Risk Management at a Glance for Ontario Schools

Permit Holders

A permit holder is considered to be any independent group or organization who has been granted permission to use school facilities by any school board employee(s) who have the authority to do so.

The nature of permit holders' activities should be monitored, as these can place an additional risk of being sued on the school board should an injury occur. Many groups who seek to use school facilities are "ad hoc" and usually do not carry their own liability insurance. Permitting uninsured groups to use school facilities may make the school board liable for any injuries resulting from that group's activities.

Ineligible Activities:

The following list contains common examples of high-risk activities that should not be permitted on school property:

• any activity involving the discharge or use of weapons - e.g. guns, archery, cross-bow, knives;
• activities involving the sale or consumption of alcohol;
• activities involving the use of board-owned equipment by unqualified/untrained individuals;
• activities involving fireworks or other pyrotechnical devices.

Risk Management Recommendations:

• Request certificates of insurance coverage ($1 Million Limit) from all permit holders
• Do not approve permits for ineligible activities.
• Do not approve permits for uninsured groups.
• Implement a Master Insurance Contract plan (such as All Sport) to automatically insure permit holders (NOTE: OSBIE does not extend coverage to these groups.) Contact your board office.
• Ensure that the permit holder is aware of his/her responsibility with respect to maintenance issues - e.g. who is responsible for snow clearing or salting/sanding, etc.
• Never give a permit holder a key to the premises.
• School building custodian(s) should be on duty during the time the building is in use by the permit holder.

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