Facilities Scheduling

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Community Use

The facilities of Walla Walla Public Schools are available for community purposes, provided that such use does not interfere with educational or district programs. District facilities are provided primarily for the education of students and that use will always be given first priority.

Walla Walla Public School District welcomes the use of its facilities by members of the surrounding community for all types of activities. Activities must be consistent with the best interests of the district and not interfere with the regular conduct of the educational programs.

For Non-School/Community Use events, the process begins with a paper Facility Usage Agreement (FUA) and Schedule Detail and Rules for Facilities Usage Form (SD). An application must be submitted at least 3 weeks prior to the first day of your scheduled event(s). The Events Coordinator can give you dates that are estimated to be available, and provide you with forms. Also, some events may require Facility Use Procedures and Fees.

All non-district organizations will be required to fill out a new FUA each year beginning August 1st. Therefore no requests for the next school year will be accepted before August 1st. After that, use of the districts facilities will be on a first come-first served basis.

PLEASE NOTE: 2013-2014 AAU teams will ALL be required to bring in a Completion of Concussion and Head Injury Training Form and proof of insurance. If you chose to affiliate with the YMCA AAU Club, you will need to provide these forms to the YMCA and they will issue you a letter which you can bring when you submit your FUA and Schedule Detail.

P rocedures regarding gym use

Gyms and rooms available for use are always at a premium for our community. It is important if you are not going to need a room you have scheduled, please contact the Events Coordinator as soon as possible.

Washington State Law requires that All Athletic Events have read Concussion Management for Schools and there is a signed Compliance Statement in your file with your FUA, Schedule Detail, and Insurance Information.

Please read the details regarding cancellations in Section 2 of the FUA. Scheduling rules particular to the Administration building: You may only schedule up to 4 months per request, with each request coming in no sooner than 1-2 months in advance of the first day of your scheduled event(s). The Administration building potentially has 3 rooms available for community use in the evening, and two rooms during the day. Again, district use will always take priority and your event may be bumped out of the rooms due to district business at any time. You will be contacted regarding your schedule change or cancellation via email.

After receiving your request, the site(s) approval process will begin and you will receive email regarding the status of your request.

When you receive an email stating your scheduled event has been ACTIVATED, this is your final approval and the site is reserved for you.

Scheduling a room and then not showing up to use it, arriving early, or leaving late, misusing district equipment or leaving the facilities in poor condition are all grounds for the district to prohibit your group from any future use of district facilities.

Make copies of the rules page as well as your final activation email and/or the signed, approved, Schedule Detail Report for verification of approval to use district facilities and have them with you during your event; these will act as proof to building security and/or custodians that you are authorized to use the facilities during the times specified.

Contact the WWPS Events Coordinator, Cindy Cutlip, at ccutlip@wwps.org or call 527-3017 from 8 AM to 3:00 PM. Email is the preferred method of communication by the Events Coordinator.

District Use

Using the FS Direct scheduler, Facilities Support has processed over 1000 events each month! That number continues to grow but the district has the tools in place to be successful in processing your request in a timely manner.

For district events, the process begins with an online Facility Scheduling Request. (Please read how below.) A request for district-use must be submitted at least two weeks prior to the event.

How to schedule a facility request

Step 1: Apply Online. You will be asked for your full district email address. Twice if you are new to the system to verify your email address. Making sure you are in the schedule request tab: On the form, complete the requested information. Note that fields marked with red checkboxes are required- all other fields are optional and will depend on the event.

Step 2: Choose a Schedule Type. Note that for most requests, NORMAL SCHEDULE is the best schedule type.

Please submit separate requests for separate events, as this makes dealing with conflicts within schedules much easier- Be careful! Make sure you have requested AM or PM correctly in your time slot.

(DO NOT USE THE "SPANS OVER" BOX- LEAVE IT AT 1 DAY)

Step 3: Now that you have your site, dates and times chosen, click the button. Your request is much more likely to be approved quickly if you have already checked for conflicting events.

Step 4: When asked what organization, please choose "Walla Walla Public Schools". All other organizations should fill out a paper Facilities Use Agreement, obtained from Cindy Cutlip, the district Events Coordinator.

Step 5: Fill in your phone numbers and email address in the contact information slots. All notification is made by email, so district email is required. WWPS district events do not need document #'s, invoicing, or insurance.

Step 6: Choose to make your event "Visible" on the public calendar, this way you will be able to see your request on the calendar- and so will everyone else!

Step 7: After completing the Facility Request you will be asked for a “password”. Your password is: "eventsup".

Step 8: The last step is to click the "SAVE" button, your requested information will be saved into the system and you will be notified via email that your request has been received. This email will give you a copy of the information that you have requested. This should NOT be regarded as final approval to use the site.

Step 9:As the request goes through the approvals process you will be notified of each person approving the request, until the final activation from the site. Activation is the final approval and represents confirmation that you have the site reserved.

Please Note: For after-hours events, you may be asked to provide proof of approval for use. Make copies of your request and final activation email for verification to use district facilities, and have it with you during your event.

Questions: Contact the WWPS Events Coordinator, Cindy Cutlip at ccutlip@wwps.org or call 527-3017 from 8 AM to 3:00 PM.