515 Non-Instructional Use of Facilities
515.01 General Statement
- In recognition of its commitment to public service, the SUNY College at Brockport makes its facilities and services available to qualified organizations for activities consistent with and in furtherance of College purposes and where the College does not provide such activities.
- For purposes of this policy, "campus organization" is defined as an organization, which has a relationship with the College. This relationship is either formal recognition or implied by a contract with the College or the State University of New York. Organizations of the following nature shall be deemed "campus organizations":
- Auxiliary service corporations.
- Recognized University or campus student government organizations.
- University or campus alumni organizations.
- University or campus-related foundations.
- Inter-campus organizations composed primarily of University employees such as business officers, purchasing agents, personnel officers, continuing education directors, and librarian organizations.
- Cultural, recreational, or social groups comprised of University or campus faculty and staff members or, subject to the approval of the President, members of their immediate families.
- "Off-campus" organizations shall be deemed to include:
- Federal, state, or local government units, departments, etc.
- Business, charitable, civic, community, cultural, educational, entertainment, industrial, labor, political, professional, and recreational organizations operating on a not-for-profit basis and whose activities are consistent with and in furtherance of the purposes of the College.
- "Facilities" shall include College-controlled (owned or leased) land, structures, buildings, equipment, and furniture.
515.02 Campus Organizations
- All campus organizations seeking to reserve any facility or facilities owned or operated by the College or the Brockport Auxiliary Service Corporation (BASC) must reserve said space through the College Events Office at (585) 395-5645. Because of the unique nature and circumstances regarding their use:
- Alumni House facilities may be reserved by calling the Alumni Office (395-5124) directly. Rules for the use of the Alumni House are available in the Alumni Office.
- Educational Opportunity Center facilities may be reserved by calling the director of the Educational Opportunity Center (232-2730) directly.
- Tuttle Facilities may be reserved by calling the Campus Recreation Office at (585)395-2229.
- The proposed use of the space by faculty or staff for non-instructional purposes must be endorsed by the appropriate academic department, dean, administrative office, or other recognized College unit.
- The proposed use of campus facilities by students and student groups must meet criteria established by the Vice President for Student Affairs.
- For those student organizations recognized and approved by Brockport Student Government, additional criteria established by BSG may be required.
- The College Events Office is the only office authorized to commit the institution to the reservation of College facilities. Faculty, staff, students, alumni, and College Council members may not commit the institution. Faculty, staff, students, alumni, and College Council members may, however, act as "persons responsible for activity" for off-campus groups by initiating a request on behalf of their off-campus organization. As the person responsible for the activity, these College representatives will assume all responsibility as specified in the Activity Reservation Form Policies.
- Intercollegiate Athletics post-season events are considered to be campus events and shall be planned and scheduled through the Director of Intercollegiate Athletics' Office and the College Events Office.
515.03 Off-Campus Organizations
- To further its commitment to education, research and public service, the College supports the use of College facilities by off-campus organizations where such use is consistent with the furtherance of State University purposes and where such use does not infringe upon, delay, or conflict with the normal operation of the College.
- All individuals representing off-campus organizations desiring to use any space whatsoever on any premises or in any facilities owned or operated by the College or through the Brockport Auxiliary Service Corporation must initiate such arrangements through the College Events Office at (585) 395-5645 during the academic year and the Coordinator of Summer Programs at (585) 395-2498 in the summer.
- Because of their unique nature and circumstances regarding their use:
- Alumni House facilities may be reserved by calling the Alumni Office (395-5124) directly. Rules for the use of Alumni House are available in the Alumni Office.
- Educational Opportunity Center facilities may be reserved by calling the Director of the Educational Opportunity Center (232-2730) directly.
- Tuttle facilities may be reserved by calling the Campus Recreation Office at (585) 395-229
All requests for use of College facilities will be reviewed by the College Events Office during the academic year and by the Coordinator of Summer Programs during the summer for conformity with SUNY regulations and with college policy, including eligibility of the group, consistency of the purposes of the event with the general mission of the College, and the filing of any necessary documents. Tuttle complex facilities and BASC services for off-campus organizations require the submission of the standard permit form in sufficient time to allow official campus approval by the college President or designee prior to the start of the program.
- "Occasional users" shall be deemed as those off-campus organizations using facilities for an equivalent of not more than 29 days (full-time equivalent days) during a state fiscal year, and which do not involve any construction upon, or modification of, University facilities.
- "Other users" shall be deemed as those off-campus organizations using facilities for an equivalent of 30 or more full days during a state fiscal year or which involve any construction upon, or modification of, University facilities.
- Campus support services, such as telephone, duplicating and printing, mail, and messenger, may be provided to off-campus organizations authorized to use College facilities under this policy where authorized by the President or his/her designee, and the College is reimbursed for such services. Computer services may also be provided to off-campus organizations subject to the provisions of the University policy on computer services.
- In accordance with the contract involving the State University of New York, the College, and the Brockport Auxiliary Service Corporation (BASC), all auxiliary services, such as food, beverages, vending machines, and bookstore, shall not be provided to off-campus organizations, either directly by the College or through the BASC, except as may be incidentally related to other use of facilities approved under this policy.
- Off-campus organizations whose purposes are to provide charitable or public benefit services may charge an admission fee or accept donations subject to pertinent state and local laws and approval of the President or his/her designee. Where admissions charges are made or donations accepted, the organization should make it known in all publicity that the proceeds are for the benefit of the organization and not the State University of New York or the College.
- An advance deposit may be required of the off-campus organization at the time a reservation for the event is approved.
- No authorization shall be given to programs whose sole purpose is to propagandize, rather than educate, through a balanced presentation of varying viewpoints.
- No authorization for use of College property, facilities, or services shall be permitted to interfere with the conduct of the College's regular activities or which is not consistent with its status as a tax-exempt educational institution.
515.04 All Groups
- The College use of all facilities shall have pre-emptive priority. The present priority structure used on the campus for its facilities is as follows:
The President of the institution has the authority to pre-empt priority when, in his/her judgment, it is appropriate.
- Official College-wide activities; such as commencement, spring honors convocation, orientation, etc.
- Curriculum use.
- Intercollegiate athletics.
- Open recreation/intramural.
- Authorized activities of College organizations and groups.
- Off-campus organizations.
- The College shall from time to time advise the College Events Office during the academic year (395-5645) or the Coordinator of Summer Programs during the summer (585) 395-2498 of ground facilities, buildings, or facilities within buildings which are NOT available for use by all organizations during regular sessions, intercessions, and weekends.
- The College shall define the hours available for facilities use during the regular College sessions, intercessions, and weekends and periodically update building hour availability with the College Events Office (395-5645) during the academic year and the Coordinator of Summer Programs (585) 395-2498 during the summer.
- The Office of the Vice President for Administrative Services shall define the key policy for the use of buildings by all groups and the procedure to be followed to facilitate the policy for regular College sessions, intercessions, and weekends and periodically update the key policy with the College Events Office (395-5645) during the academic year and the Coordinator of Summer Programs (585) 395-2498 during the summer.
- All provisions of the campus key control policy (see Chapter 341 Key Control) to lending keys, duplicating keys, and unauthorized access shall be strictly enforced, and user organizations shall be made aware of their obligations.
- Organizations shall not be issued exterior door keys unless such key(s) provides access to an interior area from which access to the remainder of the building cannot be gained. Arrangements for outside access should be made by the appropriate institutional office of College Events Office 395-5645 during the academic year and the Coordinator of Summer Programs (585) 395-2498 during the summer, and implemented by the Office of Facilities and Planning.
- Organizations may be issued interior keys to the areas, which specifically relate to their space assignment. A key deposit shall be paid to the appropriate campus office and returned upon the surrender of the key(s) issued. That office shall arrange to get the appropriate key(s), issue same to the user organization, collect it from the user organization, and return it to the Office of Facilities and Planning.
- Each organization shall be notified of estimated charges prior to the use of College facilities, and shall be responsible for additional costs incurred by the College as a result of damage, excess cleaning and/or any event running beyond its scheduled time. All charges are due within 30 days of billing.
- A cancellation fee may be charged for any event canceled within five business days (Monday through Friday) of the scheduled event unless written notice is received by the College Events Office (395-5645) prior to five business days before the scheduled event. This fee will be determined by costs involved.
515.05 Off-Campus Groups - Liability and Compensation
- Each off-campus organization authorized to use facilities of the College shall be issued a revocable permit in accordance with State University of New York and College policies and procedures.
- This revocable permit shall be issued in the name of the State University of New York and the off-campus organization and shall require that the organization:
- Observe established State University and College regulations and policies.
- Indemnify the University and the College from any liability arising out of the action of the off-campus organization or its agents incident to the use of facilities by the organization.
- Reimburse the College for any damage (beyond "normal wear and tear") to the facilities resulting from their use (see item 3).
- Compensate the College for the use of facilities.
- Provide evidence of appropriate insurance protection or reimburse the College for the prorated share of insurance purchased on behalf of the off-campus organization covering property damage, personal injury, or death arising out of the use of University facilities.
- Compensation for use of facilities:
- Occasional users shall compensate the College for any additional costs over and above the normal operating costs, if any, incurred in providing facilities. The President, or his/her designee, campus facilities committee may waive such compensation where the additional costs incurred are not significant or reciprocal services of an equivalent value are provided.
- Other users shall compensate the College for facilities in accordance with charges determined by the Vice Chancellor for Capital Facilities or his/her designee pursuant to standards established by the Office of Capital Facilities.
- Income received from off-campus organizations shall be deposited in an income fund reimbursable account approved by the State University of New York and the State Division of the Budget, with the exception of residence hall room rentals, in which case the authorized daily rental rate per room shall be deposited in the Dormitory Income Fund. That portion of the income which represents reimbursement for costs funded through the campus operating budget shall be transferred into the State's General Income Fund.
515.06 Incorporation of Policy
- The following State University of New York policy statements have been incorporated in this document and are on file with the Coordinator of College Events (395-5645).
- Statement of Use of University Facilities for Political Purposes, SUNY Trustees' Resolution 56-88.
- Statement on Use of Facilities by Commercial Enterprises, SUNY Trustees Resolution 73-56.
- Religious Services on Campuses, Item 076 SUNY Policy Handbook.
- Computer Services, Item 081 SUNY Policy Handbook.
The following College policy statements additionally govern the use of campus facilities and are filed with the Coordinator of College Events (395-5645) during the academic year and the Coordinator of Summer Programs (585) 395-2498 during the summer.
Campus Key Control, State University College at Brockport, Chapter 341.
Activity Reservation Form and Policies
Rules for the Use of Alumni House
Policy on the Use of Hartwell Auditorium
Policy on the Use of the Fine Arts Theater
Policy Procedures for the Use of Cooper Hall
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