Operations and maintenance

Facility use

[ ]

COMMUNITY USE

DCSD Facility Use

DCSD Main Web Page - Facility Use Main Page

To access the Facility Use on-line request system, go to the Douglas County

School District main web page at

www.dcsdk12.org

and scroll down to

Community Interests (on the left hand side) and click on Facility Use. This will take

you to the main page for the Facility Use department.

Click here to access the

Facility Use main page

Facility Use

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On the main Facility Use page you will find instructions on

submitting Facility Use requests and all the rules and

requirements for using District facilities.

Regulations & Requirements

Under Step 1 for requesting use of a Douglas County School facility, you will find

the links for:

Facility Use Requirements

Guidance on Increased Security

Guidelines for Turf Fields

Administrative Policies for Facility Use

Links are also available on this page for:

District maps

Fee schedules for rentals

Fee schedules equipment and

Fee schedule for

Douglas County High School stadium

Schedule Request

To submit a Facility Use request, scroll down to Step 3 and click on the link

“Submit a Facility Use Application”. You may also check calendars of scheduled

events for each school on the same web site.

Please read through the Conditions for Facility Use before proceeding to

the on-line application (by clicking on “I Accept”).

Click on Link to Submit a Facility

Use Request after reading KF-R-1

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When you click on the link “I Accept”, it opens the “myschoolbuilding.com”

page. You will want to enter your email address in the space provided. If

you are new to the system, it will not recognize your email. Follow the

prompts and enter the information required. After you’ve successfully

submitted a Facility Use application, the system will remember your

contact information.

If you are asked for an account number, enter

184871636.

Click on the Schedule Request tab

Select which type of Schedule to use:

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Normal Schedule

Recurring Schedule

Irregular Schedule

•

Same location

•

Same location

•

Same location

•

Same room(s)

•

Same room(s)

•

Multiple rooms

•

Same times

•

Same times

•

Multiple times

•

Up to twenty dates

•

Same days of the week

–

Repeating daily, weekly or

monthly

–

Up to one hundred dates

•

Up to twenty dates

–

Same or multiple dates

Example-

•

Single date events

•

Scout meetings

•

Seminars

•

HOA meetings

Example-

•

Sporting practices or

games

•

Church services

Example-

•

Dance or Drama

performances

Enter your request:

•

Your name and email will be populated in the “Booked By” automatically.

•

Enter an event title - you can put more detailed information in the event

description, such as “flexible on times and days of the week” or “any

classroom available is fine”.

•

Skip the “area”.

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•

Select the location (school) where you want to hold your event.

•

Click on the binoculars (internal search engine) to select the room you

want. (This includes fields as well.)

•

Enter the dates:

The easiest way to choose dates is to double click on the

calendars. This inserts dates into the Event Date(s) field.

This process allows you to choose up to twenty dates and pick

dates that don’t conflict with holidays and breaks.

•

Check availability by clicking on the Check Availability button.

If you are submitting multiple requests, please remember to click on the

“Schedule Request” tab again, for each request, to enter a new schedule

and avoid over-writing your existing request.

•

For a Recurring schedule

You will enter your event title and event description in the same

manner as a Normal Schedule request. Choose a location

(school) and select the room or rooms you need. (By skipping the

area, you have the option of selecting more than one room.)

Select your start and end time. You may also include a set-up and

tear-down time if necessary. You want to make sure to include

necessary set-up and tear-down times, as schedules can occur

back to back. You will be billed for the entire time requested

including set-up and tear-down.

Enter a date your event will start and the date it will end.

The recurrence pattern is how often you want your event to recur.

Organization Information

•

Click on the binoculars next to “Organization” and type in the name or

partial name of your organization.

•

Please look to see if your organization exists in the system before

adding a new organization name

•

Please add your billing address. Most correspondence is done via

email; however, we do require a physical billing address for all requests.

•

Fields with a red check next to them are required fields.

First Name

Last Name

Day Time Phone

Billing Address

The system will not allow you to save the request without this

required information.

Insurance

General Liability Insurance for a minimum of one million dollars, showing

Douglas County Schools as additional insured, is

required

for all facility

rentals.

We must have a copy of your organization’s current insurance on file in the

Facility Use department for any events to occur for your organization.

Set-Up Requirements

•

If you need the custodian to have something available for your group such as

chairs, TV/VCR or overhead projector, please click on the appropriate box

and enter your instructions in the field provided. There are also fields to

request Performance Management and Security if needed.

•

The number attending is a required field. Please use your best estimate of the

total number of participants you expect.

•

The password is the same for all requestors. It

password

all lower case,

and it is case sensitive.

•

Click on Save to submit your request. If all the required information has been

correctly entered, a message will appear at the top of the schedule that states

“Schedule Has Been Saved”.

•

We will send you your contract and invoice via email. Please note any dates

on the contract with a “c” next to them, as these are dates that are

unavailable and were canceled.

•

Be sure to have a copy of the contract with you at all events. Please note that

payments on invoices are due in advance of the first date of your schedule.

Accessing the School Calendar

•

You may want to look at the school calendar before submitting your request to

see what is available.

•

Once you are signed in on MySchoolBuilding.com, click on the My Requests

tab. Then click on the My Schedule Requests link. Click on the type of calendar

view you prefer.

•

Select the location (school) you wish to view from the drop down menu under

Location. You may select any month and year you need. (Only requests for the

current fiscal year may be submitted-see web site for application windows.)

•

If you would like to select a specific room (or field), click on the binoculars

(internal search engine) and choose the room or field you want to view.

•

Then click on the Refresh Calendar button.

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Your request is final only when these three things are complete:

•

Current insurance is in place showing Douglas County Schools as an additional

insured (including hard copy on file in Facility Use office);

•

Schedule is approved and active; and

•

Payment has been received by Facility Use office.

Contact Information:

Denine Kysar 303-387-0467

Facility Use Coordinator

Julia Kozdron 303-387-0465

Specialized Support-Facility Use

Fax 303-387-0455

Security 303-387-9999

Sample Schedule Detail Report:

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Sample Schedule Detail Report:

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