Permits

Fees

General Public and Community Groups and Insurance Requirements

Permit Categories

Rules and Regulations for Use of Public Schools Facilities

Submit a Permit Request Form


PERMIT CATEGORIES
Permits shall be awarded according to the following priorities:

First Priority: District PreK-12 and Adult programs, including Athletics and Community Education
Second Priority: The City of Saint Paul (including Parks & Recreation)
Third Priority: Community groups and organizations, religious organizations
Fourth Priority: For-profit organizations and individuals

Category I
(Saint Paul Public Schools District Activities) Must meet at least one of the following criteria:

  • Early childhood through grade 12 and adult literacy activities of District’s approved and budgeted educational program.
  • All parent/community activities that are a part of the general education program (including monthly PTA/PTO and/or site based council meetings).
  • Conferences related to students, such as parent/teacher, social agency or counselor conferences.
  • School-approved student extra-curricular activities including interscholastic athletics, school dances, plays, concerts, etc.
  • Public health functions (i.e., inoculations).
  • School-sponsored fundraising activities supporting school-related functions in which all proceeds after expenses (not a portion/percentage) goes to the school or District.
  • Political caucuses and elections.
  • Activity is sponsored or supported by Community Education and is part of the published Community Education catalog (if not published, must be approved by Director of Community Education) and is in accordance with the following requirements:
    • Provides direct benefits to residents of Saint Paul
    • Has open enrollment policy

Limitations:

  • Activities may be subject to administrative restrictions in terms of frequency, location, or hours based upon budgetary considerations.
  • School activities occurring outside regular building operating hours must cover custodial and/or grounds staffing costs.

Category II
Must meet all of the following criteria:

  • Seventy-five (75) percent or more of participants are Saint Paul residents.
  • Fees are not profit motivated (must provide proof of 501(c)(3) or other non-profit status).
  • Activity does not involve more than a minimal charge for participation.

AND must meet one of the following criteria:

  • Groups administered or funded directly by City, County, State or Federal governments, including:
    • All departments of the City of Saint Paul, State of Minnesota, and Ramsey County, including public meetings and hearings.
    • District Planning Councils
    • Public education classes sponsored by State of Minnesota Colleges and Universities; educational courses conducted by all state institutions, including courses for which tuition is charged (must occur during regular building operating hours).
  • Non-profit organizations which are either:
    • Registered with the Secretary of State as a non-profit group
    • Saint Paul youth service organizations whose fees/activities are not profit motivated (e.g. Scouts, Camp Fire, Boys and Girls Clubs, Junior Achievement) and approved educational service groups for District students, as determined by the Office of Family Engagement & Community Partnerships

Category III

All for-profit organizations, private functions, political organizations or functions not meeting the criteria of Category I or Category II use.

Category IV

Groups using school facilities wherein profits are generated through admission charges or sale of materials. This includes school-related fundraising activities not meeting the criteria for Category I; activities for which admission will be charged; activities which will include sale of goods; and/or activities in which there will be “free will offerings” or collections taken.

Category V

Any other request for permit clearly not fitting the criteria of Categories I, II, III or IV. The Permit Office will negotiate fees for Category V use.

FEES (2013-2014)

Type of Space     Categories    
  I II III IV V
Classroom
No Fee
$15/hr
$30/hr
$60/hr
Negotiated
Gym, IMC, Auditorium, Cafeteria
No Fee
$48/hr
$96/hr
$148/hr
Negotiated
Swimming Pool
No Fee
$75/hr
$150/hr
$250/hr
Negotiated
Tennis Court
No Fee
$7.50/hr
$7.50/hr
$7.50/hr
Negotiated
Outdoor Grounds
No Fee
$15/hr
$30/hr
$30/hr
Negotiated

 

Additional Fees

 
Chairs
$.80/day/event
LCD or overhead projector
$30/day/event
Tables
$9/day/event
PA/sound system
$20/hr
Choral risers
$30/section/day/event
Sound system $30/day/event
DVD player $30/day/event Stage
 

$44/section/day/event


RULES AND REGULATIONS FOR USE OF PUBLIC SCHOOL FACILITIES (Revised 12/1/2013)

Failure to follow the regulations governing use of school facilities, including the use of equipment or building areas, or failure to provide the proper level of supervision specified on the permit, may result in immediate cancellation of permit and no issuance of future permits.

  1. Users of school facilities must not discriminate against any participant based on race, color, creed, religion, national origin, sex, marital status, or handicap.
  2. Saint Paul Public Schools’ facilities may be used for purposes allowed under Minnesota Statute 123B.51, Subd. 2, and all other applicable laws.  Saint Paul Public Schools’ facility use will be administered in accordance with Saint Paul Public Schools Board of Education Policy 902.00 and Procedure 902.00.
  3. A person, persons, or organization(s) receiving permitted use of Saint Paul Public Schools’ facilities will hold Saint Paul Public Schools harmless from any claims as a result of its use.  In addition, permitted users waive their insurance companies’ right of subrogation.
  4. A person, persons, or organization(s) using any of Saint Paul Public Schools’ facilities may be required to provide a Certificate of Insurance evidencing Saint Paul Public Schools as an additional insured under the policy.  The Certificate of Insurance will cover a minimum liability limit of at least $1,000,000 per occurrence and at least $2,000,000 aggregate, with an admitted A-rated carrier (AM Best).
  5. The District reserves first claim to use of its own facilities.  Cancellation of any permit may be ordered by District authorities with due notice of two weeks for school activities and 72 hours for Board of Education use.  Permission to use school facilities is granted with this understanding.
  6. The permit holder must have the permit in possession when using the facility.  Permits are not transferable, nor may space be sublet to any other person, person(s), or organization(s).
  7. No group will be admitted access to a facility until an adult supervisor is present.  Additionally, the adult supervisor must remain until all participants of the group have left the facility.  Competent adult supervision at the level stated on the permit must be maintained at all times.  Each permit holder is responsible for its own group and must maintain surveillance upon entry so that non-participants do not enter.
  8. Space:  Only the rooms and corridors of a building as specified on the building permit shall be used, including the nearest drinking fountain and toilet facilities.  No “blanket” building permits of generalized areas will be issued.
  9. Equipment:  Applicant must obtain prior consent from the building administrator for use of any school equipment including industrial arts equipment, business machines, typewriters, home economics equipment, gym equipment, etc.  Applicant assumes full responsibility for providing qualified instructors knowledgeable in the proper and safe use of any equipment provided.  Damaged equipment will be repaired or replaced at the expense of the permit holder.  Use of school supplies must be reimbursed and requires building administrator’s prior approval.  Permit users are responsible for setting up and returning equipment to the same location and arrangement it was in prior to usage.  This must be completed within the times designated on the permit.

    Media - Additional fees are assessed for special stage set-up, stage lighting, or use of equipment such as public address systems, projectors, and the necessary personnel.  Arrangements must be made with the building administrator at the time of application.  Equipment such as auditorium lights, sound systems, etc. may only be operated by trained individuals provided by the district and the applicant charged accordingly.  Stage equipment or scenery is not to be moved unless change is approved by the building administrator and supervised by a school employee.

    Kitchens - Use of Nutrition Services production kitchens requires a permit plus approval of the Nutrition Services Director.  Cafeteria staff must be employed by permit holder.

    Swimming Pools and Gymnasiums - All rules will be strictly enforced.  It is the responsibility of the permit holder to obtain rules from the building administrator.
  10. Saint Paul Public Schools’ facilities are not to be used as storage by non-District groups.
  11. The use of alcoholic beverages, tobacco products, or any controlled substances anywhere on Saint Paul Public Schools’ premises is strictly prohibited.  This includes on grounds as well as the buildings.  Infractions will result in immediate cancellation of the permit and no future permits will be issued.
  12. Compliance with fire department rules and fire code will be strictly enforced.
  13. Motorized vehicles are forbidden on all surfaces other than designated parking lots and driveways (handicapped motorized equipment excepted).
  14. Building keys are never given to community groups.  School custodians will open the buildings and remain to lock up after the groups depart.  No group is to pay the custodian personally as custodial charges are part of the building permit fees.  Occupancy beyond the closing hour stated on the permit will entail additional charges.  Additional charges will be assessed if groups using facilities or grounds fail to leave the premises reasonably clean.  The custodial staff is responsible for calling proper authorities if a problem develops. 
  15. Permit holder will be billed for any loss and/or damages caused to Saint Paul Public Schools facilities by user.
  16. Rental charges will be made in accordance with the schedule on file in the Permit Office.

GENERAL PUBLIC AND COMMUNITY GROUPS USAGE AND INSURANCE REQUIREMENTS

Saint Paul Public Schools’ facilities may be used for purposes allowed under Minnesota Statute 123B.51 Subd. 2. - Schoolhouses and Sites; Uses for School and Non-School Purposes; Closings, and all other applicable laws.

Saint Paul Public Schools’ facility use will be administered in accordance with Saint Paul Public Schools Board of Education Policy 902.00 - Community Use of Buildings and Grounds, and Saint Paul Public Schools Board of Education Procedure 902.00 - Procedures for Community Use of School Facilities.

A person, persons, or organization(s) receiving permitted use of Saint Paul Public Schools’ facilities will hold Saint Paul Public Schools harmless from any claims as a result of its use.  In addition, permitted users waive their insurance companies’ right of subrogation.

A permitted person, persons, or organization(s) using any of Saint Paul Public Schools’ facilities may be required to provide a Certificate of Insurance evidencing Saint Paul Public Schools as an additional insured under their policy.  The Certificate of Insurance will cover a minimum liability limit of at least $1,000,000 per occurrence and at least $2,000,000 aggregate, with an admitted A-rated carrier (AM Best). 

Authorized Space Usage - - as permitted:

Classroom Spaces Gymnasiums Cafeterias
Library/Media Centers Tracks Courts
Outdoor Fields Fieldhouses Stadiums
Family & Consumer Science Kitchens Parking Lots Playgrounds
Auditoriums (without sound equipment usage)    

 

Must have authorized SPPS Staff Member in attendance for usage of -

Cafeteria Kitchens Computer Labs
Auditoriums (with sound equipment usage) Swimming Pools

 

Authorized Equipment Usage - - as permitted:

Audio/Visual Equipment Tables
Choral Risers Chairs
Stages  

 

Non-Authorized Space Usage - - prohibited:

Office/Administrative Spaces Custodial Spaces
Weightrooms/Fitness Centers Trades Spaces

 

Non-Authorized Equipment Usage - - prohibited:
All other equipment not listed under authorized permitted equipment usage.