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MCPS Internal Use

 Changes for the 2025-2026 School Year! 

Quick guide: 

The information below applies to MCPS offices and schools, school booster clubs, MCPS labor union offices, George B. Thomas Learning Academy Saturday School, Linkages to Learning, PTA and PTSA, and other official partners of MCPS:

  • Reservations for space needs must be made with CUPF via the online CUPF Administration Booking Form via ICBWEB to prevent conflicts with community user groups and ensure Energy Management programs HVAC.
  • CUPF staff will manually enter reservations.
  • Reservations for MCPS school year dates should be made as soon as possible, preferably by August 15, annually, and must be made no later than September 15, annually, per MCPS KGA-RA.
  • Reservations for MCPS summer use dates should be made as soon as possible, preferably by April 1, annually, and no later than May 1, annually.
  • Requests received after the above deadline(s) will be honored based upon availability. Community user groups may not be cancelled or ‘bumped’ to accommodate School/MCPS events due to untimely requests unless exigent circumstances exist.
  • Setup and cleanup: Reservations should include all time needed from walking in to setup through cleanup and the last person out of the building. This planning will avoid disruption to community user groups scheduled before or after the MCPS internal use activity.
  • Requests for internal use with less than 10 days’ notice should be followed up by the school with a late energy request form to MCPS Energy Resources via ICBWEB.
  • Modifications and cancellations must be made via the Reservation Amendment Form.

Schools and MCPS offices must reserve all space needed for internal use:  

  • MCPS is responsible for scheduling appropriate staff and equipment needs for all internal use. CUPF does not charge or collect fees from MCPS for internal use of their facilities.
  • CUPF will only block the times and spaces indicated on the administrative booking form. If a large attendance is expected that will take up most of the parking or there are security concerns, schools should request to block all indoor and outdoor facilities, not just the rooms being utilized.
  • On weekends and holidays, schools may not piggyback internal activities onto scheduled community use activities—dedicated staff is required to be scheduled by the school being used for all MCPS internal use and official partnership use.
  • A dedicated building services worker is required on weekends and holidays, hired by the school. 
  • ICB weekend workers do not cover school or PTA activities on weekends or holidays.
  • Requests for internal MCPS use of facilities should be submitted to CUPF by staff at the facility being used. Example: If a middle school wants to use a high school facility, the request should come from the high school business administrator.

School-sponsored staff wellness programs: 

  • Schools have priority consideration to request that CUPF administratively schedule a two-hour block of time for an “after-school wellness” activity prior to 6:00 p.m. once per week directly after school—no charge for use—if received by CUPF no later than September 15.
  • Requests for “evening wellness programs” after 6:00 p.m. or on weekends must be processed as a general public reservation request and fees will be assessed for facility use as these days and hours are not considered as MCPS internal use for this purpose.

NEW Schools must reserve PTA events and activities:  

  • Effective the 2025-2026 school year, schools are to submit all PTA / PTSA requests to CUPF. Click here to read more on this topic.
  • Note that PTA activities are weekends must be staffed completely separate from any community use that is scheduled in the building. 
  • PTA and school activities may not piggyback on scheduled community user group activities on weekends or holidays. 
  • A dedicated building services worker is required on weekends and holidays, hired by the school. 
  • ICB weekend workers do not cover school or PTA activities on weekends or holidays.
  • Please see specifics about the NEW process here: New PTA Scheduling Process

Before and after-school enrichment programs:

  • Check out the details of how before—and after-school enrichment programs will work in your building, including room assignments and begin/end times.
  • Click this link for all the details: Before and After-School Enrichment Activities

General reminders:

  • Availability of media center facilities is at the discretion of each school.
  • The availability of the gymnasium, all-purpose, cafeteria, kitchen, auditorium, and dance studio facilities for community use is required and is already listed online for community groups to reserve.
  • Availability of classrooms: Schools are obligated per the MCPS agreement to provide CUPF with a list of classrooms for community use reservations. Schools that do not provide updates will keep the same rooms available as in the prior school year. If the number of rooms submitted for availability is deficient, CUPF will select additional rooms for community reservations. Schools may update the classroom numbers annually prior to August 1 by submitting a Facility Information Form.
    • Elementary school sites are obligated per the MCPS agreement to provide CUPF with a minimum of 10 classrooms for community use reservations.
    • Middle school sites are obligated per the MCPS agreement to provide CUPF with a minimum of 10 classrooms for community use reservations.
    • Per the MCPS agreement, high school sites are obligated to provide CUPF with a minimum of 25 classrooms for community use reservations.
    • Additional classrooms may be reserved by CUPF for community use; however, for online reservations, the above minimums are required.

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Please feel free to contact our office with any questions or concerns.