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UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES
Administrator: Associate Vice Chancellor - Student Affairs
Revised: May 2010
UC Policies Applying to Campus Activities, Organizations, and Students, August 1994
Dean of Students
UCI Administrative Policies & Procedures
|Contents:||Purpose and Principles of Use
Sponsors of Events
Activities at an Event
Fees and Expenses
|Scheduling or Canceling an Event
Denial of Request for Use of Property
Deposits and Damages
Children in Facilities
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.
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.
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
Anteater Recreation Center
Bren Events Center
Claire Trevor School of the Arts
School of Medicine
UC Irvine Athletics
UC Irvine Extension
UC Irvine scheduling offices assign and schedule use of campus properties under their purview and, in coordination with other campus units, they will:
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.
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.
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.
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.
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:
Only the Associate Vice Chancellor of Student Affairs or designee can approve exceptions to these restrictions.
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.
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.
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.
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.
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.
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.
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.
Fees are charged for rental of tables, chairs, and/or other equipment necessary to support the event.
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).
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.
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.
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.
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.
Scheduling offices can require pre- and post-inspections of property to be used for a special event.
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.
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.
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:
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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