4.02(n) – Use of College Buildings and Grounds

  1. PurposeThis policy governs the use of buildings and grounds located on the College’s campuses or under the College’s operating authority. It applies to College groups and groups unaffiliated with the College. This policy imposes limits on the use of College buildings and grounds so that they can fulfill their primary missions.
  2. PolicyCollege buildings and grounds are primarily intended, and will be made available, principally for College programs, activities, and operations. Requests for use by persons, groups or organizations affiliated or unaffiliated with the College, will be resolved in accordance with the time, place, and manner restrictions expressed in this policy and its accompanying procedures, all of which will be administered in a manner reasonably designed to advance the mission of the College, preserve the order necessary to conduct customary College operations and activities, protect the safety of persons and security of property, and maintain the aesthetic appearance of the campus.
  3. Procedures
    1. Priorities
      1. College activities take priority over all other requests for use. Space will be made available for college activities in the following order of priorities.
        1. College instructional program
        2. Official College events
        3. College-sponsored educational activities
        4. Actively chartered student clubs and organizations
      2. Space will be made available to outside organizations other than for commercial solicitations when use does not conflict when scheduled College functions.
      3. The College regulates any use of its buildings and grounds for solicitation. The College buildings and grounds shall not be used by non-college groups to conduct private business.
    2. Reservation Process
      The following procedures apply to reservations requested by or for individual faculty, staff or students, registered student organization or non-college entities:

      1. Advance reservations are required for the use of any College building. Advance reservations are also required for the use of College grounds but only if use of grounds is likely to affect pedestrian or motor vehicle traffic. Examples of situations where use of grounds would likely affect pedestrian or motor vehicle traffic would include, but not be limited to, the erection of temporary displays, use of free-stranding signage, tents, booths, or tables, the use of seating, use of College owned equipment, or other uses that present a heightened security risk. Normal leafletting activity described in Section 4 below would not require an advance reservation.
      2. Those requesting a reservation of College buildings or grounds should contact the Scheduling Coordinator to determine location and availability, as well as any specific policies applicable to that location. Those requesting use of College buildings or grounds must complete the Application for Permit to Use Ozarks Technical Community College Common Area/Facilities Form (“Application for Permit”) and submit it to the Scheduling Coordinator.
      3. For use of College buildings, the Application for Permit must be submitted at least three (3) days prior to the event. When a reservation is required for use of College grounds, the Application for Permit must be submitted at least twenty-four (24) hours prior to the event.
    3. Areas Open for Use
      1. Designated College buildings and grounds are available for eligible users during normal College hours which are generally defined as 7:00 am to 10:00 pm Monday through Thursday, 7:00 am to 4:00 pm on Friday, and 8:00 am to 4:00 pm on Saturday. Overnight use of College buildings or grounds is not permitted. The College is closed during certain times throughout the year for holidays and semester breaks and use of College buildings and grounds is not permitted during these times.
      2. A fee will be charged for the buildings used depending upon the setup required, equipment needed, and the room utilized. Those requesting a fee schedule should contact the Scheduling Coordinator.
      3. The following groups or types of events are exempt from paying a fee unless the activity requires additional or out of the ordinary expenses on behalf of the College, or the organization charges any admission fee (special exceptions exist for the Lincoln-Hall Community Room due to the size and cost of operating the larger space).
        1. Student-sponsored organizations or activities: Any student group officially recognized by the College and not charging an admission fee. Student-sponsored organizations may also co-sponsor outside organizations with prior approval of by the Associate Vice Chancellor for Student Affairs
        2. College-sponsored groups or activities: Institutions or groups providing services for College students or employees.
        3. Tax-supported institutions within the College District: Governmental entities and political subdivisions such as public schools, City and County government, and other public bodies, providing there exists a reciprocal policy by that entity.
        4. Non-profit, non-tax supported entities: Organizations such as the Chamber of Commerce, Boy/Girl Scouts, Red Cross, etc. shall be charged the minimum charge to cover utilities and custodial services as determined by the College administration.
        5. Guests and invitees of College departments: Organizations and groups invited for financial, educational or relational reasons. Examples might include a local service organization invited to hold a regular member meeting, or a community group invited to utilize a room and tour the building.
      4. Organizations not described above will be charged at a higher rate than non-profit and charitable groups. Groups or organizations not residing in the College taxing district will be charged at the higher “for-profit” status, regardless of their IRS status. Organizations charging any admissions or tenant fees will be charged at the highest rate on the fee schedule or 10% of the gross proceeds, whichever is greater. Any outside group using College buildings for the activity of religious worship or sectarian instruction will be charged at the appropriate non-profit or for-profit rate.
      5. All reservations will be made through and coordinated by the Scheduling Coordinator. Reservations are on a first-come, first-serve basis. All food and beverage service shall be coordinated and approved through the Scheduling Coordinator. The College reserves the right of first refusal to be sole contractor of food and beverage needs. College administration reserves the right to prevent uses that would result in excessive wear and tear, provide safety or security risks. All users will be responsible for picking up trash and returning the space used to its original condition. Additional fees may be charged for cleanup beyond normal usage.
    4. Distribution of Pamphlets, Leafletting and Other Written Materials
      1. The distribution of non-commercial newspapers, notices, pamphlets, leaflets, and other printed material is permitted on College grounds. The distribution of the materials must not interfere with the orderly conduct of College affairs, the maintenance of College property and the free flow of traffic and persons.
      2. Distributing materials on parked vehicles or otherwise leaving materials unattended is expressly prohibited.
    5. Responsibilities of Users
      1. Users of buildings and grounds will be required to comply with College policies, which include the prohibition of tobacco use, alcoholic beverages, controlled substances or firearm possession of any kind in any College building or on College grounds. All users are also required to comply with all federal, state, and local laws that apply to the College.
      2. No use of College buildings or grounds may exclude individuals on the basis of political preference, race, sex or creed. College buildings and grounds will not be used regularly, or other than temporarily on an ad hoc or emergency basis by any church or non-College religious organization for religious worship, or for the teaching or indicating of any of the tenants or doctrine of such religious organizations.
      3. When any College building is used, a certificate of general liability insurance may be required naming the College as an additional named insured with minimum limits of liability in the amount of $1,000,000 and $3,000,000 per occurrence. In certain instances, the College may require proof of additional insurance as necessary for a unique situation, and users agree to comply with this request. A certificate evidencing such general liability insurance, and any other applicable insurance, shall be furnished to the College prior to use of the building. Notwithstanding the insurance certificate, users must agree to indemnify and hold harmless the College from any and all claims, demands, costs, judgments (including attorney’s fees), arising out of or relating to the acts or omissions of users or its representatives using the buildings, and users must execute an indemnity agreement along the lines described in this paragraph.
    6. Prohibited Conduct
      1. College buildings, grounds or services may not be used for any activity or event which materially disrupts the learning environment of the College, interferes with regular academic programs, substantially impedes normal operation of the College or infringes on the individual rights of those who study or work on the campus.
      2. The use of amplification equipment will not be permitted on College grounds or in College buildings under circumstances which would interfere with the learning environment required for instruction and study or which would interfere with the individual rights of those living or working on or near the campus.
      3. Any conduct violating federal, state, or local law.
      4. Inciting or participating in violent behavior
    7. Appeal Process
      Appeals of a denial of a use request may be made in writing within five (5) business days of the denial to the Vice Chancellor for Administrative Services or his or her designee. Such appeal may address a denial of an application for use or the specified conditions of approval of the use. The decision of the Vice Chancellor for Administrative Services or his or her designee shall be final.
    8. Consequences of Unauthorized Use
      Unauthorized use of institutional grounds, and other resources may violate this Policy, other applicable College Policies, and civil and criminal laws. A demonstrated violation of policy may result in disciplinary or legal action against violators. In addition, the College reserves the right to promptly discontinue unauthorized uses without compensation to persons, groups, or organizations acting in violation of this Policy.
    9. Contacts
      All questions related to this Policy should be directed to the executive vice chancellor for administrative services.
  4. Responsibilities
  5. Definitions
    “Grounds,” “outside grounds” or “ground” shall mean all areas owned, or leased by the College, or under the College’s control, outside of a building.
  6. Authority
    This policy is maintained under the authority of the executive vice chancellor for administrative services
  7. Related Policies
    Policy 6.14 Advertising and Solicitation
  8. Implementation1. Purpose, procedures, responsibilities and definitions approved and adopted by Cabinet on 3/6/12.
    2. Policy approved by the Board of Trustees on 8/12/02. Revised 3/12/12. Revised 7/15/15.