Joseph LeRoy - East Hartford Public Schools

EHHS Building Usage Process
STEP ONE
Applications can be obtained online and in HOUSE 11.
FORM IS INCOMPLETE
Ms. Martinez returns the form to the applicant.
DISTRICT/COMMUNITY USE
The same process will be used for district-based or
outside organization requests for building use.
STEP TWO
Applicant completes a Building Usage Request Form and returns to Ms. Martinez in House 11.
STEP THREE
Ms. Martinez reviews the application for completion of all required areas.
STEP FOUR
Ms. Martinez checks with Athletics, Activities, and Fine Arts calendar for conflicts.
ONLINE APPLICATION ACCESS
EHHS Website
“Teacher Zone” tab
“Forms” option
Building Usage form
STEP FIVE
Ms. Martinez forwards the application to Mr. LeRoy who will approve the application.
STEP SIX
Ms. Martinez inputs the event into the public calendar and electronic copies are sent to the
applicant and all appropriate parties.
PUBLIC CALENDAR
Ms. Martinez will input all Athletics, Activities, Building Use Approvals, and Performing
Arts events into the public calendar.
Team
Joseph LeRoy, Administration x5208
Jill Piedescalzo, Athletic Coordinator x5236
Bonita Harris, Secretary, Athletics x5398
Liz Stagis, Activities Coordinator
CALENDAR CHANGES
If an event is changed, the changing party must contact Ms. Martinez in writing. Once
received, Ms. Martinez will input the change into the public calendar and email the
change.
TEAM FUNCTION
Team
Joseph LeRoy, Administration
Ms. Martinez, Administrative Assistant
Jill Piedescalzo, Athletics
Liz Stagis, Activities
Anna Smith, Security x5298
Tony Mancuso, Custodial Services x5242
IT Department (if necessary)
Review the following calendars:
o Website link
o Two-week overview
o Monthly Grid
 Assess security needs
 Review Administrator coverage requirements
 Review set-up and equipment needs
 Review IT needs
Review Administrator/Building Monthly Coverage
COMMUNICATION
Email (Ms. Martinez to send) copies of:
o Two-week overview to building use team
o Public calendar updated and online calendar updated by webmaster
o Individual building grid for usage to be kept with Ms. Martinez
o Monthly update of important building events to be emailed to staff via
Admin. Update
EHHS Building Usage Request Form
Completed forms MUST be returned to Ms. Martinez in House 11
Application Date: _____________________ Type:
First Request
Rescheduled
Event Date: _______________________
Contact Information:
Applicant Name: __________________________________________________________________ Phone: ____________________________________
Department: ________________________________ Supervisor: _________________________Email: _____________________________________
Event:
Start Time: _____________________ End Time: ______________________
Set-Up Time (if applicable): ____________________
Area requested:
__________________________________________________________________________ Option #2 (if applicable): _______________________
Description of Activity (please be specific):
____________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________
Area set-up (please list and/or sketch specific needs):
*Custodial Needs- Contact Tony Mancuso at x5242 for set-up confirmation.
*IT Needs- Complete an IT work order in computer for special equipment/requests.
*A copy of this form will be returned and shall serve as confirmation of approval.
*Any facility issues must be reported in writing to Joseph LeRoy.
For office use only:
Approval (if necessary):
Required Approval:
Copies:
Applicant
Jill Piedescalzo (If Athletics)
Monica Martinez
Tony Mancuso
Liz Stagis (If Activities)
Department Head
Joseph LeRoy
Anna Smith
Department Head
J. LeRoy/M. Martinez