SUBJECT: Facilities Usage Policy
EFFECTIVE DATE: January 1, 2012
The Schuylkill Campus is an operating unit of the University College of the Pennsylvania State University. Its primary mission is to provide educational services and facilities to those enrolled as full-time and part-time students. In addition, the campus is designed to serve special educational and cultural interests of the campus service area.
Of course, the Schuylkill Campus must provide principally for all scheduled services for its students. However, special provisions may be made for particular events, exhibits, or uses that enhance the educational program or add to the cultural enrichment of the community.
Therefore, the purpose of this statement is to provide full understanding of available facilities and arrangements for their use by University and non-University groups.
Use of campus facilities will be scheduled by the Schuylkill Campus Administration according to the following priorities:
1. Instructional Programs of the University
2. Campus-sponsored functions (student, faculty, staff, Advisory Board, Alumni
3. Community events open to the public
4. Meetings of non-profit organizations
5. All other external organizations
Non-University groups may use University facilities when approval is granted within the guidelines of the policy. The use of facilities by Non-University groups, such as organized civic, cultural, industrial, public and private school, service or religious organizations and University Groups with membership not restricted to Penn State students, faculty and staff, may be authorized provided that:
1. University use of all facilities shall have absolute preemptive priority over other groups. The University reserves the right to cancel, postpone, or alter arrangements for any event, if necessary.
2. All other use of such facilities must contribute to the general welfare of the community.
3. The use of the facility is for non-commercial purposes. Commercial activities are not permitted. Further, an event shall not normally have as its purpose the raising of funds for activities or causes outside the University. If fund raising is to take place, a detailed plan for the destination of funds must be specifically approved by the University. No funds shall go to any organization or individual other than a tax-exempt organization or one which would be clearly eligible for tax exempt status.
4. Charges will be made to groups to recover expenses incurred by the University in making facilities available. In addition, the University may charge a fee for the use of its facilities. In those cases where authorization is granted by the University for the collection of admission fees, or donations, separate rental arrangements will be made.
5. The group agrees to take precautions to assure the physical safety of participants and University property and to release the University from any liability responsibility in conjunction with the use of the facility. An insurance certificate showing the University as an additional insured may be required. A damage deposit may also be required.
6. The use of facilities is for purposes which do not conflict with the general aims and purposes of the University, and do not violate University regulations or local, state or federal laws (e.g. admissions taxes, health and safety standards, use of alcoholic beverages). Approval to use facilities does not necessarily imply approval of the aims and purposes of the sponsoring organization nor the event being planned.
7. Any use of the name of the University, other than to indicate the location of the event, must be approved in advance by the University.
8. The use of the facilities is not for the conduct of regular religious services that are not predominantly attended by students or staff of the campus.
9. Information is provided in advance to the University of all financial transactions or arrangements involved in the planning for or conduct of the meetings.
10. The activity is suited for the campus facilities available.
11. Alcoholic beverages will not be served at any University function unless permission is obtained from the Senior VP Business/Finance. Alcoholic beverages will not be served at any non-University function.
12. Smoking is not permitted in any University facility, including entry ways and vestibules.
13. The provision of food and beverages by other than the authorized agent operating or contracting for food and beverage services is specifically prohibited. No food or drink may be brought into any meeting areas or the gymnasium unless otherwise approved by the Campus Administration
14. Use of facilities where minors are participants requires adult supervision. At a minimum, one adult for every 10 minors will be present during the conduct of the event. Campus police may terminate an event if sufficient adult supervision is not present.
1. All requests from University groups wishing to use facilities will be in writing using the In-House Room Arrangement Memorandum. The request should include the exact dates, times, and facilities requested. A brief statement as to the activity being conducted will also be included. This form is available on line at: http://slweb2.sl.psu.edu/RAMForm/RAMForm.html.
2. All requests from non-University groups wishing to use facilities will be submitted in writing to the Director of Business Services. Requests should be received a minimum of 30 days in advance. The request should include the exact dates, times, and facilities requested. A brief statement as to the activity being conducted must also be included.
3. All requests received will be reviewed by the Director of Business Services. University groups have absolute priority over Non-University groups. Non-university groups are permitted to use campus facilities a maximum of 4 times per calendar year
4. The Director of Business Services will notify the University group or the Non-University group as to the status of the request after a decision has been made.
5. After the use of the facility is approved, all Non-Campus Groups must complete the University Indemnification Agreement to confirm their request. Final approval cannot be granted until the agreement is signed and returned.
6. Non-University groups may also be required to provide a Certificate of Insurance issued by their insurance agent listing Penn State University as an additional insured for at least one million dollars ($1,000,000) per occurrence. Athletic events or other activities may require a higher amount. Final approval cannot be granted until the insurance certificate is received by the University. The University’s Risk Management Office at University Park will determine the insurance needed for the event.
7. All required forms and certificates must be received a minimum of 10 days prior to the event. If the forms and certificate are not received within that timeframe, the facility will be made available for use by other groups.
8. The Schedule of Charges attached has been approved by the University Controller’s Office. Fees are not subject to negotiation. The Chancellor retains the sole authority to reduce fees in certain unique situations.
9. The Campus Business Office will prepare and mail an invoice for use of facilities to Non-University groups.
10. Fees are based on prudent use of facilities. Damages caused by outside groups will result in an additional charge being levied on that group.