Policy on Use of Campus Property and
Facilities
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Adopted March, 2005
Policy
on Use of Campus Property and Facilities
Table of Contents
Purpose ........... .......................................................................
3
Definitions.................................................................... ........... ........... 3
Access to Campus.......... ........... ...........................................................
4
General Conditions for
Use of Property or Facilities....................... ........... 4
General Procedures -
Application for
Use of Property or
Facilities....................................... ........... 6
Particular Uses....................................................................................... 10
Other Campus Facilities.............................................................. 16
Miscellaneous........................................................................................ 16
Appendix I, Request for
Use of Campus Facilities Forms.... ........... 17
Appendix II, Facility
Rental Agreement Form............................................ 22
Appendix III, Facility
Change/Cancellation Form.... ........... ........... 25
Appendix IV, Amplified
Voice/Music Notification Form...... ........... 27
Appendix V, Priority for
Facility Use........................................................ 31
Appendix VI, University
Food Services Catering Policies.... ........... 34
Appendix VII, Facility
Usage Fee Schedule ........... ....................... 39
Policy
on Use of Campus Property and Facilities
March,
2005
I. PURPOSE
This policy is intended to
provide a system of regulations designed to promote the orderly conduct of
activities on the University Campus and in its facilities, to prevent
interruption of, or interference with, normal missions, processes and functions
of the institution; to promote an educational rather than commercial atmosphere
on campus; to prevent commercial exploitation of students; to preserve
residential tranquility and to prevent the use of campus property and
facilities which is contrary to federal, state, or local law or the regulations
and policies of the Tennessee Board of Regents and East Tennessee State
University. It is also the purpose of
this policy to provide a procedure for the approval of the use of University
facilities. This policy conforms to TBR
Policy No. 3:02:02:00, last revised in September, 1990.
II. DEFINITIONS
For the purposes of these
regulations, the following definitions are given:
A. "Student" ‑ a person who is
registered for a credit course, a non-credit course or program at the university, including any such person during
any period which follows the end of an academic period which the student has
completed until the last day of registration for the next succeeding regular
academic period.
B. "Guest" ‑ a person invited by
a student, official, or employee of the university to visit the campus at a
specific time and place.
C. "Affiliated Group or Organization" ‑
an officially registered student group or organization, or a group or
organization funded by and/or sponsored by the University, or a group or
organization of faculty or other employees of the university approved by the
president. This includes any alumni
association, booster club, etc., which is organized and operated for the
benefit of the University.
D. "Non‑Affiliated Group or
Organization" ‑ any group or organization which does not qualify as
an "affiliated group or organization". This includes profit and non-profit groups as
well as federal, state, and local government organizations.
E. "Affiliated Individuals" ‑
persons connected with the institution, including the institution's students,
faculty, staff, and guests.
F. "Non‑Affiliated Individual" ‑
any person not covered in the preceding section defining an "Affiliated
Individual".
H. "Request For Use of
Campus Facilities" ‑ the standard form used to request facility
usage
and related services.
observed holidays.
III. ACCESS TO CAMPUS
A. The campus and facilities of the university
are restricted to students, faculty, staff, and guests of the university,
except when part or all of the campus, its buildings or facilities are open to
the general public for a designated time and purpose, or when use by
non-affiliated groups, organizations or individuals has been granted or
approved pursuant to the provisions of this policy.
B. All persons on the campus, including faculty,
staff, and guests, shall be subject to all rules and regulations of the
university and the Tennessee Board of Regents which are applicable to the
conduct of students on campus, and to all applicable federal, state laws and
regulations. In addition, all persons
who operate motor vehicles on the campus agree by such operation to be subject
to university and Board rules, regulations, policies and procedures on traffic
and parking.
C. All persons on the university campus must
provide adequate identification, upon request, to any university official
and/or security personnel. Personnel and
students of the university who refuse to provide such identification may be
subject to disciplinary action. Other
such persons who refuse to provide such identification shall be requested to
leave the campus. Should they refuse, they may be subject to lawful removal and
prosecution.
IV. GENERAL CONDITIONS FOR USE
OF PROPERTY OR FACILITIES
A. Use of campus property and facilities, as
detailed in this policy, is subject to limitations on the number of persons who
may attend in accordance with appropriate building regulations, fire codes, and
safety standards.
B. All regulations and policy statements which relate
to the conduct of assemblies, meetings and demonstrations of affiliated groups,
organizations and individuals also apply to any and all non-affiliated group or
individual use.
C. Sound amplification equipment may be used by
groups, organizations, and individuals at assemblies, meetings, and demonstrations
only when prior approval has been granted by the university. Such sound amplification is subject to
reasonable regulation by the university with respect to time, place, manner,
and volume.
D. University equipment may be
used in connection with the use of campus property and
facilities only with the approval of, or under the
supervision of, approved university
personnel.
The university has an
established system in which affiliated groups, organizations, and
individuals are given priority in the use of property and
facilities. This system is detailed in
Appendix V. In order to insure
affiliated groups’ access to property and facilities, requests by
non-affiliated groups may be held beyond the specific (7) day period provided
in Article V., Item C. Such requests
will be held and considered in the order received. The decision to grant or deny the requests
will always be made at least ten (10) working days prior to the date of the
requested use.
E. All Food services on the ETSU campus will be provided by the
University Food Service
located in the
G. Campus
property and facilities may not be used by a non-affiliated group;
organization, or
individual for the conduct of profit-making activities
except when a rental or lease agreement is negotiated; the institution receives
a fair rental value for the property, facilities, equipment, and services
used. The university reserves the right to
reduce or waive rental charges for
such use depending upon the nature and extent of the proposed use.
H. Rental rates are based on the fair market
value of providing the property, facility, equipment, or service and include
overhead, depreciation, utilities, maintenance, and security expenses. Rental charges may be based in part upon a
fixed percentage of the gross receipts of the activity, (see Appendix II) with a
minimum rental being charged.
I. All rental agreements between the university
and non-affiliated groups, organizations, or individuals will be processed and
approved by the designated university officials.
J. The University may require non-affiliated
groups, organizations and individuals that use campus property or facilities to provide the following:
(1) An adequate bond or
other security for damage to the property or facilities during the period of
the use.
(2) Personal injury and
property damage insurance coverage.
(3) A performance bond
guaranteeing performance of its obligations under the contract.
(4) Other types of insurance
in such amounts as may be designated by the institution.
The University may waive
these requirements of security, performance bond, or insurance coverage at its
discretion.
K. External or non-affiliated users and some
affiliated users reserving facilities for camps, conferences, or special events
will be required to supply proof of personal medical/accident insurance. The sponsoring organization must also supply
a certificate of liability insurance in the amount of one million dollars
($1,000,000) (minimum) naming ETSU as an additional insured party. An exception to this would be when the
Tennessee Code Annotated (T.C.A.) specifies a lesser amount as the maximum
liability (tort limit).
L. All non-affiliated groups, organizations, and
individuals agree, by making application for use of facilities for an activity
and by subsequent use after approval by the university, to indemnify the
institution and hold it harmless from any and all liabilities arising out of
such group's, organization's, or individual's use of the property, facilities,
equipment, or services of the university, including, but not limited to,
personal injury, property damage, court costs and attorneys fees.
M. Affiliated groups,
organizations, and individuals may be assessed the costs of providing the
property, facility, equipment, or services required as a
result of their use of campus property or facilities.
N. If a university affiliated
group/department desires to sponsor an event or activity for
another organization, which would ordinarily be deemed as
non-affiliated, the affiliated group/department must analyze the event to
insure that it is willing to accept the following responsibilities:
(1) States that the event is
done under their authorization and is thus directly related to the mission and
purposes of the affiliated group/department and
(2) Agrees that its name and
identity will be associated with the event.
(3) Accepts responsibility for
primary communication of facility needs and campus services.
(4) Accepts responsibility to
deal with and resolve problems relating to the event(s) including any damages incurred and
liability issues involved.
(5) Accepts the responsibility
for seeking all necessary campus approvals and authorizations for the events(s).
(6) Accepts responsibility for
insuring that university policies and procedures are followed.
(7) Accepts the responsibility
for insuring that all financial obligations for the event are met.
V. GENERAL PROCEDURES -
APPLICATION FOR USE OF PROPERTY OR FACILITIES
A. Regular meetings of affiliated groups or
organizations which are of a governing nature over some component of the
university (e.g., Faculty Senate,
Student Government Association, Residence Halls Association, etc.) may be
planned and scheduled for two semesters (fall & spring) at a time. Regular or special meetings of other
affiliated groups or organizations may be scheduled for not more than four (4)
weeks at a time. Annual meetings,
established test dates, recurring university events, and other such events may
be submitted as a list attached to the required "Request for Use of
Facilities" form (See Appendix I).
All other gatherings,
events, meetings, and other activities on campus which are sponsored or
instigated by affiliated or non-affiliated groups, organizations, or individuals
may be permitted without prior registration only at such times and limited
public forum areas as may be designated and approved by university officials.
B. The University has
designated two areas that may be used as a limited public forum area to
be used for non-approved, ad hoc meetings, rallies, protests, demonstrations by affiliated groups, organizations, and/or individuals. These areas may also be used by non-affiliated groups, organizations, and/or individuals under th