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Pima County Community College District Standard Practice Guide

SPG Title:  Use of College Facilities
SPG Number: SPG-2503/AA
Effective Date:  12/21/05
Approval Date:
  12/21/05
Review Date(s):
   12/4/09
Revision Date(s):    12/4/09
Schedule for Review & Update:  Annually
Unit Responsible for Review & Update:    Executive Vice Chancellor for Finance and Administration
Sponsoring Unit/Department:  Executive Vice Chancellor for Finance and Administration
Board Policy Title & No.:  Use of Facilities, BP-2503; Public Access and Expression on College Property, BP-3605
Legal Reference:   ARS § 15-1444, Sec. B.2; ARS § 41-2753; A.R.S. § 15-1408(E); Guidelines Use of Community College District Resources to Influence the Outcome of Elections Arizona Attorney General’s Office 2006
Cross Reference:    


Background

The College provides public access to its facilities for use as outlined in BP-2503, Use of Facilities and RG-2503/A, Use of College Facilities.  This Standard Practice Guide outlines the responsibilities and procedures for the use of College facilities.

The procedures implemented through this Standard Practice Guide will be as consistent as practical throughout the District so the facility requestor will utilize the same procedure regardless of facility requested or facility location.  The Campus President or Executive Vice Chancellor for Finance and Administration will be responsible for consistent application of procedures noted herein or caused to be developed as a result of this Standard Practice Guide.

Requests

  1. All requests for the use of College facilities shall be submitted to the designated Campus or District representative utilizing the Facility Use Request. (link to be provided)
  2. All requests will be submitted at least one (1) week prior to the requested date of use.
  3. Requests so received will be afforded cancellation protection of at least one (1) week’s notice in the event of a priority College use.  Requests submitted with less than one week’s advance notice shall be afforded at least 24 hours notice in the event of a priority College use.
  4. Completed requests shall include a copy of the requestor’s proof of insurance and required endorsement attached to the agreement and retained by the authorized representative as part of the facility agreement.
  5. No standard provision of the facility agreement may be waived without the prior approval of the Executive Vice Chancellor for Finance and Administration.
  6. A facility will not be considered reserved until all required documents are submitted as provided herein and confirmation provided by the authorized representative.  Confirmation will be provided to the requestor in a form so as to indicate official College approval.

User Priority

College instruction and College events are given priority in regard to facility use.

Facility Availability

  1. College facilities are available during normal business hours, Monday thru Friday 8:00 a.m. and 5:00 p.m., except on holidays and other days of scheduled closures.  College facilities are also available during non-business hours, however, an additional charge for staffing will apply.
  2. Permission to use a College facility is given for a specific date or dates, and times.  Only the date(s), time(s), and the facility for which permission has been granted will be honored.  Any rehearsal time, decorating time, special set-up and/or takedown time must be included in the requested and approved Facility Use Request.

Food Service

Users must notify the College in advance if they intend to have food provided by any vendor other than the College’s approved contracted food service providers and sign the Catering Waiver of Liability and Indemnification form.   (link to be provided)

Fees

  1. All fees charged will be in accordance with the approved fee schedule.
  2. Permission to use a College facility is given for a specific date or dates, and times.  Only the date(s), time(s), and the facility for which permission has been granted will be honored.  Any rehearsal time, decorating time, special set-up and/or takedown time must be included in the requested and approved Facility Use Request.
  3. No fees will be charged for events sponsored by a College organization unless an entry fee and/or admission fee is charged then non-profit rates will apply.
  4. No facility rental fees will be charged for the use of facilities by public officials for the purpose of conducting non partisan public forums.  Non-profit organizations defined under IRS Code 501(c)(3) and government entities will be charged one half the facility rental fee.  Full charges for set up, clean up, security services, and equipment will apply for these entities, if applicable. 
  5. Individuals or groups who are conducting public expression activities will not be charged a facility use fee.  Full charges for set up, clean up, security services, and equipment will apply for these entities, if applicable.
  6. Fees paid for the use of College facilities shall be provided to any District cashier location.

Cancellation

The College must receive written notice more than two (2) full business days prior to the date of the event if the applicant chooses to cancel the use of a facility.  The College reserves the right to charge a processing fee and any costs incurred if the user fails to provide notice of the cancellation more than two (2) full business days before the event.

Payment

Either all or at a minimum, a deposit of 50% of the total rental fee is required at the time the official request for the space is made.  The remaining amount will be due after the event.