Buildings and Grounds Department
James Bosse, Director of Facilities
631-930-1500 / FAX 631-893-3217
Lorraine Carleton, Senior Office Assistant
Luann Dunne, Senior Office Assistant
Facility Use Permit Information
If your organization is interested in using school buildings or grounds in the West Islip School District for activities, an Application and Permit for Use of School Buildings or Grounds must be obtained and approved. Below you will find links to guidelines, fees, and regulations. Applications can be downloaded at the left or obtained at District Office at 100 Sherman Avenue.
Guidelines for submission of permit application(s) are as follows.
1. Regulations for Use of School Buildings and Grounds:
-Review, Sign and date
2. Insurance Requirements
A. Review Certificate of Insurance Guidelines and forward to your insurance carrier for issuance of required certificate(s). Certificate must read:
West Islip UFSD
100 Sherman Avenue
West Islip, New York 11795
West Islip UFSD, Board of Education, Employees, Volunteers and Committee Members
*District reserves the right to require alternative liability limits when applicable.
B. Indemnification/Hold Harmless Agreement must be signed and witnessed (does not require notarization)
3. Permit Application – NOTE: Permit Application is 2-sided
Application must be complete. Do not leave any blanks. Indicate n/a where applicable.
Incomplete applications will be returned
**Use of the High School Performing Arts Center or Track/Turf Field requires a signed
Regulations Guidelines form.
Please, allow four weeks for processing your application.
SCHEDULE OF FEES:
Reimbursement of Custodial Time
Monday - Saturday: $55.00
Regulations for Use of School Buildings and Grounds
1. The use of buildings and grounds is subject to the provisions of Section 414 of the New York State Education Law. The Board of Education has the authority to regulate the dates and hours buildings may be used. School activities take precedence in the use of school facilities and the district reserves the right to cancel any reservations.
2. Organizations are required to follow the facilities fee structure. An organization whose membership is comprised of ninety percent (90%) or greater of District residents may apply to use the facilities free of charge for activities that are permitted under State law. The District may request written verification of membership. Additionally, only those organizations that are recognized with not-for-profit status may use the facilities at no cost, and only if no cost for its use is incurred by the district. An applicant may show that it is a nonprofit organization by any of the following means:
a. Proof that the Internal Revenue Service currently recognizes the applicant as an organization to which contributions are tax deductible under Section 501(c)(3) of the Internal Revenue Code;
b. A statement from a State taxing body or the State attorney general certifying that:
i. The organization is a nonprofit organization operating within the State; and
ii. No part of its net earnings may lawfully benefit any private shareholder or individual;
c. A certified copy of the applicant's certificate of incorporation or similar document if it clearly establishes the nonprofit status of the applicant; or
d. Any item described in paragraphs (b) (1) through (3) of this section if that item applies to a State or national parent organization, together with a statement by the State or parent organization that the applicant is a local nonprofit affiliate.
3. Organizations with permission to use school facilities must be responsible for the conduct of participants and spectators attending a function. The permit is issued for a specific facility and time. Use of other areas is prohibited. Adult supervision is required at all times, for all events. No child may be in hallways or bathrooms without adult supervision. Organizations using athletic fields are expected to be courteous to residential neighbors.
4. Organizations utilizing the swimming pool must obey all state and local regulations governing the use of swimming pools. The organization must have one qualified lifeguard for each 75 bathers. The organization must provide the district with copies of certificates or documentation verifying lifeguard qualifications. The lifeguard shall not engage in activities which may distract from lifeguarding duties.
5. Parking is in designated parking areas only. Parking in fire lanes, lawn areas, or along yellow-striped curbs is prohibited. Driving vehicles of any type on the grounds or fields is strictly prohibited.
6. Smoking, the use of tobacco or illegal substances, gambling, or the possession/use of intoxicating beverages is strictly prohibited in buildings and on the grounds of the West Islip School District.
7. At the completion of an activity, organizations must ensure that all windows are secured; the area is clean and all refuse is placed in proper receptacles; and tables and chairs are cleaned and returned to their proper places.
8. Moving, modifying or dismantling any equipment, supplies or furniture is prohibited unless previously arranged with the District.
9. Eating and drinking in gymnasiums, auditoriums, libraries, labs, classrooms and the pool area is prohibited.
10. Any accident or incident which occurs on school property must be immediately reported by the person in charge to the building principal or head custodian.
11. If an event is canceled, the organizer or organization president must inform the Office of Buildings & Grounds immediately. Do not notify the event site.
Failure to adhere to the West Islip Regulations for Use of School Buildings and Grounds may result in the suspension and/or revocation of the permit. Organizations that fail to adequately supervise activities may be assessed a[n additional] fee for supervision and/or cleaning by district personnel.
New York Education Law Section 409-H, effective July 1, 2001, requires all public and nonpublic elementary and secondary schools to provide written notification to all persons in parental relation, faculty, and staff regarding the potential use of pesticides periodically throughout the year.
The West Islip School District is required to maintain a list of persons in parental relation, faculty, and staff who wish to receive 48-hour prior written notification of certain pesticide applications. The following applications are not subject to prior notification requirements:
A school remains unoccupied for a continuous 72-hours following an application;
Nonvolatile rodenticides in tamper resistant bait stations in areas inaccessible to children;
Nonvolatile insecticidal baits in tamper resistant bait stations in areas inaccessible to children;
Silica gels and other nonvolatile ready-to-use pastes, foams, or gels in areas inaccessible to children;
Boric acid and disodium octaborate tetrahydrate;
The application of EPA designated biopesticides;
The application of EPA designated exempt materials under 40CFR152.25;
The use of aerosol products with a directed spray in containers of 18 fluid ounces or less when used to protect individuals from an imminent threat from stinging and biting insects including venomous spiders, bees, wasps and hornets.
In the event of an emergency application necessary to protect against an imminent threat to human health, a good faith effort will be made to supply written notification to those on the 48-hour prior notification list.
If you would like to receive 48-hour prior notification of pesticide applications that are scheduled to occur in your school, please send:
The name of the school building
Your full name
Your day phone number
Your evening phone number
Your e-mail address
To: Mr. James Bosse, West Islip School District pesticide representative at 100 Sherman Avenue, West Islip, NY 11795, Phone number; 893-3200, fax number 893-3216.
Please feel free to contact Mr. Bosse if you have any questions.