TITLE: USE OF COLLEGE FACILITIES
COLLEGE FACILITY USE PRIORITY HIERARCHY:
1. Category 1: College Instructional and Board
Activities
a. Includes
regularly scheduled classes, labs, etc., taught by an instructor approved or
hired by the college and included in the quarterly schedule of classes.
b. Includes
televised courses and irregularly scheduled seminars, workshops, contracted
training, etc., taught by an instructor approved or hired by the college and/or
enrolled in by tuition-paying students or students for whom the college claims FTE.
for the students enrolled.
c. Includes
college Board and Budget Committee meetings. These meetings have first priority
for the college Board Rooms.
2. Category 2: College Meetings and Events
a. Includes
program advisory committee meetings and college and student councils and
committee meetings.
b. Includes
extra-curricular activities supported and funded by instructional/student
services units; sanctioned (officially recognized) student activities and
clubs; faculty, classified, and management association meetings; college staff
meetings; LBCC Foundation meetings.
c. Includes
official meetings of state or regional community college related groups.
3. Category 3: Non-Profit Organizations Events
a. Includes
tax-exempt charitable, service, publicly funded, or special interest
organizations.
4. Category
4: Private
Organizations Events (Requires approval by President or designee.)
a. Includes
private commercial organizations or private organizations and individuals.
FACILITY USE RENTAL FEES AND DIRECT COSTS:
1. Categories
1 and 2: No
facility rental fees are charged. Direct and indirect costs to support the event
are assumed to be included in the college budget; however, there may be
instances in which nonbudgeted direct costs are incurred and, under these
circumstances, may be charged back.
2. Category
3: "Schedule
A" facility rental fees are charged unless waived or modified by President
or designee.
3. Category 4: "Schedule B" facility
rental fees are charged unless waived or modified by President or designee.
4. Waiver
of Fees: Waiver or
modification of the facility fee and/or deposit in categories 3 and 4 may be
made by the President or designee based on the following criteria:
a. There
is a tangible and defined benefit to the college and/or service to the
community (more than just the promotion of "good will").
b. The
college generates FTE from the event.
c.
The
College has a reciprocal agreement or partnership with the user.
d.
The College
sponsors the event.
In
order to evaluate instances of waiver or modification of fees, departments will
maintain documentation on organizations or persons granted a waiver or modification,
when the waiver or modification was granted, and for what purpose.
5. Direct
Costs: Room rental
charges cover room use only. Additional direct costs related to the facility
use, including expenses associated with the following, may be assessed:
a. Equipment
(media and other)
b. Computer
usage
c. Energy
when events occur outside College regular schedule
d. Labor
costs for scheduling, custom installation, disability accommodations, room set
up, opening/closing, janitorial, and supervision of specific LBCC facilities.
6. Reservations
and Cancellation Fees:
a. The
decision to rent kitchens and special rooms (labs, shops and activity centers)
rests with the specific room manager.
b. Category
3 and 4 reservations will be tentative until receipt of deposit. Reservations
may be canceled by Category 3 and 4 users and the deposit returned up until
twelve (12) calendar days prior to the event except for the Forum (F104), the
Commons, and Russell Tripp Performance Center which require a thirty (30)
calendar day cancellation notice.
Direct costs incurred by the College prior to cancellation will be charged
to Category 3 and 4 users.
c. Category
1b and 2 reservations will be considered tentative to allow the College to rent
to revenue generating customers. At the time a Category 3 or 4 user requests
reservation of space tentatively reserved for a category 1b or 2 activity, the
tentative reservation will be confirmed.
Once confirmed, the category 1b or 2 activity is subject to a
cancellation fee equaling the usage fee for one hour if the activity is
canceled unless the cancellation is due to insufficient enrollment.
7. Deposits: Deposits of 50 percent of the
estimated room rental fee and food and beverage costs will be charged to Category
3 and 4 users. Additionally,
advance payment of estimated direct costs may be required
8. Damage: In instances of damage to the
facility or extensive cleaning resulting from the activities or events, the
sponsoring organization will be held accountable and assessed the charges for
any necessary repairs and cleaning.
9. Billing: Billing for use of facilities or
special services will occur following the event. Individuals or organizations
failing to remit the amount due within thirty (30) calendar days may be denied
use of facilities or services until the account is paid in full.
10. Allocation
of Rental Revenue: Rental revenue will be allocated 50/50
to the general fund and auxiliary/department funds. If department/program operating expense requirements exceed
the 50% allocation, an exception may be requested by presenting a budget
demonstrating need to the Director of Fiscal and Auxiliary Services. Once an exception has been granted, it will
be effective until such time that the Director of Fiscal and Auxiliary Services
requests a review of the budget. Revenue reimbursing for direct costs
is not subject to allocation.
GUIDELINES AND CONDITIONS FOR FACILITY USE:
1. Priority
Rescheduling: The College
reserves the right to move a lower priority user to another college facility
that will accommodate them.
2. Regular
Meetings:
Noncollege organizations will not be permitted to hold regular weekly or
monthly meetings in Linn-Benton Community College facilities. Each individual
use will be scheduled.
3. Publicity
and Security:
Publicity for noncollege sponsored events must be reviewed and approved by the
Marketing and Public Relations Director. If no college staff host is present
during the entire event, the fee charge shall be sufficient to allow the
Security Office to employ staff to serve the host function for that event.
4. Room
Reassignment: Users
scheduled in a lower priority category may be reassigned after consultation
with the affected party up to ten (10) days prior to the event. Reassignment
means the activity may be moved to a different facility that will accommodate
the activity. Priority reassignment includes categories and subcategories.
5. Limitations: Category 3 users will be limited to
two consecutive-day use of major college facilities during weekday periods when
classes are in session. Special arrangements may be made during summer for
consecutive-day usage.
6. Political
/Commercial Other Activities: Linn-Benton Community College will attempt to accommodate
groups and individuals who seek to come to its campus or centers to advocate,
or oppose, political, commercial, cultural, religious or other similar causes.
At the same time, the primary educational mission of the college requires an
environment that is conducive to safe and efficient student and staff movement.
The regulations set out below are narrowly tailored to balance the environmental
requirements of the college with the rights of visitors, but the college does
reserve the right to deny access to its property to any individual or group who
violates the regulations.
Groups
or individuals that want to distribute political, religious, cultural or
commercial messages/literature; gather signatures for political petitions;
advocate or oppose political or religious positions; or engage in similar
activities are encouraged to register with the Campus Security Office before
they begin their activities (registration should be with the Center's
Administrative Office if the activity will take place at an LBCC center).
While
registration is not mandatory, it does provide the college with an opportunity
to discuss campus regulations with visitors before misunderstandings occur.
Registration for campus visitors shall include obtaining a name, address, and
telephone number of the contact person for the visitors. The main campus
Security Office or Center Administrative Office shall also provide the visitors
with a copy of the college regulations that apply to visitors, and a Security
Officer/Center employee shall escort the visitors to a designated location.
Registered visitors to the college's main campus will be provided with a table
and chair(s) at the designated location; visitors to a center are asked to
contact the Administrative Office 24 hours in advance of their visit if they
expect tables and chairs to be provided.
Regulations for Political/Religious/Cultural/Commercial/Petitioner
and Similar Visitors:
a. Linn-Benton
Community College is designed for pedestrians to use external passage ways.
Internal hallway and gathering space is limited and is reserved for
instructional, student services, and administrative purposes. On the main
campus, visitors will be allowed to conduct their activities in designated
external areas at the perimeter of the courtyard. Visitors will also be allowed
to stand at designated campus entry points near parking lots. Appropriate
external locations will also be designated at each of the centers (for sites
leased by the college, the college will defer to the lessor to determine what
conditions visitors must meet to petition or gather outside the leased
facilities).
b. Visitors
may not conduct their activities in ways that interfere with, or disrupt, the
college's instructional or student services programs. Loud noises are of
particular concern to the college.
c. Visitors
may not obstruct doorways, sidewalks, or otherwise interfere with the free
movement of students, staff, or the general public. Visitors shall not impede,
harass, or intimidate students, staff, or the general public. The college, at
all times, will insist upon compliance with the health, safety, and fire laws
and regulations of appropriate governing authorities.
d. Visitors,
at the conclusion of their visit, shall be responsible to clean up and remove
all trash and litter from their designated area.
e. Visitors
may not sell any goods or services on campus without the express approval of
the President or a Vice President.
f. Visitors
shall be expected to comply at all times with college rules and regulations
that govern public access to, and use of, college facilities.
7. Americans
with Disabilities Act: Noncollege organizations that conduct activities in or on college
facilities will be aware of, and responsible for, the providing of appropriate
accommodations (specific to the class, workshop, or activity) as described in
the Americans with Disabilities Act.
a. Marketing
materials must indicate availability and invite requests for accommodations.
Accommodations and auxiliary aids and services must be provided with no fee to
persons with disabilities.
b. All
materials must be available in alternative formats as needed.
8. Conference Services:
a. Arrangements
for food service in the College Center conference rooms or kitchen facilities
(see * facilities on Addendum 1) must be made through the Conference Services
Office. Organizations seeking food service in the College Center conference rooms
from other sources must first have permission from the Conference Services
Office.
b. The
serving of alcoholic beverages is strictly regulated and controlled. Wine
and/or beer may be served with a meal when pre-authorized by the President of
the college. No wine and/or beer service will be permitted without an
accompanying meal. The following are some of the requirements that must be met:
i. LBCC's
Conference Services Department must provide and serve all alcohol on campus. No
organization may provide for alcohol service through the use of an outside or
independent vendor.
ii. Control
measures must be shown that will limit the consumption to two (2) six-ounce
glasses of wine or its equivalent. The sale of alcoholic beverages must be
included in the cost of the meal and not sold by the drink. No alcohol will be
served more than 30 minutes prior to the meal service.
iii. Comparable
quality nonalcoholic beverages must be provided whenever alcoholic beverages
are served.
c. Requests
for information about the use of alcoholic beverages on campus should be
referred to the Conference Services Office. Copies of the appropriate form for
requesting approval are available in the Conference Services Office and/or the
President's Office.
9. Prohibitions:
a. Consumption
of alcoholic beverages is not permitted in Linn-Benton Community College
facilities or on college property except as regulated by Board Policy 5075 and
Administrative Rule D101, 8.2.
b. Smoking
is not permitted in campus buildings. Smoking, eating, and drinking are not
permitted on the theater stage, in the orchestra pit, or in the theater seating
area. It is expected that the users will make this rule known to all
participants and will enforce the rule.
c. In
the theater, potentially hazardous activities, especially those associated with
lighting and rigging systems, may not be undertaken without the express
approval, and/or under the direct supervision of the Linn-Benton Community
College theater staff.
10. Liability: Users will hold Linn-Benton
Community College free and clear of any and all claims. LBCC is released and
discharged from all claims and liabilities arising from or caused by a hazard
covered by insurance on the property, or covered by insurance in connection
with property or activities conducted on the property, regardless of the damage
or loss.
11. Denial of
Use: Groups,
organizations, or individuals may be denied or limited in their use of college
facilities. Decisions concerning such matters rest with the college President's
Office or the President's designee. Failure to comply with the foregoing
conditions, or to observe policies or administrative rules of the college, may
result in future use of facilities being denied.
12. Fee
Schedule: The Collegeís
facility rental fee schedules (see addendums) shall be reviewed and updated
annually by the Board of Education.
Date of Adoption: 08/13/84;
Dates of Revision: 03/02/85, 10/19/88, 06/15/93, 10/20/98, 11/16/99, 07/18/00,
01/14/03, 05/20/03 and 09/20/05