Old Version - RENTAL OF UNIVERSITY FACILITIES

	RENTAL OF UNIVERSITY FACILITIES	No. 5-37	Rev. 1-28-93
		Date 8-17-77

OLD VERSION

REFERENCE

The Shepherd Union Building, Student Housing, Bookstore, Student Health Services and Dining Services are designated as Auxiliary Enterprises. Auxiliary Enterprises are classified by Board of Regents Policy R550 as business enterprises or other support activities (distinguished from primary programs of instruction, research and public service). Direct charges for services are to be sufficient to enable the auxiliary to operate on an essentially self-supporting basis. Self-supporting is defined as receiving revenues to cover all direct and indirect expenses, assignable indirect costs, debt service and capital expenditures.

POLICY

A. The facilities of Weber State University are constructed and maintained in order to support the University's educational mission. Consistent with this mission are programs oriented toward and involving not only the students, but the community, state and nation as well as the support and development of cultural activities. University facilities do not constitute a public forum available for general use by private persons and organizations.

B. Use of University facilities must comply with the Board of Regents' privatization guidelines (see policy R555): An institution shall not provide facilities to persons other than members of the campus community unless:

1. The service offers a substantial and valuable educational or research experience for registered students and faculty;

2. The service fulfills the institution's public service mission;

3. The service is incidental to the ordinary and authorized function of a campus entity, i.e. occasional sales by bookstores, food service, etc. to campus visitors;

4. The service consists of recreational, cultural and athletic events; health services and medical treatment; public service radio and TV broadcasting; events or functions which have as their principal purposes the improvement of relations between the institutions and the general public; and sales of contributed services, if related to fund raising activities;

5. The equivalent service is not available in the local area; or

6. The service to persons not members of the campus community has been specifically authorized by the State Board of Regents.

C. Use of University facilities for programs consistent with the mission of the University and subject to paragraph B, above may be granted to organizations, persons and groups for functions and activities. Following are four usage categories listed in priority order:

1. Institution Usage Category

Includes those educational or training activities which are most central to supporting "the roles assigned by the State Board of Regents in the liberal arts and sciences and a variety of vocations and professions." The offerings may be credit or non-credit. These activities must have been created and administered by Weber State University entities.

2. Student Usage Category

Includes those activities administered by the Weber State University (WSUSA) and the Association of Registered Organizations (ARO) -- groups consistent with the goals affirmed for Weber State University student activities. These activities include, but are not limited to, WSUSA/ARO sponsored social, cultural, educational and service projects.

3. Community Usage Category

Includes activities consistent with the goals affirmed for community service by Weber State University. It is the intent of WSU to make available to the public various facilities that exist within the institution. These events are typically sponsored by non-profit organizations.

4. University Guests Usage Category

Includes cultural, educational or training activities which were not created by Weber State University but which are valid and appropriate activities to be held on the Weber State University campus. These events may be sponsored by profit-oriented organizations.

D. Community and guest groups will cover rental fees as shown on the building rate schedules approved by President's Council. Any waiver of fees will be approved by President's Council. Such requests must be well-documented as to the need for such a waiver and the value to the University. Rental schedules for use of available facilities may be obtained from the appropriate administrative officer.

E. Rental charges may be determined by needs, purpose, potential effect on the facility and type of usage requested. Additional fees may be assessed for overhead, supervision, direct expenses and replacement costs. All users, including those in categories C, 1 and C, 2 are expected to pay setup fees and direct expenses when such expenses occur.

F. Distribution percentage rates will be determined by President's Council and reported to the Accounting Services office.

G. The University will not grant permission to use University facilities or services if such use would constitute unlawful discrimination on the grounds of race, color, ethnic origin, sex, religion, handicapped status, age, political belief or other unlawful grounds.

H. As a general operating practice, the University's user fees for facilities and services shall not be less than the average charges for comparable facilities or services at private establishments in the community.

I. Individuals or groups granted the use of University facilities shall be responsible for the care of them and shall assume financial responsibility for damages incurred during their usage and may be denied future use of such facilities upon evidence of misuse.

J. Camping on University property or living in privately owned, temporary lodging parked or erected on University property is prohibited unless prior permission from appropriate University authority is obtained.

K. The use of University facilities or property (with the exception of the Alumni Center) for personal or private events is discouraged. The category "personal or private events" includes, but is not limited to, family reunions, weddings, funerals and memorial services. The scheduling of these or similar events on University property may be authorized only in unusual circumstances and requires prior approval of the appropriate University authority.

L. Individuals or groups requesting use of University facilities may be required to provide evidence of general liability insurance. The amount would not be less than $1,000,000 per occurrence and in the aggregate. Such insurance would need to list the University as an "Additional Insured" or provide a certificate of insurance showing Weber State University to be so covered.