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| Alpha Index : Table of Contents : Official University Policies & Procedures : Questions : UC Irvine |
UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES |
| Responsible
Administrator: Associate Vice Chancellor - Student Affairs Revised: September 2007 |
UC Policies Applying to Campus Activities, Organizations, and Students, August 1994
1. University properties may be used by non-University organizations and individuals only with prior approval of the director of the appropriate scheduling office, and with endorsement by an appropriate UCI department. Any such use must be for University-related purposes, public service benefit, or campus benefit. The use request may be denied if the appropriate scheduling office is unable to guarantee and coordinate in a timely manner the services and equipment necessary to support the event. Appropriate scheduling offices include:
2. No University facility shall be used for political activities other than those open discussion and meeting areas provided for in campus regulations.
3. University properties shall not be used by employees for commercial purposes or personal financial gain.
4. Campus policy is very specific regarding children in UCI facilities.
1. Property Use Priorities
The Room Reservation Priority list contains the facilities and reservation priorities which have been established for use of certain campus facilities.
2. Responsibilities of UCI Scheduling Offices
UCI scheduling offices are responsible for:
3. Special Events Advance Reservations and Scheduling
Special events are one-time-only events or a series of events (i.e., multiple performances of a show, a film series, etc.) which are not regularly scheduled. University properties may be made available to on-campus and off-campus groups for special events in accordance with University policy.
Academic units - Special events sponsored by academic units of the University are coordinated by the deans of academic units.
Student groups - Student groups are coordinated by the Office of the Dean of Students and should submit an Application for Use of University Facilities by Registered Campus Organizations form.
Off-campus groups - Off-campus organizations must submit a Request for Use of University Properties form and have it approved prior to scheduling (see also 9. Solicitation of Funds and Donations).
Sponsors should discuss their plans and complete arrangements with the appropriate scheduling office as far in advance as possible so that exceptional or sensitive conditions associated with the event may be professionally evaluated and the sponsor advised of any additional support deemed necessary to assure the success of the event and protection of University property.
Events sponsored by the Clair Trevor School of the Arts, the College of Medicine, UCI Athletics, UCI Extension, UCI Student Center, Bren Events Center, and ASUCI shall be reported to UCI Scheduling and Conference Services. Necessary support service will be scheduled directly by the special events coordinator in each of these areas.
Non-University groups are not be permitted to schedule use of general assignment University properties (classrooms and lecture halls) during the academic year (approximately October 1 through June 15) more than three months prior to the event. (See Residence Halls for summer residential conferences.)
Use of University properties during the summer period (approximately June 16 through September 15) may be scheduled as far in advance as required by the potential user within the parameters of the Room Reservation Priority.
The director of the appropriate scheduling office shall approve use of University properties by non-University organizations and persons when some public service or benefit to the campus is apparent or in furtherance of University-related purposes. The non-university organization must have the endorsement of an appropriate UCI department.
A written request for approval by non-University organizations must be received by the appropriate scheduling office at least three weeks prior to the proposed event and approval must be in writing prior to scheduling the event.
4. Conditions for Use of University Properties
Meeting the criteria and conditions for use of University properties in this policy does not constitute automatic approval. The University retains the right to deny use of properties, particularly in cases of conflict with other campus events, programs, or activities. The following conditions apply to use of University properties by non-University organizations.
a. If the organization is commercial, it must provide financial or other benefit to campus programs.
b. If the organization is a community or service group, it must provide a service to one or more of the Orange County communities.
c. If the organization is government-related, it must operate under the auspices of a federal, state, or municipal government agency, district or board.
d. If the organization is offering instruction, the:
e. Requests for professional and athletic organizations must be sponsored or endorsed by the appropriate UCI school or department prior to approval.
f. If the organization is a secondary educational institution, it must offer a college preparatory curriculum. Examples of Approved Uses of University Facilities
5. Denial of Request for Use of University Properties
A request for use of University properties may be denied if the request is not in accordance with campus regulations implementing University policy, and will be denied if circumstances are such that the event will present a clear and present danger to the orderly operation of the campus. The applicant will be accorded a review of any denial of a request for use of University properties.
An applicant whose request to use University properties 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 denial notification. For student applicants, the Vice Chancellor will consult with or refer the matter to the Office of the Dean of Students, the appropriate scheduling office, ASUCI, AGS or AMS to make a recommendation. All other applicants will appeal in writing to the Vice Chancellor who will receive a recommendation from the Associate Vice Chancellor - Student Affairs.
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.
6. Insurance
Organizations sponsoring events on campus shall be reviewed according to liability and risk factors, and appropriate insurance requirements may be imposed by campus Insurance & Risk Management. The appropriate scheduling office will coordinate review with Insurance & Risk Management.
7. Media Coverage
The Communications Office, 824-6922 is to be consulted prior to any radio broadcasts being recorded or the filming, broadcasting or photographing of any scenes in which identifiable properties appear.
8. Financial Responsibility
Off-campus organizations, public service agencies, and off-campus University or University-related groups sponsoring events and meetings shall be liable for expenses above ordinary campus maintenance and operating costs incurred on their behalf by the University. A statement of financial responsibility must be signed and filed with the appropriate scheduling office prior to events and meetings. A properly executed contract signed by off-campus groups will be on file with the scheduling office prior to the event.
9. Solicitation of Funds and Donations
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 can be arranged by such events as public lectures, films, concerts, dances, conferences, seminars, colloquia, and banquets. Fund- raising events must conform to the following guidelines:
a. The Request for Use of University Properties form must be received by the appropriate scheduling office at least three weeks prior to the proposed event. The use of University properties for the proposed event will be approved or disapproved by the director of the appropriate scheduling office.
b. The Request for Use of University Properties form must include:
c. Off-campus organizations must conform to all other regulations applying to the use of University properties described herein and in other related campus policies.
10. Property Use Conflicts
Conflicts in use of University properties for academic programs will be resolved by the Office of Academic Affairs; for student programs by the Vice Chancellor-Student Affairs or designee; and for use by University support groups and non-University groups by the Chancellor's Office.
11. Fees and Costs for Use of University Properties
All applicable fees and charges for use of University properties are applied to all organizations using UCI properties unless waived by the director of the appropriate scheduling office because of financial hardship or reciprocal arrangements.
a. Facility Fee
A facility fee, for the use of properties during other than regular operating hours, is assessed to all University- and non-University-sponsored activities that are not related to regular academic instruction. Contact appropriate scheduling office for fee rates.
This fee recovers the cost of opening and closing the property and extra costs of utilities and custodial services not normally provided.
b. Use Fee
A use fee is assessed to all non-University-sponsored programs (including those that receive campus cosponsorship). This fee is assessed in addition to the facility fee and all other special services directly related to the program. The use fee will be competitive with the cost charged by commercial enterprises in the community for the use of similar facilities.
The use fee is used to help compensate for staffing necessary to coordinate event arrangements, unusual wear and tear on facilities, cyclic maintenance of special facilities such as stripping and repair of the tartan track, repair of protective screens, stadium seating and score boards; to replace damaged or broken chairs and other equipment; and to replace standard facility equipment.
The use fee may be waived by the director of the appropriate scheduling office under any of the following circumstances:
c. Parking Fee
The sponsor of events is charged a parking fee which is determined by the type and size of the event. A permit is required of every vehicle parked on campus for the event.
d. Staff Support Costs
The appropriate scheduling office will inform the sponsoring organization of the minimum support staff considered necessary to assure the sponsor that the event will be properly staged and that the comfort and welfare of the patrons will be served. This may include UCI Police and Parking and Transportation Services.
A minimum University staff will be required to operate special lights, sound equipment, and provide other services during the event. Other services include:
Sponsors may minimize the charges for staff support by arranging to supply supplemental staff to assist in loading in/out and cleanup. Any labor furnished by the sponsor will be required to work under the direct supervision of the University staff employee designated and assigned to the special event.
Charges quoted for staff support are costs per hour for the duration of the event; are based on average conditions; and may vary depending on special or unusual requirements for lights, sound, or staging.
Charges quoted for loading-in, loading-out, and cleanup are estimates based on past experience in providing similar services.
Actual costs will be billed and may vary from the estimate depending on requirements for special effects, weather, type of event, character of the crowd, supplemental manpower furnished by sponsor, etc.
e. Damage Charges
The sponsor will be 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. These charges will be in addition to all other applicable fees. A guarantee deposit may be required.
f. Guarantee Deposit
When deemed suitable by the appropriate scheduling office, a guarantee deposit is to be made in advance with the campus Cashier, the amount of deposit being left to the discretion of the Director. Any damage to University properties or equipment by reason of the occupancy of the premises shall be paid for from this guarantee deposit and the balance, if any, returned to the depositor. If the guarantee deposit is not sufficient to cover the damage done, the person or group using the premises will be liable for the difference. The amount of damage in dollars and cents shall be determined as the actual cost to put the premises back into the same condition that existed prior to the use of the premises by the person or group concerned.
g. Pre- and Post-Inspection
When deemed suitable by the appropriate scheduling office, a pre- and post- inspection of a property scheduled for a special event is required as follows:
1) Pre-Inspection
A representative from each of the following:
2) Post-Inspection
Following the event, representatives from the above-mentioned departments will meet again to inspect the property. At this meeting all representatives will discuss and determine if any damage occurred as a result of the event and the damage to be noted on the post-inspection portion of the Pre- and Post-Inspection Form. Unless otherwise noted on the form, the sponsor assumes full financial responsibility for repairing the damaged property. If the post-inspection is not done and the form is not signed within three days after the event, the sponsor is held responsible for all damages to property without question.
12. Cancellation
Sponsor must notify the appropriate scheduling office immediately by telephone, followed by written notification, when scheduled use is cancelled so that the space may be made available for reassignment. If any actual costs have been incurred by the program office prior to cancellation, the sponsor is responsible for payment of the costs.
13. Food Service
The UCI campus operates its own food service facilities as well as contracts its food service to independent suppliers (see Section 500). The serving of food in any campus property is subject not only to the conditions specified in the campus food service contract but also to the requirements established by the campus Environmental Health and Safety Office.
All arrangements for food service in Food Service facilities (Pippin Commons, Mesa Court Commons, Bren Events Center, and UCI Student Center) must be made with the appropriate scheduling office and their contracted vendor, who will assist the sponsor with setting up banquets, advising on menus, and providing cost estimates for the event. Arrangements for food service in other University facilities may be made with UCI food service vendors or with an approved off-campus caterer.
14. Serving of Alcoholic Beverages
See Section 900-13.
15. Residence Halls for Conference Use
The University permits use of UCI properties by University and non-University groups for summer residential conferences. Non-University groups must be approved in accordance with use of property policies.
Groups may be accommodated in on-campus housing units from late June through the end of August. All reservations are on a space available basis.
All facilities, support services, use charges, and billing are provided by UCI Scheduling and Conference Services. Arrangements for summer use of space by University and non-University groups must be confirmed in advance by letter of agreement through the Director of Scheduling and Conference Services.
16. Regular Hours
Regular hours for property use is normally 8:00 a.m. to 10:00 p.m., Monday through Sunday.
17. Room Capacities
Sponsors are responsible for limiting the number of persons admitted to a facility to the posted maximum legal capacity for that facility.
It is UCI policy that children are permitted in campus facilities for scheduled events, carefully supervised tours, and activities designed for child viewing or participation.
Children shall not be permitted in any UCI 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.
Children shall not be permitted 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 shall be not be permitted in classrooms or lecture halls except with specific approval of the faculty member in charge of the class. Children who create disturbances shall be removed from the facility.
Children shall not be permitted in offices, except for brief visits where the children are under close supervision.
| Alpha Index : Table of Contents : Official University Policies & Procedures : Questions : UC Irvine |
