1) How long before my event should I request a permit?
Approvals may take several weeks in the fall ( Sep- Dec ) due to the high volume of requests being processed for the upcoming year. When requests slow, approvals can be granted in a few days. Applications should reflect this process - advanced planning and lead time is MUCH appreciated!! You can begin inputting new permit applications July 1st for the next school year.
2) Do all schools cost the same?
No.
ie. Rental costs for Elementary school gyms differ from Secondary school gyms. Please refer to our rental rates on our website for further detail
3) Why do you need to know how many participants?
Our on-site staff need to be aware how many people will be entering the building and the Board needs to maintain capacities of spaces under the maximum allowed. It is your responsibility to supervise the conduct of everyone who enter the building, so you must ensure that it is within your capability to adequately supervise a large number of people as well. This information is also required for Ministry reports.
4) Can we rent out classroom space?
Classroom space in our Schools can be requested by outside groups, but it is up to the Principal whether permission will be granted
5) What if I want a room that is not listed?
Typically, gyms, auditoriums and cafeterias are spaces approved for community use. If you wish to use another space not listed in ebase at a particular facility please contact the Facility Rental Office for direction.
Note: Specialized areas are not available for community use eg. Weight/Exercise rooms, Music/Dance rooms, Libraries, Computer Labs, Food Studies and Technological areas and Staff rooms.
6) What times can I request?
On a school day, you can request anytime between 6pm and 10 pm. Some exceptions apply as all of our schools are not staffed until 10pm. On Saturdays times are limited to 8am-10pm and Sundays 8am-6pm
Use is not allowed on summer evenings, holidays/ breaks, or religious observances
7) What does the red highlighted area mean?
Red indicates that there is a conflict with the date. That particular space is not available during that time on the date you have requested. You can hold your curser over it to receive an explanation. Click on it to adjust the time, day or school. Conflicts can be removed by clicking 'remove'. All board holidays (including March Break, Christmas and summer) may show as conflicts because schools are not open
8) Our group wants to use school equipment.
Permit holders can only select the use of tables and chairs, (input quantities), bleachers (where available), and volleyball standards and nets (where available)
Balls/ goals/ nets and other sporting or recreational equipment must be brought in for each booking and supplied by your own group.
9) What if we need to make changes to our permit once we have input it and/or it is approved?
Please try to make the changes yourself using the edit function in the permit application prior to contacting the CUS Supervisor and detailing the changes.
10) If I have a question about my permit what should I do?
There is a 'discussion' option in your permit. Enter your question here and the Facility Rental Department will respond within a few days. If you do not get a response within the permit, please call 905) 525-2930 ext 1776
11) Once I submit my request is it approved?
No, there may be other requests ahead of yours that are awaiting approval. It may have appeared that the facility was available, but it may be competing with another submission for approval. Keep checking your status within the system - Once it shows a green approved icon beside it, you may submit your insurance, hold harmless agreement and pay before using the facility.
12) How long will it take before my request is approved?
In the first few weeks of the school year, the volume of permits is extremely high. At this peak time, it could take several weeks to gain an approved permit
PLEASE RESPECT THE PROCESS AND WAIT TO OBTAIN AN APPROVED PERMIT BEFORE ENTERING ANY FACILITY
YOU AND YOUR GROUP WILL BE LIABLE IF YOU USE A FACILITY WITHOUT AN APPROVED PERMIT
Through the school year, when sheer volume of requests has slowed, approval could be as quick as a day or two.
13) How will I know if my permit is approved?
Once your permit has been approved, you will receive an e-mail copy. If you are checking on ebase, a green "approved" icon will appear next to the permit number. There may be some dates missing from your original request or times may have been altered based on availability. Be sure to check the dates in the bookings listing area of your permit.
PRINT OFF A COPY OF THE APPROVED PERMIT AND CARRY IT WITH YOU - IT HAS EMERGENCY INFORMATION AND YOU MAY BE REQUIRED TO SHOW THE CARETAKER IN ORDER TO GAIN ENTRY
IT IS THE RESPONSIBILITY OF THE ACCOUNT HOLDER FOR THE ORGANIZATION TO ENSURE ALL COACHES AND ON-SITE SUPERVISORS OF AN ACTIVITY HAVE A COPY OF THE APPROVED PERMIT AS A REFERENCE
14) Are schools open on PA days?
Yes - Because schools are open for professional activities, our schools are staffed. The principal will make efforts to adjust caretaking hours so that outside rentals can be accommodated
15) What do we do if the school is not open when we appear for our approved rental?
The HWCDSB always has a manager on call. Call 905) 525-2930 ext 2992 for plant manager on call
If you can’t get hold of the manager call CUS Supervisor’ cell 289 922 9546 or Security 905) 522-6680.
These numbers are always on your permit for your convenience and it is posted on our website. You may need to provide a facility code when calling Security – If so, refer them to plant manager or CUS Supervisor for verification
16) How do I change my account information or update it?
Please go to the OPTIONS icon located at the upper right hand of your account page. Here you can update insurance policy information, your contact information or password.
17) What is your policy on INCLEMENT WEATHER and cancellations?
WEEKDAY evening rental bookings are automatically cancelled when schools are closed during the day due to inclement weather.
For WEEKEND bookings, school closure and subsequent rental cancellations are at the discretion of the Director of Education and are done so before 7am. Every effort will be made to co-ordinate snow removal and school opening for events, however in severe instances; opening may be delayed or cancelled.
18) Where do I find my accounting information so that I may pay my bill?
When a permit is approved, you are automatically sent a copy via email. This is also your invoice, but you can download and print copies from an excel spreadsheet located next to your listing of permits within the billing section of your account
19) How do I know dimensions or particulars of a space I want to book?
In creating your permit, when you select the space type [ie gymnasium], you can hover over it and a box will pop up highlighting the other details like dimensions, whether or not it has tile/wood or cork floors, a glass backboard, etc....
There is also a question mark beside the space. If you click on it, it will reveal specifics about the space you are about to book.
This way you can select and compare to get the space that best suits your needs NOTE: Where known, maximum capacities for auditoriums and cafeterias are listed
20) What if I need the gym for the first few weeks of school for tryouts?
Please indicate “TRYOUTS- URGENT “on the nature of your activity of your permit application - that information will be used to expedite and highlight to the CUS Supervisor that you need the gym on an urgent basis.
All other requests will be deemed regular requests and remain in queue
21) How do I upload my certificate of insurance ( COI ) and scanned copy of my Hold Harmless Agreements ( HHA ) to complete the permitting process?
Please go to the options icon within your online account.
There are tabs across the top. Click on Files and browse to find the location of your COI or HHA forms on your desktop
Hit the submit button and it should now show that the document is loaded under your files. You can monitor whether your insurance on file is current or needs to be updated here as well.
It is your responsibility to provide and maintain updated insurance coverage.
Automated email messages are sent to remind you of your insurance expiry so that you have advanced warning and time to renew your policy and resubmit
22) How do I get yearly updates on my role and responsibilities as a site supervisor / permitholder ?
Attendance at the Board’s mandatory yearly in-service is required in order to obtain information on changes to the permitting processes/ policies. Sessions will be held annually in August-September timeframe. Please make sure that everyone in your organization has been educated as to the changes and conditions of use. Non-compliance may result in permit cancellation or loss of renting privileges at the HWCDSB