Current through Register Vol. 24-24, December 15, 2024
This section prescribes procedures for the use of university
facilities, by individuals and entities other than the university
itself.
(1)
Scheduling and
reservation practices.
(a) The primary
purpose of university facilities is to serve the university's instructional,
research, and public service activities. However, designated facilities, when
not required for scheduled university use, may be available for rental by the
public in accordance with current fee schedules and other relevant terms and
conditions. Not all university facilities are available for reservation or
request for noninstructional purposes. Information concerning reservation and
request procedures for designated facilities available for non-instructional
use may be obtained from events planning.
(b) Designated university facilities and
services may be reserved in accordance with the procedures below. No university
facilities may be used by individuals or groups unless the facilities have been
reserved in accordance with this section. Reservations shall be made at least
forty-eight hours in advance, excluding weekends and holidays, to events
planning or another appropriate university office.
(c) The VP-BF/designee may deny a request to
use university facilities when it is determined that the use would violate any
of the limitations set forth in this chapter, when the request is for a space
previously reserved, where the requestor is unwilling to comply with university
requirements for the use of facilities, or for any other content neutral,
legitimate business or educational reason.
(2)
Requests. Requests for use
of university facilities must be directed to the event planning
office.
(3)
Approval
authority.
(a) University employees and
university-affiliated groups may use university facilities to hold events for
faculty, staff, and students without sponsorship by an academic or
administrative unit, or approval by the VP-BF/designee, so long as the use
complies with this policy and the policies of the specific facilities
involved.
(b) University employees
and university-affiliated groups may use university facilities to hold events
to which the general public is invited when the event is sponsored by an
academic or administrative unit and approved by the VP-BF or
designee.
(c) All requests for the
use of university facilities by students, nonaffiliated groups, and outside
community members, whether sponsored or not, must be approved by the VP-BF or
designee. Such requests are subject to the following additional limitations:
(i) Use of the facility must benefit the
university;
(ii) The use must be
pursuant to a written agreement setting forth the terms and conditions of the
proposed use;
(iii) The use by the
requestor must be occasional rather than frequent;
(iv) The use must not interfere with any
organized university activity or event;
(v) Students or other
organizations/individuals with a campus affiliation shall be granted priority
over other nonaffiliated groups and outside community members;
(vi) Consideration must be given to the
availability of comparable nonuniversity facilities and services which could
accommodate the proposed use.
(4)
Facility rental/use fees.
(a) The university assesses fees based upon
the actual cost, direct and indirect, of using a university facility. Fees for
the use of most facilities are set forth on a schedule available on the event
planning office web site. The university reserves the right to make changes to
fees without prior written notice, except that fee changes do not apply to
facility use agreements already approved by the university.
(b) In the event that the fee for the use of
a particular facility has not been placed on the schedule, and if the
university determines to allow the use of the facility, the university will
assess a fee based upon the full cost, direct and indirect, of using the
facility.
(c) ASEWU and university
recognized student organizations may be allowed to use space in many university
facilities at no charge or at a reduced rate. The fees charged to ASEWU and
university recognized student organizations for facilities are available
through the event planning office.
(5)
Nontransferability of
authorization. A university-affiliated group must reserve university
facilities or request services through one of its officers or authorized
representatives. A university-affiliated group that reserves a facility or
requests services on behalf of the group assumes responsibility for costs
associated with the use of those facilities or services and for damage to the
facility by group members or other attendees of the event. No group other than
the reserving group may use the facility reserved. The reserving group may not
transfer control of the event for which the facilities were reserved or the
services requested to any other group or individual.
(6)
Denial of facility
reservation. Any applicant who is denied a reservation for use of a
university facility may appeal in writing to the vice president for business
and finance or designee. Any applicant who is denied a request on the basis
that the event will include prohibited speech shall be offered the opportunity
for prompt review upon submission of an appeal in writing to the president or
designee.
Statutory Authority:
RCW
28B.35.120(12). 12-04-065,
§ 172-137-070, filed 1/30/12, effective
3/1/12.