University of Wisconsin-River Falls Administrative Policy Paper
Number: AP 19 Revised
Date Issued: October 23, 2002
Subject: Use of University Facilities
1.0 POLICY/PURPOSE:
It is the policy of the Board of Regents that the facilities of the University are to be used primarily for purposes of fulfilling the mission of teaching, research, and public service. University facilities are not available for unrestricted use for other purposes. In order to preserve and enhance the primary functions of University facilities, this policy paper was established to govern facility use on the River Falls campus.
2.0 OVERVIEW/BACKGROUND:
2.1 UWS 21 - "Use of University Facilities" - Wisconsin Administrative Code
2.2 Financial Policy and Procedure Paper 20-Rev (3), June 8, 1987 (Guidelines for Expenditures From Student Segregated University Fees and Campus Activity Receipts)
2.3 UWS 8 - Faculty and Academic Staff Code of Ethics
2.4 Past Practice (Audit Recommendations)
3.0 UNIVERSITY RESPONSIBILITIES:
Institutional Guidelines: The following guidelines and references shall be used in determining facility use on the River Falls campus:
3.1 Use of University Facilities by University Groups - University departments and recognized campus organizations may use University facilities on a no-charge basis for those programs that are identified as being part of the department or organizational mission for the University and are not revenue producing in nature. The scheduling of facilities for such use is subject to user priority guidelines as established by University departments and building managers. Program revenue facilities shall not be used on an on-going basis for scheduled classes and other academic programs that are the responsibility of the State of Wisconsin to fund. Requests for an exemption for classes and academic programs must be addressed in writing to the Director of Hagestad Student Center Operations. (The Director will also provide a schedule of current rates and fee schedules for those exemptions that are approved.)
University departments and recognized campus organizations may use University facilities for revenue producing activities, but may be charged for direct overhead costs such as utilities, special equipment, and labor to ensure that the University is not subsidizing the event.
3.2 Use of University Facilities by Groups not Affiliated with the University - When persons or groups not associated with the University use University facilities, these persons or groups must:
*3.2.1 Be sponsored by a recognized department or campus organization, and
*3.2.2 Reimburse all direct costs and pay a rental fee, and
*3.2.3 Agree to certain conditions, through the execution of a contract with the University.
Individuals with space assignment authority have a responsibility to ensure compliance with these conditions:
Sponsorship or invitation by a University department/organization is required for the use of any University space by persons or groups from off campus. Off-campus groups are responsible for the direct costs and rental fees incurred with the facility being used. The University department or organization that is sponsoring an off-campus group is required to be directly involved with the planning, facilitation and monitoring of the event. Individual faculty or staff members associated with the University cannot sponsor an off-campus group. Sponsorship must come from a college, department or recognized faculty/student organization.
Once an off-campus group has received sponsorship, the group must enter into a contract with the University through the Director of Conference and Events. This contract will delineate all terms of the agreement including insurance requirements, food requirements, parking arrangements, facility usage, compensation, waivers, and other considerations unique to the event. All contracts will be signed by the Vice Chancellor for Administration and Finance.
3.3 Use of University Facilities by University Departments for Fund Raising Events (scholarships, charity, community service) - If a University department or recognized student organization desires to use University facilities for a fund raising event, they shall pay for utilities and overhead directly associated with the event. This charge shall be either paid for directly or deducted from their revenue. The remaining revenue belongs to the organization sponsoring the event and does not need to be deposited in a State account.
An organization not affiliated with the University must go through the Conference and Events office to sponsor a fund raising activity. A contract must be negotiated with a rental fee established that reflects the reimbursement for all University costs associated with the event.
A University department or organization may serve as a sponsor for a fund raising event by an organization not affiliated with the University. Sponsorship, as in 3.2, does not release the off-campus organization from the responsibility of signing a contract and paying rent and fees to the University. After a contract is signed and rent and fees are assessed, the off-campus organization may keep all revenues received as a part of the fund raising effort. Revenues do not need to be deposited in a State account.
If a recognized student organization is sponsoring a fund raising program and SUF money is used to pay for the entertainment, the receipts for the event shall reimburse the cost of the entertainment and utilities with the remaining revenues reverting to the student organization. If no SUF money is used, the student organization will only need to reimburse the University for the cost of utilities and other direct costs, so that the University is not subsidizing the fund raising event.
In all cases, the nature of the fund raising program must not detract from the mission of the University.
3.4 Use of University Facilities for Political Purposes - University facilities can be used by legislators, senators, and other elected state and federal officials or their representatives for meetings with students, faculty or staff. These meetings will be scheduled through the Chancellor's Office or through the Director of Public Affairs Office. There will not be a charge for these events.
If a political candidate or a political party wants to hold an event on campus (meeting, get acquainted session, press conference, campaigning) and it is not at the invitation of the Chancellor or Director of Public Affairs, a contract and rental fee must be established. Use of University facilities in such cases shall be coordinated by the Director of Conference and Events.
The University must remain neutral in the use of University facilities for political activities. Sponsors should ensure that any opportunity that is provided to one party or candidate is extended to other candidates. (As an example, faculty or staff who extend an invitation to a candidate to meet with them in a University meeting room or a division conference room to discuss election issues should extend an invitation to other candidates to that meeting or to a similar meeting.)
Student organizations such as the College Democrats and College Republicans can sponsor political events such as an "information table" or "get acquainted meeting" in the Student Center without a facility rental or contract. However, the use of other buildings on campus will require a University contract and rental fee.
State Elections Board rules and State Statutes prevent fund raisers in any State buildings for political candidates or political parties. The only exception is for residence halls, dining halls or lounges that are considered a "residence" for students. Student groups must go through the Residential Living Committee to secure approval for such a use.
No candidate can take a donation in a State building, except for those events that are approved for residence halls.
3.5 Use of University Facilities for Religious Events - UWS 21 is silent in regard to the use of University facilities for scheduled programs that might be religious in content or nature. The University shall not discriminate on the basis of religion. All University-sponsored programs, whether religious in nature or not, shall adhere to the same guidelines and policies.
3.6 Access to Public Events - It is the policy of the Board of Regents to ensure maximum access to public events held in University facilities consistent with the legally recognized rights and interests of performers, lecturers, artists and speakers. When an organization has secured the use of University facilities for a public event, any contemplated restriction or condition on access to the event must be made known prior to the event and must be embodied in a written agreement with the institution, which shall be open to public inspection. However, such agreements may not deny or restrict access to university facilities in a manner contrary to other applicable laws or regulations or on any basis prohibited by law.
4.0 DEPARTMENT/UNIT RESPONSIBILITIES:
Director of Hagestad Student Center Operations
Director of Conferences and Events
Building Schedulers (see attached list)
5.0 PROCEDURE:
5.1 Requests by University Departments and campus organizations to utilize University facilities shall be directed to the appropriate building scheduler. The building scheduler shall have responsibility for interpreting and enforcing University policies relating to the use of facilities.
Refer to attached "Campus Scheduling Contact List" as approved by the Chancellor's Cabinet on 10-21-02.
5.2 Organizations and groups not affiliated with the University shall contact the Director of Conferences and Events. The Director shall coordinate all aspects of facility usage, and negotiate a contract that shall spell out the terms of the agreement. In those cases in which a group not affiliated with the University is invited to campus and sponsored by a University department, the group shall still enter into a contract with the University through the Director of Conference and Events.
Campus Scheduling Contact List
(Approved by Cabinet 10-21-02 and Revised 11-14-02)
All non-university groups need to contact the Conferences and Events Office (4484) for all arrangements regarding the use of facilities.
Classrooms/Buildings:
Ag Science Complex: Charlotte Benck, CAFES Dean's Office (3784)
Ames & Centennial Science: Mary Foster, Arts & Sciences Dean's Office (3777)
Davee Library-Room 104: Patsy Lofgren (CBE-3335) or Mary Foster (A&S-3777)
Davee Library Computer Labs: Red & Blue Labs: Scheduler from appropriate College, or
All Labs: Marlene Foster (ITS) for use on as-needed basis. (Call 4357 or e-mail http://its.uwrf.edu/services/reserve/welcome.php)
Karges/Emogene Nelson: Dawn Roettger, H&HP (3705)
Kleinpell Fine Arts: Mary Foster, Arts & Sciences Dean's Office (3777)
North Hall-Rooms 15, 16, 25H, 25I and 205: Mary Foster, Arts & Sciences Dean's Office (3777)
North Hall - All other North Hall Classrooms: Patsy Lofgren (CBE-3335)
South Hall: Patsy Lofgren (CBE -3335)
Technology Enhanced Rooms: Can be reserved by the scheduler from appropriate College. Access to the tec cabinet requires users to receive training from IT Services; then personal keys can be issued through Facilities Management.
Wyman Education: Beverly Eloranta, COEPS Dean's Office (3774)
Miscellaneous Areas/Buildings/Rooms:
Abbott Concert Hall, KFA: Judy Mikunda, Music Dept. (3183)
Art Gallery, KFA: Susie Zimmer, Art Dept. (3266)
Blanche Davis Theater, KFA: Helen Turner, SCTA Dept. (3971)
Hunt Arena: Steve Stocker (3381)
Knowles Center: Cara Gustafson (4289)
Library (Cooklock/Breezeway): Marilyn Cossette Baker, Library (3222)
North Hall Auditorium: Debra Martin, Campus Reservations (4663, Ext. 118)
North Hall Conference Room: Dianne Monteith (3201) or Wendy Stocker (3700)
Outside Areas: Debra Martin, Campus Reservations (4663, Ext. 118) (i.e., Amphitheater, Tennis Courts, etc.)
RDI (Regional Development Institute): Myrna Brantmeier, Outreach (3256)
Rodli Commons: Debra Martin, Campus Reservations (4663, Ext. 118)
South Hall Alumni Room: Debra Martin, Campus Reservations (4663, Ext. 118)
Student Center (Hagestad): Debra Martin, Campus Reservations (4663, Ext. 118)
Miscellaneous Services:
Air Conditioning/Heating/Ventilation: Facilities Management (3821)
IT Services: Visit its.uwrf.edu/services/ web site for checking out their services regarding reservations for computer lab, laptop, LCD projector, other audio visual equipment, and podiums. Information about television and video services are also covered.
Room Set-Up (Special-Extra Tables, Chairs, etc.): Nate Beeman , Custodial Services (3349) for all buildings except the Student Center and Rodli Commons, which are handled by Debra Martin (4663, Ext. 118).
Technology Enhanced Classroom Access: The room can be reserved by the scheduler from the appropriate College, but access to the tec cabinet must be arranged through an authorized person who has a key or an ITS employee.
Unlock Building/Room (& Lock Room After Event): Public Safety (3133)
