UNCW - Policies and Procedures Manual

FAC 1.10 - Use of University Classrooms, Lecture Halls, Housing
and Food Service Facilities

Responsible Office: Public Service

Policy number changed: July 1999
Effective: April 15, 1985

Purpose

Scope

Policy

Procedure

Effective July 1999, the policy number changed from PUB 1.10 to FAC 1.10.

A new Facilities Use and Rental section of the Administrative Policies and Procedures Manual has been created to organize all policies related to the use and rental of university facilities into one easy-to-find section.

A. Purpose.

Regulates the scheduling and nontraditional use of selected University classrooms, lecture halls, housing and food service facilities by external agencies.

B. Scope.

Applies to all agencies outside of the University of North Carolina at Wilmington, and in certain cases to in-house personnel, seeking to use University classrooms, lecture halls, housing and/or food service facilities for nontraditional purposes.

Exclusion: Deans scheduling regular academic functions.

C. Policy.

The physical facilities of the University have been provided to enable the University to perform effectively its general educational function. University facilities are made available to outside agencies upon request as a public service of the University. This policy refers to requests for use of University facilities excluded under existing policy for Sarah Graham Kenan Auditorium, the Physical Education Complex and the University Union.

Notes:
1.    For use of Sarah Graham Kenan Auditorium, contact the Manager of Kenan
       Auditorium.
2.    For use of the Physical Education Complex, contact the Facilities Manager.
3.    For use of the University Union, contact the Union Director.

D. Procedures.

1. All requests for facilities use of a nonacademic nature, exclusive of Kenan Auditorium, the Physical Education Complex, and/or the University Union, must be submitted directly to the Director of Public Service. In the event an outside agency or individual contacts a member of the staff or faculty concerning facilities use, they must be referred to the Director of Public Service.

2. The Director of Public Service will, upon request, provide the requesting agency or individual with the "Request for Use of University Facilities" form. This form must be completed by the requesting agency or individual, two weeks prior to the scheduled event, and returned to the Director of Public Service for consideration.

3. Upon receipt of the request form, the Director of Public Service will be responsible for contacting appropriate University offices to determine space availability, costs, etc.; for negotiating with the requesting agency or individual; for coordinating contractual agreements; and for committing the requested facilities and services on behalf of the University.

4. Upon negotiating a contract for the use of University facilities, the Director of Public Service will be responsible for notifying all appropriate offices furnishing support services, including University Advancement for publicity. The Director of Public Service will inform appropriate University representatives of all inquires or requests received for use of University facilities, regardless o whether an agreement is negotiated.

Suggested Lead Time for Use of Residence Halls/or Food Service Facilities.

All requests for use of University facilities from outside agencies and all other requests, exclusive of those relating to regular academic functions, for use of multiple or single University facilities from in-house personnel shall be directed to and coordinated and negotiated by the Director of Public Service. (The scheduling of regular academic functions shall be the responsibility of the appropriate academic dean).

Appeal of adverse decisions may be to the Facilities Use Committee composed of the Vice Chancellors for Academic Affairs, Business Affairs, and Student Affairs. The Facilities Use Committee, subject to approval of the Chancellor, shall have authority to exercise discretionary power which may be deemed necessary to revise policies and procedures relative to the use of University facilities by outside agencies.

Procedures Criteria.

In considering requests for the use of University facilities, the Director of Public Service will insure that the University's regular functions and associated support services will in no way be impaired or restricted. Pursuant to this assurance, (1) requests for facilities by agencies or individuals proposing activities that relate to or complement the educational programs of the University will be given special consideration; (2) requests for facilities by agencies or individuals proposing activities that relate to general university affairs will then be considered; (3) requests by agencies or individuals proposing activities that are non-University related will be considered and negotiated as appropriate. Requests for use of facilities by agencies and for purposes in conflict with the general policies of the university will not be considered.

1. Requests for the use of Residence Halls and/or Food Service Facilities for SUMMER programs or conference may be submitted to the Director of Public Service before November 1, of the previous year. (However, they will not be considered until after November 1 when scheduling for the University's regular functions has been completed). After November 1, requests for housing and dining facilities for the coming summer will be considered on a first-come, first-served basis.

2. Requests for use of Residence Halls and/or Food Service Facilities received by November 1, needing facilities after the following August, but within a two year period, will be received by the Director of Public Service and submitted to the facilities Use Committee for consideration.

3. Requests involving commitment of University facilities in excess of two years prior to the proposed activity will be submitted to the Facilities Use Committee for consideration. Commitment of the University for such requests will be only by written authorization of the Chancellor.