Facility Use Policy for External Groups

These guidelines establish priorities for the use of academic and other general university facilities in order to ensure that campus facilities are available to serve the interests of the university as a whole. Part of the mission of facilities schedulers on campus is the intent to ensure that meeting spaces continue to be available for faculty, staff and students. To this end, some facilities may be held in reserve at various times of the year for the exclusive or priority use of the campus community. Campus facilities will be available for use in accordance with the following guidelines. Reservations will be made on a first-request basis, subject to the need of the facility for a higher-priority university use.

Campus Facility Use Priorities

  1. Sponsored university uses directly serving the primary institutional purposes for which the university was designed and is maintained.
  2. Sponsored university uses serving educational, governance or external relations purposes of general importance to the institution as a whole.
  3. Sponsored university uses serving particular campus groups and institutional purposes. Examples of these include programs that have non-university participants but are managed by university personnel and are in alignment with the university’s mission, such as the UPS Music Camp, operated by a School of Music faculty member.
  4. Hosted uses by campus members or by university alumni/alumnae and friends for events not sponsored by the university. Examples of these include programs which are important to the university but do not directly align with the university’s mission, such as the United Methodist Annual Conference.
  5. Uses by non-profit groups and organizations with a community service purpose for events not sponsored or hosted by the university.
    Uses by other non-campus groups and organizations for events not sponsored or hosted by the university.

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Sponsor and Host Designations

Those programs which have an affiliation with the University of Puget Sound, and therefore receive special considerations, are designated in two ways: either they are “sponsored” or “hosted” by university faculty, staff or campus departments.

  1. The Sponsor Relationship
    The designation of “sponsor” requires that the program has a strong affiliation with a campus department or departments of the University of Puget Sound. In order to qualify for this designation, a sponsoring department must have the written approval of the department head and must also support the university’s mission.
  2. The Host Relationship
    The designation of “host” requires that the program has an affiliation with a staff, faculty member of the University of Puget Sound. In order to qualify for the host designation, the program must have a department head who affirms, in writing, that s/he or his or her department will act as host to the program. This type of program would not be viewed as supporting the university’s primary mission, and therefore would have a lower priority than a sponsored program.
  3. ASUPS or other student “sponsored” or “hosted” programs require prior approval by the Division of Student Affairs Office. Programs coordinated by faculty as a formal portion of academic courses do not require department head approval.

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Guidelines for Reserving Campus Facilities

  1. Reservations for the use of university facilities are made by calling the designated Facility Coordinator, from 8 a.m. to 5 p.m., Monday through Friday. A list of facilities and facility coordinators can be found online. The campus operator at 253.879.3100 can direct calls to the appropriate Facility Coordinator.
  2. Reservations for housing and dining facilities for summer program use are to be made through Conference Services, 253.879.3483. When conference groups also require the use of a combination of classrooms, lecture halls, athletic facilities or play fields, Conference Services will negotiate use, schedules, and charges.
  3. Any single event that will bring more than 600 visitors to campus must be approved by the Vice President who is responsible for that facility.
  4. Any assignment of space that leads to the exclusive use of a campus facility or facilities by any group must be approved by the Vice President who is responsible for that facility.
  5. Security Services must be consulted regarding parking and security issues prior to the approval of any group. Facility use may be denied based on parking or security issues.
  6. Any programs being held for fundraising purposes must conform to the University Policy Governing Student Fundraising Activity. The intent of the policy is to shield university faculty, staff, alumni and students from being solicited by non-university organizations. In addition, such activity is barred as such if it would alter the campus environment.
  7. As soon as any group is approved, the Office of Public Events should be notified immediately so that the event(s) may be placed on the university calendar.
  8. Use of outdoor facilities by external groups is prohibited during fall and spring semesters.

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Terms of Use

Certain restrictions must be imposed on users of campus facilities to protect the university's primary functions, public image, institutional integrity and tax-exempt status.

Tax Considerations
The University complies with all federal, state and local tax requirements.

Promotional Disclaimer
Users may not state or imply university sponsorship or endorsement of their activities without the university’s consent. Promotional material and advertising for non-university sponsored activities must include the following disclaimer: "This is not a University of Puget Sound program."

Filming/Photography
The filming or photography of activities or facilities on campus for external use purposes requires prior approval by the Office of Communications and may require compensation to the university and compliance with a filming/photography agreement.

General Conditions
University rules and regulations must be respected and followed by all users of facilities. These rules include but are not limited to the following:

  • Users may not engage in activity that interferes with the university’s programs and freedom of movement by the campus community.
  • Users must communicate with university representatives in an appropriate, professional manner.
  • Smoking is prohibited in all university buildings.
  • Alcoholic beverages may not be served or consumed in university facilities unless approved in advance by the university and where an appropriate state liquor permit has been obtained.
  • Traffic and parking regulations are in effect at all times. Copies of regulations are available on request.
  • Users who have become a nuisance may be asked to leave the premises and can be prosecuted if they refuse to do so.
  • Users may be required by the university to maintain and provide evidence of adequate insurance coverage.
  • Activities that generate significant outdoor noise are prohibited between the hours of 10 p.m. and 8 a.m.
  • The university may impose additional or special restrictions on facility usage as needed

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Use Fees

All use of university facilities by non-university-related groups is subject to use fees to cover utilities, maintenance, security, parking and other costs. If the use requires special services or equipment from the university, additional charges may be made for these services.

Fees for all facilities will be paid according to the External User Fee Schedule, and the designated university official is responsible for administering this policy.

Upon request for use of the university's facilities, the fee to be assessed will be determined and the user notified in writing through the Campus Facility Use Agreement. Rates for facilities will be assessed according to the specific facility used and the program’s level of priority.

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Agreement Authority

The Vice President for Finance and Administration and the Academic Vice President co-administer these policies. Policies and guidelines are subject to change without notice.

External users will sign Campus Facility Use Agreements appropriate to the space and nature of use. University representatives authorized to sign agreements are the Campus Use Coordinator and designated Facility Coordinators and their managers.

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