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University of Illinois Chicago
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University of Illinois Chicago

Meetings & Conferences

Policies and Regulations

Facility Use Policy

USE OF UNIVERSITY FACILITIES AT THE UNIVERSITY OF ILLINOIS AT CHICAGO

The University of Illinois at Chicago‚ as a public institution of higher learning‚ recognizes that its teaching‚ research‚ health care‚ and service functions can be enhanced when its facilities are made available for uses not directly associated with its academic and administrative programs. The University also desires to cooperate with the community by making its facilities available for activities that relate to and supplement such programs. University facilities are‚ therefore‚ open to University and non-University organizations for such use under prescribed conditions. It shall be understood‚ however‚ that the facilities cannot be used for purposes unrelated to the University’s educational mission‚ that the University is not competing with commercial facilities‚ and that the programmatic responsibilities of the University’s academic‚ health care‚ and administrative units take precedence over such organizational use.

The following regulations are intended to supplement the regulations found in Article IV‚ Section I of the Board of Trustees’ General Rules Concerning University Organization and Procedures. The any UIC facilities‚ specifically assigned to some units of the University is also subject to Article IV‚ Section 2 of the General Rules. Authority to establish‚ apply‚ and interpret these regulations has been delegated by the President to the Chancellor.

I. USE BY UNIVERSITY CAMPUS PERSONNEL

  • A. The term "University campus personnel" includes UIC faculty‚ staff‚ faculty/staff organizations‚ and academic and administrative units.
  • B. These regulations do not pertain to the classroom space for regularly scheduled classes by the academic departments or other instructional units.
  • C. Designated University facilities are available by reservation pursuant to the provisions of these regulations.
  • D. Requests for facilities by University campus personnel generally will be approved on a first-come‚ first-served basis.
  • E. Use of facilities for activities by University campus personnel in conjunction (formally or informally‚ advertised or unadvertised) with organizations or individuals other than those listed in II (A) below‚ shall be treated as use by non-University organizations (see III below) for purposes of these regulations. The basic rental or room use fee will not be assessed for campus facilities pursuant to I (F) below. However‚ all other charges and/or space usage will be addressed pursuant to Section III of this document.
  • F. When it is anticipated that a majority (over 50%) of those attending an activity will not be students‚ faculty‚ and/or staff of UIC‚ facilities shall be subject to the regulations contained in Part III: Use by non-University Organizations. The University will make the determination as to whether such a majority of outsiders is anticipated by considering the nature of the event‚ past experience of the University with respect to similar events‚ type‚ and extent of publicity. An exception will be made when a University College‚ in conjunction with their departmental admissions office‚ organizes a recruitment event where at least 80% of attendees will be college bound students. The room rental charge will be waived and all other fees will apply. One (1) room‚ per semester‚ will be permitted.
  • G. University entities sponsoring events in conjunction with non-University organizations as defined herein shall participate in the arrangements for facilities and shall assume joint and separate responsibility for compliance with these regulations both as individual members and on behalf of the applicable organization.
  • H. The University reserves the right to change room assignments.

II. USE BY UNIVERSITY REGISTERED STUDENT ORGANIZATIONS

  • A. The term "Registered Student Organizations" refers to student organizations that have been duly registered with the University of Illinois at Chicago.
  • B. Designated University facilities are available by reservation to registered student organizations pursuant to the provisions of these regulations.
  • C. Fund-raising of any nature‚ including the charging of an admission fee‚ the soliciting of receipt of donations‚ or the sale or solicitation for sales of goods and services‚ is permitted only when proceeds from such fund-raising go into the Chicago Organization Fund account or the Student Organizations Fund account of the organization and such fund-raising is otherwise in accordance with all applicable rules‚ including the rules of the Student Organization Fund section of The Student Code (available at the Office of the Dean of Students).
  • D. Use of facilities for activities by registered student organizations in conjunction (formally or informally‚ advertised or unadvertised) with organizations or individuals other than those listed in I (A) above shall be treated as use by non- University organizations (see III below) for the purpose of these regulations. Use of facilities in conjunction (formally or informally' advertised or unadvertised) with organizations or individuals listed in I (A) shall be treated as University Campus Personnel (see I above).
  • E. When it is anticipated that a majority (over 50%) of those who will attend an event are not likely to be students‚ faculty‚ and/or staff of UIC‚ facilities shall be subject to the regulations contained in Part III: Use by non-University Organizations. Determination as to whether such majority of outsiders is likely shall include considerations of the nature of the event‚ past experience of the University with respect to similar events‚ type‚ and extent of publicity.
  • F. Student organizations sponsoring events in conjunction (as defined above) with non-University organizations shall participate in arrangements for the facilities and shall assume joint and separate responsibility for compliance with these regulations both as individual members and on behalf of the applicable organization.
  • G. The University reserves the right to change room assignments.

III. USE BY NON-UNIVERSITY ORGANIZATIONS

  • A. Under certain circumstances‚ described herein‚ designated University facilities are available by reservation to non-University organizations pursuant to the provisions of these regulations.
  • B. The term "non-University Organizations" includes all requesters other than those listed in Paragraphs I (A) and II (A). Further‚ under the considerations specified in Paragraphs I (E) and II (D)‚ University and student organization users will be considered non-University organizations for the purpose of this policy and thus will be subject to the following regulations.
  • C. The availability of facilities to non-University organizations is subject to the needs and convenience of the University‚ which shall have initial access to the facilities.
  • D. Conferences‚ conventions‚ or other events of non-University organizations must be relevant to the University’s educational and community responsibilities. Sponsoring organizations requesting facilities shall furnish as part of their request or applications‚ a statement describing the relevance of the proposed event to said responsibilities.
  • E. Non-University organizations will not be permitted to use facilities where any of the following is involved.
    • 1. Where University premises on a regular and continuing basis is contemplated.
    • 2. Where the program or event would duplicate any instruction being offered by or in cooperation with the University‚ unless the program is specifically recommended and approved by the appropriate University department/unit.
    • 3. Where a dance‚ concert‚ film‚ or other form of popular entertainment is planned unless such entertainment is an ancillary and clearly subordinate part of an approvable program and there is no admission charge.
    • 4. Where reasonable likelihood exists that substantial interference will result with any classes or programs sponsored by the University or registered student organizations.
  • F. All non-University organizations (including those under the conditions addressed in Sections I (E)‚ (P) and II (D)‚ (E) will be assessed the basic rental fees of room use associated with the specific facility requested‚ operation/maintenance charges as specified in the University’s operating expense.

IV. REGULATIONS APPLICABLE TO ALL ORGANIZATIONS

  • A. All individuals and/or organization that are granted permission to use University facilities will be expected to comply with applicable University rules and regulations and city‚ state‚ and federal laws. These rules and regulations include not only the following‚ but also those listed within the rental and contract forms used in the request process for specific facilities.
    • 1. The organization shall pay all charges established by the university for the facilities and of equipment and services related thereto. These charges shall include when applicable‚ the basic rental fee‚ operations/maintenance charges‚ and specific costs of additional service and/or equipment. The University reserves the right to require advance payment or deposit of all or any portion of a charge associated with a reservations request.
    • 2. The organization‚ its officers and any individual applying to reserve space on behalf of the organization assumes responsibility for maintaining the condition of the facilities used and the use to which they are put during the same time reserved. The organization and such persons shall be responsible for all damage to or misappropriation of University facilities or any part or contents thereof occurring as a result of their such facilities‚ including damage or misappropriation by any non-member attendees‚ and shall pay and reimburse the University for any such damage or loss. They may not turn reserved facilities over to the others‚ and no organization other than the reserving organization may use the facilities reserved.
    • 3. The organization using University facilities shall be responsible for exercising due care and reasonable control to ensure the safety and protection of persons and property at the event‚ and it shall cooperate with and comply with University efforts to ensure such safety and protection. This shall also include reasonable efforts to ensure compliance with University rules and regulations pertaining to such safety and protection by all persons in attendance at the event. The organization will be charged for the cost of necessary extra police or other security personnel assigned by the University. Such decisions will be based on the University’s judgment of the number of people likely to be in attendance‚ the type of program‚ the University’s experience with respect to similar events by the same and/or different organizations‚ etc.
    • 4. The Chancellor or his/her designee determines that for any reason adequate safety or protection of persons or property at the event cannot be insured through reasonable security and other precautions‚ he/she may deny‚ withdraw‚ or further qualify permission for the facilities at any time. Further‚ if the reasonable conduct of the event will be substantially precluded by unrestricted or public access‚ campus authorities may restrict or control admission. Such power rests exclusively with campus authorities and will be exercised only to protect the rights‚ persons or property of the campus community.

V. PROCEDURE FOR RESERVING FACILITIES

  • A. All requests for University facilities are made by completing the appropriate form entitled "Request for Use of University Facilities" at the Facilities Reservations Office. In the case of the student organization‚ if space is available the form is forwarded to the Office of Organizations and Activities for their action. Such requests will be approved if applicable charges for facilities and service are met by the student organization and if the proposed use does not violate the Student Organization Code‚ University Rules and Regulations‚ or city‚ state‚ and federal laws. Requests approved by the Office of Organizations and Activities are returned to the Facilities Reservations Office for confirmation.
  • B. Requests for facilities by any organization must be made at least two days prior to the date of the meeting or other event. Consideration for requests by non-University organizations may require substantially more than this two day period‚ however‚ and these organizations are advised to submit such requests as far in advance as possible.
  • C. Upon receipt of a reservation request form the Meetings and Conferences Office will:
    • 1. Determine the availability of adequate and appropriate facilities at the time requested.
    • 2. Verify availability of space to the requester and enter that information on the Reservation Request form.
    • 3. Forward the form to the appropriate University department for further approvals as required.
    • 4. Mail or provide over-the-counter‚ a copy of the approved confirmation of space.
    • 5. Notify via scheduling network the appropriate University departments and divisions.

REFERENCES
General Rules Concerning University Organization & Procedures‚ IV‚ 1-2‚ Article IV‚ Section 1-2
Campus Administrative Manual
Use of Campus Facilities and Premises–Section XI-6