Policy: Draft Revised_Use of Facilities and Grounds

UNIVERSITY POLICY

Date Revised

April 13, 2020

Date Effective

TBD

Draft Revised_Use of Facilities and Grounds

Responsible University Official: Chancellor

Policy Owner:Vice Chancellor for Administrative Services

1.    Space Assignment Usage

Each facility has been designed for a primary function such as instruction, instruction-related programs, research activities, and public service. The university regulates the use of space to ensure that it is being used for its function and to aid in assuring overall development of program and activity planning. (See Appendix A)

2.    Facility Scheduling

Activities scheduled within facilities will be permitted according to priorities established by the scheduling authorities as presented in Appendix A. The priorities for use of campus facilities vary according to the facility type and may include timelines and calendar restrictions for specific facilities.

3.    Scheduling Authorities

Scheduling of specific facilities at UW-Platteville is delegated by the Chancellor to facility scheduling authorities identified in Appendix B. Scheduling authorities may determine whether to permit use of a facility based on UWS Chapter 21, UWS Chapter 18, state and federal laws, and this policy. The designated university officials responsible for each facility shall ensure that this policy is followed, and that each facility develops individualized procedures consistent with this policy.

4.    Cost Reimbursement and Rental Fees

Reimbursement costs and rental fees shall be established by the scheduling authorities (see Appendix B) in accordance with UWS Chapter 21, which distinguishes between organizations that are associated and are not associated with the university and whether the activities generate revenue (see UWS 21.03 and UWS 21.04).

A.    Establishment of Fees for Use of Facilities and Grounds

The scheduling authority for a designate space (see Appendix B) shall establish and publish rental rates for a space and shall facilitate invoicing for fees associated with use of the space. Scheduling authorities shall consider the following in establishing fees for use of facilities and grounds:

Academic Buildings and Facilities

• a) The base rate ($.01/square foot/hour) for all facilities to cover the cost of heat, electricity, insurance, water, etc., is generally be applied to common classroom type facilities.
• b) A special facilities rate is the base rate plus an additional amount to cover costs associated with special facilities such as laboratories, auditoriums, physical education and athletic facilities, etc.
• c) The base rate will be reviewed by Facilities and changes will be approved by the Vice Chancellor for Administrative Services.

Auxiliary Buildings and Facilities

• d) Assessed fees for auxiliary facilities shall not exceed the base rate. No student fee funds shall be used to cover the rental fees for space in auxiliary facilities.
• e) Rental rates for auxiliary facilities will be developed by the Executive Director of Student Life and approved by the Vice Chancellor for Administrative Services.

B.    Determination of Fees Related to Type of Event and Organization Requesting Use

1. Registered student organizations or university departments sponsoring events open to students and staff if the event is part of the regularly scheduled program series of the university will not be assessed reimbursement costs of using the facility, however, set-up, cleanup, and other special charges may be assessed.
2. Events scheduled by registered student organizations or a university department for the sole purpose of conducting an activity relating specifically to their program purpose will not result in charges unless set-up, clean up, staffing, special charges, or off hours involved.
3. Events relating specifically to UW-Platteville classroom instruction and/or administrative operations will generally be allowed without charge for use of state-funded facilities.
4. Events scheduled that do not relate to the specific program purpose of the recognized student organization or the university department may result in rental charges being assessed.

C.    Additional Charges for Use of Facilities and Grounds

1. Security-related charges may be applied to large-scale events (defined by this policy) and/or events requiring the Large Event Advanced Planning (LEAP) process. The University may charge the organizer/sponsor/individual for additional costs and expenses incurred for reasons such as security, staffing, equipment or property.  Such charges will be assessed in advance, if possible. The University and the party will sign a separate agreement to identify the additional needs and estimated additional costs prior to the event or activity.
2. Charges may be assessed when equipment is moved from a location from which it is typically stored.
3. Charges may be assessed for damages beyond wear and tear, and for repair or replacement of items.
4. Rental fees will be reviewed annually by the department administrator and/or the Vice-Chancellor of Administrative Services.
   

Funds collected through the implementation of this policy are to be placed in the appropriate general or program revenue account. Funds from the program revenue account should be used in the following ways:

1. Direct personnel support charges that were involved in the rental should be made against the account.
2. Scheduling authorities may request to use funds to replace equipment, repair damages, make renovations, etc.
3. Direct pay to custodial, maintenance, or security staff members is not permitted.

1. Activities scheduled during times when the facility is not ordinarily open or staffed require special coordination efforts with the appropriate scheduling authority, physical plant, and university police personnel.
2. Use must take into consideration the university’s overall resources and concerns for campus security.
3. Sponsorship by a recognized university organization is required for non-university-related individuals or groups.
4. Outside groups or organizations using university facilities or grounds must designate a person to be accountable for payment of all charges, and who will be responsible for signing the facility use contract.
5. A facility use agreement is required for non-university-related individuals or groups.
6. The university shall recover appropriate costs associated with the use of a university facility and may charge additional rental charges.

7.    Risk and Liability

The university shall manage the risks and potential liability associated with the use of each university facility, using the risk management techniques of avoidance, mitigation, transfer and acceptance. Depending on the nature of the group or organization (i.e. affiliated, sponsored, third party) utilizing the space as well as the planned activity a different technique or several techniques may be used.

Potential Required Documents:

• Hold Harmless Form
• Facility Use Agreement
• Certificate of Insurance

The above requires the user or participants to indemnify and hold harmless the Board of Regents, University and its officers and employees from any course of action or liability for injuries, illness, or death of persons in the employment or guest of the sponsored organization or group for the damage, loss or theft of property of such persons.

8.    Cancellation of Event

The University reserves the right to cancel, delay or change the date and time of any event or activity that will be held on campus property if there are legitimate reasons that warrant this action, such as a health or safety concern, lack of appropriate university staffing and resources to respond to the event and/or activity.  If such action is taken, the University will notify the sponsoring party or entity as soon as possible prior to the scheduled event, depending on the specific circumstances.  The University will also determine whether the situation warrants the reimbursement of any costs or expenses that have been incurred by either the University or sponsoring party or entity. 

In addition to the above, the Vice Chancellor of Administrative Services shall have the authority to cancel an event upon receiving credible information that the prior or current conduct of a group that plans to use and/or is using university facilities or grounds may create a reasonable likelihood of threat of harm or risk to the health or safety of the campus community.

UWS 18 regulates the behavior and conduct of individuals on university property or land, including the use of university facilities, which includes but may not be limited to the following:

•    No hindering of entrance, exit or normal use of facilities;
•    No unauthorized entrance into private office spaces;
•    No hindering of movement within stairways, corridors, etc.
•    No signs supported by sticks or standards;
•    No intentional nose that interferes with sponsored or authorized activities;
•    No intentional employment of force or violence against individuals or property.

The Chancellor or designee may take any final or official action to ensure the health and safety of the campus community in accordance with Wis. Stat. Chapter 36, UW System Board of Regent policy, UW System Administrative policy or University of Wisconsin-Platteville policy.

Requesting Use of University Facilities and Grounds

1. Requests for use of university facilities and grounds directly related to academic use shall be submitted to the Office of the Registrar.
2. Requests for non-academic use of university facilities shall contact Event Services Registration to initiate the request.
3. Depending on the location of the facility or grounds being requested, Events Services may direct the requestee to the appropriate scheduling authority. Examples include requests for use of the University Farm,   Pioneer Field House, and facilities and grounds at branch campus locations.