Use of Facilities

  • Renting our Facilities

    Santa Clara Unified School District (SCUSD) facilities are provided primarily for the education of students. District facilities are available for community use when the activity is consistent with the best interest of the District and does not interfere with SCUSD educational programs. 

    All officially sanctioned school-related activities (clubs, class events, etc.) shall be given priority in the use of facilities under the Civic Center Act. Thereafter, the use of facilities shall be on a system of priorities and scheduling process. All outside groups must apply for and obtain a permit in order to use a school facility. The use of school facilities by outside groups shall not result in increased costs to the District.

    When school facilities are used by any group outside of the normal operating hours, a site or District employee must be present at all times. Keys shall never be issued to outside groups. Buildings will be opened, attended and closed by an authorized employee of the District only. Custodial time for necessary cleanup will be charged to the group using the facilities. 

    Online Facility Rentals

    Santa Clara Unified School District is pleased to announce a new, online facility rental system, designed to provide a convenient and accessible user experience for requesting facility use. With the new system, reservation request can be submitted easily and will be handled more efficiently. Renters will be able to access photos and descriptions, see real-time availability, get estimated quotes, and pay online. 

    Facilitron is responsible for the collection of Certificates of Insurance as well as payment for facility uses. All payments will be processed through Facilitron. Payment options include PayPal, major credit cards, ACH/eCheck, and traditional check. Proof of insurance (COI) can be conveniently uploaded into the platform, and/or it can be obtained directly through Facilitron. 

    To view our available facilities, please visit the Facilitron website

    For information about how to use the system, please refer to the Quick Start Guide.

    If you need any assistance setting up an account and/or in placing a facility use request, please contact Facilitron at support@facilitron.com, or by calling them directly at (800) 272-2962.

    Approval to rent Santa Clara Unified School District facilities does not constitute access to promote your organization's services to families or staff in our District. For more information about the flyer approval policy and process, please review our flyer distribution webpage.

    Restrictions

    School facilities shall not be used for any of the following activities:

    • Any use by an individual or group for the commission of any crime or any act prohibited by law.
    • Any use which is inconsistent with the use for school purposes or which interferes with the regular conduct of school or school work.
    • Any use which involves the possession, consumption, or sale of drugs or any restricted substances, including tobacco (cf. 3513.3 - Tobacco-Free Schools)
    • Any use which involves the possession, consumption, or sale of alcoholic beverages, except for special events approved by the Superintendent or designee pursuant to Business and Professions Code 25608 which are covered by a special events permit pursuant to Division 9 of the Business and Professions Code and which will occur at a time when students are not on the grounds. 
    • The district may exclude certain school facilities from non-school use for safety or security reasons.

    Damage and Liability

    Groups, organizations or persons using school facilities or groups shall be liable for any property damage caused by the activity. The district may charge the amount necessary to repair the damages and may deny the group further use of school facilities or groups. (Education Code 38134)

    Any group or organization using school facilities or grounds shall be liable for any injuries resulting from its negligence during the use of district facilities or grounds. The group shall bear the cost of insuring against this risk and defending itself against claims arising from this risk. No use of occupancy of any district property will be permitted unless the person or group finishes proof of liability and property damage insurance in accordance with required minimums established in the district procedures. (Education Code 38134)

    Groups or organizations shall provide the district with evidence of insurance against claims arising out of the group’s own negligence when using school facilities. (Education Code 38134)

    As permitted, the Superintendent or designee may require a hold harmless agreement and indemnification when warranted by the type of activity or the specific facilities being used.

    Further, the undersigned agrees to be fully responsible for the payment of any and all damages to the school premises including furniture and equipment. The requesting organization affirms that it will assume liability responsibilitydefend, and hold Santa Clara Unified School District harmless for any accident or injury arising from use of the facilities, and comply with all district rules and regulations listed on the back of requestor copy. Furthermore, the requesting organization’s insurance shall be primary in regard to any and all claims for accident or injury arising from use of facilities.