Use of School Facilities
The Use of School Facilities Office provides for the equitable and prudent use of public school facilities by community groups and agencies. The office serves as a liaison between the HCPSS and all groups requesting the use of HCPSS facilities. In addition, the Use of School Facilities Office facilitates the leasing, operation and management of discontinued schools and surplus space.
Organizations seeking to distribute information should follow the steps outlined in Distributing Community Information through the School System.
Jump to: Objectives | Deadlines | Online Use of Facilities Request | Forms & Policy | Additional Information | The James Rouse Theatre (JRT) for the Performing Arts | Weekend And Holiday Weather Closings | Contact
Objectives
- Ensure the maximum use of school facilities by community groups in an economic and efficient manner. This supports the school system’s goal to create an environment in which students, staff, families and community members participate and contribute.
- Develop procedures to enable major cleaning and repair work to be completed efficiently with minimum disruption of community programs during the summer months. This supports the school system’s goal to provide a safe, nurturing and academically stimulating learning environment.
Note: Community/Building-Use Fees 
– Fees charged offset a portion of the cost of this program.
Deadlines
HCPSS has adjusted its use of school facilities activity periods to better align with high school sports and community partner schedules.
Effective immediately, applications for the use of school facilities will be processed according to the following schedule:
| Activity Period | Dates of Activity Period | Application Submission Deadline | Confirmation Provided to Requestor By |
|---|---|---|---|
| Fall | Aug. 15-Nov. 14 | June 1 | July 1 |
| Winter | Nov. 15-March 14 | Sept. 15 | Oct. 15 |
| Spring | March 15-June 30 | Jan. 15 | Feb. 15 |
| Summer | July 1-Aug. 14 | May 1 | June 1 |
Please note: use of school facilities applications and permits for the Spring and Summer 2025 activity periods (ending June 30, 2025 and August 31, 2025, respectively) will not be affected by the aforementioned change.
Online Use of Facilities Request
HCPSS Use of School Facilities is a complete online service for the growing needs of our school – and community – sponsored activities. Your EMS web user account allows 24/7 access to request available space with our Online Application and view current status by logging onto the link provided. Cancellations can easily be made online as well as changes or adding rooms/dates to an existing request. More information including Instructions, Activity Period deadlines, Fee Schedule and Equipment/Cafeteria Staffing Forms are also available for your convenience.
The following documentation must be provided prior to facility request approval:
- Articles of Incorporation
- Proof of Non Profit status (excluding HOA/Community Associations)
- Certificate of Insurance with minimum $1M general liability coverage listing HCPSS as “Certificate Holder” and “Additionally Insured”. Certificate of Insurance must be updated before expiration date.
Apply through Virtual EMS
Forms & Policy
For any public assembly where 250 or more persons are anticipated, the using organization is required to have one certified adult crowd manager present for every 250 people as specified by the Howard County Fire Marshal.
Additional Information
The James Rouse Theatre (JRT) for the Performing Arts
Dazzling entertainment graces the stage of The Jim Rouse Theatre for the Performing Arts in Columbia, Maryland. The intimate and comfortable 747-seat theatre is “friendly” to performers and audiences alike. The 12,500-square-foot performance space is also ideal for community meetings, sales rallies, exhibitions, and business training sessions.
Rental/Staffing Fees apply. Please call 410-313-8293 or contact jrt_manager@hcpss.org, Diane Caporaletti.
Please note that all scheduling and usage of the JRT and accompanying facilities must act in accordance with Howard County Board of Education Policies, Code of Maryland Regulations (COMAR), and the 2013 Memorandum of Understanding for Shared Use of the Jim Rouse Theatre for the Performing Arts at Wilde Lake High School.
Weekend And Holiday Weather Closings
Community Use of Facilities Inclement Weather Hotline – 410-313-6827
If a weather emergency is in effect for Howard County at 7 a.m. on a holiday or during the weekend, all school- and community-sponsored activities in schools, are canceled for the entire day.
Contact
Use of School Facilities Office
10910 Clarksville Pike
Ellicott City, MD 21042
Angie Miller
410-313-7477
amiller@hcpss.org