Fees:

Information regarding Facilities Use fees are detailed below:

1. Use of facilities shall be without additional expense to the District.
2. Fees will be estimated in advance by ML Schedules.
3. Fees and/or rental charges will cover costs of wages for school personnel required to work events and utilities/products consumed.
4. The rental fee begins when set-up for the event begins by district staff.
5. If no set-up is required, the hourly fee begins when the user begins using the facility and ends whens the facility is cleaned and secured.
6. Actual fees will be billed following the event.
7. Under certain circumstances advanced payment and/or deposit may be required.
8. Please only submit requests for days and times needed. Fees will be charged for days and times requested and approved.

Payment:

Information regarding fee payment for Facilities Use Requests are outlined below:

1. Payment shall be due within 10 days of receipt of the invoice for facility use.
2. Payment shall be attached to a copy of the Facilities Use Request and sent to the Manhattan-Ogden USD 383 Business Office at the following address:

• Manhattan-Ogden USD 383
• Attn:  Business Office: Facilities Use Fees
• 901 Poyntz Avenue
• Manhattan, Kansas 66502

1. Failure to pay an invoice in a timely manner will result in cancellation of additional scheduled dates and/or denial of future facilities use requests.
2. Questions concerning fee payment shall be directed to the Manhattan-Ogden USD 383 Business Office at the contacts listed below:

Phone:  785-587-2000

Email: Jaime Gregory and Andy Hutchinson

Requestor Requirements:

1. The person requesting use of any school facility and the adult in charge must be 21 years of age or older.
2. The adult in charge must be in attendance during the event(s) and assumes responsibility for costs to repair/replace any portion of the facility or facility equipment which is damaged while the building is being used by the group/organization specified on the Facilities Use Request.

Supervision Requirements During The Event(s):

1. The adult in charge is required to provide adequate supervision of all participants and spectators.
2. Failure of the requestor to provide supervisory or security personnel will result in cancellation of future use by the group/organization.
3. If District provided supervision and security is required, the user will be responsible for that expense.
4. The adult in charge is required to arrive prior to the gathering of the group and remain until all participants have left the facility and the facility has been inspected and secured by the school employee on duty.

Areas of Use:

1. Use of the building is strictly confined to the area(s) designated on the Facilities Use Request Form.

Use of School District Equipment:

1. Use of stage lighting, scoreboards, game clocks, sound systems, PA systems, etc. shall be permitted only with prior approval and must only be operated by trained and approved personnel.
2. Use of school equipment will result in additional fees.

Prohibited Items and Conduct:

1. Tobacco use, drug use, alcoholic beverages, gambling and/or other improper conduct within the building or on District grounds is prohibited.
2. Use of fireworks, open flames, pyrotechnics, etc. are prohibited within any District building and on District grounds.

District Staffing and Care of Facility:

1. A building custodian or district staff member is required to be on duty/present during use.
2. If a Building Administrator or the Director of Maintenance deems it necessary to have additional school personnel on duty for setup/clean up and/or supervision, these additional costs will also be charged to the group renting the facility.
3. Groups using the facility at no cost other than utilities must leave the facility clean and orderly.
   • Failure to leave the facility clean and orderly will result in a custodial fee being assessed.

Cancellation:

1. District cancellation
   • The District reserves the right to cancel Facilities Use Requests if the facility is needed for school purposes.
   • In the event of a school cancellation or school closure, either due to inclement weather or other circumstance, use of the building will not be available on the day of the cancellation or closure.
   • School cancellations due to inclement weather are announced utilizing the following outlets: ParentSquare, USD 383 social media accounts, USD 383 website, and local media.
   • If a Requestor’s specific day and time is cancelled by the District, either for inclement weather or any other reason, the Requestor will not be charged for that specific day and time
2. Requestor/User Cancellation:
   • Cancellation by the Requestor/User must be emailed to the Building Administrator of the building being used a minimum of 24 hours prior to the scheduled use time.
   • Failure to notify the Building Administrator of the cancellation 24 hours in advance will result in staffing fees being assessed.
   • Utility Fees will still be assessed in the event of a Requestor/User cancellation.

If Manhattan-Ogden rules and regulations are not adhered to, future use of district facilties will be denied.

You will need to create an account with ML Schedules before you can submit a usage request. Follow the instructions for registering an account using their basic user guide. You may also watch a video of how to register a new account

1. Access the ML Schedules login screen using your district-specific URL - USD 383 ML Schedules Registration.
2. Select the Create New Account command. A Register screen will be displayed to enter information about yourself and your Group(s).
3. From the Register screen, enter all of the requested data including:
   1. Name
      1. First and Last Name
      2. Email address including confirmation
      3. Password with confirmation
   2. Group Information
      1. Your Group’s Name
      2. A phone number with Area Code in specified format
      3. Street mailing address including ZIP Code
   3. Additional Group Information
      1. Select a Group Classification from the drop-down menu. If you will be submitting requests on behalf of a non-district group (e.g., scout troop, community athletic league), it is highly recommended that you:
         1. Use the Choose File button to upload a copy of the group’s current insurance certificate (PDF or JPG), and;
         2. Enter the insurance Expiration Date.
4. When all the data is entered, select the Create User Account button at the bottom of the screen. An email message confirming your registration will be sent to you. Please keep this message for your records.

Once you have registered your account, you may log in and add your group insurance. Follow the instructions for logging in and adding insurance using their basic user guide.

Logging In

1. Access the ML Schedules login screen using your district-specific URL - USD 383 ML Schedules Log In
2. Enter your Username (i.e., email address) and Password.
3. Select the Log In button.

Adding Group Insurance

The Group Information section of the screen lists all the groups for which you have administrator privileges. To add the required group insurance information:

1. Select the Edit button next to the Group name to display a new window with the selected Group’s current information.
2. In the Insurance Information section of the Group Information screen, select the Choose File button and navigate to the desired file from your local drive. Select OK
3. Enter the Insurance Expiration Date field.
4. Select the Save Group button. Your User Profile screen will be displayed.
5. Notes:
   1. You will only need to perform this procedure once per Group that you manage.
   2. The red flag icon will be displayed after login next to your email address in the top white bar if your Group’s insurance information is about to or has already expired.

After you have logged in, follow the instructions for submitting a request and making a new request using their basic user guide.

You may also watch a video of how to submit a request.

Submitting a Request

There are three ways to submit a Facility Use Request with the ML Schedules:

1. By selecting a specific time and date.
2. By selecting a specific space (calendar view).
3. Viewing multiple spaces at the same time (e.g., gym, locker rooms, and concession area).

Regardless of the way you make your request, the same procedure is used from the Make A Request screen. 

Accessing the Make A Request Screen

There are a number of ways to access the Make A Request screen:

1. By selecting Requests > Submit New Request from the left-panel toolbox on any screen.
2. By double clicking an open day/time slot on the calendar panel from the default screen.
3. By selecting New Request > Add Event at the top right of the screen on any screen.

Make a New Request

All request types require three basic steps:

1. Search spaces by date(s) for availability.
2. Provide additional information including the need for support personnel and/or equipment.
3. Confirm and submit your Request.

To request an available space:

1. Select New Request > Make New Request from the upper right of the screen or use one of the other two access methods.
   1. The Make A Request screen will be displayed. If you only manage one group, the group name will be displayed in the Select Group menu.
2. If managing more than one Group: Select the desired group from the Select Group drop-down menu.
3. If submitting the Request on behalf of another user: Select the user from the Request on Behalf of menu.
4. Select the location(s) of the space you want to reserve from the Site(s) drop-down menu.
   1. Multiple Selections: To select multiple options in the Site(s), Space(s) and other menus:
      1. Select your first option. A tag with the selected space name will appear at the top of the menu.
      2. Select the Site(s) field again to select other options. Each selected site will appear as a tag at the top of the menu as shown at lower left.
      3. Select the x in each tag to delete the selection.
5. Select the desired space(s) from the Space(s) drop-down menu. Make multiple selections, if desired.
6. Select a request Frequency from the drop-down menu. Available options include:
   1. One Time Event (default)
   2. Every Other Week
   3. Daily
   4. Multiple Days Per Week
      1. Multiple Days Per Week: Select the desired days for the weekly event.
   5. Daily - Weekdays only
   6. Monthly
   7. Weekly
   8. Custom Frequency
      1. Custom Frequency: Select the desired dates from the drop-down calendar selecting as many dates as needed.
7. Select Start and End Dates from the drop-down calendars. The application will calculate all other Frequency settings based on the Starting Date selected
   1. Note: If the Make A Request screen was accessed from the calendar panel, these fields will be prefilled with the date selected on the calendar.
8. Select Start and End Times from the drop-down menus. Be sure to include all setup and breakdown times in these settings.
9. Select the View Availability button. A list of each occurrence showing an Available status (YES or NO) for the selected space will be displayed. If the desired space is available for the selected start date, times and frequency, YES will be displayed in the Available column. Note: If the desired space is not available, try changing one or more of the field settings to find available spaces that meet your group’s needs.
10. If you searched for multiple sites/spaces: Select the Delete icon (x) for any spaces that you don’t want included on the request.
11. Select the Continue button to confirm the request. You will now be able to add more event data. If the desired space is not available for the selected start date, times and frequency, NO will be displayed in the Available column. To find available spaces:
    1. Enter different dates and/or Start and End Times.
    2. The Available status will change to YES if available.
    3. Select the available space and proceed to step 10 above.

Notes:

• To search using different parameters, enter new field data and select the View Availability button.
• You can edit the Start and End Date and Time fields before selecting Continue to confirm your entries and proceed to the next step of the request process.

Provide Additional Information

After confirming that the requested space(s) meet your needs, a screen will be displayed where you can:

• Provide additional information for the district including how the event should be displayed on its calendar.
• Select required seating, equipment and support staff.
• Upload attachments such as setup drawings, event registration forms, attendee lists, etc.
• Confirm that you agree to all terms and conditions, sign the form, and submit it for processing.
• Note: Use the arrow buttons to the upper right of each section to view its contents.

Complete the Event Information, Additional Information, Calendar Information, and Attachments sections as needed.

Submit the Request

Once all desired additional event information has been completed:

1. Select the checkbox signifying you have read and agree to the district’s terms of use. Note: The Terms of Use are available on the district’s website.
2. Using a mouse (or your finger on a tablet or phone), sign your name in the box.
3. Select the Confirm & Submit Request button to submit the Request for review and approval.

A thank-you screen will confirm that your Request is being processed. You will be notified of its progress via email.

Note that the requested space will now appear as Pending Approval to other basic users when searching spaces if your district has enabled this feature.

Follow the instructions in the basic user guide on how to edit a user profile/add groups.

Edit Group Manager (User) information

1. Select the Profile icon located at the top right of the screen. The Manage Profile screen will be displayed.
2. Select and enter the new data in the desired fields.
3. Select the Save User Information button. The updated information will be displayed.

Add a New Group

1. Select the Add New Group button. An Add New Group window will be displayed
2. Enter the new Group information in all fields.
3. Select the Save Group button. The User Profile screen will be displayed with the new Group information

Edit Group Information

1. Select the Edit button next to the Group name to display a new window with your current information.
2. Enter the new data in the desired fields.
3. Select the Save Group button. The User Profile screen will display the new Group which will also appear in your Group drop-down menu when submitting a Facility Use Request.