UNIVERSITY OF PITTSBURGH PROCEDURE 04-01-01

CATEGORY:               FACILITIES
SECTION:                   Control and Assignment
SUBJECT:                  Extracurricular Use of University Facilities
EFFECTIVE DATE:     August 10, 2016 Revised
PAGE(S):                    4

I.    PURPOSE

      To provide the steps for requesting use of University facilities, University grounds, and

      related equipment for extracurricular activities.

II.   SCOPE

      The following facilities are included in the provisions of this procedure.

            Student Facilities - Facilities controlled and assigned by the Vice Provost and Dean

            of Students, and include the William Pitt Union, residence halls, and food service

            facilities.

            Classroom Facilities - University owned or rented classrooms, seminar rooms,

            auditoria, or conference rooms are available on a space available basis after teaching

            assignments are completed.

            Other Facilities - Facilities or property owned, leased, or rented by the University,

            which could be used for special events. However, because of the nature of certain

            facilities, special handling is required.  See Attachment A of Policy 04-01-01 for the

            names of those who are initial contacts for requests to schedule those facilities.

      Groups and/or organizations that are officially recognized by or affiliated with the

      University are eligible to use University facilities subject to the guidelines established in

      Policy 04-01-01, Use of University Facilities.

      Groups and/or organizations that are not officially recognized or affiliated with the

      University require a University sponsor.

      Any regular faculty or staff member who is willing to assume responsibility for an

      individual or group requesting use of a University facility for extracurricular use may

      request use of a University facility, with the concurrence of their appropriate senior

      administrator.  The determination as to whether the use falls within the guidelines
      established in Policy 04-01-01, Extracurricular Use of University Facilities, will be made

      by the appropriate University officer.  It is the responsibility of the sponsor to attend each

      event.  The sponsor must also: provide the departmental account number; secure the

      approval and signature of the senior officer in his area; alert the senior officer that any

      charges for security, maintenance, or damage caused to University property may be

      charged to their Account Number.

III.  ADMINISTRATIVE RESPONSIBILITIES

      The Vice Provost and Dean of Students is responsible for certification of student

      organizations and approval of the use of the William Pitt Union for all groups.

      The Associate Vice Chancellor for Facilities Management is responsible for establishment

      of maintenance cost estimates where labor and/or material are involved; coordination of

      setups requested by the user; submission to the appropriate sponsor, within three days

      after the event, an itemized bill with an explanation for all damages over and above fair

      wear and tear incidental to the use of the facility; and notification to a security

      administrator when aware of an attempt made by an individual or organization to use a

      facility without a permit.

      The Chief of the University Police Department is responsible for verification that users

      present at the event site have the required, approved permit form; eviction of those

      without the proper authorization; and assurance that the user has access to an entrance

      to a facility which is generally locked during the time of requested usage.

IV.  PROCEDURE

      Use of Facilities For Extracurricular Activities

      Eligible User                                  1.    Contact the appropriate Reservation Office at least

                                                                   two weeks prior to the date of intended use by

                                                                   completing FORM 0017, Request for Use of

                                                                   University Facilities.

                                                            2.    No space will be held for any organization until the

                                                                   completed form is submitted.

      Requests by Eligible Users for Classroom/Teaching Facilities

      Eligible User                                  1.    Contact the Office of the University Registrar,

                                                                   Room Scheduling Office.

                                                            2.    Complete FORM 0017, Request for Use of

                                                                   University Facilities (Exhibit A), and ensure that all

                                                                   requested information is provided.

                                                            3.    Submit a check made payable to the University of

                                                                   Pittsburgh for each room requested, multiplied by

                                                                   each date requested to the University Sponsor
                                                                   (fee will be returned if application is not approved).

      Requests by Eligible Users for the use of the Cathedral of Learning Commons Room,

      Alumni Hall Auditorium, Connolly Ballroom and Lobbies, Bruce Hall 12th Floor Suite

      Eligible User                                  1.    Contact the Office of Special Events.

                                                             2.    Complete FORM 0017, Request for Use of

                                                                    University Facilities (Exhibit A), and ensure that

                                                                    all requested information is provided.

                                                             3.    Submit a check made payable to the University of

                                                                    Pittsburgh for each room requested, multiplied by

                                                                    each date requested to the University Sponsor

                                                                    (fee will be returned if application is not approved).

      Requests by Certified Student Organizations and the Chaplains Association

      Eligible User                                   1.    Contact the William Pitt Union Reservations Office.

                                                              2.    Complete FORM 0017, Request for Use of

                                                                     University Facilities (Exhibit A), and ensure that

                                                                     all requested information is provided.

                                                              3.    Submit a check made payable to the University of

                                                                     Pittsburgh for each room requested, multiplied by

                                                                     each date requested to the University Sponsor

                                                                     (fee will be returned if application is not approved).

      University Grounds

      Eligible User                                    1.    Contact the Office of the Senior Vice Chancellor

                                                                     for Business and Operations.

                                                               2.    Complete FORM 0017, Request for Use of

                                                                      University Facilities (Exhibit A), and ensure that

                                                                      all requested information is provided.

                                                               3.    Submit a check made payable to the University of

                                                                      Pittsburgh for each room requested, multiplied by

                                                                      each date requested to the University Sponsor

                                                                      (fee will be returned if application is not approved).

      Confirmation by Reservation Centers

      Reservation Centers                        1.    Upon receipt of the completed request form verify

                                                                       that the requester is eligible to use University

                                                                       facilities.  Ensure that all sections of the form

                                                                       are completed.

                                                                2.    Determine the availability of space and bill the

                                                                       University account number of the Department

                                                                       Sponsor.

                                                                3.    Process the request form and complete the

                                                                       approval page of the form, noting exceptions, if

                                                                       appropriate.

                                                                4.    Send a confirmation to the sponsor, requester,

                                                                       University Registrarís Office, Facilities

                                                                       Management, the University Police Department,

                                                                       and other applicable offices (Media Services,

                                                                       University Catering, the Parking Office, Student

                                                                       Life, or Special Events).

                                                                5.    Requests may be denied for, among other

                                                                       reasons, the following:

                                                                       a.   the application is not fully completed or

                                                                             executed (including required attachments);

                                                                       b.   the application fee has not been tendered;

                                                                       c.   the certificate of insurance has not been

                                                                             tendered or is expired or otherwise invalid;

                                                                       d.   the application contains a material falsehood

                                                                             or misrepresentation;
                                                                       e.   the applicant is under 18 or otherwise

                                                                             incompetent to contract;

                                                                       f.    the applicant has outstanding debts due to

                                                                             the University;
                                                                       g.   a fully executed permit for the time and place

                                                                             of the requested use has already been

                                                                             received and approved or will be approved

                                                                             and the requested use will not permit multiple

                                                                             occupancy of the requested facility or area;

                                                                       h.   the use or activity will conflict with previously

                                                                             planned or authorized programs conducted

                                                                             by the University that will occur around the

                                                                             same time and place;

                                                                       i.    the proposed use or activity is inconsistent

                                                                             with the classifications and uses of the

                                                                             facilities or areas requested per the facilities

                                                                             use policy;

                                                                       j.    the use or activity intended by the applicant

                                                                             would present an unreasonable danger to

                                                                             the health or safety of the applicant or others

                                                                             in the University or surrounding community;

                                                                       k.   the use or activity intended by the applicant

                                                                             is prohibited by law or University policy;

                                                                       l.    the application is untimely submitted;

                                                                      m.   the application is submitted by a for-profit or

                                                                             other external University group without

                                                                             University affiliation.

      Office of Risk Management

                                                                1.    Obtain the necessary release from the

                                                                       responsible administrator in the office to which

                                                                       the space is assigned and determine if special

                                                                       "one time" insurance is required.

      Sponsor

                                                                1.    Oversee the implementation of the event to

                                                                       guarantee compliance to applicable policy and

                                                                       procedures and to assist when needed.

                                                                2.    Collect fees from the eligible user.

                                                                3.    The University Sponsor will notify the Office of

                                                                       Risk Management of the request to ensure

                                                                       that appropriate insurance coverage is met.

VI.  EXHIBIT

      Exhibit A - FORM 0017, Request for Use of University Facilities

VII. REFERENCE

      Policy 04-01-01, Extracurricular Use of University Facilities