This document represents the establishment of a comprehensive policy designed to address the facility use including University-sponsored groups/organizations for other than regular academic and co-curricula activities. The intent, therefore, is to:

1. Establish clear processes for non-regular facility usage;

2. Communicate the process of the non-regular use of facilities;

3. Minimize scheduling conflicts throughout the campus community;

4. Maintain and enforce consistent scheduling policies and priorities;

5. Maintain and enforce consistent fees and contracts for use of facilities;

6. Increase the degree of campus-wide communication relative to scheduling;

7. Increase the degree of campus awareness with regard to campus events;

8. Provide a designated liaison to the local community with regard to scheduling of

programs and events;

9. Optimize the appropriate use of campus facilities.

A Facility Use Advisory Board has been established to monitor the use of University facilities and oversee the implementation of this policy and related processes consistent with the purposes above. (See attachment A)

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As a public institution of higher education, West Chester University seeks to balance its mission of instruction, scholarship and co-curricula activities, with its commitment of service to the broader community of which it is a part. The facilities of West Chester University exist for the primary purpose of education, for use by our faculty, staff and students and by affiliated constituencies. However, when available space allows, we are committed to making our facilities available to groups and organizations outside the University whose purpose is consistent with the University’s mission.

All facilities are property of West Chester University. Specifically, there is no departmental or individual "ownership" of space. The configuration of space assignments may change from time to time as needs and opportunities change, and it is inevitable that departments may at times be confronted with required changes that are less than desirable from their individual viewpoints or interests.

Priority for the use of a specific facility within the context of the purpose for which that facility was designed (i.e. gym, classroom etc.), is given first as follows:

1. University academic activities.
2. University-sponsored events including athletic events and student events
3. University related and co-sponsored activities.
4. External constituents.

Student groups are given the highest priority for the use of the Earl F. Sykes Student Union Building. At all times the University maintains the right to determine which activities are appropriate to be held on the campus.

A. University Academic Activities are those activities directly related to the instructional mission of the University such as: credit bearing classes, programmatic activities resulting from academic course work, and faculty depart-mental meetings.

B. University Sponsored Events are those activities directly related to the life of the campus community beyond the classroom; i.e., athletics, recreation, and student programming activities, etc. Programs may be scheduled or sponsored by alumni, faculty, staff, administrative offices and student organizations/clubs. All participants must be WCU faculty, staff, and/or students and alumni.

1. Official University Events: are those programs which are scheduled or sponsored by faculty, staff, administrative offices and departments that are planned primarily for members of the WCU community and/or the benefit of West Chester University. It is recognized that members of the community, guests and alumni may attend these programs. Examples of such events are: Academic Festival, Alumni Weekend, Brian’s Run, Commencement, Convocation, Family Day, Homecoming, Intercollegiate Competitions, Martin Luther King Celebration, Open Houses hosted by the Office of Admissions, Women of Color Conference and summer sports camps run exclusively by West Chester University coaches. The President may classify other events as "Official University Events".

2. Student Events: Student Government Association officially-recognized student clubs, organizations, programs, activities and services planned by and primarily for members of the WCU community. It is recognized that members of the community, guests and alumni may attend these programs. Examples of such events are student organizational meetings, workshops, conferences, shows, concerts, movies, and other social activities.

C. University Related Events are those academic camps, conferences and workshops arranged by students, faculty or staff that charge a registration fee. Examples of such programs are the Poetry Conference, Forensics Camp, Visual Arts Camp. They are recognized as a vital part of programming and visibility for the University. These programs must be developed by University staff and are not affiliated with any outside organization/association. These programs must be self-support and must have approved budget forms signed by their respective deans and/or vice presidents. An Interdepartmental Conference Agreement will be issued to the faculty/staff coordinator with sign-off approval required by his or her dean/vice president. (Attachment C.) The following criteria must be met in order for the event to be considered "University Related":

1. Support from an appropriate academic dean or administrative vice president to ensure that the University’s educational mission is properly maintained.
2. A University Interdepartmental Conference Agreement will be issued to the coordinator of the event. The dean and/or appropriate VP must sign off on the Interdepartmental Conference Agreement form as well as the Interdepartmental Conference Budget form.

D. University Co-Sponsored Events are academic programs, conferences and/or meetings involving two entities – a University school, academic department, administrative unit or student organization and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community. The following criteria must be met in order for the event to be considered co-sponsored:

1. Support from an appropriate academic dean or administrative vice president to ensure that the University’s educational mission is properly maintained.
2. A University Interdepartmental Conference Agreement will be issued to the coordinator of the event. The dean and/or appropriate VP must sign off on the Interdepartmental Conference Agreement form as well as the Interdepartmental Conference Budget form.
3. A University Facility Use Agreement will be issued to the outside organization.
4. In order to minimize liability risks, the University will require the outside organization to issue the University a Certificate of Insurance as outlined in the terms of the contract.

If the external organization requires registration fees to go through their operation, the event will no longer be considered co-sponsored but will be considered strictly external.

E. Non-University/External Events are those programs and activities organized by any business or community groups not encompassed in the organizational structure of the University. Examples of such events are Chester Co. Hospital Celebration, West Chester Police Training, Veteran’s Extravaganza, Antique Show, Business to Business Expo, and professional group meetings. A Facilities Use Agreement will be issued to the external group coordinator.

F. Town/Gown Programs are those events, which include: The Chester County Gilbert & Sullivan Society, Killinger Foundation and Sturzebecker Foundation. These organizations are an integral part of the relationship between the University and the community. A special arrangement has been agreed to concerning these groups. Facility usage fees are waived in return for an annual donation. The organizations are responsible for all support charges.

G. Athletic Team Sponsored Fundraisers are those activities, which allows West Chester University athletic teams to sponsor fund-raising events using West Chester University facilities for the purpose of scholarship, team spring-training trips, and equipment enhancement. These types of activities are a financial under girding of the overall athletic program at WCU. These events could be, but are not limited to tournaments, meets or games, all of which are sponsored by a University team, not any other organization. Events meeting these criteria must follow the published guidelines as indicated on the "Athletic Team Sponsored Event Agreement" form. Formal sign off is required from all of the following: team head coach, facility coordinator, NCAA Compliance Officer, Director of Athletics, Coordinator of Conference Services and the Vice President for Administrative and Fiscal Affairs. Events remain tentative until formal sign-off approval is given. Events remain tentative until formal sign-off approval is given.

Facility use fees, administrative fees and support services fees are not assessed for University Academic Activities, University-Sponsored Events, Official University Events, Student Events and related activities. Fees for University Related Events and University Co-Sponsored Events are listed above.

A. University Related Events:

The following fees will be charged:

1. Facility usage fees at the co-sponsored rate
2. Support services at the regular hourly rate during normal business hours and time and a half rate after normal business hours.
3. Administrative fee at the rate determined by the amount of services provided. (Refer to the tier structure on page 5).

All revenue and expenses for a University "related" event must come through the University Conference Services Account #2500-401.

B. University Co-Sponsored Events:

The following fees will be charged:

1. Facility usage fees at the co-sponsored rate
2. Support services at the time and a half rate
3. Administrative fee at the pro-rated rate (see page 6)

All revenue and expenses for a co-sponsored event must come through the University Conference Services Account #2500-401.

University fees will be based on the type of space, the length of usage, and competitive market rates for comparable square footage. Rates will be established by the Facility Advisory Board and presented for approval to the Administrative Budget Committee (ABC). Rates will be reviewed and adjusted annually prior to the start of the fiscal year by the Facilities Use Advisory Board, using the current Consumer Price Index (CPI). Revenue generated by the facilities will accrue to an account managed by the Facilities Division. (Excluding Sykes, as they maintain their own auxiliary budget/operation.) The primary purpose of this revenue is to refurbish and maintain the rented facilities. At the end of each fiscal year, the Advisory Board will recommend to the University Budget Committee appropriate use of the accrued fees. Additionally, 10% of the actual income received in rental fees will be set aside for future development of a conference center.

These groups will be charged usage fees at the full rate, (See Attachment B) based upon their status as a profit or non-profit organization. These events will also be charged for support services at the overtime rate outside of normal work hours as well as administrative fees as indicated below. Arrangements for such activities must be made through Conference Services.

The fees in attachment "B" represent usage fees for space only (excluding Sykes rental, which includes equipment and set-up). Usage fees are based on a full "building day" defined as standard building hours, seven days a week. Programs running for four hours or less are charged based on 70% of the full rental rate. If a space is being used for a period of less than four hours but is technically "on-hold" by the group during their program, the full day rate will apply. If a space is on hold as a rain location but not actually used, the group will still be assessed half the usage and full support fees.

D. Athletic Fundraising Events

Facility usage fees and well as insurance requirements will be waived for these events. If the event is co-sponsored with an outside organization, appropriate facility usage fees and a certificate of insurance will be required.

    A fee of ten percent (10%) or a minimum of $75, whichever is greater of invoiced fees including waived amounts, will be charged for all events requiring contracts and services by the Coordinator of Conference and Rental Services (services provided are the same as listed in Tier1 above). A sliding scale (below) on contracts over $10,000 will be in effect. The purpose of the fee is to cover the administrative and logistical arrangements for the contract and the financial support of this position.

Administrative Fee Structure

**Dollar amounts represent total invoiced amounts**

D. Support Service Fees

1. Support Services: Those non-direct services necessary to operate an event which may include: custodial support, grounds, public safety, logistical services, media services, telecommunications, piano tuning, and physical plant (i.e., electricians, carpenters, plumbers).

Non-University/External Groups will be charged at the per hour rate of the cost to perform the task, unless otherwise designated. Currently this fee is charged at time and a half rates. However, the advisory board is currently considering a set fee schedule for such tasks as lining fields, tarping gym floors etc. The determination of the level of service(s) needed will be made by the Coordinator of Conference Services (and other appropriate department heads such as Custodial Services, Public Safety, etc.)

It is the responsibility of the support service areas to submit their chargebacks to the Office of Conference Services within two weeks of the event. Failure to submit these charges within this time will jeopardize their receiving reimbursement for the services provided.

2. Site Supervisor: a fee of $10/hour will be assessed to external groups. The purpose of the site supervisor is to serve as a liaison to the external organization during the rental period. The site supervisor is responsible for verifying proper usage, reporting damages, and responding to emergency situations.

3. Certificate Fees: a fee of $10/certificate/person will be charged to University sponsored non-credit courses when Continuing Education Units/Credits are earned.

E. Presidential Waivers

Requests for facility use waivers for non-profit organizations will be submitted in writing through the Coordinator of Conference Services. The Coordinator will then submit his/her recommendation to the appropriate Vice President. (In the academic unit, the request will come from the Coordinator of Conference Services and be submitted through the dean(s) who will give recommendations to the Provost.) The Vice President will then approve or disapprove the request providing there has been prior consultation with the President. At any given time, the President may waive rental and/or administrative costs.

The Vice Presidents will use the following criteria to determine if a waiver is warranted:

1. Provide for an educational public forum
2. Provide visibility for prospective students
3. Provide professional development opportunities for faculty and/or staff
4. Provide internship opportunities for students.
5. Provide reciprocal waivers to the University

In the event a waiver is approved, the Vice President’s division who is granting the waiver will be responsible for 1/3 of the waiver costs exceeding $300. Waivers under $300 will be covered in full by the division granting the waiver.

All groups receiving a waiver will still be charged for support services at the time and a half rate. Groups will also be charged the pro-rated administrative fee as indicated in the table (on page 6) on the total invoiced amount (this includes the waived rental amounts). For auditing purposes a memorandum of record will be sent from the Vice-President to the Coordinator of Conference Services indicating approval of such fee waiver and justification.

If a waiver is granted for the Earl F. Sykes Student Union Building, support and staffing for set-up and tear down as well as audiovisual costs will be charged.

6. Insurance Requirements

In providing activities that not only provide visibility for the University, but also reach out to the local community, the University recognizes the exposure to losses through liability. With this in mind, the following classification of events will be required to submit a certificate of insurance:

1. University co-sponsored events
2. External events
3. Town/Gown programs
4. Athletic fundraisers when co-sponsored with an outside organization

The external organization shall purchase and maintain, at its expense, the following types of insurance:

1. Workers’ compensation insurance sufficient to cover all employees of the organization.
2. Comprehensive commercial general liability insurance, property damage insurance, and automobile liability insurance in such amounts as the University shall deem sufficient but no less than $250,000 each person, $1,000,000 each occurrence for bodily injury and property damage. Policy/ies shall be on an occurrence basis only.
3. Such policies shall name the University as an additional insured. The external organization must provide the University with a current certificate of insurance. These certificates shall contain provision that coverage’s afforded under the policies shall not be canceled or changed until at least 30 days’ prior written notice has been given the University.

The scheduling of academic classes has priority on the use of space. Dates that remain open after the Spring/Fall calendar process may be requested by University Co-Sponsored, University Related and Non-University/External groups on a first come first serve basis. Under no circumstances will external requests bump any previously scheduled academic programs; however, if space has already been confirmed and a contract initiated with an external constituent, a request to move or cancel the rental to accommodate a class that was not appropriately scheduled will not be considered unless appropriate alternate space exists.

Reservation procedures are dependent upon the type of activity and the requester. All reservations are done in conjunction with the appropriate office i.e.: Space Management and Calendar, Sykes Union, and Conference and Rental Services.

H. Responsibilities:

It is the responsibility of the Coordinator of Conference and Rental Services to determine and recommend whether activities, for which facilities are requested, are University related and appropriate for the institution. This decision process may include consultation with the directors of Sykes Union, Space Management and Calendar, appropriate internal constituents and the cabinet as needed. The Coordinator will base his/her decision on the following:

1. The purpose for which the space is requested.
2. The relationship of the organizer/sponsor to the University
3. The relationship of the participants to the University
4. Financial solidity of group

- Arranging all auxiliary services
- Scheduling site supervisors
- Contracting with hotels for room blocks
- Issuing contracts and verifying insurance certificates
- Following-up with clients

- Collecting money
- Invoicing
- Depositing funds
- Transferring funds to appropriate areas
- Monitoring budgets
- Seeing that all expenses get paid in a timely manner
- Tracking income
- Being informed of updated fiscal policies/procedures for all of the above

- Being a liaison between University and community contacts to promote space
- Being a liaison with the Office of Admissions to have a representative welcome
  student groups to campus
- Being a liaison with the Alumni Office to promote alumni returning to campus to use
  the facilities