I. Purpose II. Applicability III. Key Terms IV. General Provisions
Total Page：16
File Type：pdf, Size：1020Kb
Facility Usage and Event Policy Approved: President’s Cabinet Effective: August 16, 2011 Policy No.: 6-2.0 FACILITY USAGE AND EVENT POLICY I. Purpose The purpose of this policy is to ensure the effective use and enjoyment of the facilities at St. Thomas University and to ensure all events held at the University meet the University’s standards. STU’s Office of Physical Plant and Fernandez Family Center for Leadership and Wellness share the responsibility for the reservation of space and facilities, for all non-academic or non-credit activities. By policy, all requests for the use of University facilities for non-academic or non-credit activities must be submitted to either Offices of Physical Plant or Fernandez Family Center for Leadership and Wellness for processing. II. Applicability This policy applies to all reservations of STU facilities, regardless if reservation is for non-academic or non-credit activities, or made by a STU department, school, unit or non-university group. III. Key Terms A. Archdiocese of Miami (ADOM) – Any church or entity under the ADOM, does not have to provide a Certificate of Insurance for the use of a STU facility. B. Co-sponsored Event – An event in which the external sponsor is directly associated with an official STU sponsoring unit, organization, or group as recognized in the official structure of the STU requesting entity. By itself, the presence or involvement of STU students in an event is not sufficient to justify co-sponsorship of an external event. C. Non-For-Profit Organization – A nonprofit organization recognized by the United States Internal Revenue Code Section 501(c)(3). D. Non-University Group – All other categories of prospective users, even though some of the member or participants may be university personnel, alumni, or students. E. Official University Event – An event coordinated by an official STU unit, organization or group as recognized in the official structure of the University. The event must be directly associated with the University responsibilities and mission of the requesting entity. Examples of official University events would be college/departmental meetings, student club meetings, graduation, convocation, continuing education classes, athletic competitions and practices, and intramurals. F. University Agreement – A University Agreement used for facilities use by individuals or groups other than University departments, units, or students’ groups, which includes University’s Reservation and Facilities Use Agreement and Film & Photography Agreement. G. University Event Coordinator – The individual responsible for planning, organizing and coordinating the physical requirements and service needs of a particular event. IV. General Provisions There will be two types of charges that may apply. The first is a usage fee, which varies depending upon the category of user and the facility. The second set of fees may include such services as room set-up, catering, audio- visual support and safety services. The rental policy varies for internal and external groups. All facility/event scheduling for Evelyn & George Goldbloom Convocation Hall, Bobcat Hall of Fame (President’s Dining Room), and Fernandez Family Center for Leadership and Wellness will be completed online through the University’s Facility Rental webpage at www.stu.edu/facilityrentals. This online system will be utilized by all internal and external groups requesting to use any of STU’s meeting spaces. Internal groups must utilize the Facility Management System (FMS) system (https://fmsadmin.stu.edu/Common/Calendar.aspx) to schedule classrooms, conference rooms, and other spaces throughout campus. University departments and student organizations are not to request the use of a facility as a means of providing free access to STU facilities to external entities. Facility Usage and Event Policy Approved: President’s Cabinet Effective: August 16, 2011 Policy No.: 6-1.2 The Offices of Physical Plant and Fernandez Family Center for Leadership and Wellness has been charged with the responsibility to monitor claims of facility usage by internal entities and disallow usage which does not have a reasonable connection with the responsibilities and mission of a STU requesting entity. Appeals of disallowed usage may be made to the Vice President for Administration/Chief Financial Officer, who will review the denied claim and make a final determination. The University’s name, insignia, seal, logo, or other University or departmental indicia may be used by University and non-University groups or organizations with prior approval of the Office of Philanthropy & Communications. V. Fees and Services All external entities will be assessed a fee for the use of any STU facility. While official University and STU sponsored events are exempt from use fees, all groups using our facilities (including campus units and student organizations) may be charged for the actual direct expenses incurred in support of their events. Such charges could include overtime for custodial staff, electricians, media support, Public Safety officers, food services, and other supervisory personnel, as well as other purchases in support of events. A detailed list of fees is found in the Appendix A: Facility Usage & Fee Schedule. Local and state governmental agencies or non-profit organizations may be considered eligible for the reduced STU facility usage rates. Requests to be considered for this rate should be made in writing to the University Event Coordinator. Even if use fees are reduced, event organizers must still contact Food Services, Public Safety, Information Technology and/or Physical Plant, if needed; to determine if there will be service related costs surrounding their scheduled activity. These fees are not provided at a reduced rate. All external entities must sign and return the appropriate University Agreement to either the Offices of Physical Plant and Fernandez Family Center for Leadership and Wellness thirty (30) days prior to the date of the event. A non-refundable deposit of ten (10%) percent of the total estimated fee will be required with the signed University Agreement. All fees are due and payable ten (10) business days prior to the event. If it is necessary to cancel an activity/event, the University Event Coordinator must be notified no less than ten (10) business days prior to the scheduled event. If the ten (10) business days minimum notification is received and acknowledged by the University Event Coordinator, all monies except for the ten (10%) percent deposit will be refunded. VI. General Guidelines for Scheduling A. University facilities are provided primarily for the support of the educational functions of the University and the activities necessary for the support of these functions. University functions take precedence over any other activities in the use of University facilities. B. All persons on University property are required to abide by STU’s policies and regulations and shall identify themselves upon request to University officials or appropriate University employees acting in the performance of their duties. Violation of such policies or regulations may subject a person to possible legal penalties; if the person is a student, faculty, or staff member of the University, that person may be subject to University discipline. C. Once reviewed, the University Event Coordinator will approve or deny the request via email, noting any special instructions that may apply to the use of the facility. In the event that the facility requested is not available, the University Event Coordinator will assist in finding an alternate location. Please understand that your request is not deemed approved until you receive an official confirmation from the University’s Event Coordinator. Do not announce or promote your activity until the space requested has been approved. Facility Usage and Event Policy 2 Facility Usage and Event Policy Approved: President’s Cabinet Effective: August 16, 2011 Policy No.: 6-1.2 VII. Guidelines for Filming and Photography A. Commercial film companies should be aware that the Office of Philanthropy and Communications must be consulted and may exercise the right to supervise all commercial film projects on the campus. B. These commercial film guidelines do not apply to legitimate news photos taken by representatives of newspapers, magazines, photographers who are working in cooperation with the University’s Office of Philanthropy and Communications. Members of the Office of Philanthropy and Communications; however, should see to it that even news photographers do not disrupt the normal routine on campus. C. Commercial ventures, which have been approved, are permitted to photograph or film on campus, with the signed Appendix B: Film and Photography Agreement. D. The fees listed in the Appendix B: Film and Photography Agreement must be paid to St. Thomas University prior filming. E. Filming sessions should be scheduled at times and in places that do not interfere with the University’s normal routine. F. STU has the right to negotiate contracts with a minimum of ten (10) business days advance notice and reserves the right to deny contract negotiations without such notice. G. Disputed items with a contract are to be settled by the Vice President for Administration/ Chief Financial Officer, or his/her designee. Any exception to the above-stated conditions must be cleared by the Vice President for Administration/ Chief Financial Officer, or by his/her designee. H. Filming and Photography Procedures 1. Initial contact to request the use of a facility or an event, will must be submitted to STU’s Offices of Physical Plant or Fernandez Family Center for Leadership and Wellness. 2. The script or storyboard is subject to review by the Office of Philanthropy and Communications prior to approval of the project or the beginning of any filming. A final shooting script should be available at least one week in advance of the scheduled date. 3. STU’s Office of Philanthropy and Communications will consider whether the use request, if approved, implies endorsement by the University; the subject, activity or product depicted will be evaluated and may deny use of request on that basis.