Community Facility Use

Register an FMX Account

Step 1: Open an internet browser and navigate to https://napls.gofmx.com/register-community-member.
Step 2: Fill out the community member registration form. (Please note that all fields are required.)
Step 3: After filling out the form you will be sent an email with a confirmation link. Simply click the link to confirm your account and log in.
Step 4: Submit a current copy of your liability insurance to Catherine Neff, Fiscal Specialists at neff.4@napls.us. This is required to enable your account for schedule requests.

Login to FMX

Step 1: Open an internet browser and navigate to https://napls.gofmx.com.
Step 2: Log in with the email address and password you selected earlier.

Create a Schedule Request

Step 1: Click "Schedule Requests”, in the left sidebar, then click “+New request”.
Step 2: Enter the required fields (marked with an asterisk) and click “Save” to submit the schedule.
Step 3: Check your email for your request confirmation and a link to check the status of your request. New requests will have a “Pending” status until they have been approved by NAPLS.

Edit a Schedule Request

Step 1: Find the schedule request you wish to edit (on the calendar or in the schedule requests grid), then click Details (from the grid) or click More info and then Details.
Step 2: After making the necessary editing changes click Save.

Respond to a Schedule Request

Step 1: Find the schedule request you wish to respond to (on the calendar or in the schedule requests grid), then click Respond.
Step 2: Enter a response.
Step 3: Click Save to send your response. This will generate an email notification to all users involved with the request.

Accept the estimate for your Schedule Request

Step 1: Once your request has been approved, the NAPLS Facilities Team will provide an estimate for the cost of your event. You will be notified of this estimate with an email.
Step 2: To accept or decline your estimate click the link in the email or log into FMX and click the “Accept Estimate” or “Decline Estimate” buttons after clicking on the Schedule Request in the calendar.   NOTE: Clicking on “Decline Estimate” will cancel your request.
Step 3: If you accept your estimate you will be invoiced for your approved event.

Book: Administrative Guideline Manual
Section: 7000 Property
Title: USE OF DISTRICT PREMISES
Code: ag7510A
Status: Active
Adopted: April 1, 1995
Last Revised: July 1, 2023

7510A - USE OF DISTRICT PREMISES

Applications

Any organization or individual desiring to use District premises shall complete an application on the district webpage using FMX.

A. Completed applications for the use or school premises, when charges are involved, must be accompanied by a deposit in the amount of the minimum fee or an amount equal to ten (10) percent of the estimated fee, whichever is greater.

B. The Treasurer/CFO shall clear each application with respect to date, time and other arrangements and will provisionally approve or deny the use of school premises on the basis of Board policy.

C. The Treasurer/CFO will approve all requests and send an electronic record of the request to the building administrator or his/her designee. If the application is not approved, all deposits included with the application will be returned with the application.

D. Charges for school personnel shall be based on the appropriate rate of pay for persons in the respective job classification (custodian, cook, lifeguard, etc.) whenever extra pay for school employees is required as a result of the use.

E. All individuals or organizations whose programs involve physical activities must file with the District Treasurer/CFO a liability bond that "holds the Board harmless" for any and all mishaps. The organization must furnish a Certificate of Insurance showing evidence of the following minimum coverages:

Comprehensive General Liability

Bodily Injury $500,000 per each occurrence, $500,000 aggregate

Property Damage $100,000 per each occurrence, $100,000 aggregate

The Certificate must also indicate that coverage is afforded for Products Liability if food or drinks are sold or served.

F. The District reserves the right to demand sufficient time for full investigation, notice, and arrangements of all requests for the use of school premises and reserves first claim to the use of its own property. Cancellations may be issued by the Treasurer/CFO with or without due notice. All approvals are to be granted with this understanding.

G. In no case will those who have been granted permits assign, transfer, sublet, or charge a fee to others for the use of school property.

H. The applicant agrees to assume responsibility for all liabilities arising from the occupancy of buildings or grounds use. It is further understood and agreed that the School District assumes no obligation with respect to the use of such premises.

I. Contracts will be issued for specific parts (rooms) within a building. It is the applicant’s responsibility to ensure that no other parts of the building are entered.

J. The applicant will assume responsibility for securing police protection/traffic control resources when, in the School District’s opinion, such additional security/safety requirements are necessary, with costs borne by the applicant.

K. In the event that payment for fees, rentals, seminars, etc., is made by check and said check is returned for insufficient funds, closed account, or other similarly related circumstance by the respective financial institution, the Treasurer will make every reasonable effort to obtain indemnification to replace the returned check. Additionally, the Treasurer is authorized to assess a $50.00 service charge for each returned check. The service charge will be in addition to the amount owed for the returned check.

L. It is the responsibility of the Board of Education to ensure that the facilities used under this program are not used for any illegal purposes or in any manner inconsistent with the general principles of non-discrimination or first-come-first-served priorities.

M. Groups renting the natatorium will be required to furnish their own lifeguard(s). If a lifeguard(s) is not obtainable, the District will provide lifeguard(s) at the established rate. The lifeguard(s) will have earned a recognized level of certification, copies of which will be turned in to the District with the application for facility rental. Groups renting the natatorium will be responsible for all safety issues relative to the use of the facility.

N. The applicant agrees to assume all responsibility for all liabilities arising from the occupancy of buildings and grounds use, it being understood and agreed that the District assumes no obligation respecting the use of such premises.

Ineligible Users

Groups or persons will not be granted permits when the request is for activities that are in conflict or competition with District programs or not authorized by Board policy.

Regulations

A. Users must take reasonable steps to ensure orderly behavior and will be responsible for paying for all damage associated with their use of school premises or equipment.
​​​​
B. The District reserves the right to request payment of estimated fees in advance. In all other cases, final payment will be made to the Treasurer’s Office within one (1) week following the event or activity.

C. Users are prohibited from having weapons of any type on school premises at any time.  Violation will result in the user's immediate removal from school premises, cancellation of contract and forfeiture of paid user fees.

D. Smoking and the use of tobacco substitute products is prohibited in accordance with Policy 7434. All users are responsible for complying with this regulation.

E. Except for "service animals" required for use by a person with a disability, no other animals may be on school premises at any time.

F. The District may have a service animal removed from the school premises if the animal is out of control and the animal's handler does not take effective action to control it or the animal is not housebroken. The District is not responsible for the care or supervision of a service animal. The service animal is allowed to accompany its human in all areas the human is permitted to go.

G. Alcoholic beverages and controlled substances will not be permitted on District property at any time, provided that this prohibition shall not bar the possession/use of alcohol in observance of a bona fide religious practice

H. Decorations must be fireproof and shall be erected and taken down in a manner not destructive to District property. Decorations are subject to the approval of the building administrator. The use of open flames, such as candles, is permitted only with written permission from the fire marshal.

I. The user shall be fully responsible for all loss or damage to District property, including property of students and employees. Additionally, the user shall provide written notice to the District of any accident resulting in bodily injury or damage to District property caused by a person attending or participating in the program or activity. The notice must be provided within twenty-four (24) hours of the accident. Such written notice must include the name and address of the person involved in the accident, name and address of any witnesses, and details regarding the time, place, circumstances and nature of the injury or property damage.

Users must procure and maintain throughout the term of their use of school premises a public risk insurance policy with a reputable insurer, with an A.M. Best rating of A- or better, which: (A) indemnifies the Board in an amount not less than $2 million for any claims whatsoever arising out of the use of school premises by the user; and (B) names the Board as an additional insured under the policy. The user must present the policy or certificate of insurance to the District prior to the use of school premises. Such policy shall be considered primary, and any insurance held by the Board that may provide protection or benefits to the Board shall be considered excess.

Users shall indemnify and hold harmless the Board, its members, employers, volunteers and representatives, and all persons and bodies corporate acting for or on their behalf, against any claims, suits, demands, costs, expenses, and liability for damages to any person or property in or about the school premises from any cause whatsoever arising out of the use of school premises by user and its attendees/participants, and for any other sums in excess of those contained in any insurance policy procured by user relating to the use of school premises or for such amounts as may not be payable under any such insurance policy.

J. Requests for District-owned equipment are not included in the direct or indirect costs and shall be charged based on request and type of equipment.

K. The use of any materials on floors or other parts of the building is strictly prohibited without specific approval in writing from the building administrator.

L. Use of stages, furniture, and equipment must be arranged for in advance. Set-up and clean-up may be performed by members of the group using school premises, provided the responsible persons are listed on the application. Additional custodial services required for work not done satisfactorily will be paid for by the using group. Arrangements must be made with the building administrator for use of any special or extra equipment. Extra compensation paid employees for moving, operating, or supervising special or extra equipment will be charged to the using group.

M. Buildings will normally be open one (1) hour prior to the activity and for one (1) hour after its scheduled end, unless other arrangements are requested on the application and approved.

N. Use during summer vacation, on holidays, or during other vacation periods shall not conflict with building cleaning and renovating programs and will depend on the availability of building service personnel for supervision.

O. No unauthorized methods of obtaining funds, including any form of gambling, is permitted in District buildings or on District grounds.

P. A school custodian shall be on duty whenever school premises are being used except as exempted by the principal. The custodian will render custodial assistance in handling furniture and equipment and will be responsible for seeing that the premises are left in good order after the activity is over. The custodian's overtime, including clean-up time, will be charged at the appropriate hourly rate. Food-service personnel shall be required, in addition, when kitchen facilities are requested.

Q. Responsibility for enforcement of rules and regulations concerning use of District premises rests with the user group, and any infractions of the above regulations may be grounds for refusing to grant subsequent requests for the use of District premises. Additionally, users are responsible for the proper supervision, control, and accommodation of persons attending the activity, and must ensure that attendees/participants will only access/use authorized areas of school premises, and the entrances thereto.

R. Corridors, exits, and stairways must be free of obstructions at all times. Exits are to be lighted when school premises are in use. Members of audience or spectators must never stand or sit so they block exits, stairways, or aisleways.

S. The District will not be responsible for any loss of valuables or personal property.

T. Flyers, booklets, or other printed or audio-visual materials may not be distributed unless they relate directly to the activity for which the school premises are being used.

U. Non-marking gym shoes must be worn when using any gymnasium floor.

V. Playground facilities may not be used by any youth over the age of twelve (12) nor shall any person be allowed on playgrounds after dark.

W. Skateboards and other like equipment which constitutes a safety hazard to students shall not be allowed on District premises at any time.

No hazardous materials, including but not limited to, flammable materials or liquids, fireworks, pyrotechnic devices, explosives, poisonous materials or plants, strong acids or caustics, or dangerous animals will be brought onto school premises or used in any way, without specific approval in writing from the building administrator.

No rides or attractions, including but not limited to, trampolines, enclosed or air supported structures of any type (e.g., bouncy houses), climbing walls or ropes, shooting activities, including bows or arrows, or similar equipment or related devices will be brought onto school premises or used in any way, without specific approval in writing from the building administrator.

FEE FOR USE OF DISTRICT BUILDINGS

A schedule of fees for the use of District premises is determined annually based upon the following factors and as set forth in AG 7510B – Charges and Priorities for Use of School Premises:

A. The use of District premises for activities related to the educational program and District operations shall be without cost to the users, except that the users shall be responsible for any police fees.

B. The use of District premises for any nonprofit community use shall be without cost to the users, except that the users shall be responsible for any extra custodial and cafeteria employees fees and for any police fees.

C. All other organizations or persons granted the use of schools shall assume the charges as indicated (see AG 7510B), payable in advance, and the cost of such additional staff services as may be required.

Revised 10/96
Revised 10/97
Revised 10/23/17

© Neola 2015

How do I apply to use facilities at the New Albany – Plain Local School District?
Open an internet browser and navigate to https://napls.gofmx.com/register-community-member. Fill out the community member registration form. After filling out the form you will be sent an email with a confirmation link. Simply click the link to confirm your account and log in.  

Do I need to have insurance for my activity?
Yes. Prior to scheduling, the group or organization must provide a copy of its liability insurance policy as an attachment or contact the Administrative Office at 614-413-7118

How do we know that our group has been confirmed to use the facility?
Once a request has been made, it will be assigned a number and generate an email notification to you. You may view the status of your request at https://napls.gofmx.com New request will have a “pending” status until they have been approved by NAPLS.

Can I submit a request the same day I would like to use the facility?
Facilities use require a minimum of seven (7) business days to process your request.

How will our group be invoiced?
Once your request has been approved, the NAPLS Facilities Team will provide an estimate for the cost of your event. You will be notified of this estimate with an email. Once you have accepted the estimate, you will receive an email with an invoice attached.

When is payment due?
Any applicable fees must be received by the Treasurer a minimum of seven (7) calendar days before the scheduled usage or the use will not be permitted unless authorized by the administration.

Who do I make check payable to, and where do we send it?
Checks should be made payable to New Albany – Plain Local School District (NAPLS). To the attention of Catherine Neff, Fiscal Specialist at 55 North High Street, New Albany, Ohio 43054.

Why did our invoice increase after my activity?
Activities involving prolonged set-ups, use, clean-up, damaged property and/or special services may require an additional fee.

Where does the revenue collected from facilities usage fees go?
Fees assessed are to cover district personnel, heat, light, and maintenance of the facilities.

How do I cancel an activity?
Once you receive an estimate, you may click “Decline Estimate” and this will cancel the request. If you need to cancel after accepting terms, you will need to contact Catherine Neff, Fiscal Specialist at 614-413-7118. Cancellation fee may apply.

I called the school and got verbal approval for my rental. Is that all I need to do?
Although you may discuss your event with a NAPLS staff member, you still need to register with FMX and make the request online. See “How do I apply to use...” above.

I am renting a field/facility and it rained/snowed earlier in the day. How do I determine if the field/facility is open?
Check our school website for school closing information or call the administration office at 614-855-2040.  

My coach is a teacher at the school. Why do we have to have a custodian on weekends or when school is closed?
Liability

May I use the schools equipment?
Equipment usage is subject to availability. Equipment must be requested at the time of the initial request. If District personnel are required to be present during use of equipment, personnel rates will apply.

I still have more questions. Who do I call for more information regarding use of facilities?
Please contact the Administrative Office at 614-413-7118. 

Book: Policy Manual
Section: 7000 Property
Title: USE OF DISTRICT PREMISES
Code: po7510
Status: Active
Adopted: March 21, 1988
Last Revised: November 21, 2022
Last Reviewed: July 1, 1994
Prior Revised Dates: 3/94, 4/94, 8/94, 9/96, 10/96, 10/97, 11/97, 1/03, 2/03, 10/17

USE OF DISTRICT PREMISES

The Board of Education believes that school premises should be made available for community purposes, provided that such use does not infringe on the original and necessary purpose of the property or interfere with the educational program of the schools and is harmonious with the purposes of this District.

For purposes of this policy, the terms "school premises" or "premises" refers to all indoor and outdoor structures, facilities, and land owned, rented, or leased by the Board. The term "non-school hours" refers to times prior to and after regular classroom instruction on a day that school is in session, and any day that school is not in session, including weekends, holidays, and vacation breaks.

The Board will permit the use of school premises when such permission has been requested in writing by a responsible organization or a group of at least seven (7) citizens and has been approved by the Superintendent.

School premises shall be available for the below-listed uses. When there are competing interests, approval will be given according to the following priorities:

1. uses directly related to the schools and the operations of the schools (including giving instructions in any branch of education, learning, or the arts)

2. uses and groups indirectly related to the schools

3. meetings of employee associations

4. uses for voter registration and elections

5. departments or agencies of the municipal government

6. other governmental agencies

7. uses related to the public library, including a station for a public library or reading room

8. community organizations or groups of individuals primarily comprised of District residents/members of the community, including students (during non-school hours) and employees (when not working in the scope of their employment) formed or gathered for

   1. charitable,

   2. civic,

   3. social,

   4. religious,

   5. recreational (e.g., indoor or outdoor games or physical activities, either organized or unorganized, that are undertaken for exercise, relaxation, diversion, sport, or pleasure), and/or educational purposes, provided such meeting and/or entertainment is nonexclusive and open to the general public.

School premises shall also be made available to any certified candidate for public office and any recognized political party or organization for the purpose of conducting public discussions of public questions and issues. School premises shall be free of charge and available only during non-school hours. Users shall abide by all District policies, guidelines, and rules regarding the use of school premises and be liable for any damage incurred. However, school premises shall not be made available for the purposes of campaigning for any candidate for public office or any recognized political party, political cause or organization or issue. Further, under no circumstances shall school premises be used to raise funds for political purposes.

The use of school premises shall not be granted for any purpose that is prohibited by law.

Should all or any part of the District's community be struck by a disaster, the Board shall make school premises available, at no charge, for the housing, feeding, and care of victims or potential victims when requested by local, State, or Federal authorities. The Superintendent should meet with the Emergency Management Agency to establish a disaster preparedness plan in order to ensure that proper procedures are established to minimize confusion, inefficiency, and disruption of the educational program. (R.C. 5915.02-08)

The Superintendent shall develop administrative guidelines for the granting of permission to use school premises including a schedule of fees which, together with the costs used to determine such fees, must be approved by the Board. Such guidelines are to include the following:

1. Each user may be required to present evidence of the purchase of organizational liability insurance to the limit prescribed by District administrative guidelines.
    

2. Use of school equipment in conjunction with the use of school premises must be requested specifically in writing, and may be granted by the procedure by which permission to use school premises is granted. The users of school equipment must accept liability for any damage or loss to such equipment that occurs while it is in their use. Where rules so specify, no item of equipment may be used except by a qualified operator.
    

3. Users shall be liable financially for damage to the facilities and for proper chaperonage.

No liability shall attach to this District, or any of its employees and officers, specifically as a consequence of permitting access to school premises.

Revised 3/94
Readopted 4/94
Readopted 8/94
Revised 9/96
Readopted 10/96
Revised 10/97
Readopted 11/97
Revised 1/03
Readopted 2/03
Revised 10/23/17

© Neola 2022

Legal

R.C. 3313.75 - .79, 3313.791, 3501.29
P.L. 98-377

Book Administrative Guideline Manual
Section 7000 Property
Title CHARGES AND PRIORITIES FOR USE OF SCHOOL PREMISES
Code ag7510B
Status Active
Adopted April 1, 1994
Last Revised July 8, 2019
Last Reviewed June 1, 2019

7510B - CHARGES AND PRIORITIES FOR USE OF SCHOOL PREMISES

This procedure is established to implement the Board of Education policy governing use of school premises. The following categories are established to determine priorities and a schedule of fees (effective September 1, 2019) for the approved users listed below other than regular curricular programs or activities, when designated school premises are available.

In all cases, emergency uses for disasters, shelter needs, and the like will take precedence.

Fee Arrangements and Priorities

A. Category 1: School Community and Community Non-Profit Groups based within NAPLS district boundaries

These groups are defined as extra-curricular programs or activities and programs or activities of student-initiated, non-school sponsored clubs and organizations.

Fees for Category 1:

For occasional use during usual hours of operation, no charges will be assessed. When custodial personnel are not normally on duty, the customary overtime costs for labor shall apply.

Charges for these groups will be limited to costs incurred for extraordinary activities involving prolonged set-up, use and clean-up, and special services (security) associated with major District-wide activities. In such cases, fees will be mutually determined between the requesting parties and the school administration.

B. Category 2: New Albany Parks and Recreation & New Albany Travel Teams within NAPLS district boundaries

Community groups affiliated with the schools include local organizations who have a direct connection to and/or directly support the District, such as PTA/PTOs, Booster Clubs, and the like. They will be granted second priority to available school premises.

Fees for Category 

C. Category 3: Residents, Private and Private Non-Profit Groups

Community nonprofit groups are defined as governmental agencies and groups of individuals primarily comprised of District residents/members of the community, including students (during non-school hours) and employees (when not working in the scope of their employment) which provide civic, educational, recreational meeting and entertainment, or cultural activities and are staffed by volunteers. Such community nonprofit groups will be issued permits for school premises during non-school hours on a third priority basis.

Fees for Category 3

D. Category 4: Commercial User

Private, for profit groups, defined as those primarily comprised of District residents/members of the community, including students(during non-school hours) and employees (when not working in the scope of their employment) who are requesting solitary, occasional or regularly scheduled use for an activity without educational, cultural, religious, or charitable goals, will be assigned fourth priority of available spaces during non-school hours.

Where extraordinary user requirements or services are required, permits will not be granted to Category 4 users. Permits for designated facilities, such as varsity fields, music rooms, and computer rooms, will not be granted to Category 4 users.

Fees for Category 4

Category 4 users will be charged fees based on the estimated expenses to cover heat, light, and maintenance, and these fees will be paid each time a facility is used. Length of use will not exceed four (4) hours unless specified by the Superintendent. For multiple building use or room use more than six (6) hours at one given time; the length and rate will be negotiated and approved by the Superintendent or designee.

When activities in Category 4 involve ticket sales or admission fees, an additional percentage will be charged based on the relationship of the admission price to actual costs.

SCHEDULE OF CATEGORY 4 FEES FOR DIRECT AND INDIRECT COSTS  

Category 4 users requiring the use of a custodian will pay the overtime rate of the custodian plus the Board’s share of retirement and worker’s compensation.

The use of kitchen facilities requires a cook on duty, with salary and the Board’s share of retirement and worker’s compensation paid by the user.

Extraordinary activities, defined as those requiring prolonged set-up, use and clean-up, as well as use of special areas, such as varsity playing fields, computer or music rooms, will not be approved.

Revised 10/96
Revised 10/97
Revised 9/99
Revised 9/02
Revised 6/03
Revised 10/23/17
© Neola 2015
Last Modified by Tamela Moody on July 15, 2019

If you are planning an activity at a District location and would like to have food and/or beverages provided by NAPLS Food Services department, you can contact Carol Hamilton, Food Service Coordinator directly at 614.413.8589 or by email at hamilton.27@napls.us.

If you are planning to provide your own or use an outside vendor, special permission is required prior to the event. Please include any such information in your online facility request.

The use of the school kitchen must be approved prior to the activity, and a staff member from NAPLS must supervise the use of the equipment.