FAQ

Click on an arrow below to see the different user classifications:

• Non-Profit Status: All groups (other than Groups I and VI) must submit evidence of non-profit status before use of the district’s facilities.
• Membership Roster: Groups III, IV and V are required to submit a letter stating the percentage of members who reside within LWSD These groups shall submit a membership roster to verify their appropriate user classification, upon request.
• Financial Statement: Financial statements of revenues and expenses from any admission charges or offerings must be provided by the applicant upon request. Other documentation must be provided when requested.

User group classifications are explained in detail on the Facility Use page.

Any person or group, other than official school/student activity users, must submit a request before using any of the district’s facilities. 

All requests must include the name of the person who will be responsible for sponsorship, supervision, indemnification and security of the facilities. The requestor must submit a request in Facilitron. In doing so, the requestor acknowledges and agrees to comply with the district's rules and requirements upon the submittal of a request. The school’s principal or designee reviews the request and determines whether to approve or disapprove the users’ requests and makes custodial and food service arrangements.

Fill out the request in Facilitron.

1. Submit the request at least 20 calendar days before the intended use.
2. Include in the request the name of the person who will be responsible for sponsorship, supervision, indemnification and facility security. The requestor acknowledges and agrees with the district rules and requirements upon submittal of request. 
3. Provide documentation of your organization’s non-profit status.
4. Provide a membership roster or a statement of what percent of your members reside within Lake Washington School District boundaries.
5. Provide a certificate of insurance.
6. The facility approves or rejects the facility use. If accepted, they also make custodial arrangements.

Determination is based on the following criteria including:

• Eligibility of the group to use district facilities.
• How the facility use fits in with or impacts scheduled school activities at the site or previously approved facility use activities.
• Whether custodial help will be needed and, if so, if it is available.
• If a district employee is available to operate specialized equipment needed in Performing Arts Center or stadium use situations.
• Class I groups have priority over all other groups when determining facility use schedules and handling conflicts.
• The continued use of a facility is not automatically guaranteed.

Facility spaces available for rental are generally limited to public areas and/or assembly spaces. This includes areas such as gymnasiums, commons/cafeteria, and libraries. Classrooms are not considered public spaces due the nature and impact of use on the educational process. Limited classroom rental is allowed for designated classrooms. Each school will designate at least one classroom available for rental subject to the priority classifications, and established policies and rules for the use of such areas.

Facility use agreement does not give the user the right to control other portions of the facility or site. Use by other groups, community members or staff may not be prohibited by facility user other than for the specific portion of the facility that is rented within the specific rental period. Site access may not be restricted by facility users.

Other than for sports fields/stadiums, rental of exterior portions of school sites is not generally allowed. Use of school site by outside groups for demonstrations, protests, leafleting or other organized events is not allowed. Any requests for exterior site use, parking, etc. should be directed to the district’s Director of Support Services.

Requests for use of district facilities should be requested through Facilitron.

The school’s facility administrator or designee has the overall responsibility and authority to determine use of facilities during and after school hours by district personnel and any community organizations in accordance with established policies and rules.

Such decisions may be appealed to the deputy superintendent. The superintendent or designee is the final authority on the interpretation and modification of all non-commercial use of school facilities.

The district reserves the right to deny use for any activities contrary to the district’s interests or those that would create a substantial disruption to the educational environment.

Users who have violated use agreements, procedures, damaged district facilities or failed to pay required fees may be denied use. A written warning of violations shall be given to the user prior to denying use applications unless such violations are egregious.

Denial of use will not be made based upon a group’s viewpoint.

Fees for Use of Facilities

All Group I users will not be charged for the use of any district or school facility. The exception to this condition is when the service required will result in an additional expense to the district. In such cases, a charge equal to the additional cost shall be made, e.g., custodial fee, special equipment arrangements, technician, food service employee.

Groups II-VI will be charged facility use rates consistent with the type of use. This includes supply charge for use at any time and a supplemental energy fee for use on a non-school days. Users will also pay for needed labor such as custodial technicians or food service employees.

Calculation

Facilitron will estimate the appropriate fees based on the requested hours for the requested facility use and labor required. Fees must be paid before the requested date of use. The district shall make all final determinations regarding applicable facilities use fees to be assessed.

Additional charges

The user group will be responsible for the cost of any damage, vandalism, or other alteration to the district’s facilities. The user group will also be responsible for the cost of any additional clean-up above and beyond the custodial fees initially set forth in the use agreement. Users who cause damage to the district’s facilities may be required to submit a damage deposit or may be denied further use of the district’s facilities if the damage is severe or if the damage occurs during more than one use.

Payment of User Fees (Prepayment Required)

Estimated facility use fees must be paid before the request will be given final approval and the facilities actually reserved. For users of a continuing nature, e.g., church groups, adult sport leagues, etc. a monthly amount can be calculated and prepaid each month. No refunds will be given for cancellations, however fees paid for activities may be applied to future facility use.

Custodial

Custodial services will be required for facility use outside of normal custodial staff hours to ensure the cleanliness of the facility for school use and to ensure the facility is appropriately locked and secured.

The facility is to be unlocked and locked by the building custodian and/or a designee of the principal. Additional custodial services may also be required if facility use would otherwise interfere with the needs of the school.

Any required additional custodial time will be paid for by the user. A fee will be charged for setup/cleanup to one and one half (1.5) hours. A custodian working overtime is paid a minimum of one and one half (1.5) times their regular rate. A custodian working on a district recognized holiday shall be paid two (2) times their regular rate of pay in addition to the holiday pay. The district recognizes the following holidays: Labor Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving Day, the day before Christmas, Christmas Day, the day before New Year’s Day, New Year’s Day, Martin Luther King Jr. Birthday, President’s Day, Memorial Day, Juneteenth and Independence Day. Holiday pay applies to the day the district recognizes the holiday.

If custodial services are required but the district is unable to provide adequate custodial staffing, a request for use may be denied and/or prior approval revoked.

Food Service

Whenever a kitchen facility is used, a food service employee must be present. Actual labor costs for kitchen supervision and/or staffing will be billed to the user based on the services required.

AV Equipment

If AV equipment is requested for use in common areas and the facility administrator determines a technician’s presence is required, the user will pay for the labor costs. Use of classroom AV equipment, computers and/or projection equipment is not allowed.

Other

Proper police and fire protection, as determined by the district in its sole discretion, must be provided at the user’s expense

Requests for use of up to 10 consecutive or non-consecutive days must be completed and submitted to Facilitron not less than (20) school days in advance of the intended use, with the exception of Group VI users, which must make requests 45 days in advance.

Requests for use of more than 10 consecutive or non-consecutive days must be submitted as follows:

1. Building, Performing Arts Center and Stadium use request for Sept/Oct/Nov
   Submitted by: June 1
   Approval by: July 1
2. Building, Performing Arts Center and Stadium use request for Dec/Jan/Feb
   Submitted by: September 1
   Approval by: October 1
3. Building, Performing Arts Center and Stadium use request for Mar/Apr/May
   Submitted by: January 1
   Approval by: February 1
4. Building, Performing Arts Center and Stadium use request for Jun/Jul/Aug
   Submitted by: March 1
   Approved by: April 1
5. Field use requests for Jan-Jun
   Submitted by: November 15
   Approved by: December 15
6. Field use requests for Jul-Dec
   Submitted by: May 15
   Approved by June 15

Requests will be considered for approval based on facility availability and requestor’s priority classification. Additional requests will be required if extended usage is anticipated beyond that initially approved reservation. All requests must be renewed annually.

Long-term non-intermittent use of the district’s facilities must be supported by a separate lease agreement approved by the district’s Business Office, on an annual basis.

Use of district facilities will begin no earlier than 30 minutes after school dismissal time up to 9:30 p.m. on school days. Weekend and non-school-day use will be limited to the hours of 8 a.m. to 9:30 p.m.

Duration of Use and the District’s Right to Revoke

Users who are granted permission to use the district’s facilities are granted a revocable license to use the facilities only. Nothing in the request or in these rules should be construed to grant to users a lease or a property interest in the district’s facilities.

The district reserves the right to cancel use due to emergency or inclement weather. Further, the district reserves the right to revoke a license to use the district’s facilities, without advance notice or reason, and without incurring liability.

Insurance

With the exception of Group I users and certain Group II users (as are specifically described below), groups using district facilities are required to provide, at their own expense, a comprehensive general liability insurance policy naming the Lake Washington School District as an additional insured. This policy shall be primary and written with limits of $1,000,000, combined single limits per occurrence. The certificate of insurance must indemnify and hold harmless the Lake Washington School District No. #414, the Board of Directors, district employees, and volunteers from any and all claims, liabilities, damages, or rights of action directly growing out of the use of the premises. A certificate of insurance evidencing coverage and a copy of the endorsement naming the district as an additional insured must be submitted to through Facilitron prior to use. In the event of damage arising from the use of the district’s facilities, the user will be held responsible for all expenses incurred by the district. Users are also required to sign an indemnification form prior to use.

Certificate of Insurance Guidelines

A certificate of insurance is required when district facilities are being used by all non-Group I users.

Insurance certificates should be submitted through Facilitron when setting up your facilities use account.

Prohibitions and Proper Conduct

• Users shall not post any materials the wall, ceilings, floors, fences, etc. unless the district has approved the materials in advance of the use. No signage, other than that used for directional purposes may be used. Directional signage must be put up before and taken down after the event and is limited to the same day as the event.
• Users shall not alter any facilities.
• The burning of candles or any other materials poses a fire hazard and is strictly prohibited.
• Proper footwear must be worn on appropriate surfaces.
• Users are required to remove their materials, equipment, furnishings, and rubbish after using the facilities. Room furniture must be returned to the original set-up. If the user leaves any materials, equipment, furnishings, or rubbish, the property will be considered abandoned and the user will be responsible for all costs associated with removing the property.
• Facility users shall not practice unlawful discrimination of any kind.
• Alcoholic beverages, tobacco, narcotics, or other dangerous or illegal drugs shall not be permitted in district or school facilities or on district or school property at any time.
• Except for on-duty law enforcement officers carrying licensed weapons, firearms, explosives, and dangerous weapons shall not be permitted at any of the District’s facilities at any time regardless of whether the owner of the firearm or explosive is legally permitted to carry the firearm or explosive.
• Requests to make or allow radio or television broadcasts during any user event must be submitted with the initial request, and may only occur upon prior written approval by the District.
• The use of the District’s facilities shall not be granted to any individual or organization if the individual or organization will use the buildings, grounds, or facilities for or to promote illegal activities.
• Except for properly licensed bingo and/or raffles for the sole purpose of fund raising for civic or charitable purposes, gambling shall be prohibited in any of the district’s facilities.
• Groups II through VI users may not advertise or sell any merchandise or products in or on the district’s facilities.
• Once a request for use of the district’s facilities has been granted, users are strictly prohibited from assigning the license to use the facilities to any other individual or organization.
• Users are expected to restrict their use and activities to the times and places designed in their application for use.
• No animals may be brought into district facilities during facility use, except for required service animals.

Nondiscrimination Policy

The district has policies that prohibit discrimination against any person on the basis of sex in its recreational and athletic programs. Specifically, District Policy JB, “Equal Educational Opportunities,” provides: The Lake Washington Schools are established to educate each student in a way that gives the best promise for full realization of his/her potential. The district shall provide equal educational opportunities without regard to race, color, religion, age, sex, marital status, or national origin or the presence of any sensory, physical or mental disability.

Equal Rights and Opportunity

Title IX of the Education Amendments of 1972 and WAC 392-190, formerly known as Substitute House Bill 413, prohibits sex discrimination in all federally assisted education programs and activities. Pursuant to these mandates, the Board of Directors of Lake Washington School District shall provide for all students grades K-12, an equal opportunity to participate in all district education programs, activities, and opportunities including, but not limited to, counseling and guidance, recreational and athletic activities, access to course offerings, textbooks, and instructional materials. Further, the opportunity to participate in all vocational education or adult education programs and activities shall be made available to all persons, regardless of sex. The district prohibits discrimination against any person on the basis of sex in the operation, conduct, or administration of community athletics programs for youth or adults that use district facilities. The district is providing this policy to all third parties who seek permission to use the district’s athletic facilities for the operation of a community athletics program. Review the district’s antidiscrimination policy here.

Athletic Camps/Tutoring

District employees may not use district facilities for a for-profit or commercial enterprise, nor may they personally profit from using district facilities.

District employees or coaches who operate summer camps under the umbrella of an authorized non-profit organization must pay the use fee appropriate for that organization. The Washington Interscholastic Athletic Association (WIAA) also has rules regulating the activities of coaches and districts involved in off-season activities.