Ohio Administrative Code › Title 3337 - Ohio University › Chapter 3337-1 - Policies In General › Section 3337-1-25 - Use of university facilities

Current through all regulations passed and filed through July 1, 2024
The version of this rule that includes
				live links to associated resources is online at
https://www.ohio.edu/policy/01-025.html
(A)
								Overview
All facilities operated by Ohio
				university (general fund and auxiliary) are the property of the state of Ohio.
				They are administered under policies established by the board of trustees or
				its designees, and they are managed within these policies by colleges,
				departments, and programs to which they are assigned. It is the goal of this
				policy to establish a framework for the convenient and economical use of
				university facilities by internal and external groups.
Ohio university will make maximum use
				of its facilities and services for the benefit of the citizens of the state of
				Ohio in keeping with the specifications of section
				3313.76 of the Revised Code and
				the 1992 board of trustees "Resolution on Space Utilization and Management
				Principles." In certain cases stipulated within this policy, fees may be
				charged to generate revenue or recover reasonable and necessary costs of
				facilities operation.
This policy applies to the Athens
				campus, not to the regional campuses.
(B)
								Guidelines for
			 usage
(1)
									Internal groups
Internal groups have priority in the
				reservation and use of university facilities.
(2)
									External
			 groups
External groups may be approved for the
				use of university space if and when facilities are available. External
				programs, events, and activities include any activity presented by
				organizations that do not have a direct relationship with Ohio university. This
				includes, but is not limited to, political groups, religious groups, civic
				groups, charitable groups, and programs scheduled through the division of
				lifelong learning.
(3)
									Exclusions
All groups are encouraged to utilize
				facilities on campus whenever possible, but use of facilities generally will be
				constrained or prohibited for groups whose presence would pose a threat to the
				safety of the university community, or for activities that are wholly
				commercial or for private gain.
(4)
									Responsible
			 offices
Procedures for scheduling and use
				authorization vary among the different facilities. In general, access to
				instructional facilities is secured through the registrar's office. Workshops,
				conferences, conventions, and programs of a similar nature are coordinated by
				the division of lifelong learning. Access to facilities for such programs is
				arranged through that division. Use of some facilities requires approval of the
				planning unit head (dean, vice president, or designee) in charge of the
				facility. These include some instructional facilities and all auxiliary
				facilities; see part (B)(6) of this policy. Questions regarding scheduling
				authority may be referred to the director of space management. Authorization
				for use of facilities by an employee organization wishing to solicit employees
				also must be obtained from the chief human resource officer. Groups wishing to
				hold events in university outdoor areas initially must contact the Baker
				university center administration before the event and comply with policy
				24.016.
See also policy 24.005 and policy
				42.550. Additional university policies and other regulations may
				apply.
(5)
									Fees
Users may be charged a fee for the use
				of university facilities under the following conditions or
				circumstances:
(a)
										Rent will not be charged for facilities used by a
			 registered student organization for programs and events that serve the members
			 of the university community and are not presented on an individual or
			 commercial gain basis. Student organizations may be charged for the cost of
			 setup, cleanup, damages incurred during the course of an event, and any special
			 fees required to present an activity and restore the facility to its original
			 condition.
(b)
										Other groups, both internal and external, may be
			 charged fees for the use of certain facilities in accordance with parts (B)(5),
			 (B)(6), and (B)(7) of this policy.
(c)
										When any fees are
			 charged for the use of any facility, the planning unit head or designee will
			 file a memorandum of understanding between the planning unit and the user. This
			 memorandum should outline the reason for any charges, the time and nature of
			 the activity, the services to be provided, and any other agreements arranged on
			 services, fees, and facility usage.
(d)
										Planning units
			 must publish their facilities usage fees for any given fiscal year no later
			 than July first of that year. Charges to users must be made at the published
			 rates. Facilities usage fees also will be posted by the university on an
			 appropriate web site. Where approval is required for new or increased fees, the
			 approval must be obtained prior to submittal of the annual budget to the board
			 of trustees.
(6)
									Fees for auxiliary facilities
In the case of auxiliary facilities
				(for purposes of this policy, presently the aquatic center, Baker university
				center, Bird arena, the convocation center and all other facilities controlled
				by intercollegiate athletics, the golf and tennis complex, Ping center, the
				residence and dining hall system, and Templeton-Blackburn alumni memorial
				auditorium):
(a)
										The planning unit head may establish any facilities
			 usage fee (rental or service) for external groups. Fees normally may be
			 established without prior review and approval, but the internal fee committee
			 must be notified, and may selectively review these charges and recommend
			 changes to the provost.
(b)
										Facilities usage fees charged to internal groups or
			 external groups with internal sponsors must be reviewed by the internal fee
			 committee and approved by the provost.
(c)
										Auxiliary
			 facilities are to be used as a first priority for the purpose for which they
			 were developed. In residence halls, residence hall students have priority on
			 scheduling meeting and food service space for their programs and activities. If
			 a facility is reserved for the exclusive and private use of members of a
			 registered student group, the group will be responsible for setup, cleanup, and
			 service charges for using the facility. A deposit may be required to cover
			 damages or losses incurred during a performance, event, or activity.
			 Nonresident student groups will be charged setup and clean-up costs for
			 auxiliary space usage.
(d)
										Units which require the purchase of a ticket or a usage
			 fee, such as Templeton-Blackburn memorial auditorium, Bird arena, the aquatic
			 center, and the golf course, may hold blocks of time or seats for student
			 groups to use the facility, providing other members of the campus community
			 also may continue to use the facility for its intended purpose.
(e)
										For additional
			 information regarding use of specific auxiliary facilities, consult the
			 following policies:
(i)
											Policy 24.012.
(ii)
											Policy
			 24.020.
(iii)
											Policy 24.030.
(7)
									Fees for general
			 fund facilities
(a)
										Planning unit heads may establish fees only to cover
			 reasonable and necessary expenses for services associated with the use of the
			 facility (e.g., equipment use, set-up, staffing, clean-up, damages, etc.). This
			 will permit the planning unit to recover all direct costs resulting from the
			 activity; no rental fees shall be charged for any general fund building. A
			 deposit may be required to cover damages or losses incurred during a
			 performance, event, or activity.
(b)
										The planning unit
			 head shall deposit all revenue from equipment use charges in an account
			 designated for maintenance and replacement of equipment subject to such
			 charges.
(c)
										Facilities usage fees must be reviewed by the internal
			 fees committee and approved by the provost.
(8)
									Questions
All questions or concerns pertaining to
				reservations, use of facilities, or expenses charged for events and activities
				should be directed to the person responsible for the provision of service. If
				the issue cannot be resolved at that level, the question or concern should be
				referred to the planning unit head or designee of the unit for review and
				resolution. Any appeals on the assessment of fees shall be addressed to the
				internal fees committee. Conflicts over scheduling and use that cannot be
				resolved by appropriate planning unit heads should be referred to the director
				of space management.
(9)
									Provisions
			 related to food service
Food and beverages served or catered on
				the Ohio university campus or at university-sponsored events must be provided
				by Ohio university dining services. Individuals or organizations desiring to
				have food and beverages catered to approved campus locations by other food
				providers must receive written approval from the director of housing and food
				services and the director of environmental health and safety; see policy
				47.015. Additional policies related to food service include:
(a)
										Policy 47.010
			 and
(b)
										Policy 24.004.
These policies apply to planning for
				on-campus events with food service.