Policies and Procedures Manual

Chapter 3: Student Affairs

03:09:04   Application for Use of Property or Facilities

Each semester the Vice President for Academic Affairs assigns classrooms for all academic classes held on and off-campus in Northeast State facilities or teaching sites designated for instruction. Classes are then scheduled. The remaining vacant rooms designated for instruction, including workforce training/adult education, are available for use with first priority given to workforce training/adult education and student activities; second priority to faculty/staff activities, and third priority to community groups.

  1. Student Activities. Any individual or group desiring the use of campus facilities (i.e., buildings and/or grounds) for a student activity must submit an Application for Use of Facilities Form. This form must receive signatures from an advisor or the Student Life Director and the Vice President for Student Affairs before submission to the Vice President for Administrative Services, who will determine the facility’s availability and will sign the forms confirming the same. An approved copy will be returned to the requesting party. A copy is kept on file in the office of Administrative Services. If the activity has already been scheduled on the student activity calendar and confirmed by the Vice President for Administrative Services at the beginning of the semester, there is no need to fill out the Application for Use of Facilities Form. The Application for Use of Facilities Form may be completed online with electronic signatures. Please note that the Campus Request for Special Activity Form may be required to approve an event and/or participation in an event before the facilities request can be processed.
  2. Faculty and Staff Activities. Faculty and staff desiring to use campus facilities (i.e., buildings and/or grounds) must submit an Application for Use of Facilities Form. The Vice President for Administrative Services will determine the facility’s availability and will sign the form confirming the same. An approved copy will be returned to the requesting party. A copy is kept on file in the office of Administrative Services. Faculty and staff are responsible for making any extra arrangements with the facilities’ staff, including but not limited to plant operations, maintenance, police, and library for special requirements needed in support of the activity. Any general meetings regarding College business do not require the completion of a use of facilities form. This form may be completed online with electronic signatures. For fundraising events, refer to section four below.
  3. Outside Groups. Groups not affiliated with the College which desire to use campus facilities must secure an Application for Use of Facilities Form from the office of Administrative Services and complete/return it to that office. The Vice President for Administrative Services will provide the signature to confirm the availability of the facility and approve the activity. The Vice President for Administrative Services will then indicate if any special arrangements need to be made with the requesting party. A copy of the form will be mailed to the requesting agency as confirmation of the activity and availability of the facility and also will be forwarded to the Northeast State Chief of Police. A copy is kept on file in the Vice President for Administrative Services’ office. The Vice President for Administrative Services will notify the facilities’ staff, including but not limited to plant operations, maintenance, police, and library for special requirements needed in support of the activity.
  4. On-Campus Fundraising Activities. If student organizations, faculty, staff or outside groups wish to use campus facilities (i.e., buildings and/or grounds) for a fundraising activity, they must complete a Campus Request for Special Activity Form. The form is supplemental to the Application for Use of Facilities Form and must receive the College President’s signature or the President’s designee signature. Student applicants must receive signatures from an advisor or the Student Life Director and the Vice President for Student Affairs before submitting the form to the Vice President for Administrative Services, who will forward the form to the Chief Advancement Officer for signature. The Chief Advancement Officer must approve any solicitation of businesses or individuals for donations prior to any event. If a special event will be conducted after 5:00 p.m. on weekdays or during weekend hours, the Northeast State Chief of Police must sign the form. If for any reason the Vice President for Administrative Services believes that an event may warrant the need for police and/or security officers, the Chief of Police must sign the form. If money will be exchanged at the event, the Chief Financial Officer must sign the form. The Vice President for Administrative Services will maintain copies of the form and notify the applicant, Chief Advancement Officer and the Vice President for Student Affairs (if it is a student activity) upon application approval or denial. The College President or designee provides final approval. This form may be completed online with electronic signatures. Fundraising activities during Student Life sponsored club sales are limited to sanctioned student organizations unless approved for special events by the College President or designee.
  5. Off-Site Fundraising Activities. Student organizations, faculty and staff wishing to conduct off-site fundraising activities will need to utilize a Campus Request for Special Activity Form and follow the same approval procedures as established with on-campus fundraising activities. The Vice President for Administrative Services will determine the extent of the request and notify the administrator of an off-site facility to determine what additional resources might be needed. The administrator will work with any necessary city or county agencies to verify and secure services and approval, if the event is to occur at both a campus and city/county site. If a city or county agency determines that there is a safety risk or that an activity would compromise resources, the administrator will report the information to the Vice President for Administrative Services, who will recommend acceptance or denial of the request. If an event is planned at a venue in which a contract is signed between the College and the venue, the Vice President for Administrative Services will not need to work with outside agencies and a facilities use form will not be necessary. The College President or designee will make the final determination for any fundraising activity.

    The matrix, below, provides an overview of each submission process.

    Student
    Activities
    Faculty & Staff
    Activities
    Outside Groups On-Campus
    Fundraising Activities
    Off-Site
    Fundraising Activities
    Submit a Use of Facilities Form ( and Campus Request for Special Activity Form as applicable) to advisor and Student Life Director Submit a Use of Facilities form to the Vice President for Administrative Services Submit a Use of Facilities Form to the Vice President for Administrative Services Submit a Use of Facilities form and Campus Request for Special Activity form to the Vice President for Administrative Services Submit a Use of Facilities Form and Campus Request for Special Activity Form to the Vice President for Administrative Services
  6.  
  7. Liability Waiver. For any event involving physical activities above and beyond daily, routine movement, event coordinators will be responsible for distributing and collecting a signed Health Release and Liability Waiver for each participant. Activities that require a signed form may include, but are not limited to, running/walking, sports or swimming. Upon signing the Application for Use of Facilities Form, event organizers indemnify the College and hold it harmless from any and all liabilities arising out of such use of the property and/or facilities, including but not limited to personal injury, property damage, court costs and attorney’s fees. In certain circumstances, the College may require an event organizer to acquire a bond or insurance. This determination will be made by the Vice President of Administrative Services and approved by the President or his/her designee.
  8. Application Denial. If an event request is denied, the requestor shall receive a reason for the denial. Per TBR policy 1-03-02-50, there are various considerations potentially leading to a denial of an application, TBR Access and Use Campus Property and Facilities.

Please refer to TBR policies 1-03-02-50 and 3-01-01-00.

Please see Northeast State Facility Usage Guidelines

 



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Divisional Review Responsibilities Checklist: Student Affairs

Revision History: April 2014, Revision: April 2015, January 2017, March 2017