Board Policy Manual
Chapter 2: The Community and the Schools
2.400: Public Activities Involving School Facilities
All school facilities (classrooms, auditoriums, gymnasiums, cafeterias, playgrounds, athletic fields, etc.) are designed primarily for school and school-related activities and organizations.
School activities are considered to be those carried on by and for the school and include regular classes, adult education, and extracurricular activities such as athletics, drama, and contest programs. These activities shall have precedence over the activities of all other organizations which may request use of school facilities.
The Board of Education recognizes that the school facilities are public and insofar as other activities do not conflict or hinder the regular school programs or school activities, facilities may be rented or used by others in accordance with school use policies.
Rev. 1-19-88
Adopted 7-19-88
2.410: Use of School Facilities
- 2.411: Application
- 2.412: Supervision
- 2.413: Authorized Help
- 2.414: Closing Time
- 2.415: Alcohol, Drugs, Tobacco and Food
- 2.416: Fire and Safety Regulations
- 2.417: Indemnification and Proof of Insurance
- 2.418: Sublease or Reassignment
- 2.419: Use of Facilities/Premises - High School Student Groups (Grades 9-12)
2.420: Use of School Equipment
2.430: Damage to School Property
2.410: Use of School Facilities
No school facility may be used for private profit or private advantage directly or indirectly. Facilities are available only for school related activities and not-for-profit organizations.
Requests by an employee or group of employees to use district facilities outside their teaching assignment or area of specialization can only be authorized after the following requirements have been satisfied.
Requests for use of school facilities by non-school groups (not-for-profit organizations) can only be authorized after the following requirements have been satisfied.
Rev. 1-19-88
Adopted 7-19-88
- 2.411: Application
Application for use of school facilities shall be made on regular forms furnished by the Board of Education and available at the individual building principal's office and the business office. The application must be signed by an individual or officer in authority who is authorized to sign for the organization. The individual signing the application thereby affirms that the organization is assuming responsibility.
The use-of-facility application must be signed by the building principal who shall schedule the proposed event. The application shall be forwarded to the business office by the principal. It is the responsibility of the business office to make final approval and to set fees for use of all facilities.
Rev 1-19-88
Adopted 7-19-88 - 2.412: Supervision
Proper supervision acceptable to the Superintendent of Schools or a person designated by him/her, shall be provided by the school district at the expense of the organization using the facility. It will be the responsibility of the user to provide police and fire protection if the organizing group anticipates 250 or more people at the proposed event. The user shall coordinate the need for such protection with the Urbana Chief of Police or the Urbana Fire Chief. This provision is made to ensure good order, to protect property, to observe rules of the Board of Education and to prevent people, other than those directly involved in the activity, from wandering onto school premises.
Rev. 2-18-86
- 2.413: Authorized Help
Auditoriums and gymnasiums may be used by the general public only under the direct management and supervision of district employees. The building principal and/or business manager reserve the right to determine the number of operational personnel required for approved activities.
Rev. 2-18-86
- 2.414: Closing Time
All evening activities and meetings shall close by 11:00 p.m. on Sunday through Thursday. Activities and meetings shall close by 12:00 midnight on Friday and Saturday.
Rev. 2-18-86
- 2.415: Alcohol, Drugs, Tobacco and Food
The use of alcoholic beverages and drugs on school premises is prohibited. No person under the influence of alcohol or drugs will be permitted on school property. Smoking may be permitted in designated areas. Food, including soft drinks, may be served only in the area designated by the administrative staff.
Rev. 2-18-86 - 2.416: Fire and Safety Regulations
Applicants shall observe all requirements of the State Life Safety Code for Schools and all local fire department regulations. Decorations shall be of a flame retardant nature and must have prior approval of the administration. The school principal and/or the Business Manager shall be the final judge in all such matters.
Rev. 2-18-86
- 2.417: Indemnification and Proof of Insurance
The applicant shall agree to hold the Urbana School District 116 harmless and indemnify and protect the School District from any claims for damages or expenses of defending any such claim for damages of any nature resulting from use of such facilities by those representatives, invitees or other persons, including but not limited to the repair of any damages to any school property of any nature resulting from such use by the user. The applicant upon approval may be requested to supply a comprehensive general liability policy insuring the applicant organization with limits of coverage of $250,000 to $500,000 bodily injury and $l00,000 property damage.
Rev. 2-18-86 - 2.418: Sublease or Reassignment
Persons who have applied for use of school facilities may not sublease or reassign a facility approved for their use.
Rev. 2-18-86
- 2.419: Use of Facilities/Premises - High School Student Groups (Grades 9-12)
The Board of Education has determined that it is in the best educational interest of high school students to permit the use of school facilities/premises by non curriculum related high school student groups, as well as meetings of high school student organizations which relate directly to the school curriculum.
It is the policy of the Board of Education of the Urbana School District #116 to permit high school student groups of both types to meet in high school facilities or premises during non instructional time, and to permit use of the high school facilities/premises by non curriculum student groups without regard to the religious, political or philosophical content of their meetings.
The Board of Education, however, will not be responsible for high school student groups utilizing facilities/premises without supervision of a school district employee.
For the purposes of this policy, a meeting shall be defined as a forum oriented group of students who gather for a non-recreational purpose to present, discuss, and deliberate upon items of mutual concern. The Board authorizes the superintendent of schools or his designee to develop administrative procedures to implement this policy.
SUPERSEDES: None
POLICY ADOPTED ON: FEBRUARY 19, 1991
LEGAL REFERENCES: Federal Equal Access Act, 20 U.S.C. Sections 4017-4074
Board of Westside School vs. Mergens, 110 S. Ct 2356 (1990)
CROSS REFERENCES: BP 2.400, 2.410-2.418, 2.420, 2.430, 2.440 and 2.450
2.420: Use of School Equipment
Because most educational equipment is fragile and because of insurance restrictions and the difficulty in assessing responsibility for damage which may occur, educational equipment may not be rented or loaned to any individual or organization. Bleachers, tables, chairs, and public address systems located in gymnasiums and auditoriums are not considered educational equipment for the purpose of this policy. No school equipment beyond those granted in the application shall be used.
Rev. 2/18/86
I. PURPOSE & DEFINITION
A. Purpose:
The purpose of this Medical Emergency Plan (Plan) is to develop an appropriate, coordinated, and timely response to a medical emergency occurring at Urbana School District #116’s physical fitness facilities.
B. Definitions:
- Automated External Defibrillator (AED) is a medical device heart monitor and defibrillator that:
a. Has received approval of its pre-market notification, filed pursuant to 21 U.S.C. 360(k), from the U.S. Food & Drug Administration;
b. Is capable of recognizing the presence or absence of ventricular fibrillation and rapid ventricular tachycardia, and is capable of determining, without intervention by an operator, whether defibrillation should be performed;
c. Upon determining that defibrillation should be performed, either automatically charges and delivers an electrical impulse to an individual, or charges and delivers an electrical impulse at the command of the operator; and
d. In the case of a defibrillator that may be operated in either automatic or manual mode, is set to operate in the automatic mode.
- A medical emergency is the occurrence of a sudden, serious, and unexpected sickness or injury that would lead a reasonable person, possessing an average knowledge of medicine and health, to believe that the sick or injured person requires urgent or unscheduled medical care.
- Physical fitness facility includes any indoor establishment that:
a. Is owned or operated (either in whole or in part) by a unit of local government, or public or private elementary or secondary school, college, university, or technical or trade school;
b. Is supervised by one or more persons, other than maintenance or security personnel, employed by the unit of local government, school, college, or university for the purpose of directly supervising the physical fitness activities taking place at any of the indoor facilities listed in subpart d;
c. Serves a total of 100 or more individuals**; and
d. Is a swimming pool; stadium, athletic field, track & field facility; tennis court; basketball court; volleyball court; aerobics studio; dance studio; boxing gym; martial-arts or self-defense studio; wrestling gym; weight-lifting facility; treadmill or stationary bicycle facility; velodrome; racquetball court; gymnastics facility; or such facilities located adjacent thereto; or any other indoor establishment focusing primarily on cardiovascular exertion where participants engage in relatively continuous active physical exercise that uses large muscle groups and that substantially increases the heart rate.
**The number of individuals served by a facility shall be determined by the greater of: the seating capacity; the capacity of the facility under the applicable fire code, pool, or similar standards; or the number of members of the facility. The number of members of the facility includes the complete facility membership, whether or not those members are present at the facility at the same time.
- Physical fitness facility does not include:
a. A facility serving less than a total of 100 individuals;
b. An outdoor facility;
c. A facility located in a hospital or in a hotel or motel;
d. Any facility that does not employ any persons to provide instruction, supervision, training, or assistance for persons using the facility;
e. Yoga studios; driving ranges; bowling lanes, putting greens; batting cages; or other facilities where participants do not focus primarily on cardiovascular exertion by engaging in relatively continuous active physical exercise that uses large muscle groups and that substantially increases the heart rate.
- Resource Hospital is the hospital with the authority and responsibility for an EMS System.
- Trained AED User is a person who has successfully completed a course of instruction in accordance with the standards of a nationally recognized organization such as the American Red Cross or the American Heart Association or a course of instruction in accordance with the Automatic External Defibrillator Code (77 Ill. Admin. Code 525) to use an automated external defibrillator, or who is licensed to practice medicine in all its branches in this State.
- 9-1-1 is an emergency answer and response system in which the caller need only dial 9-1-1 on a telephone to obtain emergency services, including police, fire, medical ambulance and rescue.
II. List of Applicable Physical Fitness Facilities
Per the definition of “physical fitness facility” as set forth in Section I and in accordance with the required time line for compliance with the Physical Fitness Facility Medical Emergency Preparedness Act, this Plan applies to the following facility or facilities:
- Urbana High School
- Urbana Middle School
- Martin Luther King Elementary School
- Leal Elementary School
- Prairie Elementary School
- Thomas Paine Elementary School
- Yankee Ridge Elementary School
- Wiley Elementary School
- Washington Early Childhood Center
- Urbana Indoor Aquatic Center
III. Response to a Medical Emergency
In the event of a medical emergency (as defined in Section I.B.2) at one of Urbana School District #116’s physical fitness facilities, the following steps should be taken:
- Immediate notify the main office so they can contact the building’s emergency responders, as well as call 9-1-1 without delay. Office staff should provide the location in the building and which door to use to enter. This person should make sure someone is sent to open the door for paramedics and guide them to the scene.
- Bring the first aid equipment and AED to the emergency scene. The AED is to be operated only by Trained AED users for the intended purpose of the AED, or if no Trained AED User is present, then use of the AED by another individual if the circumstances warrant;
- Notification of Office Contact (as designated in Section IV of this Plan) of medical emergency;
- Notification of sick or injured person’s parent(s), legal guardian, or next of kin (if known) of a medical emergency as set forth in Section IV of this Plan.
- If an AED was used, the person using it completes the Automatic External Defibrillator Incident Report.
- If an adult refuses treatment, the emergency responder documents the refusal and, if possible, asks the adult to sign a statement stating that he or she refused treatment.
- Notification of the local EMS System Resource Hospital (Carle Foundation Hospital) that the AED has been used.
IV. Designated Office Contacts
In the event of a medical emergency at one of Urbana School District #116’s physical fitness facilities, the following individuals will be notified:
Name of Facility - Title of Contact
Urbana Elementary Schools - Building Principals
Urbana Middle School - Building Principal
Urbana High School - Athletic Director
Urbana Indoor Aquatic Center - Athletic DirectorUpon notification of the medical emergency, the building contact, or their designee, will make every effort to contact the injured or sick person’s parent(s), legal guardian or next of kin (if known) as soon as possible.
V. Update of Plan
This Plan must be filed with the Illinois Department of Public Health and must be updated with the Department after a change in any of Urbana School District #116’s facilities that affects the ability to comply with a medical emergency.
Such changes include, but are not limited to:
- Facility closure for more than 45 days
- Inoperable AED for more than 45 days;
- Lack of trained staff for more than 45 days.
VI. Notification to Third Party Users
All third party or authorized users of the physical fitness facility shall be informed, by postings or other notifications, of the content of this Medical Emergency Plan.
VII. Filing of Plan
A. This Medical Emergency Plan was filed with the Illinois Department of Public Health on May 23, 2007 by mailing a copy via certified mail, return receipt requested to:
The Illinois Department of Public Health
Division of EMS & Highway Safety
500 East Monroe Street, 8th Floor
Springfield, Illinois 62701SUPERSEDES:
POLICY ADOPTED ON: June 5, 2007
LEGAL REFERENCES: 210 ILCS 74/1, et seq., 29 Ill. Reg. 3200, et seq.
2.430: Damage to School Property
In case of any damage to school property or equipment by those using the facilities, all costs for repair and all replacement shall be paid to the school district by the applicant.
Rev. 2/18/86
The superintendent shall have available a schedule indicating fees to be charged for building use.
Rev. 2/18/86
In compliance with Section 10-20.5(b) of The School Code, the use of tobacco on school district property is prohibited.
Tobacco: Includes cigarette, cigar, or tobacco in any form, including smokeless tobacco which is loose, cut, shredded, ground, powdered, compressed or leaf tobacco that is intended to be placed in the mouth without being smoked.
The Board of Education authorizes the superintendent and/or his/her designee to develop administrative procedures that will implement this policy.
In the event that a visitor to the school or school event violates this policy, the principal or his/her designee will remind the visitor of the policy and request that they refrain from using tobacco on school property.
SUPERSEDES: BP 2.450, ADOPTED ON MARCH 13, 1990
POLICY ADOPTED ON: JUNE 19, 1990, EFFECTIVE AUGUST 15, 1990
LEGAL REFERENCES: The School Code (Illinois), Section 10-20.5(b)
CROSS REFERENCES: BP 2.415, BP 4.910