Facility & Event Reservation System€¦ · 3.0 Submit a Reservation Request To submit a...

PROUD OF OUR SCHOOLS – CONCERNED FOR OUR CHILDREN

Requester User Guide

March 2017

Howell Township Public Schools

CommunityUse Facility & Event Reservation System

Howell Township Public Schools CommunityUse Reservation System Page | 1

Table of Contents

1.0 First Time Users: Registration ........................................................................................ 2

1.1 Create a New Account ................................................................................................ 3

1.1.1 Create your Personal Profile ................................................................................ 4

2.0 Log into Existing Account ............................................................................................... 8

3.0 Submit a Reservation Request ....................................................................................... 9

4.0 Additional Assistance & Contact Information .............................................................. 11

APPENDIX A: Terms & Conditions ........................................................................................... 12

APPENDIX B: Organization Types ............................................................................................ 13


1.0 First Time Users: Registration

First time users will need to register at the following web address:

https://www.communityuse.com/default.asp?acctnum=476904571

You will be presented with the current calendar of scheduled events. You can view the calendar to see if the date, time and location you are interested in making a reservation for is available. When ready, you must register/create a new account to request facility use. To do so, simply click on Log in to Request Facility Use.

Welcome Screen Calendar View

https://www.communityuse.com/default.asp?acctnum=476904571


1.1 Create a New Account

1. To create a new account click on Create One from the login screen.

Login Screen

2. On the Terms and Conditions screen, check the “I have read and agree to abide by the terms and conditions stated above” box (a full version of the Terms and Conditions can also be found in the Appendix A of this document).

3. Click the Agree and Register button.


Terms and Conditions Agreement Screen

1.1.1 Create your Personal Profile

1. Registration Wizard, Step 1 of 3: Personal Profile

On the first screen of the Registration Wizard, the following information is required:

First Name

Last Name

Email Address

Phone Number

Cellular Phone (optional)

Your Address (this is your contact address, the organization’s address will be entered on a separate screen)

Password

Verification of Password


By default, you will be set up to receive email notifications about your reservations. If you do not wish to receive these notifications, check the box that says, “Check here to remove self from all event-related email notifications”; otherwise, leave the box unchecked to receive emails.

When finished, click the Save & Next button.

Create your Personal Profile Screen, Step 1 of 3: Personal Profile


2. Registration Wizard, Step 2 of 3: Request Organizations

In step 2 of the registration process you will be required to enter the following information about your organization:

Organization Name

Organization Type (optional field – the definitions of organization types can be found in Appendix B)

Organization Address

Click the Add Organization button when finished and your organization should appear as Pending in the Requested Organization List. Click the Save & Next button to continue to the final step of registration.

Create your Personal Profile Screen, Step 2 of 3: Request Organizations


3. Registration Wizard, Step 2 of 3: Request Confirmation

In Step 3 of the registration process you will be asked to review and verify that all of the information you have submitted is correct. After confirming the accuracy of your data, click the Submit Requests button.

Create your Personal Profile Screen, Step 2 of 3: Request Confirmation

After you submit your request, you will receive a confirmation page that your request is being processed and shortly thereafter, you will receive an email from the Facility Scheduling staff who will contact you to submit your organization’s insurance certificate prior to your new account being approved and activated for use.

Sample Email of Account Request Confirmation


Once your organization’s insurance certificate has been received, the Facility Scheduling staff will approve your user account, at which time you will receive an email.

Sample Email of Account Request Approval

Once approved, you are ready to create reservations (see section 3.0). Simply click the link provided in the confirmation/approval email to go to the login screen and view the current calendar of scheduled events for reservation availability.

2.0 Log into Existing Account

To log into an existing account, from the login screen, enter your email address and password and then click Log In. If you cannot remember your password, click on Forgot Password? and you will be prompted to enter the email address associated with your account so that a new password can be emailed to you.

Forgot Your Password? Screen


Once you are logged in, the system will default you to the home page where you can view the calendar. Note: if no events are showing on the Calendar, be sure you have a Location selected. Any time you make a filter choice on the Calendar, click the Filter button to refresh the screen.

3.0 Submit a Reservation Request

To submit a reservation request, do the following:

1. Click on the Request Facility Use tab. Note: If this is your first time making a request through CommunityUse, you will be asked to read the terms and conditions that the district provides. You will also be asked to verify that you agree to these terms each time you submit a request.

2. Choose the type of schedule you would like to submit.

A Normal Schedule can be for a single date or multiple dates, but each event will be in the same location and room at the same time of day. You can request up to a maximum of 20 dates on a normal schedule.

The Recurring Schedule is used for an event that takes place on a regular basis (Example: every Monday and Wednesday from October through December). These events will also be in the same location and room at the same time of day. You can enter up to a maximum of 100 dates on a recurring schedule.

3. Search

Enter the Event Title.

Enter an Event Description of the description you are requesting.

Select the Location and Room(s) you would like to reserve for your event.

If entering a Normal Schedule:

Enter the Event Date(s) by typing into the box or clicking on the dates in the calendar box to the right.

Enter the Start Time and End Time, making sure to select Am or PM in the drop down boxes.

Normal Schedule Calendar


If entering a Recurring Schedule:

Enter the Start Time and End Time, making sure to select AM or PM in the drop down boxes.

Enter the Start Recurrence date.

Choose your Recurrence Pattern:

ο Select Daily if your event will occur every day between the start and end dates.

ο If you choose Weekly, you can select if the event occurs every week, every 2 weeks, etc. Then put a check mark next to the days of the week that the event will occur.

ο If you choose Monthly, you can select the day of the month (for example, the 15th day of every 1 month) or you can choose the weekday of the month (for example, the second Monday of every 1 month).

Enter the End Recurrence date.

Click on the Search button to make sure that the room you are requesting is available.

Recurring Schedule Calendar

4. Availability

Your requested rooms will show at the top, and the time frame you requested will show in yellow. If you see a black or red x in the box, there is already an event scheduled at that time.

If the selected rooms are available at your desired time, click Next to proceed with your request.

To change the room, date, or time of your request, click Previous to make new selections.

5. Event Details

Organizational Information – required

Setup Requirements – optional, use if maintenance or IT services are required

Event Information – total number of attendees is required


File Attachments – optional, click the Add New File link and browse your computer to select a file to upload with your reservation request. You can also enter a File Description. Once the file is attached, it will be listed in the File Attachments section at the bottom of the schedule. Note: There is no limit on the number of files that can be attached; however, the total size of all uploaded files on the schedule must be less than 5MB.

Signature – required, enter your email address in the Signature box, check the box to confirm you have previously read and agreed to the terms and conditions, then click Save to submit your request.

6. Confirmation

After you submit your request, the confirmation page displayed with give you the Schedule ID number for your request and a summary of the event information. You can print this page for your records.

7. My Requests Tab

This tab allows you to view a list of your previously submitted schedule requests.

8. My Organizations Tab

This tab allows you to view a list of the Organization(s) that you have been approved to submit requests for, as well as the ability to request to be added to another organization. Additionally, by clicking on the Organization Name, you can view your organizations’ contact and insurance information.

9. My Settings Tab

This tab allows you to update your personal contact information or reset your password. You must click Submit to save any changes.

10. Documents Tab This tab allows you to download any documents that Administrators have posted.

4.0 Additional Assistance & Contact Information

If you need additional assistance using CommunityUse, please contact the Facilities Scheduling

team at 732-751-2499 or [email protected].

mailto:[email protected]


APPENDIX A: Terms & Conditions

Terms & Conditions

1. Prior to requesting use of Howell Township Public School (hereafter referred to as District)

facilities, the facility user/organization must read and understand the provisions set forth in

the following laws, regulations and policies, located at:

http://www.howell.k12.nj.us/policylist.aspx

Policy 7510 (Use of School Facilities)

Regulation and Policy 2431.4 (Prevention and Treatment of Sports Related Concussions

and Head Injuries)

Policy 7434 (Smoking in School Buildings and On School Property)

Policy 7490 (Animals on School Property)

Policy 5300 (Automated External Defibrillator) & Janet’s Law [18:40-14a – 14c]

2. When utilizing an indoor facility, all unstaffed exterior doors are to be closed and locked.

Propping or manipulating doors is strictly prohibited and subject to sanctions.

3. It is the responsibility of the facility user/organization to chaperone all participating and non-participating youth at all times.

4. Use of District equipment on the premises by non-school personnel is limited to the equipment that is an integral part of the facility being used. No district equipment shall be removed from the premises or moved within the facility or on the property for use by non-district personnel.

5. Equipment not owned by the District shall not be left on school grounds or stored in facilities.

6. The user certifies that all members are trained and or certified in the proper set-up, maintenance, and use of any equipment or supplies provided to them by the organization, brought on-site from any source or requested to be used from the district. *Trampolines, bounce houses, amusement rides and similar items will not be permitted without specific, case by case review and approval by the Assistant Superintendent for Business in consultation with the district insurance company.

7. All areas are to be left clean and free from debris.

8. It is incumbent on the facility user/organization to ensure that the organization’s Certificate of Insurance (in accordance with district limits and naming the district as additional insured) is current and a copy has been provided to the District prior to facility use.

http://www.howell.k12.nj.us/policylist.aspx


APPENDIX B: Organization Types

Organization Types

Type of Group Facility Fee Other Use is directly or indirectly related to the schools

No Charge Fees apply if additional expenses are incurred for the use.

Council, committees, agencies or departments of the Howell Township Municipal Government

No Charge Fees apply if additional expenses are incurred for the use.

Fee based programs run by the Howell Township Municipal Government

No Charge Fees apply if additional expenses are incurred for the use. Other government agencies

No Charge

Fees apply if additional expenses are incurred for the use. Non-Profit community based organizations serving community youth and adults

No Charge Fees apply if additional expenses are incurred for the use. Other non-profit organizations

Fees Apply Fees Apply For profit organizations

Facility & Event Reservation System€¦ · 3.0 Submit a Reservation Request To submit a...

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