As a service to the community the
university will make its facilities available for use during those times when
such access will not interfere with the regular educational mission or official
university activities. The university does not intend to create a public forum
in any of its facilities, and reserves the right to restrict access which is
inconsistent with its mission.
(A)
General
guidelines:
(1)
Normally, the official academic course offerings shall be given first priority
claim over university academic facilities. Additional university classes,
outreach services offerings, and other academic needs of the university will
first be assigned and scheduled by the registrar's office. After the registrar
releases the university's academic space for the term, facilities will then be
made available on a "first come first served" basis by the coordinator of
special events. other areas, to include the vern riffe center for the arts
theater and lobby, rhodes athletic center, natatorium, and university center
conference and banquet rooms, are scheduled on a first come first served basis
without regard to university requirements.
(a)
The university reserves the right to relocate or
re-schedule any of its own classes, meetings, or activities in order to
accommodate requests of non-university event sponsors depending on the relative
impact or benefit of the event to the university. normally, however, the
university's own programs and activities will have first priority when
officially scheduled.
(2)
The university
shall review each application and shall determine whether or not any specific
organizations will be granted use and under what circumstances or
restrictions.
(a)
The event must be consistent with the university's
academic and community service role and mission.
(b)
University
facilities shall not be contracted for the purpose of offering instruction of
an on-going nature which is not a part of the university's academic, outreach,
or public service programs.
(c)
The university
reserves the right to reject the application of any event sponsor for use of
university facilities and/or equipment if it determines that it is not in the
university's best interest.
(3)
Event sponsors
may be required to provide the university a plan for the proposed disposition
of any registration fees and/or admission fees charged to event attendees,
income from sale of merchandise or sundries, food and/or
beverages
(4)
The university shall assume no responsibility for any
expressed or implied views, positions, statements or literature of the event
sponsor. Nor shall the university condone or otherwise endorse such
views.
(5)
Event sponsors may not use university logos, service
marks, or copyrights, in any advertisements or publications without the written
consent of the university.
(6)
Use of alcohol at
any event is prohibited unless authorization is requested and approved by the
university at least fifteen days prior to the event.
(B)
Making
arrangements for use of university facilities
(1)
University-affiliated groups
(a)
The office of the registrar's is responsible for approval
and scheduling classroom instructional use of university facilities for each
academic term (dates, times and locations are listed in the final class
schedule).
(i)
Coordinator of special events shall be responsible for
approving and scheduling all other use of facilities after their release for
the term by the registrar.
(a)
a
All requests for facilities use by official student
organizations shall be submitted to the student activities office for approval
before application is made to the coordinator of special
events.
(b)
b
Requests for facilities use
by university offices/departments must be approved by the dean/chairperson or
director, and then by the provost or respective vice president prior to its
submittal to the coordinator of special events. Such approval indicates that
the department/division shall be responsible for all obligations incurred by
the conduct of the activity.
(c)c
Charges for facilities use by university-affiliated
groups may be assessed for usage, equipment, supplies and personnel time which
exceeds the parameters of the normally scheduled workload of the facility or
personnel involved in supervising, operating and maintaining
facilities.
(2)
Non-university organizations
(a)
When possible,
university facilities shall be made available to other organizations or groups
for meetings or other approved activities.
(b)
Events for which
the use of university facilities is requested must not conflict with the
university's mission nor reflect negatively on the university in any
way.
(c)
Charges for facilities will be based on the established
facilities usage fees and other expenses incurred and billed by the coordinator
of special events through the bursar's office.
(d)
Periodically
facility charges will be reviewed and recommended by the administrator with
responsibility over the rental space to the coordinator of special events for
consolidation. The president or delegate will approve or disapprove the
recommended rates.
(e)
Payment of charges
(i)
Use of facilities
shall be charged at the established scheduled rates from the coordinator of
special events.
(ii)
Additional Fees may be charged for the following, if
applicable: parking; operational overhead, i.e., utilities, depreciation of
equipment, etc.; other necessary personnel services including additional
security as determined by the coordinator of special events and as
reimbursement for damage or excessive cleanup.
(iii)
A deposit of
fifty per cent anticipated rental fee must be received prior to signing a space
rental agreement. The balance (including all amounts in excess of the estimate)
shall be due upon receipt of the university invoice following the
event.
(iv)
Cancellations
(a)
A cancellation
notice of two weeks prior to the scheduled use is required in order to receive
a full refund of the deposit.
(b)
Should
cancellation occur less than two weeks prior to the scheduled use, fifty per
cent of the deposit shall be refunded.
(c)
Should the
university be officially closed due to emergency circumstances on the date of a
scheduled event which has not been previously cancelled, one hundred per cent
of the deposit shall be refunded.
Notes
Ohio Admin. Code
3362-4-21
Effective:
9/4/2007
Promulgated Under:
111.15
Statutory
Authority: 3362.03
Rule
Amplifies: 3362.03
