Use of FCPS Facilities
Board of Education Policy 203 (Adobe PDF File, opens in new window) and FCPS Regulation 100-01 (Adobe PDF File, opens in new window) establish the terms and conditions under which school community groups can use school buildings. Each school approves use of the building and applies the FCPS facility fee. Applications are made online through the FCPS website.
Fee structures and application procedures took effect on July 1, 2015. These fees were approved by the Board of Education in January, 2015.
The on-line procedure is a two-step process for community user groups. The first step is to click the Use of Facilities Calendar and Request Form (opens in new window) link and register your group by filling out the information requested for new users in the upper right corner. Note: there is a video to walk you through the steps of registration.
A Certificate of Insurance (COI) and proof of 501c3 non-profit status will be required for approval of your group’s registration. Please send an electronic copy of your COI and IRS letter approving non-profit status to E-mail. Please allow enough time for the approval process - at least 10 work days before the event. Contact Deb Huffman at 301-644-5229 or email@example.com if you have any questions regarding the required documents. Note: See link to sample COI below for required elements of an acceptable COI.
Once registration is approved, the next step is to fill out a request for a field or room at the school through the Use of Facilities Calendar and Request Form (opens in new window) link. Note: there is a video to walk you through the steps to complete an application. Approved community user groups must read the Standard Operating Procedures.
Schools are given priority over community organizations for use of facilities. FCPS grants opportunity to the community to use over 60 facilities for events. An applicant must be a Frederick county resident.
Community Rec Centers - A limited number of schools were constructed with “Community Recreation Center” gyms. The FCPS has special arrangements with the County or City Parks and Recreation Departments for building use of the gymnasiums and recreation classrooms. At these schools, County and City staff schedule use of the recreation centers and monitor activities while the center is open after school or weekends. Schools with these gyms include Deer Crossing, Oakdale, Tuscarora, Walkersville, Middletown Primary, Centerville, Lincoln and Whittier elementary schools, and Thurmont and Gov. Thomas Johnson middle schools.
Monitoring Use – The Facilities Services office reviews Use of Facility applications for compliance with FCPS Policies and Regulations; updates and modifies related regulations and procedures as necessary; prepares and administers “Joint Use Agreements” with County or City agencies associated with community recreation center gyms; coordinates with the American Red Cross regarding use of schools as mass care shelters; and evaluates and administers other special agreements for use of school facilities and fields.
Request a Facility
Note: When submitting a request, please allow enough time for the approval process - at least 10 working days before the event.
Use of Facilities Calendar and Request Form (opens in new window)
High School Auditorium/Theater Requests:
Guidelines and Frequently Asked Questions (FAQ) (Adobe PDF File, opens in new window)
Request Form (A high school auditorium facilitator will be assigned to your request. This form needs completion to be turned into facilitator.) (Adobe PDF File, opens in new window)
Use of Facilities Fee Structures:
Insurance Certificate Sample (Adobe PDF File, opens in new window)
Regulation 100-01 Rental of Frederick County Public Schools Facilities (Adobe PDF File, opens in new window)
Use of Facilities Fees (Adobe PDF File, opens in new window)
Use of Facilities Priority List (Adobe PDF File, opens in new window)