Facilities Use Policy

Relevant excerpt

1. Internal Groups
a. University Group: a college, department, or other organizational unit of the university; an organization composed exclusively of faculty and staff acting within the scope of their employment; an administrative or academic unit within the university, staffed by State employees acting within the scope of their employment. Also included in this group are the intercollegiate athletic department and teams, university committees, task forces, governance bodies, and councils.
b. Student Group: a group that has been recognized as a Registered Student Organization by the Student Leadership Office under the rules of that office. Student groups must submit the written approval of their on-campus advisor or other designated authority to request the use of campus facilities and must be in good standing with the university in order to use campus facilities.
c. University-sponsored Group: faculty or staff acting within the scope of their employment to organize an event that is related to university activities (e.g. an annual meeting of state registrars, college media association meeting, events for K-12 students that support student recruitment efforts). The organization or group hosting such an event assumes the financial responsibility for event-related costs including damage assessments.
2. External Groups: all other categories of prospective users, including individuals, even though the individual or some of the members or participants of a group may be university personnel, alumni, or students.

REQUIRED TIMELINES FOR REQUESTS FOR FROM EXTERNAL GROUPS
A. External groups or who wish to request use of a facility or university grounds for an Event other than a Major Event, must complete and submit a space reservation form no less than ten (10) business days prior to the proposed event, using the university’s form which requires group name, event name, description of event, number of expected attendees, facility or location requested, and the name and signature of the individual who will be responsible for the event. A Facility Use Permit is required.
B. External groups who wish to request use of a facility or university grounds for a Major Event must complete and submit a space reservation form, no less than eight (8) weeks prior to the proposed event, using the university’s form which requires group name, event name, description of event, number of expected attendees, facility or location requested, and the signature of the individual who will be responsible for the event. A Facility Use Permit is required.
C. External groups must have a Facility Use Permit to use a university facility or university grounds. If the university approves an external group’s request to reserve a university facility or university grounds, the university will provide the user with a tentative reservation. If the user complies with the requirements of this policy, the university will issue the user a Facility Use Permit, which documents the university’s final approval for the event.

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