Pima County Community College District Standard Practice Guide

SPG Title: Use of College Facilities
SPG Number: SPG-2503/AA
Effective Date:  12/21/05
Approval Date:  12/21/05
Review Date(s):              
Revision Date(s):  10/20/08
Sponsoring Unit/Department:  Executive Vice Chancellor for Finance and Administrative Services
Board Policy Title & No.: Use of Facilities, BP-2503
Legal Reference:  ARS § 15-1444, Sec. B.2, ARS § 41-2753
Cross Reference:             

Background:

The College provides public access to its facilities for use as outlined in BP-2503, Use of Facilities.  This Standard Practice Guide outlines the responsibilities and procedures for the use of College facilities.

Responsibilities:

      a.    The associated Campus President is responsible for the administration of all requests for use of campus facilities in accordance with Board Policies and Regulations.  District Office responsibility rests with the Executive Vice Chancellor for Finance and Administrative Services.

      b.    The procedures implemented through this Standard Practice Guide will be as consistent as practical throughout the District so the facility requestor will utilize the same procedure regardless of facility requested or facility location.  The Campus President or Vice Chancellor for Finance and Administrative Services will be responsible for consistent application of procedures noted herein or caused to be developed as a result of this Standard Practice Guide.

      c.    The Executive Vice Chancellor for Finance and Administrative Services shall recommend a standard fee schedule for the use of all College facilities and submit to the Chancellor for approval.

Requests

      a.    All requests for the use of College facilities shall be submitted to the designated Campus or District representative utilizing the Standard Facility Request Form and Lease Agreement.

      b.    All requests will be submitted at least one (1) week prior to the requested date of use.

      c.    Requests so received will be afforded cancellation protection of at least one (1) week's notice in the event of a priority College use.  Requests submitted with less than one week's advance notice shall be afforded at least 24 hours notice in the event of a priority College use.

      d.    Completed requests shall include a copy of the requestor's proof of insurance and required endorsement attached to the agreement and retained by the authorized representative as part of the facility agreement.

      e.    No standard provision of the facility agreement may be waived without the prior approval of the designated District Contract Officer.

      f.    A facility will not be considered reserved until all required documents are submitted as provided herein and confirmation provided by the authorized representative.  Confirmation will be provided to the requestor in a form so as to indicate official College approval.

User Priority

College instruction and College events are given priority in regard to facility use.

Facility Availability

      a.    College facilities are available during normal business hours, Monday thru Friday 8:15 a.m. and 4:45 p.m., except on holidays and other days of scheduled closures.  College facilities are also available during non-business hours, however, an additional $20/hour fee for staffing will apply.

      b.    Permission to use a College facility is given for a specific date or dates, and times.  Only the date(s), time(s), and the facility for which permission has been granted will be honored.  Any rehearsal time, decorating time, special set-up and/or takedown time must be included in the requested and approved Standard Facility Request Form and Lease Agreement.

Food Service

Contractually, College-wide, the College's food service vendor has the right to first refusal.

VII.  Fees

      a.    All fees charged will be in accordance with the approved fee schedule.

      b.    Permission to use a College facility is given for a specific date or dates, and times.  Only the date(s), time(s), and the facility for which permission has been granted will be honored.  Any rehearsal time, decorating time, special set-up and/or takedown time must be included in the requested and approved Standard Facility Request Form and Lease Agreement.

      c.    No fees will be charged for events sponsored by a College organization unless an entry fee and/or admission fee is charged then non-profit rates will apply.

      d.    Non-profit organizations defined under IRS Code 501(c)(3) will be charged ½ the applicable fee, except for charges used for set-up and clean-up and College equipment, where full fees will be charged.

      e.    Fees paid for the use of College facilities shall be provided to any District cashier location.

VIII. Cancellation

The College must receive written notice more than two (2) full business days prior to the date of the event if the applicant chooses to cancel the use of a facility.  The College reserves the right to charge a twenty-five dollar ($25) processing fee and any costs incurred if the user fails to provide notice of the cancellation more than two (2) full business days before the event.

Either all or at a minimum, a deposit of 50% of the total rental fee is required at the time the official request for the space is made.  The remaining amount will be due after the event.