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

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

The following procedures apply to events outside of the regular, daily academic operations of the college and excludes orientations, meetings with students and study groups.

i. All event organizers must fill out the “Facilities Use Form” (Form A) at least one month prior to the event. This includes college-owned/sponsored/hosted events and events sponsored/hosted by a third party. This form provides provisions for equipment control, security and supervision. Records of this form will be held by the office of administration. All completed forms must be submitted to the Secretary to the Vice President of Administration for events located in Saratoga Springs or to the Regional Operations Coordinator at each location the event is being held. Reoccurring meetings, such as information sessions or community groups that will hold regular monthly meetings at college facilities only need to fill out the form once with all of the future dates listed.

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 and submitted to the Secretary to the Vice President of Administration or the Regional Operations Coordinator for the location the event is being held.

iii. The Regional Operations Coordinator and/or the Secretary to the Vice President of Administration will review all forms submitted and coordinate services and further actions needed by hosts. This includes giving Form B to the Director of Campus Safety and Security, giving non-commercial organizations additional forms if they have not already filled them out, discussing fee requirements and discussing any political activity to gather further information for use of the space.

Non-commercial organizations must additionally provide 

iv. A signed, notarized, State College of New York Revocable Permit (Appendix D) which includes the following requirements,

v.  Incorporation Papers or Receipt of Filing as a nonprofit agency filed with the Secretary of State, or Papers Filed with the appropriate County Clerk for Conducting Business in its Name.

vi. 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 Col-lege and the State College of New York.

vii. Workers Compensation and Disability Benefits 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 Law, or proof of exemption.

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

All documents are to be submitted to the Secretary to the Vice President of Administration. These documents must be approved and on file with the Office of the Vice President for Administration prior to the facility's use.

Fee

In order to cover operational expenses, the following fee schedule will be applied:

Fee: $75 for a half day (four hours), $125 for a full day

Security deposit: $75 (in addition to the fee)

After hours security: $25 per hour

The refundable security deposit is required at the time the room is booked for use. All checks should be made payable to SUNY Empire State College and deposited into an appropriate college account.

After required forms and fees have been accepted the Secretary to the Vice President for Administration will follow up with event owners to organize logistical information regarding room set up, materials and support needed, janitorial services, and safety and security information including doors locking and unlocking.

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)

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