Policies & Procedures Manual

279

Policy No: 614

Policy Contact: Vice President for Instruction

Policy Title: USE OF COLLEGE PHYSICAL PLANT FACILITIES FOR NON-COLLEGE ACTIVITIES

The buildings and facilities at East Central Community College are provided primarily for the College’s instructional programs. However, there are times when these facilities are available for non-college activities. The Office of the Vice President for Instruction is responsible for coordinating the arrangements for all non-college activities on campus. A facility arrangements form for the use of college facilities as well as other required forms must be completed and submitted to the Office of the Vice President for Instruction at the earliest possible date so that scheduling conflicts may be avoided. The requesting party will be responsible for obtaining proper clearance from the Office of the Vice President for Instruction prior to confirming the scheduling of any college facility for use for any non-college activity. Priority will be given to college-sponsored events previously cleared and recorded by the Office of the Vice President for Instruction. When a non-college activity has been properly cleared through the office of the Vice President for Instruction, various departments and College personnel will be notified. Campus Police will be notified to open, close and monitor college facilities during use. The assignment of Campus Police will be made by the Dean of Students. In order to provide utilities, janitorial service and security, a facility user fee will be assessed for the event and the facility being utilized. A facility set-up fee will be assessed if applicable. The fees must be paid in full prior to the event. Fees are listed as follows: Facility Facility Usage Fee Optional Setup-Fee Huff Auditorium & Fine Arts Auditorium $500.00 *Setup included South Campus Gymnasium $100.00 $75.00 Student Activity Center $100.00 $75.00 Classrooms $50.00 $50.00 East Mall Area $75.00 $75.00 Pavilion at Walking Trail $75.00 $75.00 Gold, Gordon and Magnolia Rooms Charges for the use of the Bill and Louise Bailey Football Stadium, Brackeen-Wood Physical Education Building, or any athletic field or facility will be handled on an individual basis. The charges will be determined by: time of event, security needs, services to be rendered, facility or field preparation before and after event, and/or janitorial services needed. All groups or individuals using facilities will be responsible for loss or damage to College-owned facilities and equipment. All college facilities should be locked when not in use. Anyone entering such facilities should have proper clearance from a campus official or Campus Police. All campus guests are required to abide by all the rules and regulations of the College. The possession and use of alcoholic beverages and the use of all tobacco products on campus by outside groups is strictly prohibited. The college does not charge governmental agencies, state agencies, and local schools for use of college facilities with the exception of athletic fields and athletic facilities. However, in lieu of a facility usage fee charged to a local, in-district school who wishes to use an athletic field or facility, the College will retain one-half of the entry fees collected by the school at the gate for the event, as well as the concession sales during use of the field or facility. Must use Valley Food Service if food-function is planned. For a food function, there will be no charge for use of room. If no food-function, then there will be a $50.00 fee for use of the room.

(Revised 11/12/13; Reviewed 3/8/16; Revised 6/14/16)