Community Use of Public Facilities Newsletter: June 12, 2017

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Community Use of Public Facilities Newsletter: June 12, 2017

A Few Important Reminders

There are a number of things happening here at CUPF that impact all community user groups. Below are some important dates to remember, some critical information, and more. Please read carefully.


June 15 Deadline for Indoor Sports Leagues and Clubs

ALL indoor sports leagues and clubs meeting the established definition(s) MUST complete a request form to be considered for official designation and to obtain high-volume, historical gym use permit processing for the 2017-2018 school year.

This form must be submitted regardless whether a group received this designation last year or last season. Groups must apply again for the 2017-2018 school year.

If forms are not submitted for a qualified league or sports club by June 15, 2017, the group will lose historical use and have to apply online beginning August 15 on a  first-come, first-served basis with individual users for dates of use during the 2017-2018 school year. Please CLICK HERE TO READ QUALIFYING DEFINITIONS AND OR SUBMIT THE FORM ONLINE today.

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Public Forum on Changes to CUPF Reservation Process

In order to provide an in-person overview of changes to CUPF processes, deadline dates, etc. as well as to allow community user groups time for questions, answers and to provide feedback, please join us on Tuesday, July 11, 2017, 7:00-8:30 p.m., at the Upcounty Regional Services Center, located at 12900 Middlebrook Road, Room A, Germantown. Attendance is voluntary—there is no requirement that group representatives attend. There is no need to register in advance.


August 15 Deadline for Use of Schools

Public Reservation Requests for Next School Year:

Submission dates for the entire 2017-2018 school year use of MCPS indoor facilities have changed from last year. Change is necessary in order to accommodate the new State mandate designating the first day of school be after Labor Day. There will no longer be two separate submission dates for indoor use during the school year. We have combined them into one single process. General reservation requests of indoor school facilities, including before and after-school enrichment programs, evening use, weekend use, etc. for the 2017-2018 school year will be accepted online via the customer e-portal beginning August 15, 2017, at 8:30 a.m.  The above process does NOT apply to the following: MCPS administrative use of school facilities, licensed before and after-school childcare (other than extra gym space or evening activities), PTA/ PTSA submissions, government offices, or approved high-volume use permits. If you have questions about this change, email our office at or call customer service at 240-777-2725. 

PTA Priority Use of Schools:

PTA/ PTSA use of school facilities receives high priority IF requests for the entire school year are submitted by the long-established deadline of August 15 each year. Annual PTA/ PTSA informational packets regarding ICB/CUPF reservations will be sent on or before July 1, 2017. The packet will include information critical to the process to submit PTA/ PTSA requests so that you may receive priority placement. Packets will be distributed via email by MCCPTA, as was done last year.

Contracted service providers are often used for after-school programs. Please note that these contractors are NOT given PTA/ PTSA priority for scheduling and should not be submitted directly by the PTA/ PTSA. As a result, PTA/ PTSA’s utilizing such contracted service providers will need to ensure that the contractor adheres to the public scheduling go-live dates (July 15 for field use, August 15 for indoor ALL rooms). 

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Thank You

Thank you for using public facilities for your community events and activities! Please contact our office if you have any questions or concerns about information shared in this newsletter. You may call 240-777-2725, Monday thru Friday, 8:30 a.m. – 5:00 p.m., or email CUPF Customer Care at:

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255 Rockville Pike, Suite 201, Rockville, MD  20850

General Information 3-1-1 Call Center – TTY 1-800-735-2258

After Hours Emergency Number 240-490-CUPF (2873)

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