It is the policy of the Upper Grand District School Board (UGDSB) to make its Facilities available for Community Use in a manner that is both fair and equitable. The Community Use of Schools (CUS) Program works in partnership with the board’s staff and its diverse communities to foster an ongoing relationship of interaction and intercommunity. The CUS Program supports the objectives of the UGDSB and works to protect the board’s property, staff, and role in the community. The CUS Policy addresses the use of Facilities during times that such Facilities are not required for school programs or board related activities. The CUS Program primarily occurs after regular school hours.

Community Use of Schools and Facilities Handbook

The Community Use of Schools and Facilities Handbook has been prepared to answer your questions about the Community Use of Schools (CUS) Program at the UGDSB. It is expected that every applicant will read the Community Use of Schools and Facilities Handbook as a condition of use.

Should you have any remaining questions not answered by the Community Use of Schools and Facilities Handbook, please contact the Community Use of Schools (CUS) Office Assistant, using the contact info below, or email community.use@ugdsb.on.ca.

To book a Facility with the Community Use of Schools (CUS) Program, please go to UGDSB Community Use of Schools booking portal.

A CUS Applicant that currently has a booking with UGDSB is considered a Previous User. A Previous User can submit an application for the next school year. The Previous User Application period runs from July 1st to August 15th. Previous User bookings must be for the same Facility, same days of the week, and same times as the previous year, otherwise it will be considered a New Application and will be denied.

All New Applications for available space for the school year will be accepted as of September 15th. When the Application is processed the CUS Permit will be emailed to the Applicant. The Permit may take up to three weeks to be processed.

Bookings are the responsibility of the Community Use of Schools Applicant. UGDSB will not create an account or submit an application on behalf of a CUS Applicant.

Please utilize the booking tutorials and videos; it will make the booking process much easier.

Viewing Available Facilities

You will have the ability to view available Facilities online. Finding available Facilities is the responsibility of the Community Use of Schools Applicant.

Schools are not available to be booked for the Community Use of Schools (CUS) Program during regular school hours. Due to the nature of our booking software, it may appear that school Facilities are available for CUS during regular school hours. This is not the case. On school days, CUS is available after 6PM to 10PM in elementary schools and 7PM to 10PM in secondary schools. On weekends, CUS is available from 8AM to 10PM in both elementary and secondary schools. CUS Applications requesting bookings outside of the designated available hours in schools will not be approved.

Once logged in, to view the availability of a school, click on the calendar icon in the top right-hand corner of the screen. Once clicked, a quick tutorial on the calendar function appears.

The calendar will show the most up to date availability, but due to time delays between the application being submitted and approval, the calendar will not always be 100% accurate. Please do not assume that your booking is finalized until you have received your CUS Permit or received confirmation from the Board.

The Community Use of Schools Permit Request

Once logged in, you can then create a Community Use of Schools (CUS) Permit request. Click on the “Create new permit request” button. A tutorial is then available to help you create your CUS Permit.

Insurance

A minimum of $2,000,000 liability insurance certificate naming the Upper Grand District School Board as an additional insured, must be received at the Board office within ten business days of submitting a Community Use of Schools (CUS) Application. Should your CUS Event occur within the ten business days of applying, your insurance certificates must be in the Board office on the same day as your CUS Application.

Each CUS Permit must have its own certificate of insurance on file at the Board office prior to the start of a CUS event. CUS Permits will be cancelled without proper insurance on file.

Login

In order to fill out a Community Use of Schools (CUS) Permit request you must first login into the CUS website at UGDSB Community Use of Schools booking portal.

The first time you log in, you will need to input your contact information. It is important that you input a valid email address as a great deal of the permitting process is email based, including receipt of Permits and most communication. It is also important that you include accurate and detailed information in the Permit Application.

Once you have created an account and logged in, you can check space availability of school Facilities, fill out a request for a Permit, submit an Application to book school space, check the account and status of a Permit, complete the booking process, generate a CUS Permit, upload the required insurance certificate, pay for bookings online, and check billing history.

If you have trouble logging in, please contact the Community Use of Schools (CUS) Office Assistant by email: community.use@ugdsb.on.ca

Payment

Payment is expected in full upon receipt of your Permit. Credit card usage is the easiest and most efficient method of payment for your CUS Permit. Payment can be made online through the CUS website UGDSB Community Use of Schools booking portal or by cheque. All CUS Permits have a non-refundable Administration Fee of $39.55 ($35.00+HST). Any changes to a CUS Permit will result in an additional Administration Fee charged to your account.

Inquiries should be directed to: 

Please reach out to the Community Use of Schools (CUS) Office Assistant.

Please note:

• contact the Community Use of Schools (CUS) Office Assistant if after reading the CUS and Facilities Handbook and watching the introduction video/ebase tutorial, you still have questions or need further assistance with your account, ebase, submitting a permit application, cancelling a permit or booking, payment inquiries, need to relay a message, or want to express a concern.

• please note that as the Permit Holder, and following the CUS process, you would be expected to set up your account, submit permit applications in ebase, cancel permits or bookings, make payments, and relay messages within your ebase account.

General Inquiries Email:

If you have any general inquiries or questions, please reach out using the Community Use of Schools (CUS) email - community.use@ugdsb.on.ca

• Community Use of School Facilities Handbook (PDF)

• Community Use of Schools and Facilities Policy (PDF)

Please note – when schools are closed, Community Use is cancelled. For information on bus cancellations and school closures visit the Wellington-Dufferin Student Transportation Services website