Space Scheduling and Use

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Policy Code: 
4210
Approval Authority: 
Chancellor
Policy Type: 
University Policy
Policy Owner: 
Administration and Finance
Responsible Office: 
Administration and Finance - 828.251.6742

The University of North Carolina at Asheville recognizes and is committed to the benefits of an orderly process of inquiry and to the presentation of differing ideas and issues.

Meetings of student and faculty groups are vital to the educational process, and campus affiliated groups are encouraged to use University facilities when their meetings are a part of their University work or an outgrowth of it.

To the extent that space is available, and subject to reasonable procedures for reservations, the University welcomes off-campus groups when their work is compatible with or supplementary to the educational mission of the University. However, the University reserves the right to deny the use of its facilities for any meeting or program which threatens to endanger or disrupt the educational activity of the institution.

A. General Policies and Procedures

1. Space Management

In order to assure that needed space and other resources will be available for meetings and special events, it is necessary that all buildings, classrooms, lecture halls, conference rooms, and exterior space be properly scheduled. This is the only way to prevent confusion and conflicts. In order to provide for proper space scheduling, the following people are designated as area/space coordinators:

Space scheduling and area/space coordinator information: https://www.unca.edu/master-calendar

All members of the University community must make reservations for the use of space through the appropriate area/space coordinator. If necessary, the coordinator is responsible for making adequate advance arrangements with the Director of Facilities Management. Work required will be a factor in determining rental rates.

2. Priorities

The University recognizes its primary responsibility is to provide space and resources to campus groups. Therefore, campus groups have priority in scheduling use of space. Campus facilities are allocated first for academic use and second to student activities. In order to make space available to campus groups and to assure reasonable order and availability, the following procedures are to be followed.

a. Campus groups must schedule space with the appropriate coordinator at least two weeks before the event.
b. Space will be scheduled for campus groups on a first-come, first-served basis.
c. Generally, the use of campus facilities is available to recognized student groups without charge. However, recognized student groups may be charged a fee for the use of campus facilities if they plan to charge a fee for entry to their activities, or solicit donations from participants. They may also be charged for facility use if their activity results in extraordinary expenses to the University. The process for assessing fees will be in accordance with and consistent with those applicable to off-campus groups.
 

3. Use of Facilities by Off-Campus Groups

Groups from off campus may use University space from time to time, but scheduling of off-campus groups must be secondary to the University's responsibility to provide space and resources to the regular University community. Off-campus groups may not schedule at one time a series of regular meetings throughout the year or semester. This practice limits access to space by other groups. The Laurel Forum is not available for use by off-campus groups per original agreement.

Most spaces require payment of a rental fee. Each coordinator will be responsible for negotiations with off-campus groups. Approval of rentals to off-campus groups and collection and dispersal of all funds is the responsibility of the building coordinator who is expected to consult with the Vice Chancellor for Finance and Campus Operations on a fee schedule. Where appropriate the coordinator shall notify the Public Safety Department and the Director of Facilities Management that an off-campus group is using university space. Reserved parking shall be kept to a minimum. The coordinator is responsible for communicating special parking needs to the Director of Public Safety several days in advance of the scheduled event.

4. Master Calendar

A master calendar of all scheduled events is maintained by the area/space coordinators. The master calendar can be viewed on the UNC Asheville website (www.unca.edu).

5. Political Meetings

The University is a publicly owned institution and its space and resources are open to persons and groups involved in the political process. Appropriate scheduling is necessary, particularly so as to prevent interference with the normal processes of the institution.

In all matters political, the University is neutral. Space and resources are available to persons and groups involved in politics without preference.

6. Animals

Animals are not permitted inside any University building. Service Assistance dogs and laboratory animals are exceptions to this rule.

B. Fund Solicitation, Sales and Commercial Promotions

Fund raising activities by student groups must be approved by the Vice Chancellor for Student Affairs. Fund raising activities by faculty and staff must be approved by the Vice Chancellor for Academic Affairs.

The University has had the policy for many years of supporting the State Employees Combined Campaign as the sole fund raising activity on the campus for general community purposes. No fund raising by or for off-campus groups will be permitted without the approval of the University General Counsel.

Selling of goods and services and sales promotions must be approved by the same officials as listed above for fund raising.

C. Distribution of Written Material

1. Hand Distributions

Campus groups may distribute by hand such announcements and written information as they may choose. University supplies and employee time will not be used for non-university functions.

Off-campus persons and groups must have approval of the appropriate area/space coordinator before distributing by hand any written material. The purpose of the procedure is not to prevent or restrict freedom of speech or assembly but to insure the orderly process of the University's activities.

2. Mail Distribution

Off-campus groups may not use the campus mail system or the University bulk mail stamp except when service is coordinated with the United States Postal Service. Campus groups wishing to distribute items in student mailboxes must contact the Director of Housing for approval. The Housing Office is not responsible for placing flyers in student mailboxes.

3. Bulletin Boards

Off-campus groups may post notices on bulletin boards only after approval of the appropriate coordinator and must bear the name, address and telephone number of the group.

No notice, advertisement or document of any kind may be attached to any wall, glass or other such surface. Bulletin boards are provided for such purposes. Items attached to other surfaces will be removed. Damage to walls or other surfaces resulting from violation of this policy will require that the individual or group be responsible for repair, and may subject individuals to penalties under North Carolina General Statute 14-132 (http://www.ncga.state.nc.us/EnactedLegislation/Statutes/HTML/BySection/C...).

D. Food Service

The food company having current contract will have right of first refusal on all food served on campus by on-campus or off-campus groups. All exceptions must be approved in advance by the Vice Chancellor for Student Affairs. On or off-campus groups who use UNC Asheville facilities and serve food at their functions or activities are expected to use the University food service contractor for food service. If the food service contractor cannot or elects not to provide this service, the group may petition the Vice Chancellor for Student Affairs through the building coordinator to use an off-campus caterer for food service.

E. Alcohol Consumption

The consumption of alcoholic beverages by off-campus groups using UNC Asheville facilities is generally prohibited. Exceptions for off-campus groups wanting to serve beverages with less than 14 percent alcohol by volume may be made by the University General Counsel upon petition by the building coordinators.

On-campus groups must adhere to the alcoholic beverage policy as set forth and outlined in the Student Guide, the Faculty handbook and UNC Asheville Policy 5200, Alcoholic Beverage Policy, of the UNC Asheville Policy and Procedures Manual.