your application and invoice.
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19.  I have an approved application to use an outdoor Rockwood facility (field, track, etc.) but the forecast is calling for inclement weather within the next five days.  What are my options for moving to an indoor facility?

WEEKDAYS (Monday-Friday):

• Requests to move to an indoor facility at the same Rockwood location - User groups with an approved application for an outdoor facility will have the option of requesting a move to an indoor facility at the same location if the space is available.  The group's contact person must contact the facility usage office no later than 3 p.m. on the day of the use to request a move indoors.  If approved, the group will be assessed the indoor usage fee for that particular activity rather than the outdoor fee.
• Requests to move to an indoor facility at a different Rockwood location - User groups with an approved application for an outdoor facility will have the option of requesting a move to an indoor facility at a different school is the space is available.  The group's contact person must notify the facility usage office by 3 p.m. a minimum of two business days prior to the date of use to request a move indoors.  All requests that involve moving to a different school will require the group to submit a facility usage application directly to the facility usage office.  If approved, the group will be assessed the indoor usage fee for that particular activity rather than the outdoor fee. 

WEEKENDS (Saturday or Sunday)

• All requests to move to an indoor facility on a weekend will be dependent upon space availability and the district's ability to secure a custodian for the activity.  If approved, a minimum three hour fee for a custodian will be assessed.  Requests will not be processed on Saturdays and Sundays.

In all cases, if inclement weather does not materialize and outdoor facilities are open on the date of the requested move indoors, the group will have the option to utilize their originally scheduled outdoor facility but will be assessed the fee for the indoor facility.
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20. I am at the end of my season of facility usage and there were rain/snow dates on my scheduled days. How do I get a refund?
All refunds will be processed at the end of your last scheduled date of usage. You must contact the Facility Usage office via email facilityusage@rockwood.k12.mo.us or phone at 636-733-2167 to confirm the refund amount. No refunds will be given for dates not used that were not canceled off your original request in the time frame in accordance with our cancellation policy.
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21. I am a Rockwood employee. Do I have to pay facility usage fees for my groups activity?
District employees wishing to utilize District facilities for non-District administered activities, whether acting as an individual or as part of a group, are subject to the guidelines and associated fees for the type of use being requested.
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22. My coach is a teacher at the school. Why do we have to have a custodian on weekends or when school is closed?
District policy states that whenever any non-District administered group is in a school building, a custodian must be present, both for safety and security reasons.
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23. If I show up for my approved facility usage on a weekend and the building is locked and a custodian is not there, what should I do?
You can call the emergency weekend number at 636-733-3270. Please give your location and a call back number where you can be reached.
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24. I was asked for my permit by building staff when I came in for my rental time. What am I supposed to have with me?
Your approved application will serve as the permit and must be made available for review upon request by district staff during facility use. Groups failing to produce this permit will be asked to leave the premises immediately.
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25. Can I use the schools supplies and equipment?
S5hool supplies may not be used. No use of equipment shall be granted without prior approval from the District. Equipment usage is subject to availability. If District personnel are required to be present during use of equipment, personnel rates will also apply.
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26. The custodian opened the building for my activity but I couldn't find them after that. What should I do?
When you arrive for your approved activity, you can request from the custodian a district walkie-talkie to reach the custodian on duty during your scheduled time.
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27. When I arrived for my approved activity, another group was in our assigned space. What should I do?
With our advance scheduling software, it is highly unlikely, but not impossible, that two groups were scheduled to use the same space at the same time. Rather, it is more likely that one of the groups does not have an approved permit to use the facility. If this is an event occurring inside of a building, please locate a Rockwood employee (custodian, theater manager, gym supervisor, etc.) to help rectify the situation. If the usage is occurring outside and you are not able to resolve the situation with the other group, please contact the Facility Usage office via email facilityusage@rockwood.k12.mo.us or phone at 636-733-2167 the next business day to report the situation.
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28. Where does the revenue collected from facility usage fees go?
Fees collected for facility usage cover many items, including:

• Offsetting a portion of the increased maintenance cost for fields/facilities due to wear and tear
• Offsetting a portion of energy needs required for usage of indoor facilities (HVAC, lighting, etc)
• Covering the cost of District personnel required to be present during the activity (i.e. custodian, theater manager, etc.)
• Supporting a portion of expenses for the Facility Usage office, including personnel expenses and facility usage management software program fees
• Allowing for purchase/replacement of District equipment used by outside groups due to wear and tear (volleyball systems, scoreboards, etc.)
• Replacing any consumables used by group during activity (i.e. theater tape, lighting gels, etc.)
• Any additional revenue will be invested back into facilities

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29. I still have more questions. Who do I call for more information regarding use of District facilities?
Contact the Facility Usage office via email facilityusage@rockwood.k12.mo.us or phone at 636-733-2167. Office hours are Monday Friday from 7 a.m. 3:30 p.m.
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