É«ÖÐÉ«

Policy Statement

The primary mission of College is to provide educational services to its students and community. This policy is designed to provide for the effective and efficient use of College property and facilities to accomplish these goals.  

Purpose/Authority

The purpose of the facilities at É«ÖÐÉ« is to support the educational mission and strategic goals for the college. The facilities are available primarily for programs offered by and intended for the campus community within our normal operating hours. É«ÖÐÉ« functions take precedence over all other uses of College property and facilities, and any use of campus facilities by students or recognized student groups, non‑affiliated organizations or other individuals must not interfere with the educational operations of the college. 

Scope/Applicability

All use of all campus facilities including classrooms, labs, meeting rooms, conference rooms, event centers, parking lots, outside spaces, etc. must be scheduled and approved following the appropriate procedure for type of use (procedures are in development).  Room schedules as developed under this policy will be final.

Definitions

• College department: official department within the College
• College user: use of facilities by staff and faculty of É«ÖÐÉ« while performing their official duties
• Commercial activities: selling or offering to sell any goods or services as well as the solicitation or promotion of any goods or services
• Non-affiliated organization: an organization not affiliated with the College
• Private Business Use: activity by a nongovernmental person in a College facility financed with tax exempt general obligation

Major Sections

Subpart A. Scheduling Priorities and Procedures

Academic scheduling takes priority over other reservations. Next priority will be given to regularly scheduled non-credit classes.  Third priority will be given to recognized student groups and college department-sponsored events. All other events will be reviewed based on available space. 

All college users of all campus facilities including classes, labs, meetings, and indoor or outdoor events or activities must be scheduled and approved under this policy. All internal academic and non-academic room scheduling shall be done in accordance with the Room Scheduling Procedure (in development to go with this policy).   

Nonaffiliated individuals, groups and organizations who wish to use College facilities shall complete application at least 30 days in advance. The College may request more notice for indoor or outdoor facilities as appropriate. All non-affiliated organizations will be required to enter a facility use agreement prior to being granted access to College facilities.  Any facilities use agreement entered into pursuant to this Policy must be consistent with Minnesota State Colleges & Universities Procedure 6.7.2.

Space assignments are subject to change by the Finance and Operations Division if the space scheduled is needed for a higher priority activity. 

Except where the College is required to do so by law, the College retains the ability to enter into facilities use contracts with individuals, groups or entities at its own discretion.

Subpart B. Facilities Use Fees

Fees will be charged according to the published Facilities Fee Schedule on the É«ÖÐÉ« website in accordance with MinnState Procedure 6.7.2, Part 7 and MinnState Policy 2.1. Unless waived by President.

Subpart C. Safety and Liability Concerns

• Section 1 Insurance and Indemnification:  All non-affiliated organizations, including those working with student groups or college departments, using É«ÖÐÉ« facilities must enter into an agreement to indemnify and hold harmless É«ÖÐÉ«, the Board of Trustees of Minnesota State, as well as their officers, employees, representatives and agents from and against all claims, demands, actions and all liability to any persons or property that are in any way related to the user’s use of É«ÖÐÉ« facilities and must provide evidence of insurance in advance of the event.
• Section 2. Security: The College will determine if, and how much, security is required for an event involving College facilities with fees charged according to the published fee schedule. All non-affiliated organizations using College facilities must provide security for the event.  
• Section 3. Food and Alcohol: Alcohol and/or controlled substances may only be made available on campus in accordance with Minnesota State policy 5.18 and Minnesota State procedure 5.18.1
• Section 4. Possession or Carry Firearms: Firearms are generally prohibited on campus under Board Policy 5.21. 
• Section 5. Smoking: Smoking to include E-cigarettes, tobacco use, tobacco sales (including the use or sales of smokeless tobacco products) are prohibited on college owned, operated, or leased property per Policy 5.1805.

Subpart D. Prohibited Uses

Any activity that is prohibited by federal or state law or local ordinance is prohibited.  College facilities cannot be used in a manner so as to make it appear that the College endorses a sectarian, religious, political or partisan position.  Members of the College community are required to adhere to College policies, including applicable employee or student codes of conduct, as well as any facility use agreements.  Non‑affiliated organizations must abide by their lease agreements, as well as all federal, state or local laws.

Failure to abide by policies or agreements can lead to cancellation of event and use of facilities and prohibition of any further lease of facilities

Subpart E. Emergency Restrictions

É«ÖÐÉ« reserves the right to cancel any scheduled use of its facilities due to weather and other emergencies.  É«ÖÐÉ« retains the right to enter into agreements with local government units as needed to address any emergencies.

Subpart F. Disclaimer

É«ÖÐÉ« does not assume any responsibility or obligation resulting from its decision to make its facilities available pursuant to this Policy.  Nor does such a decision implicate support for an individual or organization’s objectives.  All users of College facilities must comply with all federal, state and local laws.  

Subpart G. Appeals

Any decision made by the Scheduling Coordinator may be appealed to the Vice President of Finance & Operations.  The appeal must clearly identify where the previous facilities decision was incorrect.  Review of the facilities use decision by the Vice President of Finance & Operations shall be de novo.  No further appeals will be entertained.

Date of Last Review: 5/25/2023