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MCPS Internal Use

Quick guide for MCPS offices and schools, school booster clubs, MCPS labor union offices, George B. Thomas Learning Academy Saturday School, Linkages to Learning, and other official partners of MCPS:

  • Reservations for space needs must be made with CUPF to prevent conflicts with community user groups and to ensure HVAC is programmed by Energy Management, via the online CUPF Administration Booking Form via ICBWEB.
  • 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.
  • 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, except for direct billing of official SAT/ETS/ACT testing.
  • 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.
  • 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.

Schools may not book PTA / PTSA events and activities:  

  • PTA / PTSA events and activities should not be reserved by a school—the PTA / PTSA is required to reserve space directly. Click this link for details: Parent-Teacher Association (PTA/ PTSA) Use
  • Requests from schools for PTA / PTSA event and activities will not be processed.
  • Schools submitted requests on behalf of a PTA / PTSA will be responsible for paying all related staff costs via payroll billed to the school—CUPF will not approve these staff costs for payment.

Before and after-school enrichment programs:

General reminders regarding availability of school facilities for community use:

  • Availability of media center facilities is at the discretion of each school.
  • Availability of gymnasium, all-purpose, cafeteria, kitchen, auditorium, and dance studio facilities for community use is required and already listed online for community groups to reserve.
  • Availability of classrooms: Schools are obligated per 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 the prior school year. If there is a deficiency in the number of rooms submitted for availability, 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 MCPS agreement to provide CUPF with a minimum of 10 classrooms for community use reservations.
    • Middle school sites are obligated per MCPS agreement to provide CUPF with a minimum of 10 classrooms for community use reservations.
    • High school sites are obligated per MCPS agreement 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.