Adoption Date: 10/28/1980, Revised: 6/19/1990; 9/04/90; 7/19/94; 5/02/95; 6/20/00; 7/10/01; 9/17/02; 1/20/04; 12/5/06; 3/7/17




Exclusive custody, control and supervision of the school building facilities is vested by law in the Board of Education, which must administer them primarily for the benefit of the school program.

However, the Board wishes the Brockport Central School be a "community school" and encourages the use of school building facilities by properly authorized community organizations when such use does not conflict with the school program and subject to the limitations of Section 414 of the Education Law. Groups wishing to use the school facilities must submit a facility use application and receive approval from the Superintendent or his/her designee, abide by the rules and regulations established for such use including but not limited to District Policies, the District Code of Conduct, and restrictions on alcohol, tobacco and drug use.

Materials and Equipment

Except when used in connection with or when rented under provisions of Education Law Section 414, school-owned materials or equipment may be used by members of the community or by District employees and/or students for school related purposes only. Private and/or personal use of school-owned materials and equipment is strictly prohibited. 

The Board will permit school materials and equipment to be loaned to staff members when such use is directly or peripherally related to their employment and loaned to students when the material and equipment is to be used in connection with their studies or extracurricular activities. Community members will be allowed to use school-owned materials and equipment only for educational purposes that relate to school operations. If deemed necessary by the appropriate administrator, district personnel will be assigned to operate school owned equipment for community organizations. Outside organizations must compensate the school district for payment of any fees to such staff members.

Administrative regulations will be developed to assure the lender's responsibility for, and return of, all such materials and equipment.


The Board of Education authorizes the Superintendent or his/her designee to approve all requests to use school facilities. 

Specific Requirements Relating to Boy Scouts and other Title 36 Patriotic Youth Groups

To the extent the District receives funds made available through the United States Department of Education and maintains a "designated open forum" or a "limited public forum," as those terms are defined in federal regulation, it will not deny any group officially affiliated with the Boy Scouts of America or any other patriotic youth group listed in Title 36 of the United States Code equal access or a fair opportunity to meet. Likewise, the District will not discriminate against any such group that requests to conduct a meeting within the District's designated open forum or limited public forum, including denying such access or opportunity or discriminating for reasons based on the group's membership or leadership criteria or oath of allegiance to God and country.

The District will provide groups officially affiliated with the Boy Scouts of America or other Title 36 patriotic youth group access to facilities and the ability to communicate using school-related means of communication on terms that are no less favorable than the most favorable terms provided to other outside youth or community groups.

The District is not required to sponsor any group officially affiliated with Boy Scouts or any other Title 36 patriotic youth group.


In cases of conflict, the school or school sponsored program takes precedence over non-school activities. Programs for a) District students and b) District residents shall take precedence over programs for adults.

Admission Fees

Admission fees can only be charged by organizations that are educational or charitable in nature. Use for profit of school facilities is not permissible by outside organizations that are under the control of private organizations; private societies; and religious, fraternal, secret or exclusive organizations. Veterans of the military service of the United States and organizations of volunteer firefighters are eligible to charge a fee which may be devoted to the use of these organizations. Recognized community service organizations may also charge an admission fee if the proceeds are to be used for educational or charitable purposes so long as admittance is not restricted.

Non-Exclusive Use

School facilities may be used for holding social, civic and recreational meetings and entertainment, and other uses pertaining to the welfare of the community; but such meetings, entertainment and uses shall be non-exclusive and shall be open to the general public.

The Brockport Central School District may not aid or perpetuate discrimination on the basis of race, creed, color, country of national origin, religion, sex, sexual orientation, age, marital status or disability. Community groups and organizations should review their use of school facilities request for conformity. The District reserves the right to require evidence of compliance with civil rights law. However, in accordance with law, the District will not discriminate in its community use of school facilities against any group officially affiliated with the Boy Scouts of America or any other youth group listed in Title 36 of the United States Code. Nor will the District deny such access or opportunity for reasons based on the membership or leadership criteria or oath of allegiance to God and country. However, such use must be in accordance with the District's community use of school facilities guidelines.

Non-School Property

Storage of non-school property is limited to the duration of the event and must be removed promptly after the event. The Board of Education and school staff assume no responsibility for non-school property used or stored on the premises.

Board of Education Approval

Requests for use of the High school stadium, Holiday use, or from For Profit organizations require Board of Education approval. Facility use applications must be submitted sixty (60) days in advance.

District Personnel

At the discretion of the School District, some activities/events will require custodians, security guards, grounds staff, and/or school supervisors. If any food is served at the event, a county-licensed person will be required to oversee the food preparation and service. If any cafeteria kitchen is used, school food service workers will be required to supervise the use of kitchen equipment. School District technicians will be required for the use of lighting and/or sound equipment. Where such school personnel are required to be on hand, the organization will be charged a standard rate for their services. It is expected that groups requesting use of any school facility will undertake an orientation with a school designee.


The District has established a fee schedule for the use of its facilities to help offset the cost of making its campus and facilities accessible to members of the community. The charges listed on the attached addendum may not be applicable to not for profit organizations comprised of community members and Brockport Central School District students.

Purchasing Agent

The school may not act as purchasing agent for any consumable supplies or equipment used by non-school groups.

Withdrawal of Privilege

The Board reserves the right to withdraw the privilege of using school facilities from any organization which permits the abuse of facilities or does not follow the established policies and regulations regarding facility use.

Other Policies

Organizations interested in applying for the use of facilities should consult administrative regulations. These regulations list all the specific procedures to follow when applying for the usage of facilities.

Use of Grounds and Driveways

Refer to Board Policy #3282 -- Use of School Grounds and Driveways. This information specifies what is required of persons using the driveways and school grounds for recreational purposes.


The District requires organizations using school facilities to provide proof of insurance coverage for the event. The District requires that a minimum insurance binder of $1,000,000 be on file naming the Brockport Central School District as additional insured and as the certificate holder before any outside group can use school facilities.


Organizations involving a) District students and b) District residents will be given top priority for approval.

Policy Addendum

  1. a) Room Rental - Non-profit community groups identified in Board Policy do not pay for room rentals, except for a special event. Room rentals are based upon size of the facility (utility costs) and equipment available for use (lights, are equipment, etc.). The schedule is provided below:
  1. Classrooms - $20/day
  2. LGI - $25/hour, $100/day
  3. Auditoriums/Cafetoriums - $100/hour, $400/day, $200 deposit required for auditorium
  4. Gyms - $50/hour, $200/day
  5. Pool - $50/hour, $400/day
  6. Cafeteria - $100/day; Cafeteria w/kitchen - $125/day 
  1. b) Field Rental - A two-tiered schedule that reflects field maintenance and preparation costs is listed below:
  2. Premium Fields - rate is higher to reflect maintenance costs


(a) Track - $100/day

(c) Varsity Baseball Field - $50/day

(d) Varsity Softball Field - $50/day


  1. Secondary Fields - all other District fields: $25/day
  1. c) Staff - Groups are required to pay for staffing only if their event requires additional dedicated staff. Rates are per employee. 
  1. Auditorium Technician (staff) $25/hour, $30/hours on Sundays and holidays 
  2. Cook/Kitchen Manager (staff) $20/hour, $30/hour on Sundays and holidays 
  3. Custodial and Cleaning (staff) $20/hour, $30/hour on Sundays and holidays 
  4. Grounds (staff) $20/hour, $30/hour on Sundays and holidays
  5. Security (staff) $20/hour, $30/hour on Sundays and holidays
  6. Field/Event Supervision (retiree) $20/hour, $30 on Sundays and holidays
  7. Lighting Crew (student) $10/hour

Policy References:
Education Law Section 414

Policy Cross References:

Website by SchoolMessenger Presence. © 2018 West Corporation. All rights reserved.