Use of School Space by An Outside Agency Through a Partnership Agreement Procedure

View the Use of School Space by An Outside Agency Through a Partnership Agreement Procedure (PDF)

The following steps outline the procedure for obtaining approval for use of school space by Outside
Agencies when the school space is being provided by the Durham District School Board (DDSB) at no
cost. An Outside Agency is an agency separate from the DDSB which is providing services that
directly benefit student achievement and align with Durham Directions. Section programs, Early Years, Child Care and After 
School Programs are not included under this procedure (see Appendix A).

1. The Outside Agency and the Principal of the school meet to discuss the possibility of the Outside Agency offering aprogram or services at the school.
2. The Principal may discuss this request with his/her Superintendent of Education/Area and request approval to proceed.
3. The Outside Agency contacts the Partnership Development Coordinator to collaborate in creating a partnership agreement, using the DDSB PPM #149 Collaboration Agreement template.
4. The Outside Agency completes a permit application form for use of the school space and faxes the application to the Partnership Development Coordinator (905.666.6922).
5. The Partnership Development Coordinator includes the information on the permit application in the partnership agreement, and takes the application to the Community Use of Schools Coordinator.
6. The Community Use of Schools Coordinator:
   • Checks to see if a current liability insurance certificate is on file for the outside agency
   • Consults with the Facilities Services and Business Departments to confirm that the school space is available at no cost.
7. Once space availability, current liability insurance, and cost are confirmed, the Community Use of Schools Coordinator issues the permit and e-mails the permit to the school and the Partnership Development Coordinator.
8. The Partnership Development Coordinator facilitates the process of finalizing the agreement and distributes thesigned agreement, permit, and other required documentation to the:

• • Superintendent of Education/Operations/Transportation
  • Manager of Capital Budgets
  • Relevant Area Superintendent
  • School Principal
  • Outside Agency
  • Community Use of Schools Coordinator

Original signed copies of the agreement are given to the Outside Agency and Community Use of Schools Coordinator.