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UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES


PHYSICAL ENVIRONMENT AND PROPERTIES
Buildings and Grounds: General Use
Sec. 900-10: Policy on Use and Scheduling of UC Irvine Properties


Responsible Administrator: Associate Vice Chancellor - Student Affairs
Revised: May 2010
 

References / Resources Contact: UCI Student Center & Event Services at (949) 824-5252
Contents: A. Purpose and Principles of Use
B. Scheduling Offices
C. Sponsors of Events
D. Activities at an Event
E. Fees and Expenses
F. Scheduling or Canceling an Event
G. Denial of Request for Use of Property
H. Deposits and Damages
I. Sanctions
J. Children in Facilities

A. Purpose and Principles of Use

The purpose of this policy is to ensure that University interior and exterior spaces are used efficiently and responsibly, and in ways consistent with the priorities of the University. The facilites and grounds of UC Irvine are intended primarily to support the institutional needs of faculty, students, and staff. After meeting the space needs of these user groups, space may be rented to other individuals and groups at the discretion of University officials.

  1. Students are expected to conduct themselves in accordance with all University policies, UC Irvine Office of Student Conduct's Principles of Community, and State and federal laws. Faculty and staff are expected to conduct themselves in accordance with all University policies, and State and federal laws. Use of University property must not, in any form, disrupt University business.

  2. The University has the right to apply time, place, and manner restrictions on any activity conducted on University property (see Section 40, UC Policies Applying to Campus Activities, Organizations, and Students).
  3. All organizations, departments and individuals using designated outdoor spaces on the campus must not violate University policies or State laws. This includes, but is not limited to:
  4. Property use is normally 8:00 am to 10:00 pm daily, although hours may be extended depending upon the facility.

  5. Sponsors must limit the number of persons admitted to an event to the maximum legal capacity posted for the facility or as determined by the Campus Fire Marshall or designee.

  6. Organizations, departments or individuals who have outstanding payment balances to the University are not permitted to reserve campus property.

  7. Sponsors should contact the Communications Office at (949) 824-6922 prior to recording an event for radio broadcasting, or filming, broadcasting, or photographing any scenes in which identifiable University properties appear.

  8. University facilities cannot be used for political activities other than those open discussion and meeting areas provided for in campus regulations.

  9. University properties cannot be used by faculty, staff or students for commercial purposes or personal financial gain.

  10. This campus policy is specific regarding children in UCI facilities.


B. Scheduling Offices

Regular and special events (one-time only events or series of events, e.g., multiple performances of a show, a film series) may be scheduled on University properties by campus and off-campus groups through an appropriate scheduling office.

  1. Student Center & Event Services schedules all general outdoor space, Conference Center space in the Student Center, and summer use of classrooms, lecture halls, and residential halls. Outdoor spaces include, but are not limited to: Aldrich Park, Student Center Terrace Stage, Ring Mall spaces, plazas, lawn areas, and fields. See Section 900-11, Guidelines for Scheduling Campus Properties through Student Center & Event Services

  2. Other UC Irvine scheduling offices include:

    Anteater Recreation Center
    ASUCI
    Bren Events Center
    Claire Trevor School of the Arts
    School of Medicine
    UC Irvine Athletics
    UC Irvine Extension
  3. Responsibilities of Scheduling Offices

    UC Irvine scheduling offices assign and schedule use of campus properties under their purview and, in coordination with other campus units, they will:

    1. Advise the sponsor of required campus support services and coordinate with those campus groups to determine their availability and cost. Such support services may include, but are not limited to: audio-visual equipment, parking, facilities management services, food services, and security and police services.

    2. Provide cost estimates for use of properties and bill users for such services.

    3. Acquaint users with related University and campus policies and procedures.

    4. Advise users of required permits (e.g., food, alcohol, sound, and vendor permits).

    5. Issue space assignment permits.

    6. Communicate liability and risk factors and ensure that insurance requirements are met.

C. Sponsors of Events

Organizations, departments, or individuals may act as sponsors of regular and special events on University property. Sponsors should discuss their plans and complete arrangements with a scheduling office as far in advance as possible. Exceptional or sensitive conditions associated with an event will be evaluated and the sponsor advised of additional support needed to ensure success of the event and protection of University property.
  1. Authority to Sponsor Events
  2. Academic units - Deans of academic units or designees coordinate and authorize events sponsored by UC Irvine academic units.

    Non-academic units - Department heads or designees coordinate and authorize events sponsored by UC Irvine non-academic units.

    Off-campus groups - Off-campus organizations or individuals must submit an approved Request for Use of University Properties form at least three weeks prior to a proposed event.

    Student groups - Office of the Dean of Students determines which students are authorized to sign space reservation forms for their respective Registered Campus Organization (RCO). An RCO may have up to four authorized signers. All authorized signers must complete the Campus Organizations On Line (COOL) registration and training program.

  3. Information Required from Sponsors
  4. Prior to an event, a sponsor must provide the following information to a scheduling office on the Request for Use of University Properties, online, or in other written format:

    Any individual or organization that knowingly provides false information concerning the nature of an event may have the reservation canceled and the deposits retained by the University.

  5. Additional Requirements for Off-Campus University-Related Groups and Non-University Organizations
    1. University properties used by off-campus groups and non-University organizations and individuals must have prior approval from the director of a scheduling office.

    2. Commercial organizations must provide financial or other benefit to campus programs.
    3. Community or service groups must provide a service to one or more of the Orange County communities.
    4. Government-related organizations must operate under the auspices of a federal, State, or municipal government agency, district or board.
    5. If the organization is offering instruction, the instruction cannot duplicate any UCI programs or courses and must be open to UC Irvine students and employees. The request must be approved by an appropriate academic dean/director or the Dean of UCI Extension.
    6. Professional and athletic organizations must be sponsored or endorsed by an appropriate UC Irvine school or department prior to requesting approval.
    7. If the organization is a secondary educational institution, it must offer a college preparatory curriculum. Examples of Approved Uses of University Facilities
    8. Financial Liability and Insurance - Off-campus organizations, public service agencies, and off-campus University or University-related groups sponsoring campus events and meetings must sign a statement of financial responsibility and file it with a scheduling office prior to an event or meeting. The organization using UC Irvine properties must name UC Regents as additional insured at a minimum of one million dollars on their existing liability insurance policy for the date(s) of the event. UC Regents must also be named a certificate holder. Campus events are reviewed by scheduling offices according to liability and risk factors. Additional insurance requirements may be imposed following the scheduling office's consultation with campus Insurance & Risk Management.

D. Activities at an Event

  1. Solicitation of Funds and Donations
  2. Off-campus organizations are not permitted to charge admission or collect monies for an event held in University space for which no rental fee is being charged. Costs incurred for the rental of tables, chairs, and/or other additional equipment items must be covered by other means.

    Off-campus noncommercial groups such as charitable organizations, public service agencies, and University or University-related groups may engage in fund-raising activities on campus only if they comply with campus regulations as to the time, place, and manner of solicitation. Fundraising by commercial off-campus groups is prohibited. Noncommercial fundraising may accompany events such as public lectures, films, concerts, dances, conferences, seminars, colloquia, and banquets.

  3. Selling Merchandise
  4. The objective of any solicitation must be clearly communicated and the sponsoring organization must be identified with the articles for sale. Records of funds raised by Registered Campus Organizations may be audited by Office of the Dean of Students.

    Groups are prohibited from selling canned soda, UCI emblematic items, credit cards, or newspaper subscriptions. Other merchandise-type items will be evaluated on a case-by-case basis. Sale of clothing or apparel, books, and food are subject to approval by the UCI Bookstore, UCItems and/or Hospitality & Dining Services.

  5. Use of Sound
  6. Scheduling offices provide the Amplified Sound - Request/Exception Form and Guidelines on Use of Amplified Sound to prospective users of campus properties. Due to the proximity of offices and classrooms, the University does not permit excessive noise during any event. The sound level should not disturb the occupants of buildings or interfere with normal University activities.

    An Amplified Sound Permit must be obtained before the event and is subject to the following restrictions:

    1. Amplified sound is permitted daily between 12 pm - 1 pm only.
    2. Sound volumes must be at or below 60dB inside the surrounding buildings.

    Only the Associate Vice Chancellor of Student Affairs or designee can approve exceptions to these restrictions.

  7. Equipment, Signs and Structures
  8. Vehicles and heavy equipment may be used in reserved spaces only with prior approval of the respective scheduling office.

    No items (signs, equipment, decor) may be attached in any manner to trees, bushes, benches, light poles, buildings, or permanent signs.

    Any free-standing structure to be constructed for an event requires approval of a detailed drawing by Environmental Health & Safety at least 10 working days prior to the event.

  9. Serving Food
  10. The UCI campus operates its own food service facilities and also contracts its food service to independent suppliers (see Section 500, UCI Food Service Policy). The serving of food on any campus property is subject not only to the conditions specified in the campus food service contract but also to the requirements established by Environmental Health and Safety (EH&S).

    All events providing or serving food must comply with EH&S regulations and, with few exceptions, will require an EH&S food permit. Certain spaces are not approved for BBQ’s or other food sales.

    Arrangements for food service in food service facilities (Pippin Commons, Mesa Court Commons, Bren Events Center, and the Student Center) must be made with the scheduling office and the contracted food service vendor who will assist the sponsor with banquet set-up, menu selections, and cost estimates.

    Food service in other University facilities can be arranged with UCI food service vendors or with an off-campus caterer listed on Hospitality and Dining Services' Approved Caterers list.

  11. Serving Alcoholic Beverages
  12. No alcoholic beverages may be served at an event unless the event is catered by Hospitality and Dining Services and an authorized permit has been received from the sponsoring department

    Alcoholic beverages must be located and served in closed quarters (i.e., contained within a fenced area).

    See Section 900-13, Policy on Consumption of Alcoholic Beverages.


E. Fees and Expenses

Fees and expenses for the use of University properties apply to all organizations unless waived by the director of a scheduling office. This may occur if the event is of special benefit to UC Irvine's programs, personnel, or public relations; due to financial hardship on an educational or charitable institution or group; or, a reciprocal arrangement has been negotiated.

  1. Facility Fee
  2. A facility fee is charged to both University and non-University sponsors for properties used for events unrelated to regular academic instruction. This fee recovers the cost of utilities, custodial services, and opening and closing the property. Fee rates are provided by the respective scheduling office.

  3. Use Fee

    A use fee is normally charged to all non-University sponsors, including those with campus co-sponsorship, for the repair and cyclic maintenance of campus facilities and standard facility equipment (e.g., stripping and repair of the tartan track, repair of protective screens, replace or repair seating, score boards). The use fee will be competitive with local commercial rates for the use of similar facilities.

  4. Parking Fee

    The sponsor of events is charged a parking fee determined by the type and size of the event. A permit is required for every vehicle parked on campus for an event.

  5. Equipment Fees

    Fees are charged for rental of tables, chairs, and/or other equipment necessary to support the event.

  6. Staff Support Costs
  7. Scheduling offices will inform sponsors of the minimum support staff needed to properly stage an event and ensure the well-being of participants. Required staff may include members of UCI Police and Parking and Transportation Services.

    Support staff ensure that campus resources are made available to the sponsor in a timely manner. They operate lights, sound equipment, and connect sponsor-furnished equipment to University utilities or structures (except equipment connecting to existing 20A, 120V convenience electrical outlets, hose bibs, or other utilities at the site). They may assist with deficiencies in University equipment or properties and accommodate special technical requirements that arise during an event. Support staff assist with the cleanup following a function and, by coordinating the loading-in/out of University equipment, ensure timely restoration of the site to its original condition without disrupting normal campus activities.

    Costs quoted for support staff are per hour for the duration of the event and based on average conditions. This may vary depending on special requirements for lights, sound, or staging. Estimates for loading-in/out and cleanup are based on past experience, however, actual charges depend on requirements for special effects, weather, type of event, character of the crowd, supplemental manpower furnished by sponsor, etc.

    Sponsors can reduce the cost for staff support by supplying personnel to help loading-in/out and clean up. Any personnel supplied by the sponsor will be required to work under the direct supervision of the University staff employee designated to coordinate the special event.


F. Scheduling or Canceling an Event

Student Center & Event Services schedules all general outdoor space, Conference Center space in the Student Center, and summer use of classrooms, lecture halls, and residential halls (see Section 900-11, Guidelines for Scheduling Campus Properties through Student Center & Event Services).

  1. Priorities and Restrictions
    1. Campuswide events sponsored by various departments have priority over non-University sponsored events and are not subject to advance scheduling restrictions: Commencement, Wayzgoose, Celebrate UCI, ASUCI Vendor Fairs, International Center Fairs, Cross Cultural Center's Rainbow Festival.
    2. The Room Reservation Priority list includes other organizations and activities that also have priority when scheduling certain campus facilities.
    3. Reservations are accepted on a first-come, first-served basis with priority given to University departments, Registered Campus Organizations, and other official University functions.
    4. Reservations are non-transferable. A sponsoring organization/department or individual cannot transfer its reservation to another group.

  2. Cancellations
  3. A sponsor must notify the appropriate scheduling office as soon as possible by telephone, followed by written notification, when scheduled use is cancelled so that the space may be made available for reassignment. If any costs have been incurred by the program office prior to cancellation, the sponsor is responsible for payment of the costs.


G. Denial of Request for Use of Property

  1. Denials
  2. Meeting the criteria and conditions for use of University properties does not constitute approval. Approval is granted by the director of an appropriate scheduling office. A request may be denied if it is not in accordance with campus regulations, presents a clear and present danger to the orderly operation of the campus, or conflicts with other campus events, programs, or activities.

    An organization or individual whose request is denied on the basis of a clear and present danger to the orderly operation of the campus may appeal in writing to the Vice Chancellor for Student Affairs within three days of the date of the notice. For student requests, the Vice Chancellor may confer with the Office of the Dean of Students, ASUCI, AGS or AMS for recommendation. All other appeals will be referred to the Associate Vice Chancellor - Student Affairs for recommendation.

    The Vice Chancellor for Student Affairs, in consultation with the Chancellor, will inform the applicant of the decision in writing within seven days of receipt of written appeal.

  3. Conflicts
  4. Conflicts involving academic programs will be resolved by the Office of Academic Affairs; for student programs, the Vice Chancellor-Student Affairs or designee will resolve the conflict; and, for University support groups and non-University groups, the Chancellor's Office will manage resolution of the conflict.


H. Deposits and Damages

University property that has been used for an event must be restored to its original state when the event ends. A fee will be charged for clean up, garbage removal, or other labor required for satisfactory restoration of a space. Any additional charges are billed directly to the sponsoring department or organizations, not the off-campus organization.

  1. Guarantee Deposit

    Scheduling offices can require a guarantee deposit in advance of an event. The amount is determined by the director of the scheduling office. Damage to University properties or equipment is paid for from this guarantee deposit and the balance, if any, returned to the depositor.

  2. Pre- and Post-Inspections

    Scheduling offices can require pre- and post-inspections of property to be used for a special event.

    1. Pre-Inspection: Representatives from the scheduling office, the sponsoring organization, and the property's facilities management staff (or from the department having primary use of the property) will meet prior to the event to inspect the property and assess its condition. These representatives will sign a Pre-/Post-Inspection Form confirming the condition of the property.

    2. Post-Inspection: Within three days following the event, the same representatives will inspect the property together and determine if any damage occurred as a result of the event. If damage occurred, it will be noted on the Pre-/Post-Inspection Form and, unless otherwise noted, the sponsor will be responsible for repairing the damaged property. If the post-inspection is not performed, the University will assess the damages, for which the sponsor will be held responsible.

  3. Charges for Damage

    Sponsors are required to pay the actual cost of repairing damage to University properties and replacing or repairing University equipment lost or damaged as a direct result of the sponsor's use or negligence. Such charges are in addition to all other applicable fees. If a guarantee deposit does not sufficiently cover the cost of restoration, the sponsor will be liable for the difference.


I. Sanctions

Any event, organization or individual found in violation of any part of this policy risks the termination of the event and the suspension of the organization or individual from future use of University property. Students may be referred to the Office of the Dean of Students for disciplinary action.


J. Children in Campus Facilities

Children are permitted in campus facilities for scheduled events, carefully supervised tours, and activities designed for child viewing or participation.

Children are not permitted in any campus facility:

  1. Where there is any possible exposure to potentially harmful agents and substances, including, but not limited to, chemicals, biological materials, or radiation sources;

  2. Where any shop activity is conducted including fabrication of instruments and laboratory apparatus, welding, machinery operation, or renovation activities.

  3. In any kitchen, warehouse, garage area, storehouse or stores facility, utility tunnel, or grounds maintenance facility.

These restrictions are required to protect a child's health and safety and to avoid potential liability resulting from a child's exposure to harmful agents or conditions. It is the responsibility of each facility supervisor to enforce this policy. Should a lawsuit be filed, neither the University nor its insurance carrier will pay for any punitive damages which conceivably could be levied against an individual faculty or staff member as a result of a child or children being allowed into a facility except as permitted by this policy.

Children are not permitted in classrooms or lecture halls except with specific approval of the faculty member in charge of the class. Children who create disturbances will be removed from the facility.

Children are not permitted in offices, except for brief visits where the children are under close supervision.


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