When athletic facilities are open to the public

While a school’s athletic facilities are primarily for use during physical education and by that school’s sports teams, others may have an interest in accessing them, as well. For example, some students or staff members may want to exercise in the fitness room after-hours, or members of the public may wish to work out in the weight room.

Before the school allows access to its track, athletic fields, gymnasium or fitness center and weight room, it needs to consider whether use by the public is worth the risk. If it is, then there are a number of steps it should take to protect itself.

 Stadium, fields, gymnasiums and outdoor facilities

1. Post signs in strategic places around the facility areas. Individuals should be made fully aware that these areas are unsupervised, and they should use caution while exercising. They should not use the facility alone and provide adult supervision of children. Signs should also prohibit pets, smoking, firearms and vehicles such as bikes, skateboards and roller blades. They should advise users to wear appropriate shoes—spiked shoes should only be worn on permitted athletic surfaces. Additionally, emergency contact information should be posted in a prominent place so users can report misuse, vandalism or medical emergencies.
2. Use security cameras. Ideally, cameras would cover the entire facility, including parking lots, entrances and other areas of high foot traffic. School staff members should check to make sure there are no obvious blind spots for the cameras.
3. Develop an inspection checklist. This list would enable staff members to evaluate the facility for damage at both the start and end of each day. The list may include areas such as walking surfaces, lighting and cameras, bathrooms and doors throughout the facility. This alerts the school to misuse or vandalism right away.
4. Evaluate the property prior to inviting public usage. Property staff members will need to address any liability hazards such as fall protection for the bleachers, and damaged walking surfaces or parking lots.
5. Prohibit use for the general public when school is in session. Staff members and students may need to use the facility during physical education or athletic team activities. Additionally, staff members should define other situations in which the stadium is closed to the public, such as during inclement weather, at night, over the weekends, or during school breaks.
6. Restrict access to certain areas. This includes concessions, restrooms, storage rooms and press boxes.
7. Patrol the area. Security personnel should conduct periodic patrols when the facility is open for use.

Fitness center and weight room

1. Make sure a staff member is always present. This employee should be certified in first aid, cardiopulmonary resuscitation (CPR) and automated external defibrillators (AEDs). They should also be able to answer questions about the equipment and ensure a liability waiver is on file for each person from the public before use.
2. Restrict use of the area to only staff members and enrolled students. Staff and students should present their identification to gain access.
3. Develop policies and procedures. Participants should be introduced to these policies in an orientation program. Hours of operation should be established to eliminate use of the facilities by students and the public during the same timeframe.
4. Keep first aid supplies easily accessible. There should also be an AED on-site.
5. Establish age restriction guidelines for equipment/facility use. It is not recommended for children younger than 13 to have access to fitness center equipment. Children 13-15 years old may use fitness center equipment when accompanied by a parent/legal guardian. Children 16-17 may use fitness center equipment unsupervised if written consent is obtained from the parent/legal guardian.
6. Implement a cleaning protocol. Staff members can use the Centers for Disease Control and Prevention and the National Academy of Sports Medicine as resources for such a protocol.
7. Require users to sign a liability waiver. The school’s legal counsel should review and approve the waiver, which requires users to acknowledge their understanding of all risks.
8. Display signage at equipment. The signs should demonstrate how to safely use the equipment and any possible risks.
9. Perform daily inspections of the fitness center and its equipment. If problems are discovered, the equipment should be removed from service until it is fixed. Document all inspections and resolutions.
10. Maintain equipment. Employ a professional to service all equipment based on the manufacturer’s specifications of service protocols and replacement parts. Additionally, keep records of all installations and maintenance dates.
11. Keep the facility clean. Not only should the school be regularly cleaning the area, but it should also include housekeeping expectations in participants’ orientation.
12. Create an emergency action plan. All fitness center employees should know who to contact, and when they should contact them. It is a good idea to have a communication device inside the facility to contact emergency responders.

With the proper preventive measures, a school can reduce risks related to public use of  its facilities.

Check out this article for more risk control tips on the public use of athletic facilities.