Community Use of Schools

Please be advised of very important changes to the York Catholic District School Board (YCDSB) Community Use of Schools permit application process for the 2023-2024 school year.

Summary of changes

  • Permits for school space will not be automatically renewed.

  • Permits applications will be accepted on a staggered approach based on classification of organization and will be approved on a first-come, first-serve basis.

  • In order to provide fair access, the board reserves the right to limit the number of permits held by one organization and priority will be given in descending order of classification A-E.

  • New online software (eBASE) will be introduced, please click here: https://ycdsb.ebasefm.com/rentals/welcome

  • All permit applicants will need to create an account in the new software system.  The website is now open for applicants to create their account.

  • Non-profit classifications can start booking spaces on April 11, 2023 at 11:00 am.

  • When permit applications fall within the same classification, the Board will base its decision on past experience and the number of permits held by the applicant.

  • Payments will be made on a monthly basis using credit cards.

2022-2023 School Year

Permits are currently running as per operating times and dates in the Community Use of Schools procedure.  

New permit requests are accepted throughout the year and will be approved in accordance with our policy and procedure.

Resources

2023-2024 School Year

For the 2023-2024 permit year, permits will be available on a staggered approach based on the classification of the organization.  For this year the dates are outlined in the table below:

Date and Time Permit Applications can be submitted Permit holder Classification Description of permit holder classification
April 3, 2023 at 11:00 am  Classification A Board or School Sponsored Activities including
Classification B Catholic Church Services, Masses and Religious Instruction Classes provided by local Parish and affiliated with the Archdiocese.
Classification C-1 Non-Profit Child Care Programs approved by the Board (Operating during school breaks)
April 11, 2023 at 11:00 am  Classification D Non-profit Children and Youth Programs to include: Scouts, Guides, Brownies, Cubs, Cadets
Classification D-1 Non-profit Children and Youth Recreational Programs to include: Sports activities sponsored by Service Groups. (Voluntary Supervision)
Classification D-2 Non-profit Children and Youth Recreational Programs operated by Municipalities and Institutions, Religious, Cultural, Service and Ratepayers Groups to include: Municipal Parks and Recreation, YMCA, YWCA, Lions, Kiwanis, Block Parents, Red Cross, Non-Profit Cultural Institution
Classification D-3 Non-profit Adult Recreational Activities Processing
May 1, 2023 at 11:00 am  Classification E and F Community Group or

Organization and Commercial Enterprises Processing

Permit applications will be approved on a first come first served basis. In the event that several applications are received for the same school, the Board will base its decision on past experience and the number of permits held by the applicant.  In an effort to provide fair access and share the school space some organizations will be limited to the number of gyms.  Every effort will be made to accommodate all groups.

Permit applications - one day per application and hours of permits

Each permit application must be for one weeknight or one day on the weekend.  It is allowed to have the application recurring on a weekly basis.

For weeknight permits there are two time slots.  Permit applicants must select 6:00 pm to 8:00 pm OR 8:15 pm to 10:15 pm.

Weekend permits can operate from 7:00 am to 9:00 pm.   

If the permit application does not meet these requirements it will be denied.

All current and new organizations must create an account in the new on-line data base by clicking here:  https://ycdsb.ebasefm.com/rentals/welcome

https://ycdsb.ebasefm.com/rentals/welcome

To apply for a permit, you start by creating an account in our on-line data base by clicking here:  https://ycdsb.ebasefm.com/rentals/welcome

Users must:

  1. Determine what type of classification they fall under based on the YCDSB classifications listed in the table below.    
  2. Be 18 years of age or older.
  3. Have a valid e-mail account that can receive account information and approved permits
  4. Register a valid Visa or Master Card to cover applicable fees. The data base will give you 24/7 secure access to your account to check charges and payments.
  5. Purchase insurance from the YCDSB OR provide a certificate of insurance in the amount of $2 million for Liability Insurance naming the York Catholic District School Board as an ‘additional insured’.  
  6. The YCDSB Community Use of Schools Policy and Procedure (currently under review).

Table 1:

Permit holder Classification Description of permit holder classification
Classification A Board or School Sponsored Activities including
Classification B Catholic Church Services, Masses and Religious Instruction Classes provided by local Parish and affiliated with the Archdiocese.
Classification C-1 Non-Profit Child Care Programs approved by the Board (Operating during school breaks)
Classification D Non-profit Children and Youth Programs to include: Scouts, Guides, Brownies, Cubs, Cadets
Classification D-1 Non-profit Children and Youth Recreational Programs to include: Sports activities sponsored by Service Groups. (Voluntary Supervision)
Classification D-2 Non-profit Children and Youth Recreational Programs operated by Municipalities and Institutions, Religious, Cultural, Service and Ratepayers Groups to include: Municipal Parks and Recreation, YMCA, YWCA, Lions, Kiwanis, Block Parents, Red Cross, Non-Profit Cultural Institution
Classification D-3 Non-profit Adult Recreational Activities Processing
Classification E and F Community Group or Organization and Commercial Enterprises Processing

 

Community Use of Schools Contact

Email:  permits@ycdsb.ca
Phone: 905-713-1211 ext. 12373