Use of Facilities During School Day Requests

Community-based organizations or individuals may wish to provide presentations to students during non-instructional time.

They must make a written request to have such access, and their application must go through a review process.

Polk County Public Schools has specific procedures and guidelines for community-based organizations or individuals who wish to submit a request. These procedures have been established to ensure compliance with Florida Statutes (F.S. 1001.433), School Board policy, and district safety standards.

This webpage provides access to important information, requirements, and the application form.

Submission Instructions

• Deadline: Parties must submit the Use of Facilities During School Day Requests and all required documents at least 60 days (workdays regardless of posted district holidays) prior to requested presentation date. Here is the list of required documents:
  • Complete application
  • Proof of current nonprofit status or recognized military/government affiliation
  • A current Certificate of Insurance showing the policy limits and including the Additional Insured endorsement listing the School Board of Polk County
  • Signed Hold Harmless and Indemnification Agreement (on district-provided form)
  • All content that will be shared with students (flyers, brochures, handouts, presentations, etc.)
  • Flyer/announcement (if requesting communication access)
    Note: The flyer/announcement must include a statement that this is not an event sponsored by the School Board of Polk County.
• Groups email the completed application and attachments to [email protected] for review.

Key Reminders for Applicants

• Approval is contingent on availability of facilities during non-instructional time.
• Principals retain final scheduling authority; school-sponsored activities take precedence.
• Activities must adhere to all requirements related to the Parent Bill of Rights and including permission slips via an opt-in process.
• The district team reviews applications within 20 business days (excluding holidays) of their being submitted.
• Following a review, the organization will receive written tentative approval or denial with explanation.
• Final approval will be granted once all volunteers have complied with the district’s background screenings and passed all required checks.
• Denied applicants may appeal within 10 business days to the Superintendent; the School Board is the final authority per F.S. 1001.433.
• Incomplete applications or those submitted outside of the stipulated timeline will be denied and are not subject to appeal.
• Approval is limited to activities that adhere to all school board, state, and federal policies regarding discrimination and/or harassment.