Use of FCPS Facilities

Community User Groups

Terms, Conditions, and Procedures for Use of Facilities (UOF)

• Board of Education Policy 203
• FCPS Regulation 100-01
• 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

Approved/Existing Community User Groups (CUG)

• 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.

New to FCPS Use of Facilities

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

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

• Instructions to register for a new CUG organization account or log-in for an existing CUG account
• Video on the registration process

SEASONAL UOF REQUEST FORM SUBMISSION TIMELINE – Priority Groups 2-5*
Season/Event Dates	Submission Period	Processed by School
SUMMER:
FY24: June 1, 2023-August 22, 2023**	FY24: Mar 1-15, 2023	FY24: Mar 22, 2023
FALL:
FY24: August 23-November 30, 2023	FY24: June 1-15, 2023	FY24: June 22, 2023
WINTER:
FY24: December 1, 2023-February 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-June 5, 2024**	FY24: Jan 1-15, 2024	FY24: Jan 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.

Inclement Weather

Instructions to determine the status of buildings or fields for CUG events.

High School Auditorium Usage

• Guidelines and Frequently Asked Questions
• High School Auditorium Standard Operating Procedures
• High School Auditorium Usage Form (required to be completed and emailed to Contact shown below)

Request to Mow/Maintain an FCPS Field

• 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

Other Organizations Responsible for Booking FCPS Gyms and Fields

City of Frederick Parks & Recreation:

• 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

Frederick County Parks & Recreation:

• Gym and Fields: 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)

Town of Mount Airy:

• Fields Only: Twin Ridge ES

Contact Information

Deb Walukonis, FCPS Use of Facilities Coordinator
Deborah.walukonis@fcps.org
Facilities.uof@fcps.org
Phone:  301-644-5229