School Connections YYC FAQs

Are there any fees charged to agencies to make changes or cancel permits?

A cancellation fee of $10.50 per permit is charged for cancellations, or the removal of dates or times on a permit.

Can I run my program in a school prior to receiving the permit from the City of Calgary?

No, for liability reasons, a permit must be received before programs can begin in schools.

How much insurance is my organization required to have to participate in School Connections YYC?

Organizations listed on the School Connections YYC database are required to carry:

  • Commercial General Liability Insurance with a minimum Two Million Dollars ($2,000,000) limit for any one occurrence
  • Abuse Liability coverage with minimum One Million Dollars ($1,000,000) limit will be required for any program that includes minors
  • Professional Liability with minimum not less than $1,000,000

Organizations may be required to provide a scanned copy of a certificate of insurance that lists the three organizations as "additional insured": The City of Calgary, The Calgary Board of Education, and the Calgary Catholic School District, including 30-day notification clause in the event of cancellation or termination of your policy.

What are the time periods that agencies can deliver programs?

Programs can be delivered after school hours (Dismissal - Public Rentals) on school days. Schools cannot be accessed for SC-YYC programs on PD Days, Holidays or Weekends.

School hours vary per site from 7:30 am - 4:30 pm. You can find specific Schools’ dismissal times from the school board websites

See below for Public Rental hours for each School Type.

School Type Public Rentals Weekdays
Elementary 6:15 pm - 10:30 pm
Middle School 6:30 pm - 11:30 pm
Senior High 7:00 pm - 11:00 pm

What if my agency wants to make a donation or invite schools to an opportunity?

If you would like to make the CBE or the CSSD aware of sponsorships, donations, funding, grants, awards, events, materials, professional development or speakers, please contact:

What if my agency wants to offer educational programming, workshops, seminars, presentations, performances or educational services during instructional time?

Calgary Board of Education: Visit the Community Learning Opportunities webpage or artists can visit the Artist in Schools webpage to submit an application.

Calgary Catholic Separate District: Email Business.Services@cssd.ab.ca to request an application.

What is the Risk Management Fee of $5.75 on my permit?

Rental groups are required to have their own insurance, as stated on the terms and conditions on all permits. To ensure coverage is in place for all, the City has purchased a policy that would provide additional coverage for user groups.

The Risk Management fee is applied to the cost of this additional insurance coverage.

The Risk Management Fee is charged once for each permit. Organizations submitting access applications for the entire school year will only be charged the $5.75 once per permit.

What if my agency does not receive approval?

Application forms may not be approved if the proposed program/service:

  • Involves religious, sexual health or other content that is not a fit with the values of participating school board (note: it is possible for a program/service to be placed on the Organization Database for one school board and not the other).
  • Is an instructional program or service that is meant to support the delivery of the educational curriculum and for which a certified teacher needs to be present.
  • Is merely being advertised as an external resource for students and their families.
  • Has a participant fee that the Agency is unwilling to 100% waive upon request.
  • Does not meet the criteria as described on the organization page.

Other variables may also be taken into consideration in order to safeguard the safety, well-being and best interests of students.

School : What if I am a school principal and I do not have the time/space available the agency has requested?

You can initiate a negotiation directly with the Customer via the contact information provided on the Access Application Form. Once you and the Organization Contact have agreed to alternate dates/time/space indicate the updates on the Access Application form and email it to facilitybooking@calgary.ca. This email should also CC your School Board Rentals office and the Organization Contact that you negotiated with.

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