FACILITIES MANAGEMENT
Policy 20010: Use of
College Facilities
1. Purpose
The
purpose of this policy is to aid personnel with scheduling rooms, parking lots,
and/or other spaces and with determining appropriate uses of space.
2. Policy
2.1 Germanna
Community College facilities exist for the primary purpose of academic
instruction and student development of and by GCC students, faculty, and staff.
As a partner and leader in our service area, as a member of the Virginia
Community College System, and as an agency of the Commonwealth of Virginia, the
College makes its facilities available to internal and external organizations
when not in conflict with internal operations, when it does not place an undue
hardship on College students or employees, and when it is compatible with the
policies and procedures contained herein.
2.2 External
users shall be directed to the Chief Administrative Officer’s office, or
designee, for each particular Campus/building for approval of requests to use
facilities. Requests by external groups to the College for the use of
facilities shall be made on the appropriate Application for Use of
Facilities form for each building and submitted to the appropriate Chief
Administrative Officer who will determine space availability from those individuals
delegated approval authority for specific facilities as indicated in Section
2.4 of this policy. The Chief Administrative Officers shall also determine the
appropriateness of charging fees to the requesting group in accordance with
this policy.
2.3 Internal
users may request use of facilities directly with the official delegated
approval authority for that particular space specified on the Room
Reservation Request form as indicated in Section 2.4 of this policy. The
form is located on the “S” drive. Internal users are not assessed fees for use
of the facilities.
2.4 Approval for
use of various portions of the College facilities is hereby delegated to the
following:
2.4.1 Advanced
Technology Center – Culpeper: Center Director
2.4.2 Classrooms:
Deans of Instruction for each campus or site with exceptions listed below.
2.4.3 Conference
Room (Room 100) - Locust Grove Campus: President’s Administrative Assistant.
Internal groups will notify Administrative Assistant to Director of Distance
Education and Technology Support Services for compressed video assistance.
2.4.4 Conference
Rooms 225 and 326 and Classroom 212 - Fredericksburg Area Campus:
Administrative Assistant to Vice President for Academic Services. Internal
groups will notify Administrative Assistant to Director of Distance Education
and Technology Support Services for compressed video assistance.
2.4.5 Computer
Classroom 202 at Locust Grove; Computer Labs 112A and 112B, Corporate Rooms
105A and 105B, Executive Conference Room 126, and Auditorium 134 at FAC Phase
II: Office of the Dean of Workforce and Community Education.
2.4.6 Compressed
Video Classrooms 506 and 507 at LGC; FAC Phase II Classrooms 131 and 133: Dean
of Instruction at the appropriate campus who will coordinate with the
Administrative Assistant to the Director of Distance Education and with the
Technology Support Services Office.
2.4.7 Student
Lounges, Cafeterias, parking lots, hallways, lobbies, and other areas not
listed: Dean of Student Services
2.4.8 Rooms
controlled by departments will be coordinated with the department head: Library
– Director of Learning Resources Center; Nursing Labs and Room 206 –
Administrative Assistant, Nursing Department.
2.4.9 Not-for-profit
fundraising activities must first be approved by the Director of Institutional
Advancement to ensure the activity is consistent with the College mission.
2.5 The College
reserves the right to limit the use of facilities for activities that directly
compete with the educational and training mission of the College.
2.6 Facilities
will be available to organizations according to, and in order of, the following
priority listing:
2.6.1 Credit or
non-credit instruction programs of Germanna Community College or activities
offered in conjunction with instructional programs of the College.
2.6.2 Educational,
student development, and public information activities sponsored by GCC
departments.
2.6.3 Programs,
events, or activities sponsored by student groups officially recognized by the
College.
2.6.4 Programs,
events, or activities sponsored by community groups and businesses within the
service region of the College as defined by the VCCS.
2.6.5 Programs,
events, or activities sponsored by other non-College groups.
In
determining usage, a first-come, first-served basis will be employed within
each listing. Once a facility has been confirmed, there will be no alternations
or bumping of one group for another group unless a group is not in compliance
with the policies and procedures contained herein.
2.7 The following
requirements pertain to every user group, whether internal or external:
2.7.1 Users shall
observe all College policies, procedures, and regulations.
2.7.2 User groups
are responsible for payment of all rents and fees assessed by the College. Fees
will be refunded or waived if the requestor cancels the program, event, or
activity two (2) or more business days before the scheduled date and time or as
specified in a separate contract. Fees are assessed by the Chief Administrative
Officers and are billed by the Business Office and payable upon receipt. If the
fees are collected in other offices, they shall be transmitted to the Business
Office within twenty-four (24) hours. The College reserves the right to require
an advance security deposit from external groups. Requests for use of
facilities shall NOT be granted to users with outstanding financial obligations
to the College.
2.7.3 The Chief
Administrative Officer may require a statement of insurance covering use of the
facility before approving an application.
2.7.4 Users are responsible
and accountable for proper care of all College facilities and equipment by all
participants associated with the program, event, or activity regardless of
whether the damage was caused within the room reserved or elsewhere.
Restitution shall be required for any damages and cleaning necessary for any
property or equipment.
2.7.5 Activities
shall not be discriminatory or abusive of others by reasons of age, sex, race,
color, religious beliefs, national origin, or disability.
2.7.6 An officer or
authorized representative of the group who shall assume supervisory
responsibility for conduct and activities of all persons associated with the
event must sign the request for usage of facilities. The name, address, and
telephone number for this authorized representative must be provided.
2.7.7 The program,
event, or activity shall not interfere with any other authorized program,
event, or activity or with operations of the College.
2.7.8 The College
does not endorse any sectarian groups or organizations and normally does not
allow sectarian groups to use its public tax supported facilities. Exceptions
may be made with the stipulation that the user states in its publicity and
announcements that the group/organization is not affiliated with the College,
is not sponsored by the College, and does not represent the mission and views
of the College.
2.7.9 Programs,
events, and activities for political campaigns are discouraged; however, they
may be approved if other known political parties for the same political race
are given equal opportunity to conduct a similar program, event, or activity.
2.7.10 College
Security must be used if deemed necessary by the College or requested by the
user group. The user group shall be assessed the current rate for such
security. In the event the College is unable to provide additional security for
the event, the user group shall use College-approved security and shall
remunerate the external security firm directly without involving the College.
2.7.11 All
participants must comply with existing parking regulations.
2.7.12 Use of
facilities shall be automatically cancelled when the College is closed due to
inclement weather or emergencies. (Certain events at the Advanced Technology
Center may be granted exception when recommended by the Center Director and
approved by the College Facilities Manager. The user will assume responsibility
for any cost associated with opening and use of the facilities during inclement
weather closings. The College cannot guarantee snow/ice removal. The College is
not liable when facilities are closed due to emergencies.)
2.7.13 College
facilities are normally NOT available on holidays.
2.7.14 Alcoholic
beverages, including beer and wine, are not permitted at FAC and LGC. No
exceptions to this policy are granted. Alcohol can be served at the Advanced
Technology Center with proper ABC license and permits.
2.7.15 Smoking is
restricted to designated exterior areas.
2.7.16 Catering and
food service requests should be offered to the prepared food service provider
to the College if one is under contract.
2.7.17 The number of
attendees shall be in compliance with occupancy limits.
2.7.18 All events must
end by midnight unless prior approval for an extension has been granted.
2.7.19 Users’ property
and equipment must be removed from College facilities immediately following the
event.
2.7.20 The College
reserves the right to impose upon users any other reasonable conditions it
deems necessary to assure compliance with policies, procedures, and
regulations.
2.8 Fees
Fees
are assessed by the Chief Administrative Officer for the College based upon the
rooms and areas approved for usage and based upon the classification of the
group. User groups are placed in classifications to help determine fees.
Classification Definition
A.................. Internal
departments; officially recognized student groups; and business, civic,
government, and education groups within the service region conducting
activities that directly benefit the College or its employees and who are not
charging admission.
B.................. User
groups within the service region whose activities do not directly benefit the
College, its employees or students, or who charge admission.
C.................. User
groups that do not request additional services.
D.................. User
groups that do request additional services.
2.8.1 Facilities
Usage Fee for FAC and LGC (see Appendix
A )
2.8.2 Facilities
Usage Fee for FAC Workforce and Development Center (see Appendix B )
2.8.3 Facilities
Usage Fee for Advanced Technology Center (see Appendix C )
3. Procedures
3.1 External
groups must complete the College’s Application for Use of Facilities
form and submit it as least ten (10) days prior to the request date. Internal
groups and departments conducting official College business must complete the
Request for Room Reservation (For Internal Groups). Forms for each campus are
located on the “S” drive.
3.2 Applications
shall be submitted directly to the party authorized to approve use of the
facility being requested.
3.3 Persons/offices
with approval authority shall keep master schedules of facility usage and
availability, the College master calendar, and files of the applications
received.
3.4 All schedules
and the master calendar shall be consulted with pending applications before
approving a request.
3.5 Service
departments, such as Facilities, shall be consulted regarding any construction,
maintenance, or repair activities for the facility requested.
3.6 Service
departments required to provide additional services for the request, such as
setting up the room or providing equipment, shall be consulted to ensure they
can provide the service in the time or on the day requested. The approval
person or office shall forward a copy of the approved request detailing the
special needs to the service department.
3.7 All approved
requests, either internal or external, shall immediately be entered upon both
the master schedule for the facility requested and the master calendar for the
College.
3.8 The Chief
Administrative Officer for the campus letting the space shall assess all fees
and inform the requesting group of the total required. A copy of all approvals
requiring an amount to be paid to the College shall be forwarded to the
Business Office at the conclusion of the event so that the requesting group may
be billed. Payments should be made to the Business Office. If payments are
accepted in another office, the funds must be transmitted to the Business
Office within twenty-four (24) hours.
3.9 The person or
office authorizing use of the facility is responsible for checking the
condition of the facility in a timely manner. If clean up is required, the
authorizing person or office shall notify the Facilities department and the
user group. The authorizing person or office shall also assess the cleaning fee
to the user group and provide a copy to the Business Office. If equipment is
damaged or missing, the authorizing person must work with Technology Services
or other departments providing the service to assess a fee for the damaged or
missing equipment and provide a copy to the Business Office for any such fees.
4. Point of Contact
Richard
L. (Rick) Brehm
Vice President for Administrative Services
Created
by Sandy Allen, Ursulina Creel, Bessie Cropp, John Presley, Sharon Andreucci,
and Rick Brehm)
5. Approval and Revision Dates
Approved
by President’s Council
Monday, June 4, 2002
Revised
by Kathy Habel, Pam Frederick, Rick Brehm, and Susan Langlois
Revisions approved by President’s Council August 15, 2005.
Revised
by Kathy Habel and Frank Turnage.
Revisions
approved by President’s Council August 14, 2006.