Use of University Facilities

  1. Use of University Facilities for Events and Activities Sponsored by Registered Campus Organizations, University Departments, Recognized Research Units, and Campus-Affiliated Organizations


    1. General Provisions

      1. All use of University facilities must be in accordance with federal and state laws, and with University policies and regulations. (See Appendix C, “Camping Policy.”)
      2. All persons on University property are required to abide by University policy and campus regulations and shall identify themselves upon request to University officials acting in the performance of their duties. Violation of University policies or campus regulations may subject a person to possible legal penalties; if the person is a student, faculty member, or staff member of the University, that person may also be subject to University discipline.
      3. Those using University properties and services must avoid any unauthorized implication that they are sponsored, endorsed or favored by the University.
      4. University facilities may be used to hold closed meetings or events.
      5. Access to the exterior, roof, and sides of campus buildings is prohibited, except by authorized personnel only. Rappelling off, climbing on, and the dropping of objects from campus buildings are expressly prohibited.
      6. Scheduling campus facilities for events to be held in classrooms, assembly rooms and areas, and Storke Plaza is done through the Campus Scheduling Office, located in the Office of Student Life. The University Center schedules its meeting rooms; the Events Center, and the Exercise and Sport Studies & Recreation Department schedule athletic facilities. Approval/non-approval of an event will be based on the following criteria:
        1. The relationship between the nature of the request (type of event) and the policies governing the use of campus facilities.
        2. Whether or not there are any known scheduling conflicts.
        3. Whether or not the proposed activity poses a clear and present danger of injury to persons, or damage to property and/or to the orderly operation of the University.
      7. In the event that the Office of Student Life denies a request for use of campus facilities based on any of the criteria listed in “f,” the sponsoring organization may appeal the denial to the Vice Chancellor for Student Affairs.
      8. Once an event in University facilities has been scheduled by the Campus Scheduling Office, the event may be cancelled only by the organization requesting the facility or if the event poses a danger to people or property. The sponsoring organization may appeal to the Vice Chancellor for Student Affairs.
    2. Scheduling Facilities

      1. Facility Requests:
        1. All facility use requests for non-course-related purposes should be submitted to the Campus Scheduling Office.

          All facility use requests by academic departments for classes should be submitted to the Office of the Registrar. See Campus Policy on Facilities Scheduling, Policy 5548, for additional information on priorities.

        2. Assembly/lecture halls, i.e., fixed seating facilities with a seating capacity of over 75, shall not be scheduled by any campus organization more than four times in one week in any one quarter and two weekends per quarter. All additional requests may be scheduled no more than three weeks prior to the event if space permits. Requests for exception to these limitations must be submitted in writing to the Office of Student Life.
        3. Request for space should not be considered a firm reservation until the computer-generated scheduling confirmation is sent to the originating group.
        4. Banks with a contract with the University Center may set up a table next to their respective campus ATM locations one week each quarter. Scheduling for tabling shall be done with the University Center Administration office in consultation with the Office of Student Life.
      2. Reservation Cancellation:
        1. In the event that a scheduled space will not be used, it is imperative that the Campus Scheduling Office be notified immediately by the sponsoring organization. Cancellation notice must be given a minimum of two working days prior to the event. A loss of privileges may result if the lack of notice negatively impacts another organization.
        2. For events in Campbell Hall, Isla Vista Theater, and Lotte Lehmann Concert Hall, cancellation notification must be received by the Campus Scheduling Office fifteen working days prior to the event. Failure to do so by any campus organization, including Associated Students Program Board, may result in the loss of the use privileges for the remainder of the quarter in which the cancellation occurred and for all of the next quarter.
    3. Special/Major Events Approval


      Certain campus units have been designated by their mission to sponsor special program events. These units are: Associated Students Program Board, Arts & Lectures, and the Departments of Music, Dramatic Arts, Dance, Public Events, Athletics, and Exercise and Sport Studies and Recreation. Events sponsored by these groups are generally complex in terms of the size and scope of their planning, production and the resulting demands made on University resources. Other groups must first contact the Office of Student Life

       

      Any group wishing to sponsor campus events that are of a size and scope defined as a major event (see following definition) should gain approval from the Major Events Committee and the Vice Chancellor for Student Affairs.

      A major event is defined as any activity sponsored by a registered campus organization, University department, or non-University group that anticipates a total attendance (both participants and spectators) of more than 2,500 and/or an activity occurring on campus or in Isla Vista that has a potential of being disruptive to the normal process of the greater community.

       

      All scheduled non-class-related events planned for Halloween and the weekend preceding or following Halloween must receive prior review by the Major Events Committee.

      Events held by recognized campus organizations in any University facility or in areas generally open to the public that are not major events (as defined above) require review and approval by the Minor Events Committee. Contact the Office of Student Life for Minor Event Committee contact information.

    4. Free Speech Areas


      For any additional information on Speech and Advocacy rights and responsibilities, see Chapter III.
      1. University Center Lawn: All requests will be submitted to the University Center Scheduling Office.
      2. Faculty Club Green, Student Affairs/Administrative Services Building Courtyard, and the Campbell Hall Plaza: All requests will be submitted to the Campus Scheduling Office. All space assignments will be processed on a first-come, first-served basis.
      3. Storke Plaza: All requests will be submitted to the Campus Scheduling Office. All space assignments will be processed on a first-come, first-served basis. Each campus organization/department may request the plaza for three special events (i.e., speaker, cultural week, one-day rally, performing artist) each quarter as far in advance as desired. A series (related events throughout the quarter) is not defined as a special event. Thereafter, all additional requests may be scheduled no more than three weeks prior to the event.
      4. Arbor Mall: Two types of activities can occur in the Arbor Mall.

        Individual students, faculty, and staff and recognized campus organizations may use the tables in the Arbor Mall on a first-come, first-served basis for display and distribution of information and informal gatherings. The displays must fit on the table(s) provided. Free-standing displays must be approved by the Office of Student Life. Such approval will be based on safety issues, such as size of the sign, ability of the stand to withstand wind, location in relation to the fire lane, etc. Non-campus-affiliated individuals and groups may also exercise the constitutionally protected rights of free expression, speech, assembly, worship and distribution of literature incidental to the exercise of these freedoms. Use by campus-affiliated individuals and groups will be given priority. Additionally, any non-campus-affiliated individual or group wishing to place a free-standing display must have that display approved in advance by the Office of Student Life and will be judged on the same criteria as stated above.

        The second type of activity allowed in this area is scheduled events. These events will be limited to information fairs that can include booths, tables, or large displays. All requests for such events will be submitted to the Campus Scheduling Office. All space assignments will be processed on a first-come, first- served basis. These events may NOT include any form of sound amplification or drumming.

      5. Campus Green: All requests will be submitted to the Campus Scheduling Office. All space assignments will be processed on a first-come, first-served basis.
    5. Dead Week and Finals Week


      It is intended that during “Dead Week” (the last week of instruction in any quarter) and during finals week, major activities and/or mandatory meetings (e.g., administrative, ad hoc, or search committees) are not scheduled in order to maintain a campus climate conducive to study. For administrative, ad hoc, or search committees, agreement from all committee members to meet during this time period must be obtained.

      A request from a registered campus organization for an exception to this regulation for an activity must be submitted in writing to the Office of Student Life.
    6. Commencement Weekend


      Because of the scope, nature and timing of commencement activities, the non-academic scheduling of University facilities during commencement weekend requires the additional approval of the chair of the Commencement Committee. Requests for activities during this period of time should be submitted to the Campus Scheduling Office, but reservations will not be confirmed until they are approved by the Commencement Committee chair based upon his/her determination that the proposed activity will not interfere with commencement activities.
    7. Fund-Raising Events

      1. Campus Organizations sponsoring fund-raising events must meet additional requirements. Please refer to Chapter III, C. of these regulations.
      2. Fund-raising by University administrative/academic units outside their normal responsibilities is not permitted without the approval of the appropriate Vice Chancellor. See Campus Policy 3005 for additional information and clarification at the Office of Student Life.
  2. Use of University Facilities for Events and Activities Sponsored by Non-University Persons/Groups:

    1. Scheduling

      1. All use of campus facilities by off-campus persons/groups shall be coordinated and approved by the Business Services office or the Office of Residential Services (only when use of the residence halls is requested).
      2. Individual University faculty, staff and students will be considered to be “non-University users” when requesting facilities for events not related to or approved by a department, unit or campus organization, or when they wish to use facilities for commercial purposes.
      3. Non-University persons and organizations may also be eligible to use University facilities upon invitation of the student governments, other University departments and units, or registered campus organizations. These requests shall have lower priority in securing facilities than those events that are solely associated with the sponsoring organization.
    2. Speech and Advocacy

      1. Non-University speakers may not schedule facilities or collect funds therein unless sponsored by a University department, official unit, or registered campus organization.

        It is the expectation of the University that all speakers will recognize that the essence of the University is to provide for the free exchange of ideas and the expression of a variety of intellectual perspectives. On-campus programs should be designed in the best interests of the educational process, allowing appropriate opportunities for audience interaction.

      2. The only facilities exempt from this sponsorship provision are the outdoor areas of the campus open to the public generally (see especially those open discussion areas listed in Chapter III, A.2.c., where non-University persons are welcome to present their views without sponsorship). Use of these areas by non-University persons, however, may not involve the use of amplified sound; and, scheduled events by registered groups and University departments will have priority.
    3. Fund-Raising

      Reservations to use campus facilities for fund-raising or otherwise by off-campus persons or groups must first be approved by either the Business Services office or the Office of Residential Services and are subject to the fund-raising guidelines and facility use rates established by those departments.