| Facility Use Policy for Registered Student Organizations |
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I. Definitions
The following definitions shall apply when used in this policy: A. The term "day" for the purposes of this code and in accordance with Regents' Policy shall be limited to any day, Monday through Friday, on which the University of Oklahoma holds regularly scheduled class(es). Regularly scheduled shall include intersession (if any), the regular summer school period, and regularly scheduled final examination days. B. All other terms have their common meaning unless the context dictates otherwise. II. Policy Overview The University of Oklahoma strives to provide for the free exchange of ideas and opinions. To that end, student organizations may use defined University facilities for their activities in accordance with the policies adopted by the Vice President for Student Affairs, administered by the Student Life and defined herein. The goals of the policies governing the use of University facilities by student organizations shall be to facilitate the orderly conduct of the educational process, and to facilitate the regular, efficient, and consistent use of University facilities. Nothing herein creates any contractual, constitutional or other legal rights on behalf of the students, registered student organizations or others regarding the use of University property/facilities. No public forum is intended to be created by any policy contained herein. The University reserves the right to amend, modify, or delete any of the policies contained herein at any time and in its sole discretion. III. Reserving Facilities All requests by student organizations for the use of University facilities must be submitted to the Student Life for scheduling. To reserve University facilities, student organizations must complete a Facility Use Request (see sample) and submit it to the Student Life a minimum of five (5) working days in advance of the date requested. The form must be completed fully, including the signature of an authorized officer and the signature of the staff/faculty advisor of the requesting organization. The requesting organization must be in full compliance with policies governing use of University facilities including any University disciplinary actions. A. Scheduling of University facilities will be made for only the current semester or session. Each request must be submitted and processed separately. B. Facilities generally may be scheduled for a period of up to four (4) hours. The director of the Student Life or his/her designee may grant exceptions provided justification for the extension is submitted along with the request. Requests for use of facilities for periods longer than four hours may require that the student organization provide additional security as defined in Section IV, and additional facility use fees or other criteria as determined by the Vice President for Student Affairs from time to time. C. Advertising must not begin until reservation of the facility has been confirmed. D. A reasonable fee may be charged for the use of University facilities. E. Arrangements and payment for electricity, trash receptacles, and/or any equipment such as platforms, chairs, microphones, etc., must be made directly with the Physical Plant or Instructional services. Student organizations using UOSA funds to pay for Physical Plant or Technology Services Center expenses must obtain a purchase order before charging anything to a UOSA account. F. Buildings on the academic campus are primarily for academic purposes (i.e. scheduled classes, departmental programs) and such use takes priority over any other type of use. 1. Programs sponsored by branches of the University of Oklahoma Student Association, programs sponsored by student organizations follow, respectively, in priority for use of these facilities. 2. Classroom space with a capacity of 100 or more is at a premium at the University. Their multi-functional uses -- classes, films, speakers, etc. -- result in a high demand for reservations by University departments and student organizations. To insure equitable accessibility, student organizations may reserve these classrooms one time only during any given week. 3. To avoid reservation conflicts between student organizations and official University programs, reservation requests by student organizations will be considered tentative until 10 days before the date requested. Student organizations requesting to reserve classroom space must complete the Classroom Use Request form. The Student Life will assist in processing these requests, however all approval for the use of classroom space are approved by the Classroom Scheduling office in Buchanan Hall. A. Because the mission of the University of Oklahoma is to teach and promote academic excellence, the educational purpose of the university must be maintained at all times. To avoid conflict with the teaching goals at the University, the following policies must be followed when using classrooms for performance rehearsals, performances or cultural events or for having events where small children are in attendance: 1. Decorations for performances or cultural events should be kept to a minimum and cannot include paint, glue, glitter or any item that cannot be easily removed after an event without damage. Registered student organizations shall be responsible for any cost to repair the damages occurring in reserved classrooms. Damages will be deducted from the deposit and any damages not covered by the deposit will be charged to the student organization or its individual officers. Payment will be required before any other University facilities may be used by the student organization or its individual officers. 2. Noise levels must be kept to a minimum during any organization meeting, rehearsal, or performance. Student organizations are expected to remember that classes and other meetings may be taking place around them. If complaints are received, the student organization's privileges to use classrooms may be suspended. No bands or loud music are allowed in classrooms at any time. 3. Events where children (especially those under the age of 12) may be in attendance are required to have adult supervision at all times. Please do not leave children alone in classrooms, halls or restroom facilities. If complaints are received, the student organization's privileges to use classrooms may be suspended. 4. Conferences, statewide or regional meetings, or similar events will normally be scheduled in University facilities designed for that purpose. However, these events may be scheduled by student organizations in academic buildings if the following standards are met: A. The activities planned do not have the likelihood of disturbing other academic activities and are otherwise consistent with the educational mission of the University. B. The requesting organization must not have a record of misuse of University facilities, have been suspended or have an outstanding damage fee. C. The anticipated attendance does not exceed the capacity of the facility requested. D. The physical characteristics of the facility requested are appropriate for the activities planned. E. The facility request complies with all requirements of this facilities policy and other applicable regulations. No student organization will be allowed in any building after 11:00 p.m. for security reasons. G. Use of University facilities after failing to submit a Facility Use Request form or a Classroom Use Request Form and/or failing to receive permission for such use may result in charges/fines imposed under the Student Code against the student organization and its officers, and/or the loss of registered student organization status. H. Athletic and Other Events OU hosts numerous football, basketball, baseball and other events. These events attract large crowds. Facilities and outdoor property may be restricted to the following locations on the day of the event or any rally for an event: 1. A portion of Lloyd Noble parking lot, except when events are hosted at the Lloyd Noble, at which time a portion of the Gymnastics ' Center parking lot shall be made available; or 2. A portion of the University Duck Pond; or 3. A portion of the property in front of the Bizzell Statue; or 4. A portion of the Dale Hall parking lot; or 5. Inside the Oklahoma Memorial Union (please contact the Oklahoma Memorial Union Administrative Services Office for policies and reservations, 325-2121); or 6. Other facilities and outdoor properties as may be available from time-to-time as determined by the Vice President of Student Affairs. Because space is limited, requests shall be scheduled on a first-come, first served basis determined by the date the individual or group executes all relevant documents described herein, and submits such documents to the Student Life (or Administrative Services Office of the Oklahoma Memorial Union, where applicable). No picketing, leafleting, handbilling, peddling or other displays shall be permitted within 300-feet of the facility hosting the event on the day of the event. IV. Security A. The University of Oklahoma Police Department and the Student Life shall review security requirements for all events. When the director of the Student Life determines that additional security beyond that normally provided is necessary, the director of the Student Life shall so inform the student organization. The student organization shall be responsible for the cost of additional security. B. Additional security shall consist of OUPD or a University-approved security agency personnel at a ratio of one officer per 50 people anticipated to be present. V. Approved Campus Locations Only certain outdoor areas on the academic campus are approved for student organization use. A list of such approved locations, updated each semester, may be obtained in the Office of Student Affairs. A. Additionally, Housing and Food Services has indoor and outdoor space available for student use. Please submit any requests for these spaces directly to the Housing and Food Services office in Walker Center. Housing and Food Services may have additional facility use policies that are applicable to any event scheduled there. B. Permission to operate a sound truck or a public address system at any time on the University campus or adjacent streets must be secured from the director of the Student Life. The use of loudspeakers on the University campus and near student residences is strictly prohibited from 7:30 a.m. to 3:00 p.m., Monday through Friday and 8:00 a.m. to noon Saturday, except as authorized by the Student Affairs Office. VI. Facility Deposit Charges In order to insure continued use of University facilities by registered student organizations, it is important that the facility be left clean and as found prior to use. Therefore, the requesting student organization must present a refundable $100 deposit in the form of an expense transfer or check prior to confirmation of the reservation of the facility. The deposit will be used in the event the reserved facility requires extra clean-up by janitorial services, if the facility is damaged in any way, or if the student organization's use of the facility exceeds its permission. If necessary, additional charges will be assessed and form of payment will be negotiated. VII. Rules Governing Facility Use A. Use of University facilities may not disturb or disrupt the continuity of the educational process. B. University facilities or properties may not be used for personal profit. C. Organizations and organization advisors will be responsible for organizations' activities and conduct during an event, and the prompt payment of expenses incurred. Because the student organization president and staff/faculty advisor are responsible for the proper use of University facilities for the organization's events, it is assumed that they will be in attendance. If not, the name(s) of their designated representative(s) who will be in attendance must be submitted in writing to the Student Life no later than 24 hours prior to the event. D. Preparation and/or serving of food is not permitted in University buildings at any time except by approved food service providers. Alcoholic beverages are not permitted in University buildings or on University property at any time except by licensed service providers and in accordance with applicable local, state and federal laws. E. Facilities should be cleaned and left in the condition obtained, subject to inspection by University staff. Charges will be levied for additional clean-up and damages ( See Section VI. Facility Deposit Charges.) and the deposit will be forfeited by the student organization.
VIII. Publicity A. All advertising, promotional or informational materials to be posted must be submitted to the Student Life by completing the Campus Display Form (see sample ). All advertising, promotional or informational material designed for display on any surface is restricted to permanent bulletin boards inside or outside University buildings unless there is prior approval of the Student Affairs Office. B. All sidewalk chalking must be in water-based yellow or white chalk only. If any student organization violates this policy the organization will be required to clean up the chalking or charges will be assessed from the Physical Plant for clean-up. C. All posters, flyers or other printed materials to be placed on University bulletin boards or offered for free distribution must either appear in English, or the poster, flyer or other printed materials must be provided to the Office of Student Life, along with English translations signed and certified as accurate by a student organization officer, prior to distribution. D. In accordance with the Americans With Disabilities Act, all printed materials that announce an event or program, including invitations, news releases, fliers and newsletters, must include information to offer accommodations. An appropriate phrase to offer accommodations is: Accommodations on the basis of disability are available by contacting (name, address, phone) by (date).
IX. Solicitation Solicitation shall be prohibited on campus except: A. Solicitation by registered student organizations or branches of the UOSA which occurs in conjunction with regular student activities and campus events with the approval of the director of the Student Life. 1. Student organizations as branches of UOSA shall follow basic University policies for revenue-producing activities. (See Student Account Handbook) 2. All student organization funds must be deposited in the appropriate account daily, upon receipt, in accordance with state laws. 3. All student organizations using campus facilities, indoor or outdoor, for fund-raising purposes will be required to pay a fee to be determined by the Office of Student Affairs in its sole discretion. The fee must be made payable to the University of Oklahoma in either money order, check, or expense transfer and be deposited with the Student Life. 4. Areas for solicitation by students and student organizations must be approved by the director of the Student Life or his/her designated representative and will be based on the Facility Use Policy. A Solicitation Permit Request (see sample) is available in the Student Life, Oklahoma Memorial Union, Room 363, and must be completed and turned in ten (10) working days prior to the event. X. Oklahoma Memorial Union The Oklahoma Memorial Union offers several meeting rooms available for students to use free as well as other rooms available to students at a discounted rate. Student organizations must reserve OMU spaces directly with the Union and are reminded that non-students also use the Union facilities, so student organizations are encouraged to call early for reservations at 325-2121. The Union may have additional facility use policies that are applicable to any event scheduled there. |