Office of Realty - Policies and Procedures for Use of School Facilities and Grounds 

Contact

Department of General Services (DGS) Realty Office
2000 14th Street NW, 5th Floor, 
Washington , DC 20009

Phone: (202) 442-5199
Fax: (202) 442-9506

General Procedures for Use of School Facilities and Grounds

All persons and groups who wish to use DCPS facilities must complete the Application to Use Facilities form.

Recommendation for approval or denial of the requested facility usage by the school Principal is required before the Realty Office will process any application.

All recommended applications must be submitted in the Department of General Services (DGS) Realty Office at the least twenty (20) working days prior to the proposed use.

Applications can also be obtained at any area school or by contacting the DGS Realty Office.

School-Related Organizations

The following groups may use buildings and grounds, except leased facilities, at a reduced rate during normal hours for purposes not conflicting with the school’s operations and not generating any additional costs to DCPS:

• PTA’s and HSA’s
• Local School Community Boards
• Parental and School Advisory Committees established pursuant to federal and local laws
• City-wide education organizations or local affiliates of national educational associations
• Organizations providing volunteer support services to the school.

HSA/PTA are entitled to four free meetings per year outside of the normal operating hours of their schools.

Current user fees will be charged for anyone not listed above.

Prohibited Uses of Buildings and Grounds

The following will NOT be permitted in any school facility at any time:

• smoking
• alcoholic beverages
• gambling
• discrimination against any person on the grounds of race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, citizenship status, political affiliation, handicapped condition, or any other basis of unlawful discrimination under the laws of the District of Columbia
• any purpose that violates the Establishment Clause of the First Amendment of the United States Constitution
• no user or lessee shall be permitted to erect a sign on the exterior of the premises without prior written approval of the Chancellor

Insurance Requirements

Public liability coverage required is $1,000,000 per person for bodily injury and $3,000,000 maximum per accident. Property damage of $200,000 for any one accident and an aggregate of $500,000 are also required.

All users other than Government Agencies must sign the Assumption of Risk, Indemnification and Waiver Form. It is mandatory that the insurance policy includes as an additionally insured party, the District of Columbia Government.

Security for Events

All applications will be submitted to the DCPS Security Office for an assessment of the required security services in regards to the proposed use of DCPS buildings and grounds.    Applications received by the DCPS Security Office less than five (5) working days prior to the proposed use will not be processed, which may jeopardize the requested use.

Procedures for Submitting Use Facilities Application

Complete all information as requested on the Application to Use Facilities form and submit the application to the Principal for recommendation.  Incomplete and/or unsigned applications will not be processed.

Upon receipt of the application, the DGS Realty Office will respond in writing stating the terms and conditions, to include applicable fees associated with the usage.

Non-DCPS Users and non-DC Government Users will be required to execute and submit an Assumption of Risk Indemnification and Waiver Form , a valid insurance certificate, and all applicable payments to the DGS Realty Office, prior to the commencement of the activity.

User Fee Schedule

Each classroom

• $ 35.00/day
• $ 360.00/month

Gymnasium or Auditorium

• children’s event: $ 70.00/day
• adult’s event: $137.00/day
• $480.00/month

Kitchen: $ 70.00/day *
Cafeteria: $100.00/day
Field/Stadium for soccer or other vigorous sport: $95.00/hour

*A DCPS Food Service worker must be on duty when food is prepared in kitchens or if kitchen equipment is used. There is an additional charge for these services. Please contact the DCPS Food Services Office for current costs at (202) 576-7400.

Payments are by money orders or certified checks ONLY made payable to the D.C. Treasurer.

Additional Fees:

• Custodial overtime fee - varies (actual costs will be calculated on a per hour basis by the DGS Realty Office)
• Security Services fee - varies according to the contracted services

For additional information regarding vacant/closed school facilities, you may contact the Department General Services on (202) 727-2800 or TTY: (202) 724-4400.