TO:                  All Principals

                        Building Administrators/Site Managers

                        Lead Clerks

                        Athletic Directors

                        Custodial Staff

FROM:            Lois Rockney, Chief Business Officer

                        Valeria Silva, Chief Academic Officer

                        Hitesh Haria, Chief Operations Officer

RE:                   Facility Use and Building Safety

The Board of Education has established policies and procedures to schedule and manage building use.  The District has invested in eSiteTrak, an online facility use software program to assist with the administration of these policies and procedures.  This software can be accessed through the SPPS website.

Through standardized use of the program, the District is able to determine what persons or groups are approved to be present in our facilities and the specific dates, times, rooms and uses for which they have been granted approval.  As this system is web-based, it can be accessed from any location and at any time.  For the safety of our communities and the safeguarding of our facilities, it is imperative that all facility use be posted to and monitored through this system.  This must include all facility use outside of regularly scheduled K-12 classroom activity, whether subject to the assessment of a permit fee or not.

Many District staff have already received training and are fully utilizing the program that was implemented in the spring of 2007.  This standardized use of this scheduling system by all schools and programs is mandatory.  Future training sessions will be offered soon.  It is recommended that each site’s Building Administrator, Lead Clerk, and Head Custodian be familiar with the system and that a minimum of two staff members be designated to be proficient with its use.

Please contact Jean Olsen by phone at 793-5458 or via email at Jean.Olsen@SPPS.org

to arrange for new or refresher training on this system.