Use of FCPS Facilities

Community User Groups

Inclement Weather? – Instructions to determine the status of FCPS buildings or fields for community user group events

COVID-19 Guidelines

  1. COVID-19 Guidelines (updated 2/24/22)
  2. COVID-19 Waiver (updated 6/29/22) - A separate waiver form is required each fiscal year to cover all event dates approved between July 1 - June 30. Please complete, sign (physical or official electronic signature), and return to facilities.uof@fcps.org

Use of facilities logoBoard of Education Policy 203 and FCPS Regulation 100-01 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.

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 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 Walukonis at 301-644-5229 or deborah.walukonis@fcps.org 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 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 (SOP).

SUBMISSION TIMELINE FOR USE OF FACILITY REQUEST FORMS

Event Date Range Per Season

Request Form Submission Period**

Deadline for School UOF Site Administrator to Process

SUMMER

   

FY23: Jun 8*, 2022 - Aug 16, 2022

FY23: Apr 8- 22, 2022

FY23: Apr 30, 2022

FY24: Jun 1*, 2023 - Aug 22, 2023

FY24: Mar 1-15, 2023

FY24: Mar 22, 2023

FALL

   

FY23: Aug 17, 2022 - Nov 30, 2022

FY23: Jun 1-15, 2022

FY23: Jun 22, 2022

FY24: Aug 23, 2023 - Nov 30, 2023

FY24: Jun 1-15, 2023

FY24: Jun 22, 2023

WINTER

   

FY23: Dec 1, 2022 - Feb 28, 2023

FY23: Oct 1-15, 2022

FY23: Oct 22, 2022

FY24: Dec 1, 2023 - Feb 29, 2024

FY24: Oct 1-15, 2023

FY24: Oct 22, 2023

SPRING

   

FY23: Mar 1, 2023 - May 31*, 2023

FY23: Jan 1-15, 2023

FY23: Jan 22, 2023

FY24: Mar 1, 2024 - Jun 5*, 2024

FY24: Jan 1-15, 2024

FY24: Jan 22, 2024

*Dates coincide with the official first and last day of each school year for students. Check School Calendar on FCPS Webpage for dates approved by Board of Education of Frederick County.

Although a CUG may receive an approved SRF at the high school level, please note that due to the uncertain nature of internal FCPS high school athletic schedules (which could be extended due to play-offs, weather reschedules, etc.), previously approved dates for a CUG could be cancelled or postponed as needed with limited notice to the CUG. Notice to the CUG will be given as soon as possible.

FCPS events take first priority so a previously approved event for a Priority 2-5 CUG could be cancelled or rescheduled to accommodate the FCPS activity.

**Request forms may be submitted after the submission date range shown above, but will be considered based only on availability and not as part of a shared usage arrangement with other CUGs.

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 Centers." FCPS has special arrangements with the City and County Parks and Recreation Departments for building use of the gymnasiums, recreation classrooms, recreation rooms and all outdoor fields. At these schools, City and County staff schedule use of these areas and monitor activities while the center is open after school or weekends.  To schedule these areas, do not submit a use of facility request form through FCPS; instead, contact the City or County Parks & Recreation department.

City of Frederick Parks & Recreation:

Field Scheduling at:  Butterfly Ridge ES, Hillcrest ES, Governor Thomas Johnson MS, Lincoln ES, Monocacy ES, Monocacy MS, North Frederick ES, Parkway ES, Waverley ES (field at new building is not available until Spring 2024), Whittier ES

Gym Scheduling at:  Butterfly Ridge ES, Lincoln ES, Governor Thomas Johnson MS, Whittier ES

Frederick County Parks & Recreation:

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

Monitoring Use – The Office of Chief Operating Officer 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

Use of Facilities instruction videos:
Request to be a Facilities User
Submit a Request

High School Auditorium/Theater Requests:
Guidelines and Frequently Asked Questions (FAQ)
Standard Operating Procedure for High School Auditorium Usage
Agreement Form (A high school auditorium facilitator will be assigned to your request. This Agreement Form must be emailed to facilities.uof@fcps.org to be uploaded to your request form.)

Request to Mow or Maintain an FCPS Property:
See information in SOP posted above
Complete agreement form to request (right-click the document to save to your desktop to complete and send back to FCPS. Document cannot be filled out in your web browser.)
Obtain Insurance Certificate to include additional required coverages and email to facilities.uof@fcps.org

Use of Facilities Fee Structures:

Insurance Certificate Sample
Regulation 100-01 Rental of Frederick County Public Schools Facilities
Use of Facilities Fees
Use of Facilities Priority List