Current through all regulations passed and filed through March 18, 2024
(A)
Purpose. This
policy serves to provide the administrative process for event registration of
university facilities and grounds, as well as the conditions under which
unregistered, non-exclusive use of university grounds may be permitted. Each
regional campus shall comply with this rule as it may apply to event
registration and use of its facilities and/or grounds.
(B)
Scope. This
policy applies to members of the university community (students, employees,
registered student organizations, departments, and affiliates) as well as to
individuals outside the university community (i.e., non-university parties)
engaged in non-instructional use of university facilities and/or
grounds.
(C)
Definitions. The following definitions shall apply to
this policy:
(1)
Event. Any use of university facilities or grounds the
must be registered under this policy.
(2)
Registration. The
formal process for reserving use of university facilities and/or
grounds.
(3)
Registered student organization. A student organization
registered with the university pursuant to rules 3341-4-11, 3342-4-11.2, and
3342-4- 11.201 of the Administrative Code.
(4)
Department. A
general term used in this policy to refer to the relevant office, department,
center, school, college, division, etc. of the university.
(5)
Affiliates.
Non-university entities that have a formal, recognized affiliation with Kent
state university and provide support and services essential to the mission of
the institution.
(6)
Sound amplification equipment. Any device used to
amplify sound. Sound amplification equipment as defined in this policy is
further regulated by rule 3342-4-03.303 of the Administrative
Code.
(7)
Facility. A general term used in this policy for any
building, structure, or facility owned or operated by Kent state
university.
(8)
Grounds. A general term used in this policy for any
outdoor areas on Kent state university property. "Certain available university
grounds" shall mean areas identified by university events and conference
services as available for exclusive use upon registration as provided for in
this rule.
(9)
Non-university party. Members outside the university
community including, but not limited to: alumni, visitors, non-students,
non-employees, and entities or organizations not registered through the Kent
state university center for student involvement.
(D)
Implementation.
Any individuals or entities, including but not limited to registered student
organizations, university departments, affiliates, and/or non-university
parties, shall comply with this rule regarding use of university facilities
and/or grounds.
(1)
Use of university facilities for instructional purposes
takes precedence over all other uses. The office of the registrar is
responsible for scheduling university facilities for instructional
purposes.
(2)
The vice president for student affairs, through the
office of university events and conference services ("UECS"), shall be
responsible for developing, implementing, posting, and revising the policies
and procedures for registering use of all available university facilities
and/or grounds on the Kent campus of Kent state university. Each regional
campus dean shall be responsible for creating similar policies and procedures
consistent with this rule.
(E)
Application.
(1)
An event requiring use of university facilities or
grounds shall not be considered "registered" until approved by UECS and such
approval is communicated to the applicant.
(2)
Inside. UECS, or
the equivalent regional campus office, shall be responsible for the
registration of all non-instructional events in university facilities. All
non-instructional use must be registered through UECS, or the equivalent
regional campus office.
(a)
All events occurring inside a university facility must
be:
(i)
Sponsored by a registered student organization or university
department. The registered student organization or university department
sponsoring the event shall be responsible for such facility use fees as
currently published by UECS, or equivalent regional campus
office;
(ii)
Registered through the process provided by UECS, with
the request submitted in accordance with the time periods as published on the
UECS or the equivalent regional campus office website. Material changes to
registered events must be communicated to UECS, or the equivalent regional
campus office, in writing no later than the date provided by UECS at the time
of approval; and
(iii)
Organized and conducted in compliance with applicable
provisions of the Revised Code and Administrative Code, including but not
limited to section 2917.40 of the Revised Code, as
well as any applicable university policies.
(b)
Signs attached to
rigid supports or framework are prohibited inside university
facilities.
(3)
Outside. Events occurring outside on university grounds
shall be subject to the following provisions:
(a)
Exclusive use. In
order to secure exclusive use of certain available university grounds for an
event, the event must be registered through the process provided by UECS, or
the equivalent regional campus office.
(i)
The university
department, registered student organization, affiliate, or non-university
entity, registering the event shall be responsible for such facility use fees
as currently published by UECS, or the equivalent regional campus office on the
website. In the case of an individual, the individual registering the event is
personally responsible for such fees.
(ii)
Requests for
exclusive use of certain available university grounds for an event must be
submitted to UECS in accordance with the time periods published on the UECS, or
the equivalent regional campus office website. Material changes to registered
events must be communicated to UECS, or the equivalent regional campus office,
in writing no later than the date provided by UECS at the time of
approval.
(iii)
The event must be organized and conducted in compliance
with applicable provisions of the Revised Code and Administrative Code,
including but not limited to section
2917.40 of the Revised Code, as
well as any applicable university policies.
(iv)
Priority for
registration of events on university grounds shall be reserved for registered
student organizations and university departments.
(b)
Unregistered,
non-exclusive use. Members of the university community and non-university
parties may engage in unregistered, non-exclusive use on university grounds
provided that no sound amplification equipment is utilized, no temporary or
semi-permanent structures are constructed or erected, and the use of university
grounds is not intended to be exclusive. Individuals or entities engaged in
unregistered, non-exclusive use must also comply with the following
provisions:
(i)
Time blocks. Unregistered, non-exclusive use of university
grounds shall be regulated by one hour blocks of time. Should a registered
event not assert or assume use of the space at the beginning of its registered
period of time, the unregistered, non-exclusive use may continue for an
additional one-hour block of time, or until such time as the registered event
asserts or assumes its registered use, whichever is shorter. Time blocks begin
with the beginning of the hour.
(ii)
Notice. When
possible, individual and/or entities engaging in unregistered, non-exclusive
use should provide advanced notice to UECS, or the equivalent regional campus
office, so as to avoid scheduling conflicts regarding existing registered
events on campus. Events registered through UECS, or the equivalent regional
campus office, have priority and exclusive use of university grounds over
unregistered, non-exclusive use of university grounds.
(4)
Prohibitions. Any use of university facilities or
grounds may not:
(a)
Significantly obstruct ingress and egress from any
accessible point in a building, facility, or public way;
(b)
Significantly
obstruct or disrupt the functions of the university including, but not limited
to, teaching, research, administration, public service or other registered
events; or
(c)
Significantly obstruct the free flow of pedestrian or
vehicular traffic.
(5)
Suspension and
termination. Any use of university facilities or grounds under this policy may
be temporarily suspended or immediately cancelled at the discretion of the
director of public safety, or designee, in the occurrence of one or more of the
following conditions:
(a)
The event or a participant at the event threatens to
immediately and materially disrupt the normal activities and/or functions of
the university;
(b)
The event or a participant at the event engages or
threatens to engage in immediate unlawful criminal activities;
(c)
The event or a
participant at the event threatens the immediate health and safety of others,
or poses an immediate and credible danger to the university
community.
(F)
Violation and
sanctions. Events or use in violation of any provision within this rule as
determined by a university official appointed by the vice president for student
affairs or regional campus dean may be immediately cancelled upon notice. Any
person failing to comply with a lawful order following such cancellation may be
subject to applicable legal action and/or disciplinary
sanctions.
(G)
Appeal. Any individual, registered student
organization, university department, affiliate, or non-university party may
appeal a decision made under this policy to the vice president of student
affairs in writing no later than thirty days following the date of the
applicable decision was communicated to the aggrieved party. The decision by
the vice president for student affairs shall be final.
Replaces: 3342-4- 03.1, 3342-4- 03.101, 3342-4- 03.2, 3342-4-
10.1, 3342-5- 12.4, 3342-5- 12.401, 3342-5- 12.402