Community Use of a GCISD Facility
Thank you for your interest in using a GCISD facility. GCISD permits the non-school use of designated facilities for educational, recreational, civic, or social activities when space if available and at times that do not interfere with GCISD instructional programs and/or extracurricular activities. Please refer to Board Policy GKD (LOCAL)-COMMUNITY RELATIONS NONSCHOOL USE OF SCHOOL FACILITIES.

Requesting the Use of a GCISD Facility
Facilities are available on a first-come, first-served basis by organization priority.

Steps to Requesting a Facility

1. Register in our NEW system using our online scheduling system, FMX.

2. Once you have registered and uploaded your insurance, you will then be approved and you may submit your facility request through our online scheduling system, FMX. Please submit requests no less than 25 business days before event. You will receive a confirmation via email letting you know that your request has been submitted and routed to appropriate school staff.

3. Once designated personnel have approved or declined the request, you will receive a confirmation email.

4. If approved, Operational Services will prepare and email an invoice (if applicable).

5. Payment of all charges and an insurance certificate should be provided at least twenty (20) days before the scheduled event. Please make all checks payable to “Grapevine-Colleyville Independent School District” and mail or deliver to:
   Grapevine-Colleyville Independent School District
   Attention: Michelle Allen
   3051 Ira E Woods
   Grapevine, Texas 76051

6. Prior to use of any facility, we must have proof of liability insurance as stated in the Facility Use License Agreement. The Certificate of Insurance shall name Grapevine-Colleyville Independent School District as an additional insured party to the policy. The certificate shall be uploaded into FMX prior to being able to submit registration.

Getting Started:

• New Users

• Returning Users

• District Affiliated Organizations (PTA, PTSA, Booster, etc.)

• GCISD Facility Use Schedule of Fees

• GCISD Facility Use License Agreement

The GCISD Facility Use License Agreement requires a licensee to obtain, at its expense, commercial general liability insurance with a company licensed by the State of Texas. A certificate of insurance with the following information shall be provided to the District:

• a. The District shown as Certificate Holder and as an Additional Insured.

• b. Property damage in the amount of $1,000,000 per occurrence.

• c. Bodily injury liability (to include participants in the activity) in the amount of $1,000,000 per occurrence.

• d. A deductible not greater than $500.

Why does a parent group need liability insurance? Please visit the Association Insurance Management (AIM) website for more information.

The District has a limited public forum, permitting distribution of non-school literature (that over which the District does not exercise control) only at certain times and places under specified conditions. At all other times, the District’s facilities remain a nonpublic forum. The District’s limits on expression must be viewpoint neutral and reasonable.

Manner & Procedure
All non-school literature intended for distribution to students and/or District employees on District premises immediately before, during or immediately after the school day shall be submitted to the Director of Student Services for prior review in accordance with the following:

1. Materials shall include the name of the organization or person sponsoring the distribution.

2. Materials shall conspicuously,in bold print, contain a disclaimer stating:GCISD is not responsible for the contents of this flyer, nor does GCISD endorse any products and/or services referenced in this flyer.

3. Using the standards found in policies FNAA (LOCAL) and GKDA(LOCAL) regarding limitations on content, the Executive Director of Administration shall approve or reject submitted materials within eight (8) days of the time the materials were received.

4. Upon receipt of approval from the District, the sponsor of the non-school literature shall deliver directly to the school campus the literature in divided sets of twenty-five (25).

5. All non-school literature must be picked up by the sponsor at the end of the ten (10) school days or the literature will be discarded by the principal or designee.

6. Posters and yard signs are not allowable on GCISD campus property. 

Literature for Students
A location at each campus has been determined as the place where non-school literature that is appropriate for distribution, as provided in local policies FNAA and GKDA, may be made available to students or others in accordance with the time, place and manner restrictions developed and approved by the Superintendent or designee, and herein further explained.

Approved non-school literature shall be placed in the designated location of the school for no longer than ten (10) school days of any month and is therefore available for students and parents to retrieve at their discretion.

Literature for Employees
Non-school literature intended for employees of the District may be placed in the campus or building breakroom for no more than ten (10) work days. Campus mailboxes may not be used to distribute non-school literature. However, the Election Code prohibits a school district from using District funds to distribute campaign materials, and the Ethics Commission has interpreted use of school facilities (including placing flyers on a table in the teacher’s breakroom) to be a prohibited use of District funds. Campus mailboxes and other means of mail distribution, including email, may not be used to distribute campaign materials.

Student Expression
Use of School Facilities for Nonschool Purposes - FNAB(LOCAL)
For purposes of the Equal Access Act, the District has established a limited open forum for secondary school students enrolled in the District. Each District secondary school campus shall offer an opportunity for noncurriculum-related student groups to meet on school premises during noninstructional time.
The District has not established a limited public forum for elementary school students to meet as noncurriculum-related student groups on school premises during noninstructional time. [See GKD for community access]

Sponsorship
Noncurriculum-related student groups shall not be sponsored by the District and shall in no way imply to students or to the public that they are school-sponsored. All letterheads, flyers, posters, or other communications that identify the group shall contain a disclaimer of such sponsorship.
District personnel shall not promote, lead, or participate in the meetings of noncurriculum-related student groups.
[For student activities sponsored by the District and having subject matter and purposes directly related to the school’s curriculum, see FM].

Requests
To receive permission to meet on school premises during noninstructional time, interested students shall file a written request with the principal or designee on a form provided by the District.
The students making the request shall indicate that they have read and understand the policies and rules governing nonsponsored, noncurriculum-related student groups and that the group will abide by those rules.
 
Approval
The principal or designee shall approve or reject the request within seven school days, subject to the availability of suitable meeting space and without regard to the religious, political, philosophical, or other content of the speech likely to be associated with the group’s meetings.
Approval to meet as a nonsponsored, noncurriculum-related group shall be granted for one school year at a time, subject to the provisions of this policy.

Meetings
The principal or designee shall designate noninstructional time for meetings of nonsponsored, noncurriculum-related student groups and shall assign each approved group an appropriate location and time.

Employee Monitor
The principal shall assign a District employee to attend and monitor each student group meeting. Monitors shall be present at meetings and activities in a
nonparticipatory capacity to maintain order and protect school property.

No employee shall be required to monitor meetings at which the content of the speech would be objectionable to the employee.

Publicity
All nonsponsored, noncurriculum-related student groups shall be given access on the same basis for publicizing their meetings and activities, in accordance with guidelines developed by the Superintendent or designee.

[For distribution of nonschool materials, see FNAA]

Violations
Failure of a student group to comply with applicable rules may result in loss of the right to meet on school premises.

In addition, students who violate applicable rules are subject to disciplinary action in accordance with the Student Code of Conduct.

Appeals
Decisions made by the administration in accordance with this policy may be appealed in accordance with FNG(LOCAL).

Annually, District varsity high school head coaches and sponsors (excluding assistant coaches and assistant sponsors) shall be permitted to conduct a fee-based camp in their primary sport or event and the District’s camp fee schedule shall apply. All camp requests shall be subject to UIL regulations and must be approved by the Executive Director of Athletics.

We are currently accepting camp applications online. Please visit our Community Use Website and register as an Organization Event Coordinator under Getting Started: New Users.

We are in the process of revising the Strength and Conditioning Administrative Regulation and Camp Fee Schedule. We will post the updated versions as soon as we have the final documents.

Summer Camps
Annually, District varsity high school head coaches and sponsors are permitted to conduct a fee-based camp in their primary sport or event and the District’s camp fee schedule shall apply. All camp requests shall be subject to board policy and UIL regulations and must be approved by the Executive Director of Athletics.

Flyers
Flyers for your programs must include the following:

•  Registration fees

•  Participation Fees

•  Instructions on payment

•  Disclaimer stating GCISD is not responsible for the contents of this flyer, nor does GCISD endorse any products and/or services referenced in this flyer. The disclaimer must be in at least 12 point font, bold print, undelined and conspicuous so that it is not missed.

•  Release of Liability Statement releasing the District from liability for personal injury and/or damages to personal property [refer to GKD(Local), page 7: RELEASE OF LIABILITY]. 

  • Example:

    • Release of Liability: I understand that GCISD is released from all liability for personal injury and/or damages to personal property associated with this camp. 

• Signature line for the release of liability statement

• All flyers must be approved by Operational Services and the Executive Director of Administration before distribution. Please refer to the rules on distribution of literature.

Employee Wellness
The District allows employees to use certain facility areas in support of their physical and overall well-being. Please visit the Employee Wellness regulation for details.

The District has a limited public forum, permitting distribution of non-school literature (that over which the District does not exercise control) only at certain times and places under specified conditions. At all other times, the District’s facilities remain a nonpublic forum. The District’s limits on expression must be viewpoint neutral and reasonable.

Manner & Procedure
All non-school literature intended for distribution to students and/or District employees on District premises immediately before, during or immediately after the school day shall be submitted to the Director of Student Services for prior review in accordance with the following:

1. Materials shall include the name of the organization or person sponsoring the distribution.

2. Materials shall conspicuously,in bold print, contain a disclaimer stating:GCISD is not responsible for the contents of this flyer, nor does GCISD endorse any products and/or services referenced in this flyer.

3. Using the standards found in policies FNAA (LOCAL) and GKDA(LOCAL) regarding limitations on content, the Executive Director of Administration shall approve or reject submitted materials within eight (8) days of the time the materials were received.

4. Upon receipt of approval from the District, the sponsor of the non-school literature shall deliver directly to the school campus the literature in divided sets of twenty-five (25).

5. All non-school literature must be picked up by the sponsor at the end of the ten (10) school days or the literature will be discarded by the principal or designee.

6. Posters and yard signs are not allowable on GCISD campus property. 

Literature for Students
A location at each campus has been determined as the place where non-school literature that is appropriate for distribution, as provided in local policies FNAA and GKDA, may be made available to students or others in accordance with the time, place and manner restrictions developed and approved by the Superintendent or designee, and herein further explained.

Approved non-school literature shall be placed in the designated location of the school for no longer than ten (10) school days of any month and is therefore available for students and parents to retrieve at their discretion.

Literature for Employees
Non-school literature intended for employees of the District may be placed in the campus or building breakroom for no more than ten (10) work days. Campus mailboxes may not be used to distribute non-school literature. However, the Election Code prohibits a school district from using District funds to distribute campaign materials, and the Ethics Commission has interpreted use of school facilities (including placing flyers on a table in the teacher’s breakroom) to be a prohibited use of District funds. Campus mailboxes and other means of mail distribution, including email, may not be used to distribute campaign materials.