Organizational Accreditation FAQs

The purpose of organizational accreditation for youth sports-related programming in Anne Arundel County is to ensure compliance with departmental standards regarding access to public facilities and to promote and ensure the quality and diversity of athletic and recreational programming in the county. Accreditation allows organizations to access Board of Education and/or Department of Recreation and Parks facilities/fields using the facility scheduling process, provided they have met departmental standards and policies. 

• No, accreditation does not provide automatic access to Board of Education and/or Department of Recreation and Parks facilities/fields. 
• An accredited organization must still go through the facility scheduling process to access these facilities/fields.

• Athletic Organizations/Groups engaged in Youth Athletic or Recreational Activities such as Community-Based organizations and County-Based Programs (reserved ONLY for groups placed in Provisional Status), and Scouting Groups (Girl, Boy, Eagle, etc.).

• Providers of tournaments, camps, and clinics are not considered eligible for organizational accreditation.
• These providers are generally classified as commercial vendors and are not able to access Board of Education and/or Department of Recreation and Parks facilities/fields using the facility scheduling process.

• Commercial enterprises and religious groups engaged in recreational or athletic activities may not qualify for organizational accreditation and be eligible for the use of public facilities. This means that such groups are not allowed to apply for accreditation and thus, not eligible to use public facilities for their activities.
  • However, in the case of religious groups, the use of a school for religious activities requires school approval and is scheduled and approved by the principal of the respective school. This means that even though religious groups are not eligible for organizational accreditation, they can still apply for the use of a school facility for their activities, subject to the approval of the school principal.
• It is important to note that groups/vendors not engaged in recreational or athletic activities may not qualify for organizational accreditation, and as such, they should contact the school directly to discuss their rental policies and procedures. This may include seeking the indoor/outdoor use of a county facility.
• While such groups and vendors are not eligible for organizational accreditation, they are still able to provide recreational or athletic activities to the public. However, they must comply with all relevant departmental policies and guidelines. Failure to comply with these policies may result in adverse accreditation actions or other disciplinary sanctions

• Organizations seeking initial accreditation must follow the Creation of an Accredited Organization Application Procedures, which includes submitting an Organizational Constitution/Bylaws, an Organizational Accreditation Checklist, an Organizational Declaration Affidavit, an Organizational Accreditation Profile, a Certificate of General Liability Insurance, specifying their Primary Scheduling Area, and submitting an Assessment of Community Need.
• The departmental evaluation and determination of an initial accreditation submission could take up to 180 days.
• Organizations will be placed in the Rental Program for the use of public facilities until the departmental determination is rendered regarding their accreditation submittal.
• Organizations placed in the rental program are eligible to apply for the use of public facilities, although their reservation requests will be processed after accredited groups have been permitted for the respective period.

• The annual cycle for organizational re-accreditation runs from July 1st through June 30th.
• The primary point of contact for each accredited organization will receive a mailing from the Department around May 1st pertaining to the annual re-accreditation requirements.
• The mailing will include an Organizational Re-Accreditation Checklist and Organization Profile to be updated and returned to the Scheduling Office.
• For an organization to retain its accreditation, the Department must receive all required documentation and information no later than June 30th.
• If the re-accreditation information is not received by June 30th, the organization may be required to re-apply for initial accreditation.
• In July, organizations seeking re-accreditation will receive correspondence from the Department signifying their accreditation status for the new fiscal year.

• If an organization fails to maintain compliance with accreditation requirements and departmental standards, the Department will notify the organization's primary point of contact of the findings and advise them of the Department's course of action.
• The Department may impose disciplinary sanctions, limit, suspend, or revoke the organization's accreditation or Facility Use Permits, or deny pending reservation requests. Examples of non-compliance include the expiration of liability insurance, failure to comply with the background check policy, engaging in activities for which they are not permitted, failure to provide timely notification of organizational changes, or failure to provide advance notification of non-use or non-authorized use of a permitted facility.
• If the Department determines that an accredited organization has not come into compliance with the accreditation requirements and/or departmental standards, the Department may limit, suspend, and/or revoke the organization's accreditation or impose other disciplinary sanctions as appropriate.
• The organization has the right to appeal the decision.

• Organizations have the right to reapply for accreditation if they were previously denied accreditation, denied expansion of activities, suspended as an accredited organization, or in the rental program.
• The organization may reapply six months from the date of the previously rendered determination regarding their accreditation status.
• It is important to note that if an organization is reapplying for accreditation, they must demonstrate that they have addressed any deficiencies that led to their previous denial or suspension. Additionally, they must meet all core requirements for accreditation and be in compliance with the departmental Background Check Program.
• The evaluation and determination process for a reapplication may take up to 180 days, similar to the initial accreditation process.
• The Department will review the organization's history and compliance with departmental policies and standards, and may seek input from third parties in determining the community's need for enhanced or new recreational/athletic activities and/or the requesting organization's ability to comply with departmental standards and policies.
  • They should be aware that the Department reserves the right to obtain first-hand knowledge of an accredited organization's compliance with departmental policies and standards. If an organization fails to maintain compliance with the accreditation requirements and/or departmental standards, adverse accreditation actions may be initiated, which may limit, suspend, and/or revoke the organization's accreditation or impose other disciplinary sanctions as appropriate.

• Any organization, except those solely requesting the use of a regional park, recreation center, aquatic center, safety turf field, pavilion or picnic area, can request a permit to use school facilities or community parks. Reserve a Facility via AARP ActiveNet
• However, before apply for any non-rental program use of a public facility, all organizations must first become accredited and be designated as Community or County-Based by the Department of Recreation and Parks. Accreditation information go to, Organization Accreditation on our website.
• Athletic or scouting-related organizations must submit reservation requests to the Department of Recreation and Parks not directly to the school
• Reservation requests and other facility scheduling forms can be downloaded from the departmental website.

• Anyone using Anne Arundel County or Board of Education property must be approved and permitted by the Department of Recreation & Parks.
• Exception to this would be use of facilities within one of our many Regional Parks. Visit the Parks & Trails page on our website to find out how to reserve one of the many beautiful facilities within these parks.
• To request a permit for use please go to the Request a Facility or Field Use Permit page.
• If your proposed use of the facility includes fundraising activities that generate funds beyond participation fees or concession proceeds, or if it is a special event such as an athletic tournament, camp or clinic, or outdoor fair, you must complete a Special Event Form.

• The priorities for facility use are as follows:

1. Board of Education activities and events (AACPS fields only).
2. Recreation & Parks games/events.
3. Community groups.
4. Rentals.

• It is important to note that scheduled use of any turf field will be for a minimum of two (2) hours and cancellations by permitted users must be submitted to Recreation & Parks no less than 24 hours before use. For weekend use, cancellations MUST be received by 3:00 pm the Friday before weekend use. Cancellations not received by the guidelines above will be subject to paying the scheduled usage fee.

• The recommended time to submit a permit request may vary depending on the type of facility usage.
• For reservation requests for special events, it is suggested to submit the application at least four (4) weeks before the event. However, it is recommended to submit these applications in keeping with the application deadlines reflected in the period or annual facility use scheduling cycle.
• Reservation requests submitted after the established deadlines are processed on a first-come, first-served basis, and applications are subject to denial based on a conflict with a previously scheduled permitted use.
• For non-accredited groups and entities wishing to participate in the rental program, the application can be submitted via email, and fees may be calculated by the Department of Recreation and Parks. Regardless of the type of Facility Use Permit or the period of use, any request received less than seven (7) working days before the planned use activity is subject to denial for lack of processing time.

Yes, you can request a permit for a special event or one-time activity. Reservation requests for special events should be submitted at least four (4) weeks before the event. A reservation request for a special event and/or for a pavilion or picnic area can be submitted throughout the year; however, it is recommended to submit these applications in keeping with the application deadlines reflected in the period or annual facility use scheduling cycle. Reservation requests submitted after the established deadlines are processed on a first-come, first-served basis. Applications are subject to denial based on a conflict with a previously scheduled permitted use. Additionally, if the proposed use of the requested facility includes fundraising activities that generate funds beyond participation fees or concession proceeds, you must also complete a Special Event Form.

• Using a facility without a permit is considered unauthorized and prohibited.
• If an organization is found using a facility without a permit, they will be subject to disciplinary actions. 
• Commercial vendors are not permitted to operate within the boundaries of public property without the expressed approval of the Director of the Department of Recreation and Parks.
• Go to the Guidelines and Reference Manual for more information.

• Yes, you can request a permit for a safety turf field.
• However, it is important to note that the use of these fields will be scheduled on a priority basis as such: BOE Activities and Events, Recreation & Parks – Games/Events, Community Groups, and Rentals.
• Scheduled use of any safety turf field will be for a minimum of two (2) hours and cancellations by permitted users must be submitted to Recreation & Parks no less than 24 hours before use weekday and by 3:00 pm Friday before any weekend use. 
• Cancellations not received by the guidelines above will be subject to paying the scheduled usage fee.

• Reservation requests for annual use of a field are reserved for maintenance grant holders ONLY, and can be submitted throughout the year.
• It is recommended to submit these applications in keeping with the application deadlines reflected in the period or annual facility use scheduling cycle.
• Reservation requests submitted after the established deadlines are processed on a first-come, first-served basis.
• Applications are subject to denial based on a conflict with a previously scheduled permitted use. Therefore, it is possible to request an annual use permit, but it is subject to availability and approval by the Department of Recreation and Parks.

• To become accredited and designated as Community or County-Based by the Department of Recreation and Parks, you need to refer to Organizational Accreditation.

• No, athletic or scouting-related organizations must not go directly to the school to request facility use. Reservation requests from these entities must be submitted to the Department of Recreation and Parks.

• If you need to make changes to your permitted usage times for indoor or outdoor facilities, you must submit the changes in writing to the Department of Recreation and Parks no less than two business days before the permit's start.
• Failure to do so may result in being billed for the time that has been permitted.
• Changes include but are not limited to cancellation or time adjustments. It is expected that organizations plan their needed time and make all adjustments before the starting date of the permit. 
• Email requested changes to permits@aacounty.org. Be sure to include Organization Name and PERMIT number.

• Yes, all organized camps, clinics, and specialty training that are held on Anne Arundel County Recreation and Parks and/or Anne Arundel County Board of Education property must be coordinated with the Department of Recreation and Parks.
• This applies to any individual, corporation, or entity who directly or indirectly receives monetary compensation for providing services for the operation of a camp or clinic.
• Specialty training is defined as coaching or training a specific position, skill set, or discipline within that sport. Examples include quarterbacks, goalies, pitching, shooting, punting, passing, speed, strength, endurance, and stretching.

• To obtain approval for fundraising activities on public property such as County parks or Board of Education property, you must first indicate your intention to raise funds on the reservation request and submit a Special Event Form.
• The Director of Recreation and Parks or the Director's designee must approve fundraising events that may include athletic tournaments, camps, clinics, etc. The accredited organization must sponsor the approved fundraising activities and be identified as the activity's sponsor on all advertisements.
• All registration fees must be payable to the accredited organization permitted for public facility use, and no registration fees are to be paid directly to the contracted vendor. The accredited organization may request a waiver of this requirement, which must be signed by an approved representative of the accredited organization and approved by the Recreation Administrator.

• No, commercial vendors are not permitted to operate within the boundaries of public property without the expressed approval of the Director of the Department of Recreation and Parks.
• Approval may be granted to a commercial vendor in conjunction with the permitted use by an accredited community group. An example of such approval would be a portable food vendor at a park site that lacks a food concession building.

• The fees for using Board of Education facilities or County parks vary depending on the type of use and the accreditation status of the organization.
• Accredited youth organizations may be eligible for free use of certain facilities, while non-accredited groups may need to pay usage fees calculated by the Department of Recreation and Parks.
• A 25% deposit is required before the start of the permit for rental program use, and fees may be reduced by 30% for cancellations due to weather or other reasons.
• Pavilion use in a community park requires a reservation fee payable at the time of reservation. 
• Safety turf field fees are also charged based on the type of use, and commercial vendors must obtain approval from the Director of the Department of Recreation and Parks to operate on public property. It is recommended to check the Guidelines and Reference Manual for the most up-to-date fees and policies.

• Yes, out-of-season sports can request facilities.
• The Department acknowledges out-of-season sports and potentially provides facilities based on participation, prior usage, and availability. However, it is subject to the same facility scheduling process and procedures as any other group.
• Go to the Guidelines and Reference Manual for more information.

• Representatives of AAU, Select, and Travel Teams must comply with departmental procedures for securing approved Facility Use Permits.
• They should contact the Facility Scheduling Office to ascertain space availability. 
• Email requested changes to permits@aacounty.org.

• A tournament is defined as three or more teams participating in a competition at any location(s) for more than four hours.
• To secure a Facility Use Permit for a tournament, providers must submit a reservation request along with a Special Event Form that reflects the anticipated revenues, attendance, and other information deemed pertinent to the County for purposes of the application.
• Providers of tournaments will also be held accountable for the activity in keeping with departmental policies and guidelines.

• Commercial groups will not be permitted to use outdoor fields for business-related functions that are not athletic in nature.