Use of FCPS Facilities

Community User Groups

Board of Education Policy 203
FCPS Regulation 203-01
UOF Standard Operating Procedures - SOP includes protocols, cancellation policy, invoicing policy, etc.
NOTE: Cancellations must be made in writing to contact below at least 48 hours prior to the event date or by Thursday at noon prior to a weekend event date. See SOP above for full details.
UOF Priority Groups List
UOF Fee Schedule

Instructions to view a particular school’s UOF calendar and details of events on a particular date (available to all; you do not need to be an approved CUG or have a registered login to view)
Video on submitting a request form
Submit only a Normal Schedule Format request form (allows up to 20 event dates) at least 10 days in advance of your first event date.
Follow seasonal submission chart below. Do not combine dates for two seasons on one request form.

A Community User Group will qualify as an approved user group if it meets these conditions:

Application is made by a Frederick County, Maryland resident
Provides proof of non-profit 501c3 organization – Copy of IRS approval letter
Provides acceptable certificate of insurance (COI) within 7 days of submitting a request for an account (sample COI to send to your insurance provider)

SEASONAL UOF REQUEST FORM SUBMISSION TIMELINE – Priority Groups 2-5*
Season/Event Dates	Submission Period	Processed by School
WINTER:
FY24: December 1, 2023-February 29, 2024	FY24: Oct 1-15, 2023	FY24: Oct 22, 2023
SPRING:
FY24: Mar 1, 2024-June 5, 2024**	FY24: Jan 1-15, 2024	FY24: Jan 22, 2024
SUMMER:
FY25: June 6, 2024-Aug 20, 2024**	FY25: Mar 1-15, 2024	FY25: March 22, 2024
FALL:
FY25: Aug 21, 2024-Nov 30, 2024	FY25: Jun 1-15, 2024	FY25: June 22, 2024
* Only request forms submitted during the two-week submission period will be considered for a shared usage arrangement with other CUGs, if required. Request forms may be submitted after the submission period for a current season, but will be considered based only on availability of the space. *Coincides with approved School Calendarfor the first and last day of school for students; end of year could be extended due to inclement weather dates.* Priority 1 Groups (including PTA/Booster) may submit request forms at any time throughout the school year. Priority 2-5 Groups: Event dates during two different seasons may not be included on the same request form; submit two separate request forms. A request form submitted including event dates over two or more seasons will automatically be declined.

Special permission is required; see UOF Standard Operating Procedures (link above)
Complete and email the following documents to Contact shown below
- Agreement form so principal’s approval can be obtained.
- COI to Mow/Maintain FCPS Field – additional coverage required

Gym and Fields: Butterfly Ridge ES, Governor Thomas Johnson MS, Lincoln ES, Whittier ES
Fields Only: Hillcrest ES, Monocacy ES, Monocacy MS, North Frederick ES, Parkway ES, Waverley ES*
*Field not available until Spring 2024

For additional information on City of Frederick indoor or outdoor uses, please contact:

Gym and Fields: Brunswick ES, Centerville ES, Deer Crossing ES, Middletown PS, Oakdale ES, Sugarloaf ES, Thurmont MS, Tuscarora ES, Walkersville ES, Rock Creek School (gym only for adaptive programming)

For additional information on Frederick County indoor or outdoor uses, please contact:

For event cancellations or modifications, email the Primary and Secondary School Site Administrators and UOF Coordinator
Email subject line must state: “REQUEST TO CANCEL” or “REQUEST TO MODIFY” if applicable