Facility Scheduling. The district makes designated district facilities available to community members, upon request, using the district’s approved facility use reservation system, https://coupeville-k12.gofmx.com/. All requests will be reviewed and approved based on availability and custodial staffing by the facilities or designee.  Priority for use of the facilities is given to district or school-sponsored activities, programs, classes, or events, and programs sponsored by school-related groups or community youth-serving organizations.

Dates for school and district activities for the following year must be entered on FMX by June 30 to establish priority of school use. If a coach, advisor, or employee does not provide a scheduled event to the school secretary by June 30^th, there is no guarantee that the event can be scheduled as requested. 

Use of facilities by district employees, school-related programs or activities, and the community are scheduled on a first-come, first-served basis, after June 30^th each year. Requests are accepted no more than one school year in advance; the district accepts and confirms community requests for the following school year after June 30^th. The district administrative assistant will process all community requests. Community requests are considered fully approved and finalized only after the following have been completed; FMX online facilities request form, insurance provided for the year or date(s) of event, and a walkthrough with the facilities rental coordinator. 

Facilities are available during non-instructional hours on school days, and on non-school days (except Sundays, holidays, and holiday weekends). Use of facilities may be restricted to allow for maintenance and thorough cleaning. Facilities that may be scheduled for public use are noted on the Facility Use Request Form 4260-F1. Computer labs, the weight room, art rooms and the woodworking and metals shops are not available for public use, except by special permission of the superintendent. 

Summer Use. Summer use of any facility may be restricted or denied in order to provide maintenance and cleaning of the facilities. Summer use of the facility will be approved by the maintenance director and facilities coordinator.  

Extenuating Circumstances. In the event of an extenuating circumstance, every effort will be made to provide the user with 24- hour notice. The district has the right to cancel a reservation for any reason, including:

• inclement or hazardous weather, or
• unforeseen events,
• District playoff games

User Groups. The district charges fees for public use of its facilities. For purposes of the fee schedule listed below, the following groups of renters are to be considered:

Group 1      Coupeville School District staff, student and school groups, and school-affiliated groups (PTA, Booster Clubs, Community Foundation for Coupeville Public Schools) and government agencies. PLEASE NOTE: 

• Coupeville School District Staff, Students, & School Groups- No charge.
• School-Affiliated Groups & Government Agencies-
  • No charge if the event occurs within normal custodial hours. Fees will apply outside of regular custodial hours.
  • If charging for admission or gaining monetary resources for an event, fees will be charged at the group 2 rate.
• Youth organizations (ie: Volleyball Club, Select Soccer/Baseball/Softball, SWISH, Little League or Babe Ruth, etc.) which are made up of a majority (+ 50%) of Coupeville School District students shall be considered as qualifying for Group 1 designation.

Group 2           Nonprofit groups and organizations. PLEASE NOTE: 

• Groups or organizations charging admission or gaining monetary resources for an event will be charged at the group 3 rate.

Group 3      Commercial enterprises, profit-making organizations, and business-related enterprises. 

Fees. The following fee schedule will apply to use of Coupeville School District facilities. Rental and additional service fees are due upon receipt of a final invoice from the district. When use is mutually beneficial to the user and the district, the superintendent may negotiate a written agreement with the user. At its discretion, the district may require a paid district event coordinator to be present during an event, depending on the size and/or complexity of the event.

* Additional fees for extensive set-up, clean-up, and walk-throughs over 30 minutes may be assessed at the discretion of the district. See User Group information for additional fee details. 

**Renter must complete a walk-through with food service director, 360-678-2452, prior to use. If used or supervised by a district employee, the employee must have a current food handler’s permit and training on all kitchen equipment.

*** The district will charge Groups 2 and 3 for any damage to the field resulting from use. Groups 2 and 3 must provide portable toilets with hand sanitizing facilities.

Facility Access. District custodians will unlock and lock requested facilities in accordance with the times specified on the request form, except that: a key may be provided to a renter for weekend or summer use of outdoor facilities/gates at the district's discretion. Keys will be distributed and returned at the district office, with a required $50 key deposit. 

Student Use of Facilities. An employee/advisor must be present with students when they are using district facilities to prepare for and/or conduct co-curricular activities. In accordance with board policy, non-curriculum-related student groups may meet during non-instructional time at school. Such meetings must be scheduled to occur during non-instructional hours. 

Staff Use of Facilities. Employees may access their workspace by key at their discretion. No central heat is available for after hours use by staff. Employees may not use personal space heaters in district facilities. Employee family members may not access district facilities for personal use except in the company of the employee and when a facility use request for spaces other than a classroom (gyms, commons/lunchrooms, etc.) has been completed and approved. Employees are responsible for securing the facility during personal use. All doors must be locked and latched, and lights turned out upon departing.

The computer labs may not be used by employees or their friends or families for personal use. 

Public Use of Facilities. Facilities will be available, under the guidelines noted above, to individuals and organizations. Businesses and self-employed individuals may have access to facilities, only at the superintendent’s discretion, as facilities generally are not available for commercial profit-making. 

Equipment. District equipment, such as a podium with a microphone, tables, etc., will be made available for community use on school premises only. 

The following equipment is not available for community use:

• maintenance and groundskeeping machinery and equipment;
• playground or physical education supplies;
• classroom or lab computers or classroom projectors;
• woodworking or metalworking equipment;
• photocopy or laminating machines or supplies.

Coupeville School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The board designates the superintendent to serve as the district’s coordinator regarding: Title IX, Section 504/ADA, Civil Rights Compliance; And to handle questions and investigate any complaints communicated to the district of alleged discrimination. Superintendent, 501 South Main Street, Coupeville, WA 98239, 360-678-2404