Facilities Use Policy and Procedures

Facilities Use Policy and Procedures

Sponsor:

Office of Administration

Contact:

Senior Director of Facilities

Category:

Administration and Facilities Management

Number:

400.012

Effective Date:

8/29/2017

Review Date:

8/29/2020

Implementation History:

First Draft; revisions 11/1/2018

Keywords:

Facilities, Building Use, Room Rental

Background Information:

SUNY Empire State College makes conference rooms and other public areas available for use by noncommercial organizations and for the college's continuing education contract services. This policy applies to facilities owned or leased by the college and furthers the college's commitment to education and public service. The conference rooms and other public areas will be made available when such use does not infringe upon, delay or conflict with the normal operation of the college.

Purpose

This policy was created in accordance with SUNY Policy document #5603 "State College of New York, College Policy on the Use of College Facilities by Noncommercial Organizations” (Appendix A) and addresses requirements for noncommercial organizations as well as college-owned events to ensure safe and fair use of state facilities. Procedures for this policy help to organize and administer the use of facilities including room reservations, automatic locking and unlocking of doors, room set up, safety and security and janitorial services.

Definitions

Statements

This policy incorporates and appends the provisions, definitions, and requirements of SUNY Policy #5603 “Use of Facilities by Non-Commercial Organizations”

First priority for the use of the facilities must be given to college programs offered as part of its instructional, community and/or public meetings/programs. Preference will be given to alumni groups, local nonprofits and other educational organizations.

Individuals or groups may not bring alcoholic beverages into the facility except in the case of catered events and accordance with the SUNY Empire State College Alcohol Beverage Guidelines (Appendix B).

Rental of all equipment (tables, table covers, audio-visual equipment, etc.) should include making arrangements for delivery, set up and removal of said equipment.

Facilities must be left in the condition in which they were found including the removal of trash from tables and placing it in trash receptacles; otherwise security deposit will be forfeited.

Approval for events must be granted from the Vice President of Administration using the procedures listed below.

The college president, or his/her designee, shall issue a revocable permit to each non-commercial organization authorized to use college facilities in accordance with this policy.

Use of College facilities for political purposes will be granted in accordance with the SUNY Empire State College Guidelines for Political Activity at College Facilities (Appendix C).

Applicable Legislation and Regulations

SUNY Policy #5603 “Use of Facilities by Non-Commercial Organizations”

Related References, Policies, Procedures, Forms and Appendices

Procedures

All facility users must provide the following:

       i.  “Application to Use the Facilities” (Form A) at least one month prior to the scheduled use. Records of this form will be held by the office of administration.

       ii.  In accordance with the ESC Child Protection Policy, if any children under the age of 17 may be in attendance, the “Application to Host an Event with Children Under the Age of 17” (Form B) must be filled out at least one month prior to the scheduled use.  

      iii.  A signed State University of New York Revocable Permit (Appendix D) which includes the following requirements,

      iv.  General Liability Insurance with limits no less than One Million Dollars ($1,000,000) per claim and Two Million Dollars ($2,000,000) in the aggregate to indemnify and hold harmless Empire State College and the State University of New York.

      v.  Workers Compensation, Disability Benefits, and Paid Family Leave coverage for the life of this Permit for the benefit of employees required to be covered by the New York State Workers Compensation Law and the New York State Disability Benefits and Paid Family LeaveLaw, or proof of exemption.

      vi.  If alcohol will be served Empire State College Alcoholic Beverage Guidelines must be followed with the second page included into the Revocable Permit (Appendix B and D).

Fee

In order to cover operational expenses the college charges a fee to every organization using the facilities. Fees are assessed according to building, length of use and equipment used.  

A portion of the fees is refundable up to 24 hours before the time of scheduled use.

 

Forms

Form A - Facilities Use Form (PDF 83kB)

Form B - Approval to host an event with children under the age of 17 (PDF 53kB)

Appendices

Appendix A - SUNY Policy document #5603 "State College of New York, College Policy on the Use of College Facilities by Noncommercial Organizations”

Appendix B - SUNY Empire State College Alcoholic Beverage Guidelines (file 17kB)

Appendix C - SUNY Empire State Guidelines for Political Activity at College Facilities (file 13kB)

Appendix D -Revocable Permit Use of College Facilities (PDF 679kB)

Exhibit A - Standard Contract Clauses State University of New York (file 74kB)