Policy No. FSEC.2000.006

12.1 POLICY FOR THE USE OF UNIVERSITY FACILITIES

Approved by FSEC 5/11/00

1. General Provisions

Non-academic use of classroom/seminar space (Arbor, Bayou, and Delta)

Facilities covered under this policy are:

Atrium I and II (Bayou Building)
Bayou Theatre (Bayou Building)
Forest Room (Bayou Building)
Art Gallery* (Bayou Building)
Amphitheater and Picnic Areas
Public Space—Wall Space
Soccer Fields

* Use of this facility is restricted to University-related individuals/organizations.

2. General Provisions and Intent

The University of Houston-Clear Lake will endeavor to provide facilities for groups and/or organizations on a space available, first-come, first-serve basis. In order to provide facilities, a completed Request for Utilization of Facilities form must be filed with the Office of Scheduling and Space Planning (OSSP) stating the date(s), duration, type of room(s), and number(s) of persons involved, as well as the official name of the organization or composition of the group and the purpose of the meeting(s) to be held in University facilities.

3. Lead Time

In order to guarantee the use of classroom/seminar space a completed Request for Utilization of Facilities form must be submitted a minimum of at least one week prior to the date of the event. In order to guarantee all other facility usage requests a completed Request for Utilization of Facilities form must be submitted a minimum of four weeks prior to the date of the event.

4. Exclusions

4.1 So long as appropriate space is available for the requested date(s), the University will not discriminate among applicants except that space will not be rented to organizations listed by the Attorney General of the United States as subversive of or inimical to the general public welfare; also except that University facilities may not be used by non-University organizations or groups solely for profit-making purposes, or for the purpose of offering instruction of an on-going nature not as part of the University’s academic or public service programs.

4.2 Use of University property for political purposes is prohibited by the General Appropriations Act. However, the University may not discriminate against anyone who wishes to speak out on issues of public concern. The rental of University facilities by individuals to speak out on issues of public concern is appropriate recognition of their freedom of speech and, in this instance, would not be considered use of public property for political purposes.

4.3 Use of open University space for religious purposes is prohibited by the establishment clause of the First Amendment to the United States Constitution. The University may not discriminate against or support any religion. However, the University may rent space for religious activities or services on a paid basis as long as we do not discriminate against any group’s religion, and that no preference is shown for any religion over another or over secular use of facilities. In order to avoid subjecting students or employees to religious activities, these activities must be conducted in enclosed areas.

4.4 For advertising purposes only, we may allow use of the University’s name to identify the location of the activities, as long as the language clearly indicates whether or not this is a University sponsored event. The OSSP reserves the right to review all promotional materials prior to dissemination.

4.5 The University reserves the right to reject the application of any organization, group, or individual or restrict the time, place, and manner of usage if it is determined that such activities would interfere with the functions of the University.

5. Priorities and Restrictions

5.1 The University will not relocate or reschedule any scheduled classes, meetings, or activities specifically in order to accommodate another request for facilities. All event scheduling is done on a first-come, first-serve basis with the exception that academic classes will always have priority over events, unless an exception is approved by the President. University-related events will take priority over external functions and events and, should a conflict occur, external functions and events will be subject to relocation.

5.2 The University cannot guarantee the availability of any space on a continuing basis beyond the duration of the current academic term.

5.3 Specific classroom space will not be scheduled until after the first full week of classes for each semester due to unpredictable course changes. As a result, classroom space cannot be guaranteed. Scheduling of events in classrooms will be accommodated on a case by case basis during the first full week of classes. After the first full week of classes, classrooms will be scheduled as usual.

5.4 The full week prior to final exams including the weekend, and the week of final exams is a designated ‘quiet time’ for students. No events that entail noise, music, P. A. systems, etc. will be scheduled in the Atria.

5.5 Scheduled events that do entail noise, music, P. A. systems, etc. that are scheduled during academic evenings will be monitored for excessive sound/noise and may be asked to reduce volume levels or cease noise conduct all together.

5.6 The OSSP will endeavor not to schedule events when the University is officially closed for state holidays (i.e. Thanksgiving, Christmas, etc.). Events that are scheduled and then cancelled due to inclement weather will be refunded their full deposit. However, events that are affected following an official closing on a Friday may incur overtime set-up charges.

5.7 At no time will glitter, confetti, Silly String, etc. be allowed in any of the University’s facilities.

5.8 If required, all internal and external organizations reserving the University’s facilities must submit a copy of their setup to the OSSP at least 5 working days before the scheduled event. Otherwise, a setup will not be guaranteed to be completed.

5.9 All non-UHCL organizations wishing to utilize UHCL space to offer any instructional programs to the public must obtain endorsement through the appropriate academic dean prior to confirmation of the event.

6. Exemption from Liability

The University of Houston-Clear Lake cannot be held liable for any form of injury to any individual or for the loss of or injury to the property of any individual or of any organizations or group using the facilities of the University.

7. Protection of State Property

Any organization or group or any individual member(s) (internal or external) thereof using University facilities will be held liable for any destruction of or damage to any property of the University including soiling of carpets, spilt liquids, damage to foliage and general disorders requiring University resources for reparation. Such occurrences, which involve extraordinary building cleaning, will cause the user to incur fees to return the building to original condition

8. ADA Guidelines

8.1 Internal users

Any individual who requires a special accommodation to take advantage of or participate in any program should contact the event sponsor at least one week prior to the event date to arrange for the accommodation. Event sponsors will certify that this information will be included in all publicity announcements for the event scheduled and are responsible to pay for any accommodations.

8.2 External users

External users are required to provide and fund reasonable accommodations to enable disabled persons to take advantage of or participate in the program, if such accommodations are requested. The organization is also responsible for publicizing the availability of reasonable accommodation in all publicity announcements for the event. For assistance in arranging reasonable accommodations, participants in the program should contact the event sponsor who must contact the UHCL ADA Coordinator at 281-283-2626 as early as possible, but no later than two weeks prior to the scheduled event date. External users will be required to certify that information about the availability of reasonable accommodations for persons with disabilities will be included in all publicity announcements for the event scheduled.

9. Public Display of Art Work and Exhibits

9.1 The University of Houston-Clear Lake will strive to provide public areas of the buildings for the display of artwork and exhibits for the enrichment of the University community providing that safety egress routes are not blocked or compromised. The appropriate University Committee will determine the content and quality of artwork. Parties contemplating the use of public space for these purposes should consult with the OSSP and obtain a copy of written procedures outlining the appropriate and approved methods of hanging/displaying such items.

9.2 Displays that are placed and/or hung in violation of these written procedures are subject to confiscation pending receipt of full restitution for damages incurred.

10. Campus Dining and Distribution of Alcoholic Beverages

The University dining facilities are operated by an independent contractor primarily for the convenience of students and employees of the University and their individual guests. Events wishing to utilize private catering are allowed to do so. However, only those catered events that involve actual cooking are required to file a Temporary Food Dealer’s Permit/Request Form with the OSSP and the Office of Environmental Health and Safety (i.e.: Chili Cook-Off). This does not include anyone or any event wishing to bring in food items where no cooking involved (i.e., pizzas, doughnuts, pot luck affairs, etc).Beer and wine may be offered for sale only by Campus Dining (alcoholic beverage licensee) and only in specific areas. Any proposed distribution of beer and/or wine by student organizations must be approved by the Senior Vice President and Provost. All student organizations are subject to the Student Life Policies for Alcoholic Beverage Distribution (page 18, section 3). Any proposed distribution of beer and/or wine by faculty/staff or community groups must be reviewed and approved by the appropriate Vice President or President. The University Police Department has the exclusive right to schedule police officers to be present during those events serving alcoholic beverages.

11. Soccer Fields

Reservations for use of all soccer fields will be accepted six months in advance of the requested event date. However, University Intramural events and University sponsored club events will take precedence in the scheduling of the fields. As a result, those reservations made by outside groups will be adjusted after the start of each school session. If two groups agree to occupy one field at the same time, they must notify the OSSP in writing. Upon this occurrence, costs for the use of the field will be equally divided and adjusted between the two user groups.

12. Modification of Policy

The University of Houston-Clear Lake may at anytime modify this policy or any regulations or restrictions relevant thereto without advance notice, when so directed by the University Council.

 

Approval Date: 5/11/2000

Sunset Date: 5/11/2010