eBASE for Community Use of Schools

November 2018

This document is intended for use by Principals, Secretaries and Custodians

This replaces previous document “Creating an internal permit 2017”.

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Table of Contents

Intro to Community Use and evening/weekend school activities 3

Staff login for eBase 3

Instructions for Creating an Internal (School) Permit 4

Using the Calendar in Community Use 6

Accessing Permits through the Calendar 7

Conflicts in Permit Times 8

Concerns with Evening and Weekend Renters 8

Cancellation of External Bookings 8

Changes to Existing Permits / Checking for updated version 8

Work Orders for Heating and Air Conditioning 8

Use of School Space by KPR Staff (prior to 6:00 p.m.) 9

Spaces available to Community Use 9

Site Visits/Equipment Requests 9

Use of School Space by Child Care Centres 9

Contact Information 9

Resources, including links to Ministry of Education site 10

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eBase for Community Use of Schools

Community rentals are open to public use at most locations…

Monday to Friday: 6:00 – 10:00 p.m. Saturday/Sunday (Secondary only): 8:00 a.m. – 3:30 p.m.

Community Use of Schools (CUS) manages all external rental requests for Kawartha Pine Ridge DSB. Although Board policy states that school use takes precedence over all other groups, when possible, we ask that schools reserve dates in advance in our eBase system. Completion of internal permits not only allows school staff to view all events happening in their school, but it enables Community Use the courtesy of providing sufficient time to renters should we need to cancel or re-schedule.

Internal permits should be created for all evening and weekend school activities, including but not limited to…

Book fairs Committee meetings Dances Fundraising events Graduation

Guest speakers Jungle Gym set-up

Movie nights Open Houses Photo days

Musicals, plays and concerts Parent Council meetings Parent/teacher interviews Sports practices and games Training sessions

Staff Login for eBase - https://kprdsb.ebasefm.com/auth/login

Login: Password:

The App for eBase can be found through KPR on the Web. If you do not have your login particulars which are specific to your position at the school, please contact:

Community Use of Schools Coordinator, ext. 2125 for Principals and Secretaries Maintenance Systems Control Clerk, ext. 2153 for Custodians

To access Community Use, click on the calendar icon.

Community Use / Status

Use this option to: review existing permits create new internal

permits.

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Instructions for creating an Internal Permit

To ensure that your permit is complete, it is important that you tab through all FIVE SCREENS to “Submit Permit”. A permit number will be generated upon completion.

Choose “Create new permit” 1st page - Details

Purpose: enter name of event for calendar (i.e. Sr. Girls’ Volleyball tournament) Attendance: enter maximum number of people participating Equipment: list all items the custodian needs to prepare (i.e. tables, microphone).

Staff are responsible for SR’s if tables or chairs are needed for school activities only.

2nd page - Bookings

Recurrence: options include -

single, daily, weekly, bi-weekly or monthly

Date range: click for calendar Times: include time for set-up

and clean-up Click off rooms required * Hit the + Add booking(s) button

again to finish this step. To add more dates, repeat the

process.

If the room space is highlighted in red showing a conflict, ignore this and click Yes. The CUS Coordinator will adjust the other bookings, if required.

* Please choose “Check all” if your school is holding an event and does not want community groups in the building.

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3rd page – Costs – this is not applicable to schools. Tab to next page.

4th page - Comments

Enter any special instructions for the custodian. If this is an after-hours event, please provide contact person and cell number under Event Supervisors.

If you are booking off space so that areas are not accessible to the public (i.e. stage off limits during play rehearsals, gym set-up for Jungle Gym), please clarify this in the Comments section and note the dates and times that custodial coverage is required.

5th page – Review and save

Once the permit is submitted, it will generate a permit number, as well as appear in eBase for the CUS Coordinator to view. If you did not receive an automated email with the permit number and copy attached, you will need to re-enter the request and be sure to complete all five screens.

Description of permit number….

Click on “Submit permit” to complete process

Year in which

permit created

Day – Month on which

permit created

Sequential # of permits

created that day

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If you have any questions or concerns regarding a permit, we ask that messages be sent through “Internal” discussions. This will ensure that a record of all communications and any actions taken will be accessible to Community Use and applicable school staff.

Using the Calendar in Community Use

To ensure that you see all current approved and pending permits …

… check off all three options under “View Options” in the drop down menu to the left of the calendar. An automated email is sent each time a permit is approved or changed. Staff can also check the calendar to ensure that they have the most up-to-date information.

The Legend allows you to determine the status of the permit at a quick glance.

Sample Calendar

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Accessing Permits through the Calendar Through the Calendars screen, there are two options:

(1) See a quick overview of the event, or (2) View and print the complete permit.

Double click on name of event (picture above) to see overview

(picture on right).

Double click on View # to see entire permit. To print off a copy of the permit, click here

Using the Agenda function under Calendar

Schools have the option of viewing a list of all monthly permits, current or expired, under the Agenda tab. This list includes the same information as shown above under Sample permit but covers all permits in a one-month period.

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Conflict in Permit Times Permit holders are asked to always keep a copy of their most up-to-date permit with them in the event of any discrepancies. Should there be a conflict in rental times or spaces, the custodian should ask to see copies of permits. If renters are unable to provide copies, the custodian can check the eBase calendar (see previous page for instructions).

Concerns with evening and weekend renters For a complete list of duties and expectations when working with community groups, please refer to the Community Use of Schools – Custodial Support Guidelines. Directions for how to deal with any issues that may arise are detailed on page 4 under “Overall”. Please remember to message CUS through Internal discussions if possible.

Cancellation of external bookings The Community Use of Schools Coordinator is responsible for cancelling bookings by external groups that conflict with school events. If for any reason a late cancellation is necessary, please be sure to contact Community Use as soon as possible.

Changes to Existing Permits Any updates made to an internal permit already approved will change the status from “Approved” to “Pending”. The permit will then need to be re-approved by the CUS Coordinator - this will in turn generate an automated email including a new copy of the permit.

When dates for school activities are changed, the open booking is typically offered back to any rental group who originally had the date on their permit.

Should there be any discrepancies between permits for one group, please check the date in the top right corner to determine which version is the most up-to-date.

Work Orders for Heating and Air Conditioning

Once permits are approved, it is the responsibility of the Head Custodian to complete Work Orders in eBase to ensure that proper heating, air conditioning and air handling units are in place for afterhours permit holders. Work Orders should be:

entered under “Controls”. For weekly rentals, a note can be included to show that the WO is either for the heating or cooling season so only one request is required.

include if the booking is for a sporting event or meeting/church group – this will determine the temperature setting.

If you have any questions regarding completion of Work Orders, you can contact the Facilities Department at ext. 2153 or 2149.

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Use of School space by KPR Staff If any KPR group requires use of space during the school day, they are responsible for contacting School Administration to make all arrangements and obtain permission. Any rentals starting prior to 6:00 p.m. is strictly the call of the Principal. Such events would include: workshops, training sessions, professional development and sporting tournaments. The document detailing the process and requisite form are saved as:

Procedures for Use of School Space prior to 6 pm.docx. Request for Internal School Permits (LiveCycle form)

To obtain copies, please contact the Community Use of Schools Coordinator.

If your school is not open to Community Use or if the KPR event will finish prior to 6:00 p.m., it is at the discretion of the school to enter an internal permit.

Spaces available to Community Use All areas in the school that are available for rental are listed under “Spaces”. This list should be reviewed each June by the school and CUS advised of all changes.

Site Visits/Equipment Requests

When a potential permit holder wishes to view a rental space, the CUS Coordinator will contact the head custodian to set-up a date and time for a site visit. Requests for equipment (i.e. tables, chairs, sports or tech equipment) are to be referred back to Community Use. This will ensure that all approved items are listed on the permit and any prohibited articles can be addressed (i.e. bouncy castles, floor hockey in gyms with hardwood floors and not vinyl sheet cushion floors).

Use of School Space by Child Care Centres

Permits can be found in eBase for all child care, community hub and recreation programs. If you have any questions or concerns regarding these rentals, please contact the Community Outreach Officer at ext. 2051.

Contact Information

If you have any questions, please do not hesitate to contact the eBase Coordinator at the Board office, ext. 2125: 705-742-9773 or 1-877-741-4577, rentals@kprdsb.ca. AFTER HOURS, please call the Facilities Emergency Line at ext. 2160.

Saved as: eBASE for Community Use of Schools.docx - November 2018

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Community Use of Schools and Child Care

Resources for Custodians and Admin Staff Link to eBase for staff, program includes tutorials

App found on KPR on the web: https://kprdsb.ebasefm.com/

Training Video for Custodians Located at: KPR on the Web/Department Sites/Facilities/ Custodial Operations/Community Use of Schools Training

Community Use documents-> KPR on the Web/Department Sites/Corporate Affairs

Custodial Support Guidelines for CUS

Outline of custodial duties and expectations.

eBASE for Community Use of Schools (this document)

Instructions on eBase login, entering school permits, work orders for heat/air conditioning, handling conflicts, etc.

Request for Internal School Permit and protocol

Directions for Ed Centre staff or visiting schools to book spaces (i.e. PD sessions, grad ceremonies, Track and Field events)

Request for Technical Assistance (New)

Form, including protocol, for completion by Board staff and permit holders requiring A/V services by school tech crews.

Resource Manual for School-Based Child Care (Update in process))

Outline of Ministry guidelines on sharing space. Developed in partnership with child care providers, KPR and PVNCC board staff, municipal and ministry reps. (To be posted shortly).

Laminated Posters A variety of posters are available on request.

Resources for Community Members

Link for community groups to start online process

http://www.kprschools.ca/en/our_schools/services/communityuse.html

Rules and Regulations http://www.kprschools.ca/en/our_schools/services/communityuse/communityuserules.html

Community Use of Schools Rate Chart

http://www.kprschools.ca/en/our_schools/services/communityuse/communityuserates.html

OSBIE insurance rates for KPR

http://www.kprschools.ca/content/dam/kpr/documents/OSBIERateScheduleForKPReffectiveFeb1_2018.pdf

Tip sheet “Checking for available spaces in schools”

Found under Links at www.kprschools/CUS

Ministry of Education - Links Community Use of Schools (CUS) -

http://www.edu.gov.on.ca/eng/general/elemsec/community/

CUS Effective Practices - http://www.edu.gov.on.ca/eng/general/elemsec/community/effective.html

Reference Guide - Early Years Accommodations in Schools http://www.edu.gov.on.ca/childcare/accommodations-schools-reference-guide-ey-en.pdf

rentals@kprdsb.ca or Education Centre – 705-742-9773, ext. 2125