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Number:2.1 | Policy Name:Rental and Public Use of College Facilities |
Sponsor:Marshall Fuller | Custodian:Campus Operations |
Effective Date:June 2012; October 31, 2022 (Revision) | Last Reviewed:2022-2023 |
Location: | Citation:N/A |
Policy Statement
Â鶹ӰÊÓnical Community College’s Board of Trustees grants the President authority to permit external use of College facilities for certain community, cultural, economic development, or educational purposes. External organizations may not use College facilities for commercial gain, partisan political activity, or religious services. On at least an annual basis, the President shall report on the external use of College facilities to the Board of Trustees.
Procedure
Public areas on campus include parking lots; outdoor spaces including sidewalks, pathways, and green spaces; main entrances, lobbies, and hallways in buildings to which access is not restricted by a key, key card, or College-issued ID card, or is not otherwise subject to College monitoring; lounges; and the main areas of the library (excluding rooms reserved for private use or otherwise restricted to the general public). Some areas that are normally public may sometimes temporarily be designated as non-public during certain functions and hours of operation.
All other areas of campus are generally non-public. Non-public areas on campus include areas where access is restricted by a key, key card, or College-issued ID card, or is otherwise subject to College monitoring. Non-public spaces also include areas that may be unlocked during normal operations but their use involves concerns for safety and privacy, such as classrooms, laboratories, and other areas used for research; administrative, faculty, and student offices; meeting rooms; gyms and exercise rooms; mechanical and service rooms; rooms containing specialized equipment (including the café kitchen, storage, and serving areas) or hazardous materials; and server rooms or other spaces housing hardware that supports the College’s network infrastructure and IT operations.
Organizations must request the use of College facilities in writing to Campus Operations at least one (1) month prior to the desired use date. The request must include the following information:
Name of the organization requesting use;
Name and contact information of the individual responsible for coordinating use;
Date(s) of use;
Number of attendees;
Intended purposes; and
Additional information as requested.
The College will prepare a written agreement with the organization describing the permissible uses of the facilities and the costs involved, including but not limited to utilities, security, housekeeping, and media services expenses. The President has the authority to waive some or all of the costs involved and has final authority to approve the request. The President can delegate this authority to appropriate administrative officers.
The College retains the right to cancel approval of any request if College personnel discover the request was not made in good faith or if the facilities requested are needed for College functions. The College also retains the right to deny a request which could, in the view of the President, negatively impact the College or its reputation.
Purpose
North Carolina General Statutes (specifically ) prohibit state agencies (including community colleges) from competing with private citizens or organizations in the delivery of goods or services. However, GS 66-58(c)(3a) and GS 66-58(c)(3d) provide exceptions to this general prohibition and enable community college boards of trustees to establish policies that permit and clarify the use of college facilities by external organizations for certain economic development purposes.
The purpose of this policy is to ensure the College is in compliance with appropriate North Carolina General Statutes and the by delineating the situations under which an external organization can use College facilities.