Facilities Use Policy
The purpose of this document is to set forth appropriate standards, priorities, and guidelines for scheduling facilities and events which are consistent with the mission of the university and assure the safety of its constituents. Programs which are not consistent with the mission of the university or which are deemed to present a safety hazard to participants or members of the university community may not be sanctioned by the university. The campus Facilities Use Committee will make recommendations as to whether a program is consistent with the mission of the university or presents a potentially hazardous situation. Operational procedures for scheduling specific facilities on campus are available through the administrative office responsible for the facility as referenced in Section II. In this policy, the term "facility" is to be interpreted as a university-controlled building or a portion of its grounds.
Scope Of Authority And Responsibility For Program, Activity, And Scheduling Management
Use of state educational facilities is governed by the State Education Code which is summarized in the State University Administrative Manual (SUAM). The scheduling of academic classes and academic laboratory space, including creative and performing arts facilities, is the responsibility of the Academic Affairs Division. The scheduling of library, multi-media and computer labs is the responsibility of the Information Resources and Technology Division. The non-academic scheduling of the Coussoulis Arena and Health and Physical Education complex is the responsibility of the Student Affairs Division. Other university facilities are scheduled as follows:
Santos Manuel Student Union -- Student Union staff, 537-7198
Academic areas -- Academic Scheduling staff, 537-7198
Coussoulis Arena -- Arena staff, 537-7360
Art Museum -- Museum staff, 537-7373
Little Theatre -- Theatre staff, 537-5878
Yasuda Center -- College of Extended Learning staff, 537-5975
Foundation Board Room -- Foundation Office staff, 537-5918
Housing facilities -- Housing Office staff, 537-5246
Obershaw Dining Room -- Catering staff, 537-5916
The Events Scheduling Office, which reports to the Vice President for Administration and Finance, is responsible for the non-academic scheduling of all other buildings and grounds. It is the responsibility of all campus event schedulers to notify the Events Scheduling Office of all scheduled activities.
Questions concerning the intent, interpretation, or application of this policy should be directed to the appropriate scheduling entity. Written appeals may be submitted to the Facilities Use Committee.
Groups Authorized to Use Campus Buildings and Grounds
University buildings and grounds may be scheduled and resources and personnel used only for events which are consistent with the goals, mission and current priorities of the university. Facility use requests will be considered based on the size and nature of the event, number of attendees, availability of space, impact on university budgets and personnel, and educational value or purpose of the events. Campus buildings and grounds will be assigned in a manner which maximizes efficiency of operation.
The university may allow use of its facilities under license or lease by some non-university organizations whose activities are consistent with the university's mission and the proposed activity benefits the university community.
- The following groups may use university buildings and grounds:
- University units or departments (academic departments, administrative units, etc.).
- Chartered clubs and organizations -- Associated Students, Inc., the Student Union, clubs and organizations officially recognized by the university.
- Faculty/staff groups -- officially recognized faculty and staff boards and committees conducting university business, employee organizations, and collective bargaining units.
Groups in the above categories may use university buildings and grounds on a fee-exempt basis during regular university operating hours. The regular operating hours are published in the quarterly Course Schedule and are typically between 8:00 a.m. and 10:00 p.m., Monday through Thursday, and 8:00 a.m. through 5:00 p.m., Friday through Sunday. Saturday and Sunday operating hours will typically be scheduled in University Hall and Brown Hall to reduce operating expenses. If needed, the following buildings may also be scheduled:
* Events Scheduling will recommend rooms in these facilities to ensure maximum energy efficiency to avoid providing air conditioning service to the entire facility.
There is no fee for mission-related uses during these operating hours and in these buildings. Fees may apply to events requiring more than two rooms or for special services such as furniture set-up or deliveries.
The use of buildings and grounds outside of regular operating hours typically will require a fee to cover operating costs of the facility. An appeal to exempt the fee may be filed with the campus Facilities Use Committee. Fine arts and intercollegiate athletics activities beyond regular hours are exempt.
- Non-Exempt Users
Private or off-campus users of university facilities (programs not funded by campus General Funds) will be considered non-exempt. Such users will be required to pay facility use fees reimbursing the university for costs associated with the event.
- University Mission-Related
Occasionally, events which are not formally part of the university may be deemed to contribute directly to the mission of the university. In such cases, the Facilities Use Committee will review the nature of the event and may determine that, due to its contribution to the fulfillment of the university mission, fees will be waived or reduced. Should such events occur outside of the regular hours of operation, efforts will be made to at least reimburse the university for its direct operating costs for such items as utilities and facilities maintenance and support.
It has been the practice of the university to operate on a 4/10 summer schedule to avoid expensive air conditioning costs during the hot summer months. The summer schedule typically has run from the week after June graduation through the week after Labor Day. The normal operating schedule during this period has been Monday-Thursday, 7:00 a.m. until 10:00 p.m. Any activities scheduled outside of these hours will require funds to pay the non-budgeted operating costs.
Facilities Use Committee
The Facilities Use Committee is charged to interpret this policy and make recommendations regarding the implementation of operational procedures related to buildings and grounds use and scheduling. The committee will be comprised of one representative from each administrative division, a student appointed by the Associated Students, Inc., one faculty member, the director responsible for events scheduling, and the Director of the Coussoulis Arena. The chairperson of the committee will be selected by the committee at its first meeting each academic year. The Committee will make recommendations to the Vice President for Administration and Finance who has authority over the use of University facilities.
Scheduiling Priorities in State-Controlled Facilities
Academic classes receive first priority for all university facilities. For uses other than academic classes, reservations for campus space and services are accepted on a first-come, first-served basis. University organizations may schedule buildings and grounds up to one (1) year in advance of the events, except for student groups which may schedule regular meetings up to nine (9) months before the beginning of the academic quarter requested. Non-university organizations or individuals may schedule buildings and grounds up to nine (9) months in advance of the event. Activities may be moved or rescheduled to meet the needs of regularly scheduled academic courses.
Facility reservations may be made by contacting the administrative department responsible for the facility desired. Please refer to Section II of this policy for that information. The scheduling coordinator working in the Events Scheduling Office (537-5236) will coordinate with various campus entities to assure that all scheduling logistics are completed.
- Groups or individuals wishing to reserve university buildings and grounds must do so in writing on the Facility Lease Agreement form. An individual must be designated who will be held accountable for adhering to all university policies, the safety of the persons attending the event, and the preservation of the facility. This person will typically be either a faculty advisor or club officer.
- No organization or person may reserve space on behalf of another organization or person. Organizations may not sell, sublease, or transfer reservations to another individual or organization. The organization reserving the space must be the primary organizer of user of the space forthe event.
- The reservation process is completed only when the requestor has received a written confirmation of the request from the Events Scheduling Coordinator.
- All facilities must be scheduled in advance and must receive confirmation as follows:
Meetings -- 3 days (72 hours) prior to the meeting.
Minor Events -- 2 weeks (10 working days) prior to the event.
Major Events -- Dance, banquets, concerts, and other major events -- a minimum of 4 weeks (20 working days) prior to the event. Special events sponsored by student organizations are governed by the "Student Clubs and Organizations Special Events Policy."
The scheduling of activities, meetings, or programs by chartered clubs or organizations must be executed by an appointed or elected officer, leader, chairperson, or club advisor of the organization, as indicated by the Office of Student Life Leadership and Development. The university requires at least one organizational officer and an advisor to be present for the entire duration of the event. A responsible representative from the sponsoring department must be present for the duration of any university-sponsored event. The sponsoring group shall be held responsible for any and all damages to university property. Failure to pay scheduled fees or damages, or failure to comply with this policy of responsible supervision may result in the immediate loss of scheduling privileges.
Charter clubs and organizations may reserve meeting space normally not to exceed two hours per meeting. Special events such as seminars, socials, dances, and concerts may exceed this limit but are governed by the Student Special Events Policy. Exemptions to this policy must be granted in advance by the Director of Student Life Leadership and Development, in consultation with the Director of Facilities Services.
Outdoor events may be moved or cancelled upon order of the Director of Facilities Services when an unresolvable conflict with the university's regular instructional program or maintenance program occurs. Overnight set-ups will typically not be permitted due to conflicts with irrigation schedules. Changing irrigation schedules may require funds to pay the non-budgeted operating costs.
Cancellation or Changes of Reserved Spaces
- Cancellation of meetings must be made no later than two (2) business days prior to the meeting.
- Cancellation of events must be made no later than ten (10) business days prior to the event.
- Charges accrued to date will be assessed for cancelled functions when any costs have been incurred prior to the notice of cancellation.
- Failure to cancel reserved space in a timely manner may result in the assessment of additional charges. Chronic failure to relinquish unused space may result in the loss of scheduling privileges.
- Changes in reservations which incur costs to the university will result in the assessment of additional charges.
Reassignment of Space
Reassignment of space may be necessary occasionally to accommodate priority university programs. Such reassignment will be determined by theEvents Scheduling Office or upon recommendation of the Facilities Use Committee to the Vice President for Administration and Finance.
Use Of Buildings And Grounds Outside Normal Operating Hours
The use of university buildings and grounds outside the normal operating hours may require the presence of custodial, grounds, and/or building and maintenance staff for facility support and supervision. Staffing requirements will be determined by the Director of Physical Plant Facilities Servicesor designee, and will be reimbursed by the user group.
Individuals or groups using campus facilities outside normal operating hours will also be responsible for any utility costs associated with heating, cooling, and lighting of facilities. Exceptions will be granted to those major campus-sponsored events which are funded in the annual university support budget. Art, music, theater rehearsals, presentations, public events, and intercollegiate sports are deemed instructional and are exempt from use fees.
Facilities Use Fees
Since state support is inadequate or nonexistent for some extracurricular university programs, the university assesses fees for extraordinary uses of all real property (i.e., buildings and grounds), equipment, personnel, utilities, etc. Fee-exempt programs and programs of major campus importance will be charged only for additional personnel and special services requirements over and above routine operating patterns and costs, i.e., for expenses not included in the university's normal daily operation.
In order to reduce costs, instructionally related conferences and meetings should be scheduled adjacent to locations which are being operated at the same time to avoid minimize costs. Users may opt to do necessary pre-use work, post-use cleaning, etc., to avoid costs. For example, custodial costs may be reduced through the user's participation, as long as legal and labor contract requirements and the basic responsibilities for maintaining, protecting, and cleaning the facility are met.
Non-instructional activities which are held outside the normal operating hours of the university will be required to pay a reduced facility use fee to reimburse the university for actual costs incurred for utilities and support, unless an exemption is gained through the Facilities Use Committeeprocess. Fine Arts departments are instructional and exempt from use fees when using facilities for their academic programs.
- Facility Rental Fee
This fee represents reasonable compensation of actual operating costs for university facilities. These fees do not address labor expenses for set-ups or rental fees for miscellaneous campus equipment (i.e., tables, chairs, etc.). A current fee structure for such expenses is available through the Events Scheduling Office. Fees for the use of campus facilities for non-university events shall not compete with off-campus facility rental fees in accordance with Title 5 of the State Education Code.
- Basic Facility Maintenance and Utilities Fee
This fee represents reasonable compensation for actual operation costs and does not address personnel expenses or campus equipment rental fees. These fees shall apply to non-exempt activities.
- Personnel Support Fee
Programs requiring personnel support services for preparation, execution, or clean-up may be required to compensate the university for such services. The requirement for university personnel to be available during special events shall be determined by the Director of Facilities Services or designee. The university cannot guarantee the availability of personnel to work at extracurricular events or events that occur after normal operating hours. The availability of personnel shall be based on the operational needs of the appropriate department. Personnel support fees shall be waived or modified only at the direction of the Vice President for Administration and Finance.
- Police Services and Parking Fees
Police services or support may be required to maintain public safety. The University Police Chief shall determine the level of security required for the event. The cost associated with providing that service to the event must be paid by the user. Private security may be an option in the event that the Police Chief authorizes their use.
- Space Use Deposits
Space use deposits may be required when there is a reasonable judgment that damage to, misuse of, or theft of university property or facilities may occur. The deposit amount shall be determined by the Director of Physical Plant Facilities Services.
- Media Services and Computing Equipment Fees
Additional charges apply to non-exempt events scheduled in teleconference, media, and computing facilities. These charges cover support staff and equipment use for these rooms. Rate sheets are available from the Director of Academic Computing and Media, describing charges for equipment and facilities that can be rented, as well as staff costs to monitor same.
- Facility Rental Fee
Activity managers or directors who are not exempt from paying facility use fees may petition the Facilities Use Committee in advance for an exemption from or reduction of required fees. The Facilities Use Committee will review the appeal and make a recommendation to the Vice President for Administration and Finance, who will make the final decision.
In no instances will fees be waived for any non-exempt activity for which admission is charged or a donation solicited without the recommendation of the Facilities Use Committee. This determination must be made during the planning stages and prior to the actual event.
All non-university related events must be protected with a certificate of insurance. Comprehensive or commercial insurance coverage will be required of users not covered by the University's insurance coverage. The coverage must have minimum limits for each occurrence of $1,000,000, and a general aggregate of $2,000,000 per event. The certificate of insurance must name the Trustees of the California State University; California State University, San Bernardino; the State of California; and the appropriate university auxiliary (where applicable), as additional insured. Further, a "hold harmless" instrument must be executed.
Non-university users must provide the same liability insurance coverage as outlined above and execute a "hold harmless" instrument as well. These users must agree to indemnify and defend the Trustees and the State if the activity should result in litigation or a judgment against the university.
- Contracts and Agreements
State facilities may be used only through a written, contractual lease, license, or use agreement from the university. The university does not accept any costs or liability arising from the activities associated with the event. The lease form shall conform to the specific requirements of the State University Administrative Manual.
- Public Safety
Coordination with the University Police Department shall be required for any event which may require extraordinary preparation to assure the safety of the community persons or property. No security or police personnel from outside the campus may be used without the express permission of the University Police Chief. The responsibility for coordinating with the Police Department will rest with the scheduling authority for the facility as outlined in Section II of this policy. The University Police Chief shall exercise final authoritydetermining security personnel needs or determining the viability of an event, if it will potentially impact the safety of the campus.
All groups are required to comply with campus policies and regulations. Groups shall be held responsible for any damages to or theft of university property.
Solicitation and free speech areas on campus will be strictly enforced according to Title 5 of the State Education Code. Free speech locations have been designated and a listing of such locations is available through the Events Scheudling Office.
Foundation Dining Services offers complete catering services for functions held on campus. All food and beverages served at the university must be provided through Foundation Dining Services, unless permission to utilize another food supplier is granted in writing by the Director of Food Services. Catering arrangements for banquets, buffets, receptions, or refreshments may be made by contacting the catering manager at (909) 537-5916. The catering manager is available to assist in menu planning and other details. Information regarding catering prices and guarantees is also available from the catering manager.
Completing a food service contract does not constitute or imply that an event has been approved for campus scheduling.
The consumption of alcoholic beverages is strictly controlled by the university's "Policy Regarding the Sale, Consumption, and Possession of Alcoholic Beverages" (December 2003). All uses of alcoholic beverages on campus must comply with this policy.
The serving of alcoholic beverages must be arranged at the time of making a facility reservation. Approval for the serving of alcoholic beverages must be gained obtained at least four weeks prior to the date of the event. No alcohol may be served on campus without the expressed written approval of the Vice President for Administration and Finance or designee.
Students, university departments, and recognized student and employee organizations may post materials in compliance with the university's Policy on Speech and Advocacy. All materials not in compliance with this policy will be removed. Organizations in repeated violation of this policy may have their posting privileges revoked.
Only Facilities Services personnel may affix to campus facilities anything of a temporary or permanent nature which requires nails, screws, glue, paint, etc. Decorations for events or activities must be approved in advance by the Director of Physical Plant Facilities Services or designee. Any costs for repairing damage as a result of decorating or posting will be charged to the individual who signed the facility lease agreement.
Campus grounds and other public areas are maintained on a regular schedule. Campus maintenance schedules typically will not be altered except with the approval of the Director of Facilities Services. All organized events must be prescheduled through the scheduling coordinator. Maintenance and other campus operational needs will take precedence when scheduling outdoor activities. Athletic facilities will be scheduled in accordance with the Health and Physical Education Facilities Use Policy.