Anyone using an SFUSD facility outside of the regular school day must have a permit, and must pay permit fees – including nonprofit groups, public agencies, and private or commercial users. Even SFUSD staff or a parent group needs a permit for events that require custodial services.
Only a school’s own committees or organizations – such as the School Site Council, ELAC, or PTA – can have a meeting outside of school hours without needing a permit, if the principal determines that no custodial services are required for this meeting.
Please note that if your program is related to ExCEL afterschool programs or a Beacon program, you may not need your own permit. You should coordinate directly with the ExCEL or Beacon site director and try to include your program on a global facility use permit.
Important facts about all SFUSD facility use permits
It is possible to have a permit that lasts for the fall and spring semesters of the school year. All school-year permits expire at the end of the spring semester (on the last day of school in the spring). You can obtain a permit to use SFUSD facilities during the summer, but we have special procedures during the summer because of the limited availability of our facilities.
Here’s a general overview of the permit process. (For more information please see the detailed instructions, below.)
The following user groups are exempt from the permit application fee: SFUSD departments and schools; PTA and other formal school-site parent groups; ExCEL and Beacon program providers; and programs/events where at least 75% of the participants are SFUSD students, staff or families.
SFUSD has a new, online form for all Facilities Use Permit applications!
You should work with the principal or their designated staff to clearly define the facilities you intend to use before you complete the permit application. You should also be prepared to provide details of the “Where, When, What and Who” related to your facility use.
Be sure to carefully read the entire permit’s Terms of Agreement before signing it: this is a formal, legal document. Your signature is required on page 5 of the permit application (and on any addenda); you also need to initial the permit on page 5, sections 16 and 17.
When using any gymnasium or indoor basketball court, permit holders must require everyone participating in the use of SFUSD property to wear footwear with non-marking soles.
When using District grass fields or play areas, permit holders must not allow anyone participating in your use of SFUSD fields to wear cleated shoes, or any other footwear that could damage or destroy grass or turf.
Only SFUSD staff may use district computers or computer equipment. Permit holders who are not SFUSD employees are not allowed to use District computers or equipment, or to plug any equipment into the District network systems at any time.
As a convenience, permit holders may be given permission to connect to the SFUSD GUEST wireless signal at sites with access to this service. (Please verify this with the site).
Please note that this service is offered as a convenience, and there is no guarantee that a wireless signal will be accessible or supported at any given site on any given day.
To use this network, connect to the wireless SFUSD-GUEST signal on your device, open a browser, and accept the Terms of Service on the displayed web page. After two hours you will be required to connect again, to limit excessive use of this shared, free service.
The cost for your permit will depend on the times, activities, and the spaces you request in your permit application. Any use of SFUSD’s facilities incurs costs to the district, including direct costs (for things like maintenance, utilities, furnishings, supplies and equipment) and indirect costs (including staff to handle the applications, manage permits and handle invoices).
In addition to these expenses, there are costs for staff and personnel to support permitted facilities use: custodians, security guards, kitchen staff, and technical personnel.
SFUSD has updated our facility use permit fees, effective July 15, 2014. Please see more information about the fee structure at www.sfusd.edu/rentingfacilities, or contact the district’s Real Estate Office at (415) 241-6090.
After filling out your online permit application, you can also generate a page with itemized, estimated fees. Please note that these estimated fees are subject to change based on review of your application and any staffing required by your requested facilities use. These fees will be confirmed by the Real Estate Office when your permit application is reviewed and approved.
SFUSD’s general guidelines require security guards for programs or events where:
If your permit application meets either of these guidelines, please submit Addendum B, Security Contract (signed by the principal) with your facility use permit application.
Principals and the Real Estate Office have the right to require security and/or police protection for any event, program or activity. The permit holder is responsible for all security costs. The principal may also waive the security requirement based on past experience with the user group. The principal needs to indicate on your application form whether security is needed or not needed, by checking the box on Page 3 of the permit application.
If security services are required and SFUSD security staff is not available, you will be required to hire security services at your own expense from an SFUSD-approved security company. Applicants must provide the Real Estate Office a fully executed contract verifying the Applicant has purchased security service to cover the entire time of the event. The fully executed contract is due at least 15 business days prior to the first requested date of use.
After filling out the permit application forms online, you need to print your completed Facilities Use Permit application and submit that to the SFUSD’s Real Estate Office at least 20 business days prior to the first requested date of use. Be sure the application includes all required signatures and applicable addenda, the required insurance certificate and endorsement, and the non-refundable $50 application fee. Submit your application to:
SFUSD Real Estate Office
135 Van Ness Ave., room 116;
San Francisco, CA 94102
The Real Estate Office will not accept any permit application submitted less than four business days prior to the first requested use date. Permits will be accepted as late as four business day prior to the first use date only if the permit application is complete, with all required signatures, all required addenda, insurance endorsements, and full payment.
For most facility use permit applications, the $50 non-refundable application fee is due when the permit application is submitted to the Real Estate Office, and the application will not be accepted without the application fee.
Public departments from the City and County of San Francisco, State of California, or Federal agencies will be billed for the application fee, and are not required to submit the $50 non-application fee with their permit application.
These permit applicants are exempt from the $50 application fee:
The SFUSD Real Estate Office will review the permit application and addenda, and will send you an invoice within five business days after the facility use permit application is submitted to the Real Estate Office. The invoice will itemize all permit fees, which include fees for the facility use itself, as well as staffing costs (for custodians, security, kitchen and technical services staff). Full payment of any applicable permit fee is due no later than four business days prior to the first requested date of use.
You must notify the Real Estate Office of any changes to the schedule or facilities on your approved Permit. You must provide a copy of your Permit showing handwritten revisions initialed by the principal. You will also be responsible for any additional fees resulting from these changes, per Section 21 of the Terms and Agreements (“Fee for Cancellation/Change”).
To cancel an approved Permit you must give written notice to the Real Estate Office at least four business days prior to the first requested use date. For cancellation at least 10 business days prior to the first requested use date the District will refund your permit fees, minus 15%. For cancellation from 4-9 business days prior to the first requested use date, the District will refund fees minus 30%. No refund will be issued for cancellation less than four business days prior to the first requested use date.
Anyone besides SFUSD staff who use the building outside regular school hours must have a permit, and must pay for custodial services. Even SFUSD staff or the school’s parent group needs a permit for events that require custodial services.
SFUSD’s schools are being used more than ever – and it’s harder to keep them clean and safe for our students and staff. Many sites struggle to control rodents, roaches, fleas and other pests. While many people believe they won’t make a mess, or can clean up after themselves, in fact nearly everyone uses the bathrooms and impacts garbage and waste collection.
District procedures require SFUSD custodians to clean school bathrooms before children arrive in the morning; deal properly with the garbage and compost; and use non-toxic cleansers to ensure student safety. For these reasons, anyone using the building is required to have a permit, and to cover the costs for custodial services.
If unable to gain access to school property, please call the emergency number: (415) 695-5665.
Please make sure you a have a copy of the approved permit with you. Opening of the school facilities for use will depend on you showing a valid, approved permit to the custodian or SFUSD security staff on site.