ASD File: KCD
AUBURN SCHOOL DISTRICT
PUBLIC GIFTS/DONATIONS

Gifts from organizations, community groups and/or outside individuals, which will benefit the District, shall be encouraged. A gift shall be defined as money, real or personal property, and personal services provided without consideration.

Individuals or groups contemplating presenting a gift to a school or the District shall be encouraged to discuss in advance with the Building Principal or the Superintendent what gifts are appropriate and needed.

The Board reserves the right to refuse any gift that does not contribute to the achievement of the District’s goals, or in which the ownership of the gift would tend to deplete the resources of the District. In determining whether a gift will be accepted, consideration shall be given to District Policies, School District goals and objectives (with particular emphasis on the goal of providing equal educational opportunities to all students) and adherence to basic principles outlined in the regulation that accompanies this policy.

The Superintendent may accept gifts in the amount of $500 or less. Gifts in excess of $500 may only be accepted by the Board. Additionally, pursuant to RSA 198:20-b, III, gifts in the amount of $5000 or more shall require the Board to hold a public hearing regarding any action to be taken with the gift. For gifts of less than $5000, the Board will post notice of the gift in the agenda of the next regularly scheduled Board meeting and will include notice in the minutes of the meeting in which the gift is discussed. The acceptance of all gifts will be made in public session.

Any gift accepted shall become the property of the district, may not be returned without the approval of the Board, and is subject to the same controls and regulations, as are other properties of the District. The Board shall be responsible for the maintenance of any gift it accepts.

At the time of acceptance of the gift, there will be a definite understanding with regard to the use of the gift, including whether it is intended for the use of one particular school or all schools in the District. The Board will make every effort to honor the intent of the donor in its use of the gift, but reserves the right to utilize any gift it accepts in the best interest of the educational program of the District. In no case shall acceptance of a gift be considered to be an endorsement by the Board of a commercial product, business enterprise or institution of learning.

It is the responsibility of the Superintendent or designee to process the appropriate forms to update the District’s inventory and to notify the donor of acceptance or rejection of a gift.

Voluntary contributions by District employees of supplies or other minor items of personal property to be used in classrooms or school programs with an aggregate value over the school year of less than $250 are permitted without further approval or documentation. Receipt of voluntary contributions being made by District employees with a value of $250 or more must be approved as required in this policy for gifts from individuals not employed by the District.

Active solicitation of gifts to be received by the District, including by any school, classroom, or program in the District, including soliciting gifts through online crowd funding web sites must be approved in advance by the Superintendent where the value of the gift sought is less than $500 and by the Board where the value of the gift sought is $500 or greater.

Adopted: February 13, 2018

ASD File: KFA
AUBURN SCHOOL DISTRICT
PUBLIC CONDUCT ON SCHOOL PROPERTY

For purposes of this policy, “school property” means any buildings, vehicles, property, land, or facilities
used for school purposes or school-sponsored events, whether public or private.

The School District expects mutual respect, civility, and orderly conduct among all individuals on
school property or at a school event. No person on school property or at a school event shall:
1. Injure, threaten, harass, bully or intimidate a student, staff member, a School Board
member, sports official or coach, or any other person;
2. Damage or threaten to damage another’s property;
3. Damage or deface School District property;
4. Violate any New Hampshire law, or town or county ordinance;
5. Smoke or otherwise use tobacco products;
6. Consume, possess, distribute, or be under the influence of illegal drugs, or possess
dangerous devices or weapons;
7. Impede, delay, disrupt, or otherwise interfere with any school activity or function
(including using cellular phones in a disruptive manner);
8. Enter upon any portion of school premises at any time for purposes other than those that
are lawful and authorized by the School Board;
9. Operate a motor vehicle in violation of an authorized District employee’s directive or posted
road signs.
10. Use, or attempt to use, or threaten to use any device, instrument, material, or substance
(prohibited object) with the purpose to injure, threaten, intimidate, or coerce another person;
for the purposes of this section, any reckless use of any prohibited object which places or may
place another in danger of serious bodily injury is also prohibited.
11. Operate (either upon or over school property) a drone or other unmanned aircraft.
12. Violate other District policies or regulations, or an authorized District employee’s directive.

Any person who violates this policy or any other acceptable standard of behavior may be ordered to
leave school grounds. Law enforcement officials may be contacted at the discretion of the supervising
district employee if such employee believes it necessary.

Additionally, the District reserves the right to issue “no trespass” letters to any person whose conduct
violates this policy, acceptable standards of conduct, or creates a disruption to the school district’s
educational purpose.

Legal References:
RSA 193:11, RSA 635:2

Adopted: February 10, 2015
Revised: February 14, 2023

ASD File: KED
AUBURN SCHOOL DISTRICT
GRIEVANCE PROCEDURE – SECTION 504
(Public Complaints about Facilities or Services)

1. Any qualified handicapped person or persons who feels subject to discrimination with respect to Section 504 of the Rehabilitation Act of 1973 has the right to file a formal grievance.
2. Any qualified handicapped person or persons who have a grievance shall discuss it first with the building administrator in an attempt to resolve the matter informally at that level.
3. If, as a result of the discussion, the matter is not resolved to the satisfaction of the aggrieved party within five (5) school days, the aggrieved party shall set forth the grievance in writing to the building administrator. The building administrator shall communicate his/her decision to the aggrieved party in writing within five (5) school days of receipt of the written grievance.
4. The aggrieved party, no later than five (5) school days after receipt of the building administrator’s decision, may appeal the building administrator’s decision to the Superintendent of Schools, or his/her designee. The appeal to the Superintendent of Schools, or his/her designee, must be made in writing reciting the matter submitted to the building administrator and the aggrieved party’s dissatisfaction with decisions previously rendered. The Superintendent of Schools, or his/her designee, shall meet with the aggrieved party to attempt to resolve the matter as quickly as possible, but within a period not to exceed five (5) school days. The Superintendent of Schools, or his/her designee, shall communicate his/her decision in writing to the aggrieved party and the building administrator not later than five (5) school days after the meeting.
5. If the grievance is not resolved to the aggrieved party’s satisfaction, the aggrieved party, no later than five (5) school days after receipt of the Superintendent of School’s, or his/her designee, decision, may submit a written request  for a hearing with the local Auburn School Board regarding the alleged discrimination through the Superintendent of Schools. The hearing will be held within thirty (30) calendar days of the written request. The School Board must provide the aggrieved party with a written decision on the appeal within ten (10) calendar days after the hearing.
6. Between the dates the aggrieved party requests the hearing and the date the hearing is held, the aggrieved party and the Auburn School District may continue to negotiate. If the School District and aggrieved party agree on a mutual solution to the alleged discrimination, the hearing would be cancelled.
7. The decision of the School Board is final pending any further legal recourse as may be described in current local district, state or federal statutes pertaining to Section 504 of the Rehabilitation Act of 1973.

Legal Reference: Section 504 of the Rehabilitation Act of 1973 34 C.F.R. § 104.7(b)

Adopted: June 12, 2001
Revised: June 12, 2007

ASD File: KLG
AUBURN SCHOOL DISTRICT
RELATIONS WITH POLICE AUTHORITIES

It is the policy of the school to cooperate with law enforcement agencies to the extent necessary to protect the health, safety and welfare of students, staff and visitors to the school.

The district may utilize a school resource officer and may collaborate with local law enforcement agencies to engage the use of school resource officer. In such situations, the Superintendent is authorized to develop and implement a memorandum of understanding with local law enforcement relative to the use of school resource officer.

Legal References:  RSA 186:11, RSA 193-D:4

Adopted: June 12, 2001
Revised: February 14, 2017

ASD File: KLG
AUBURN SCHOOL DISTRICT
RELATIONS WITH POLICE AUTHORITIES

It is the policy of the school to cooperate with law enforcement agencies.

Adopted: June 12, 2001

ASD File: KHB
AUBURN SCHOOL DISTRICT
ADVERTISING IN THE SCHOOLS

Neither the facilities, the name, the staff, nor the children of the school, school system, nor any part thereof shall be employed in any manner for advertising or otherwise promoting the interests of any commercial or other non-school agency or organization except that:
1. The school may cooperate in furthering the work of any non-profit, community-wide social service agency, provided that such cooperation does not restrict or impair the educational program of the school.
2. The school may use films or other educational materials bearing only simple mention of the producing or sponsoring firm.
3. The school may participate in radio or television programs under acceptable commercial sponsorship when such participation is supplementary or beneficial to the program of the school.
4. The Superintendent or his/her designee may, at his/her discretion, announce or authorize any lecture or other community activity of particular educational merit.
5. The school may, upon approval of the Superintendent or designee, cooperate with any governmental agency in promoting activities in the general public interest which are non-partisan and non-controversial and which promotes the education or other best interests of the pupils.
6. School publications may accept and publish paid advertising under established procedures.
7. The use of the school marquee will be granted to organizations on the following priority basis (no fees to be assessed):
A. School Organizations: those which are recognized by the school board as directly related to school activities.
B. Government Organizations: those agencies which are authorized under the laws of the United States, the State of New Hampshire, the county of Rockingham, the Auburn School District, or the town of Auburn.
C. Non-profit Organizations: those that are social, service, fraternal, or religious in nature and serve the community on a non-profit basis. Youth organizations will receive priority in this section.
D. Private Groups or Organizations

The Auburn School Board reserves the right to limit the length of time any one message is up on the marquee in order to meet a variety of organizational needs in a timely manner.

Promotional literature will not be distributed through the school except for recognized educational and youth-oriented organizations. The Auburn School Board may reserve the right to grant exceptions.

Adopted: January 11, 1989
Adopted: June 12, 2001
Adopted: October 6, 2003

ASD File: KH
AUBURN SCHOOL DISTRICT
PUBLIC SOLICITATIONS IN THE SCHOOL

As a general policy, there will be no solicitation within the school for any purpose whatsoever. No commercial enterprise may be represented in the school and there will be no sale of goods or services on the premises.

Any request for the exception to this rule must be submitted in writing to the Principal at least thirty (30) days prior to the implementation of the requested activity.

Appeals would be made to the Superintendent of Schools. The Auburn School Board reserves the right to grant exceptions.

Adopted: January 11, 1989
Adopted: June 12, 2001

AUBURN SCHOOL DISTRICT
APPLICATION FOR USE OF SCHOOL FACILITIES

The undersigned accepts responsibility for seeing that all rules regulating the use of facilities are followed and shall be responsible for any damages resulting from the use of the facilities and agrees to defend, indemnify and hold harmless the Auburn School District, its officers, agents and employees for any property damage or injury occurring during or as a result of the event. Payments, if any, should be made payable to Auburn Village School and included with the application in this form of a check or money order.

Today’s Date:________

Name of Organization and Title of Event: __________________________________________

Name of Person Requesting the Facilities: __________________________________________

Address: _________________________________________________________________

Email: ___________________________________________________________________

______ Non-Profit Organization OR  ______For-Profit Organization or Private Group

Signature: ____________________________________ Telephone Number: ______________________

Access to the facilities will be required on:

Date_________ at (Time) _________to set up

Date_________ at (Time) _________ for the event

Date_________ at (Time) __________ to clean up

Facilities being requested:

Gymnasium (Capacity 450 with chairs,
300 with tables)…………………..       _____________

Platform (Capacity 85) (no permanent props)… __________

Band Room ………………………… _______

Media Center ………………………. _______

Cafeteria (Capacity 150 with tables)
– does not include kitchen and equipment-…………………..…………… _________

Kitchen* (equipment)……………… _________

Food Service Director must be contacted immediately if this line is checked. The using organization shall assume the cost incurred from the use of the kitchen.

Unlock Building …………………….. ________ Lock Building ……………………… ________

Equipment needed:

Cafeteria Tables…..________ Easel…..________ TV/VCR…..________Overhead Projector…..________

Chairs (how many)…..________ Microphone…..________ Screen/Projector Use….._____ Misc. (specify)….._____

Facility Utilization Fees – TOTAL:___________

Opening $40

Gymnasium $100

Cafeteria $100 Rubbish Removal $20

Closing $40

Media Center $70

Cafeteria/Kitchen $150

Classrooms $50ea

Ball Fields/Grounds $100

Cleaning/Damage Deposit $100

Other:______________________

Deposit:_____________________

Approved by:________________________ , Principal or designee        Date:__________________

Comments:

ASD File: KF-A
AUBURN SCHOOL DISTRICT
GUIDELINES FOR EXTENDED USE OF SCHOOL FACILITIES
(Sunday evenings only)

In order to provide additional community access to the Auburn Village School gymnasium, the Auburn School Board will grant Sunday evening use of the school facility, under the following procedures and conditions, which would be outlined in an agreement:

1. The privilege is limited to two Auburn community organizations for the pilot year.
2. A representative of each community organization completes a training session regarding the use of the security system at AVS. This representative must then be present during the entire Sunday evening use. This responsibility cannot be delegated to other members of the community organization unless they have completed the training session prior to being given this responsibility. In the event that an unauthorized person causes the security system to activate a penalty fee of up to $100.00 (on a case by case basis) may be charged. This fee must be paid prior to the next Sunday use.
3. The school facility is closed and secured no later than 9:00 PM.
4. Direct adult supervision of children is provided at all times and responsibility for any damages will be assumed by the community organization.
5. Agree that no unauthorized third party is granted use of the facility.
6. Provide required number of chaperones for children (one adult per 25 or less).
7. Ensure that the organization is usage restricted to the assigned area.
8. Guarantee that activities shall be orderly and lawful and not of a nature to incite others to disorder.
9. Prohibit smoking and ensure that alcoholic beverages are not served or consumed.
10. Leave the building in a neat and orderly condition. Should the using organization leave the premises, which includes the gymnasium, lobby, and restrooms, in a manner unacceptable to the Principal, the using organization shall be charged for additional cleaning that has to be done and should they not pay the bill promptly (within 30 days), said organization shall not be allowed to use the facilities until payment is made.
11. Organizations will accept full financial and legal responsibility for any and all damages and/or claims of damages resulting from the use of the facilities. Organizations shall provide copies of certificate of liability insurance prior to finalization of the pilot agreement.

Adopted: June 19, 2002
Revised: April 14, 2009

ASD File: KF
AUBURN SCHOOL DISTRICT
COMMUNITY USE OF SCHOOL BUILDINGS AND GROUNDS

It is the desire of the Auburn School Board to encourage the responsible use of school facilities to
those individuals, organizations, or groups who are members of the local community. This does not
alter the fact that it is the responsibility of the Auburn School Board to require the establishment of
necessary regulations to protect the students and employees of the school, the users of the school
facilities, the school board, the community, and the physical investment of the school district.

For the safety and security of all, the school building’s security system is to be armed any time the
building is unoccupied. Custodial services will be required for the initial opening and final closing of
the building, including those times when the custodian is not working regularly scheduled hours.

Requirements for custodial services are to be reflected in the Application for Use of School Facilities
form. Private, profit-making organizations requiring custodial services beyond regular hours are to
assume the cost of those services per the attached fee schedule.

By both precedent and design, certain events shall receive first consideration during each school
year. These events include school district meetings, town meetings, school board meetings, and
municipal, state, and federal elections.

Facility use will be granted to organizations based on the following priority:

A. School Organizations: those that are recognized by the School Board as directly related to school
activities (no fees to be assessed).

B. Government Organizations: those agencies which are authorized under the laws of the United
States, the State of New Hampshire, the county of Rockingham, the Auburn School District, or
the town of Auburn (no fees to be assessed).

C. Non-Profit Organizations: those that are social, service, fraternal, or religious in nature and serve
the community on a non-profit basis. Youth organizations will receive priority in this section.

D. Private Groups or Organizations: refer to fee schedule on next page.

E. For-Profit Organizations that apply for extended use of school facilities will be charged a fee
negotiated on a case-by-case basis.

Applications for the use of facilities (buildings and grounds) must be approved by the Principal or
his/her designee.

Smoking is prohibited in the Auburn Village School as per RSA 155:64, New Hampshire Indoor
Smoking Act and RSA 126-K:7, Use of Tobacco Products on Public Educational Facility Grounds
Prohibited.

Community groups using the building must provide sanitizing protocols that have been approved by
the Superintendent or his/her designee. Building use may also be temporarily suspended by the
Superintendent or his/her designee.

APPLICATION PROCEDURES

1. Those wishing to utilize school facilities may do so by first submitting a completed Application for
Use of School Facilities Form to the Main Office.

2. Application forms for use during non-school hours should be submitted in advance of the
utilization date with the appropriate fees, if required, in the form of a check or money order
attached, payable to the Auburn Village School. Completed application forms are to be submitted
no less than 10 days prior to the event.

3. If a requested activity occurs at a time outside of custodial hours, a fee to open and close the
building will be assessed to private organizations only. This fee should be payable to the Auburn
Village School Facility Account and will be in accordance with the Use of School Facilities Fee
Schedule.

4. Private Organizations – Any outside organization or party requesting the facilities must accept full
financial and legal responsibility for any and all damages and/or claims of damages resulting from
the use of the facilities. A copy of the organization’s liability insurance coverage (one million
dollar minimum) naming the Auburn School District as a co-insured must be provided at time of
submitting Application for Use of School Facilities.

5. The premises are to be cleaned at the end of the event. Failure to do so in a satisfactory manner
will jeopardize future use of the facility by the organization.

6. In accordance with RSA 126-K:7 and RSA 155:64, smoking is prohibited on both the facilities and
grounds of the Auburn Village School.

7. Alcohol may only be available at events scheduled on Saturday evenings after 7:00 p.m., and
when youth organizations are not utilizing the building. At such events, at a minimum, one paid
police officer must be present during the entire evening’s activity. Proof of a scheduled police
detail must be provided. New Hampshire State Law regarding the legal drinking age must be
obeyed and at no times may anyone be present at the event that is under the legal drinking age.

It is the responsibility of the users to make certain that if alcohol is sold or served, all required
permits are secured and copies provided to the school prior to the use of the facility.

8. Adult supervision is required for all groups at all times. The applicant will be responsible for any
damages to district property.

9. In accordance with the provisions of this policy, the Principal of the Auburn Village School will act
upon each application as the School Board’s designee. Applicants may appeal the Principal’s
decision to the Office of the Superintendent of Schools.

Fee Schedule for Private Organizations
Facility Opening $40.00
Facility Closing $40.00
Cleaning/Damage Deposit $100.00
Event Cleaning $20.00 per hour
Gymnasium $100.00
Cafeteria $100.00
Classrooms $50.00 each
Cafeteria and Kitchen $150.00
Media Center $70.00
Fields and Grounds $150.00 (up to 3 hours)
Fields and Grounds $300.00 (full day)

Legal Reference:
RSA 126-K:7, Use of Tobacco Products, Devices, E-cigarettes, or E-liquids on Public Educational
Facility Grounds Prohibited, RSA 155:64 Indoor Smoking Act

Adopted: December 12, 1990
Adopted: August 10, 1999
Adopted: May 28, 2002
Adopted: October 7, 2002
Revised: February 13, 2007
Revised: June 10, 2008
Revised: April 14, 2009
Revised: May 12, 2011
Fee Schedule Revised: October 13, 2020
Revised: January 12, 2021, June 13, 2023