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Facilities Use

Responsible Department
Effective Date
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    These guidelines establish priorities for the use of academic and other general facilities at the University of North Georgia (the “University”) in order to ensure that University Facilities are available to serve the interests of the University as a whole.  As an institution of higher learning, the University seeks to balance its commitment to teaching, research and co-curricular activities with its commitment to public service and to the broader community of which it is a part.

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    1. Limited-Public Forum:  Areas with limited access for Expressive Activity and that may be limited to particular groups or particular topics.  Examples include but are not limited to:  classrooms, sidewalks, streets, paved areas, terraces, patios, lawns, and parks on campus.

    2. Non-Public Forum:  Areas that are not traditional public forums, designated public forums, or Limited-Public Forums.  Examples include, but are not limited to, residence hall rooms, faculty and staff offices, administration buildings, medical treatment facilities, libraries, the Pine Valley Recreation Area, the William Livsey Drill Field, Colonel Ben Purcell Formation Plaza, Retreat Triangle, and Memorial Wall and other memorial areas. These forums will be restricted to use for their intended purpose and are not available for public Expressive Activity.

    3. Recognized Student Organizations or RSO:  Any number of persons who have complied with the formal requirement of the University for recognition under the Student Organization Policy, including Fraternities, Sororities, Chapters and Student Clubs, the Corps of Cadets and affiliated Co-curricular Clubs.

    4. University Community Member: Any persons enrolled at or employed by the University including faculty, staff, administrators and employees, and recognized University affiliated entities including University foundations, Recognized Student Organizations, University Departments and Structured Volunteers.

    5. University Premises or Facilities: Includes all land, building, facilities, and other property in the possession of or owned, used, contracted with, or controlled by the University (including adjacent streets and sidewalks).
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    1. The Facilities are operated to support the academic, cultural and educational programs of the University.  The primary function of each building is to serve as a teaching, performing, service support, residential, or administration-faculty office facility.  Except as provided in the Expressive Activity Policy, the University Facilities, are Non-Public Forums.  However, the University welcomes the responsible use of its Facilities by individuals or outside organizations for purposes that are consistent with the educational mission and institutional objectives of the University.

    2. University Premises are owned or controlled by the Board of Regents of the University System of Georgia and their use is administered centrally, by the President (or designee) pursuant to USG Policy 2.5.  Facilities may only be reserved through the EMS system by individuals authorized by the President.  The President delegates the authority to make determinations regarding potentially conflicting reservations based on the relevant policies and procedures to the chief business officer, who will serve as the final authority on any request for Facility use.  Any proposed change to a reservation in the first two levels of priority below within 60 days of the event must be approved by the Vice President with the existing reservation.

    3. The University reserves the right to decline any request for use of University Facilities and some Facilities may be held in reserve at various times of the year for the exclusive or priority use of the University Community.  Facilities will be available for use in accordance with the guidelines below.  Reservations will be made on a first-request basis, subject to the need of the facility for a higher-priority University use.  Considerations should be made to avoid “bumping” groups within 60 days of an event.

    4. Reservations for use of the Facilities will be accepted based on the following priorities:

      1. Academic activities involving course credit.  These activities are directly related to the instructional mission of the University, such as classes offered for credit to enrolled students, class-related laboratories, and programmatic activities directly related to credit-bearing classes, and take place in designated classrooms and laboratories.  Every effort should be made to utilize classrooms that fit the number of students participating in the course.  Examples include classes scheduled in traditional classrooms or auditoriums.

      2. University-sponsored events as directed by the President.  These include, but are not limited to, annual campus-wide events, and major events typically planned by the Office of University Relations, the Office of Admissions, or the Office of Advancement on behalf of the President.  Examples include Orientation, Convocation, Commencement, and Homecoming.

      3. Academic activities other than course-related activities.  These activities must be sponsored by academic departments, the Center for Global Engagement or the Office of Research and Engagement, not necessarily related to offering credit to enrolled students, but are related to the instructional mission of the University, including but not limited to seminars, conferences, lectures and presentations by visiting scholars.  The Provost approves activities encompassed by this definition.  Examples include Honors programs, hosting academic competitions, hosting guest lecturers, and educational programs offered by the Department of Professional & Continuing Education.

      4. Programs sponsored by the Dean of Students.

      5. Administrative department meetings and programs.  These activities are meetings, workshops, events, and programs called by a formal administrative department of the University.  These activities generally are meetings during regular business hours held in conference rooms and offices usually located in administrative facilities.  These events, however, can sometimes take place in larger public spaces on campus.   Examples include administrative unit meetings, retreats, and guest speakers sponsored by administrative units.

      6. Recognized Student Organization-Sponsored Events.  These activities are meetings, programs, and events which are sponsored by a Recognized Student Organization of the University and are not-for-profit events. Use of Facilities will be granted to RSOs in accordance to the recognition status in the Student Organization Policy.

      7. Other University-Sponsored Events.  A recognized University group, organization or department may sponsor an event.  The sponsor is the primary planner and contact for the event and accepts full responsibility for all stages of planning and executing the event.  The sponsoring organization must have a strong presence at the event and, when necessary, have a valid University account number or have approved access to a valid University account number and take fiscal responsibility for event costs.  These events may involve individuals or organizations that are not affiliated with the University, but whose activities are related to the University by special sponsorship from the administration, students, faculty, or staff participation.  The designation of “sponsor” requires that the program have a strong affiliation with the University.  Examples include Alumni Reunions, Parent Association meetings, etc.

      8. Hosted Uses.  University Community Members may host events not sponsored by the University.  The designation of “host” requires that the program have an affiliation with a University Community Members.  These include programs which are important to the University because they are (a) culturally beneficial, (b) community-oriented, or (c) support a non-profit organization.  Examples include hosting civic or local chamber of commerce meetings.

      9. Nonaffiliated Uses.  Outside groups that are not affiliated with the University and do not qualify for University sponsorship or hosting, may use space for events.  The proposed event should be consistent with the education and research mission of the University.  Examples include for-profit events coordinated by the Department of Professional & Continuing Education.

    5. Areas designated as Limited-Public Forums may be licensed to external users pursuant to a Campus Facility Use Agreement appropriate to the space and nature of use.  All use of Facilities by external users is subject to use fees.

    6. If the use requires special services or equipment from the University, additional charges may be made for those services.  Use by campus personnel for non-academic activities unrelated to course credit may be subject to administrative fees to cover utilities, clean-up, and other costs incurred by the University.

    7. Terms of Use.  Certain restrictions must be imposed on users of University Facilities to protect the University’s primary functions, public image, institutional integrity and tax-exempt status.

      1. Users may not engage in any activity that interferes with the University’s programs or freedom of movement by the University Community.  University rules and regulations must be respected and followed by the users of all Facilities.

      2. The University reserves the right to require users to utilize and pay for traffic management, security, and law enforcement control services (“Security Services”) provided by the University.  Any additional personnel providing Security Services must coordinate with the University Public Safety Department and shall work under his direction and control.

      3. Users may be required by the University to maintain and provide evidence of adequate insurance coverage.

      4. Food and beverages are available through the approved vendor and must be consistent with the University Alcohol Policy.

      5. The filming or photography of activities or Facilities on campus by non-students for external-use purposes requires prior approval by the Office of University Relations and may require additional compensation to the University.

      6. The University reserves the right to eject from the Premises any persons it deems a nuisance.

      7. 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 North Georgia program.”

      8. The University reserves the right to cancel an event if any fees are not paid according to the deadlines identified in the Campus Facility Use Agreement.  The University also reserves the right to cancel an event if the event or those responsible for it do not comply with the relevant policies and procedures, the directions of University officials, including Campus Safety Officers, or if University officials cannot ensure the safety of students, faculty, staff, members or visitors in relation to an event.  These cancellation criteria are evaluated at the sole discretion of University officials and may be applied without prior written or verbal notice to any event, including an event in progress.

      9. Every reasonable effort will be made to provide Facilities and services as approved.  However, circumstances may create the need for the University to reschedule or cancel an approved event with or without prior verbal or written notice, and at the sole discretion and judgment of University officials.  The Facilities Coordinator will make every reasonable effort to notify affected parties in as timely a fashion as is practically possible under the circumstances existing at the time of the decision.  The Facilities Coordinator will make reasonable effort to find an alternative location, or to reschedule a previously scheduled event into the same location on an alternative date.

      10. The University may impose additional or special restrictions on facility usage as needed.
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    Support Info

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    Any operating procedures must comply with and should reference this policy.

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