General Information

Rules, Regulations, and General Information

 

All authorized persons or organizations must comply with the following rules and regulations for use of school buildings. North Smithfield School Department Superintendent reserves the right to make changes and/or additions to these rules and regulations if deemed appropriate for the safe use of school buildings.

 

TERMS AND CONDITIONS

General

  1. No permit will be confirmed until it has been approved by the Superintendent or his/her designee and has been processed and approved through the application process.
  2. Facility Request Permits must be filed at least 30 school days prior to the date of the desired request. Requests cannot be made through school custodians or other school personnel.
  3. No permits will be issued to any persons under the age of 21.
  4. The applicant shall assume and accept all legal responsibilities and necessary costs resulting from its activities including full responsibility for damage or theft that occurs during their use of the building as a result of the actions of any member of their group.
  5. The applicant shall assume and accept all terms and conditions and responsibilities listed under “Physical Site” and “Supervision and Behavior” for the actions of any member of their group during their use of the building.
  6. Final approval is contingent upon receipt of payment in full, at least one week in advance. Failure to receive payment will result in forfeiture of the permit.
  7. There are certain restrictions upon the use of school property and the building. The applicant is solely responsible for the fulfillment of the regulations of the following:
    1. State Department of Public Safety
    2. State and Local Fire Laws
    3. State and Local Police Laws
    4. Internal Revenue Admission Laws
    5. State Laws Relating to Rental of School Facilities
  8. Applicant may be required to have a police officer or fireman in attendance. [SEE - Fire Safety Regulations, Police Safety Regulations] The applicant is responsible for any fees associated with these arrangements.
  9. There shall be no parking or driving on any school property in conjunction with any function except as specified by the custodian or police officer on duty, or as approved by the North Smithfield Public Schools.
  10. Unanticipated use after 10:00 p.m. may be subject to additional charges.
  11. North Smithfield Public Schools does not loan school materials and equipment to individuals or groups.

 

Accessing the Requested Facility

  1. Applicant should have their approved and date-valid request form available at all times.
  2. Entry into a facility will not be permitted until the applicant responsible is present, and at the conclusion, the applicant must remain until the last attendee has left the school building.
  3. School buildings will only be opened to authorized “applicant” and at such time the “applicant” will be responsible for the actions of the event attendees.
  4. Entrance to the property shall be permitted ONLY via the main (front) doors of the school in use. All doors to the facility shall remain LOCKED at all times, except that custodial personnel shall unlock main entry doors for entrance by authorized groups as scheduled (fifteen minutes before and after scheduled start.)
  5. The permit is issued for a stated period of time and the user must abide by the time. The North Smithfield Public Schools reserves the right to stop any event going past the time stated on the permit issued.

Cancellation Rights

  1. Phone and written notification of cancellation is required 24 hours before the scheduled event.
  2. If the event is scheduled to be held on Saturday, Sunday, or a holiday, notification must be made 48 hours in advance.
  3. Cancellations must be made to both the Superintendent’s office and the Director of Facilities’ office by phone.

North Smithfield School District Rights of Cancellation

  1. When schools are closed for inclement weather, all activities are cancelled.
  2. The North Smithfield Public Schools have the Absolute Right of Cancellation/termination or to make necessary changes in the event of an emergency of any permit if the facility becomes unavailable. Should such termination take place, the North Smithfield Public Schools shall not be held liable for any lost income, losses incurred, or otherwise any damages as a result of termination of the permit.
  3. The NSSD will cancel the reservation of any organization whose chaperones fail to enforce the policies, regulations, and rules regarding the use of facilities.
  4. Approvals are subject to change at any time based upon the rescheduling of RI Interscholastic Athletics, team practices, or school-related activities or events.

 

PHYSICAL SITE TERMS AND CONDITIONS

Specified areas. Use of the facilities is limited to the area specified in the Facilities Use Request Form.

 

Property, Furniture, Equipment, Decorations, Special Equipment, Accidents, and Damage to Building

  1. Applicant must leave clean and free of damage, all property, equipment, walls and furnishings. Any damages sustained to the facility and/or equipment during its use will be considered the responsibility of the applicant.
    1. The NSSD will bill applicant for the repair and/or replacement of any damage, destruction, or loss of school department property and equipment.
    2. The NSSD will bill the applicant for cleaning beyond what is considered routine.

 

  1. Applicant must return furniture and equipment to their proper places and remove all temporary decorations upon an event’s completion and leave the facility in the condition in which it was found.
  2. Applicant must receive prior approval in writing by the Superintendent or designee to bring special equipment, decorations, electrical fixtures, electrical equipment, or make any changes or modifications of school facilities to a specific area on the Facility Use Application.
    1. If approved, such equipment and/or decorations are the responsibility of the applicant and must be removed immediately following the event.
    2. Applicant may use only masking tape to affix decorations or other approved objects from ceilings & walls.
      1. Applicant may not tie into circuit breaker panels.

 

  1. All animals are prohibited from all school grounds with the exception of service dogs, canine units, etc.

 

Smoking, Use of Tobacco

1) Use of tobacco or smoking is prohibited anytime and anywhere in school buildings and on school grounds.

 

Alcohol

1) Alcohol is prohibited anytime and anywhere in school buildings and on school grounds.

Food and Beverages

1) Food and beverages are not allowed in any area of the school buildings, including gymnasiums, with the exception of school cafeterias or other areas by prior approval.

2) Food and beverages cannot be sold or served on school premises unless permission is granted by the Superintendent of North Smithfield Public Schools.

3) If such sale is approved, all health regulations and permits, local or otherwise, must be adhered to at all times.

4) Applicant is responsible for contacting the Board of Health to determine if a temporary food permit or license fee is required for any event that involves the sale or distribution of food.

 

Recycling

1) Applicant must recycle cardboard, paper, plastic, and cans. Containers will be provided.

 

Vending, Selling, Exhibitions, Displays

1) Applicants may not engage in vending, free “give-aways”, exhibiting or displaying products, etc., including commercial advertisements without specific approval through the application process.

2) Applicants are responsible for any additional approvals required by the Town’s Health Official.

 

School Phones

1) School phones are not available for applicants. In an emergency, the School Principal or the custodian-in-charge may permit phone use, if accessible.

2) Applicants should possess alternative communication devices such as cell phones.

 

School Technology

1) Applicants may not use school technology or other related equipment.

 

High School Auditorium

1. Applicant may be required to have a police officer or fireman in attendance [SEE next page - Fire Safety Regulations Police Safety Regulations.]

2. Stage curtains, lights, specialized sound and lighting auditorium equipment, and sliding wall panels shall be manipulated by authorized school personnel only.

3. Pianos are not to be moved without specific authorization. Organizations should request that pianos be moved on the application.

4. No refreshments may be served or taken into the auditorium.

5. Organizations may not place or allow to be placed any nails, tacks, screws, or other fasteners.

6. No part of the building shall be defaced; no substance shall be applied to the floors.

 

Gymnasiums are intended for athletic use

1. Applicant may be required to have a police officer or firemen in attendance [SEE next page - Fire Safety Regulations Police Safety Regulations.]

2. No approval for gymnasium &/or athletic facilities will be granted / confirmed any earlier than 30 days from date of applicant’s event.

3. Groups will furnish their own equipment, etc., and will not use apparatus (ropes, ladder, etc.) unless specifically authorized on the permit.

4. Users will wear appropriate athletic footwear on any gymnasium - playing surface. Street shoes are not allowed on the gym floor and participants cannot wear cleats of any kind inside any school.

5. No refreshments – food or drink - may be served in or taken into the gymnasium.

6. Organizations may not place or allow to be placed any nails, tacks, screws, or other fasteners.

7. No part of the building shall be defaced; no substance shall be applied to the floors.

8. Spectators are not permitted on the playing surface.

9. Applicants are responsible for the conduct of their members and spectators.

10. Adult chaperones are required in locker rooms, if in use. Applicants are responsible for the conduct, and any related damage, of those using the locker rooms.

11. Applicants renting a gymnasium or athletic facility must provide first aid kits.

 

Kitchen Support and Equipment: Internal school programs only.

1) Internal school programs/groups may request use of the kitchen equipment in the cafeterias with a minimum of one (1) school-qualified safety-certified food service employee is on duty. The group is responsible for associated fees. Any damage or additional cleanup costs necessary to facility or equipment will be charged to the group.

2) A school-qualified safety-certified food service employee must be assigned to any event/function that the kitchen area is requested and will be assigned by the Food Service Director or his/her designee.

Athletic Areas

See User Group, Fee Schedule, Field Turf Complex for detailed information.

 

“SUPERVISION AND BEHAVIOR” TERMS AND CONDITIONS

1) The applicant must be present throughout the time the facilities are being used.

2) Adult supervision (21 years or older) shall be provided at all events and said supervision must be present throughout the event. Entry into a facility will not be permitted until the applicant responsible is present, and at the conclusion, the applicant must remain until the last attendee has left the school building.

3) The applicant shall be directly responsible for and accept responsibility for the supervision, behavior/decorum, and discipline of person(s) using the facilities and/or attending activities under their sponsorship. The applicant’s responsibility shall include, but is not limited to, the following;

Minors must be adequately chaperoned by responsible adults.

a. Applicant / chaperones must be present the entire time minors are on the premises.

b. When minors are using a facility, they are required to have adult supervision on a 1 to 15 ratio basis.

c. The District expects Applicant /chaperones to enforce all policies, regulations and rules of the North Smithfield Public Schools and use sound judgment to ensure the safety and well-being of all those in attendance.

d. All children including siblings of participants are NOT ALLOWED in school facilities without a parent or responsible adult.

4) All use shall be conducted in a manner designed to ensure the safety of those involved.

NOTE: The NSSD will cancel the reservation of any organization whose chaperones fail to enforce the policies, regulations, and rules regarding the use of facilities.

 

Fire Safety Regulations

1) On an event-by-event basis, in the absence of unusual hazard, the Fire Chief will determine the need for the presence of firemen according to Title 23, Health and Safety Chapter 23-28.6, §23-28.6-5. The applicant will be required to pay for one or more uniformed firemen as stipulated.

2) Use of matches, candles, incense, pyrotechnics, open flames/smoke are strictly prohibited in any school location.

3) Total admittance for any single performance shall not exceed the maximum seating capacity of the facility in use.

Police Safety Regulations

1) Whenever police are required by the NSSD, the applicant will be responsible for associated fees. Applicant will be billed by the Police Department

2) Any vehicle parked in a fire lane, no parking zone, or in front of a private driveway will be towed at the owner’s expense.

Custodial Support

1) School custodians are required to be on duty at all times when a school building is in use. Custodians shall not be asked to grant special privileges which are not specifically designated on the permit.

2) Under no circumstance shall a custodian, either on regular duty or assigned for a specific event, be responsible for supervision of participants before, during or after an event.

3) A custodian on his/her regular duty will not be available for service during the time of the use and have no responsibility to groups, as they have regular duties to be completed, except in the case of an emergency. He/she will be limited to opening/closing the building for the applicant.

4) For events that require the services of an assigned custodian, the number of custodians shall be determined by the Superintendent and Facilities Director and will be determined from the information provided by the organization on the application form.

5) The custodian on an assigned duty shall be responsible for the supervision of the building and equipment, safety precautions in the building, cleaning of the building after its use, and for any services required by the applicant in accordance with the use of the facilities approval.

 

Accident, Liability, and Insurance Certificates

1.) User groups other than those specifically exempted by the School Committee must present the North Smithfield Public School Department with an accident and liability policy insuring the agency, School Committee, the North Smithfield School Department, and the Town of North Smithfield for and from any liability for personal injuries and/or property damage which may result during the time the agency is using the facilities of the North Smithfield Public Schools.

 

2) Certificate of Insurance provided to the School Department must show evidence of insurance for property damage, liability, and medical liability and name the North Smithfield School Department and the Town of North Smithfield as Additional Insured’s to the user group’s policy. The minimum amount of coverage acceptable shall be $200,000 for property damage, $1,000,000 per occurrence with a $3,000,000 annual aggregate for liability and $10,000 for medical payments liability. (See pages 15-17, Tenant Users Liability Insurance)