UNIVERSITY OF PITTSBURGH POLICY 04-01-01
CATEGORY: FACILITIES
SECTION: Control and Assignment
SUBJECT: Extracurricular Use of University Facilities
EFFECTIVE DATE: September 26, 2006 Revised
PAGE(S): 4
I. SCOPE
This revision supersedes all previous University policies. This policy
establishes the administrative responsibilities, priorities, and general
guidelines for the use of facilities owned, occupied, and operated by the
University, including University grounds, for extracurricular activities.
Assignment of classroom facilities for teaching, and use of University
athletic facilities are excluded from this policy. See Policy 04-01-03,
Classroom Facilities, and Policy 04-01-04, Use of University Athletic
Facilities.
II. POLICY
University facilities may be reserved for extracurricular or temporary use
only when such proposed use does not conflict with scheduled teaching
assignments or other properly scheduled events. The priorities for the
use of University facilities are:
- Teaching
- Related internal University uses
- Sponsored external groups
Intended use must be related, both in theory and in practice, to the
educational and public service mission of the University.
Certain facilities have specific program related priorities, which take
precedence over other uses.
Organizations requesting use of University facilities must be nonprofit,
and preference will be given to those that are educational, charitable,
cultural, or service.
The use of University facilities for events that are primarily designed to
raise funds for organizations and which are not sponsored by an officially
recognized University group is not permitted.
Administration
Requests for the use of University facilities for extracurricular events
will be processed through the Office of the Executive Vice Chancellor, the
Office of the University Registrar, the Office of Special Events, or the
Division of Student Affairs, depending upon the facility to be used. See
the attached list for the names of contacts for all facilities.
Regional Campuses
The Regional Campus Presidents are responsible for regulating the use of
regional campus facilities consistent with this policy.
Restrictions
No University facility can be used for personal use (i.e., no weddings,
bar mitzvahs, high school reunions, etc.).
Insurance Requirements for Sponsored External Groups
Workers’ Compensation: Statutory
Employer’s Liability: $100,000 each accident, $500,000 disease - policy
limit, $100,000 disease - each employee
Comprehensive General Liability: including but not limited to contractual,
products, broad form property damage, personal injury, host liquor, and
independent contractors liability $1,000,000 combined single limit for
bodily injury and property damage per occurrence
OR
Commercial General Liability: $1,000,000 each occurrence
$2,000,000 general aggregate
$1,000,000 products/completed operations
$1,000,000 personal and advertising injury
$50,000 fire damage (any fire)
$5,000 medical expense (any one person)
Automobile Liability: including hired car and non-owned automobile
$1,000,000 combined single limit for bodily injury and property damage per
accident
Costs
There are no refunds for cancellations of requests to use University
facilities.
For specific information related to the costs incurred when using
University facilities, see Policy 04-01-02, Charges for Use of University
Facilities.
Admission Charge
Organizations charging admission must disclose this fact, along with the
admission fee structure, when completing the “Request for Use of
University Facilities” form.
University Sponsor Responsibilities
Groups and 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 may request use of a facility with the concurrence of the
appropriate senior administrator.
University sponsors are responsible for ensuring that facilities users
adhere to the policies and procedures established for the use of
University facilities for extracurricular activities. Failure to do so
will result in the sponsor’s loss of scheduling privileges in all
University facilities.
The University sponsor is responsible for payment for all damages to
University property, furnishings, or equipment that occurs as a result of
their program. Absent proof to the contrary, it will be assumed that any
damages (as determined by the University) were the result of the sponsored
program and charges will be assessed accordingly.
The University sponsor is responsible for any labor costs accrued, beyond
those routinely provided, that are essential to their program. Overtime
is charged when required.
The University sponsor must attend the scheduled event, must be in
possession of the approved “Request for Use of University Facilities”
form, and must show it, upon request, to any authorized University
official.
Requests for Multiple Sites
Requests for the use of multiple sites must be submitted at the same time.
The University reserves the right to limit the number of sites approved
for all requests.
Food, Alcohol, Tobacco
University Food Services must be consulted in advance for on campus events
that require food service and must approve any third party catering
service.
Alcohol may not be served at extracurricular events unless expressly
approved by the appropriate reservation center. Alcohol may not be served
under any circumstances, except by University Food Services, which is
licensed by the Liquor Control Board of the Commonwealth of Pennsylvania.
The University sponsor assumes direct responsibility for compliance with
the laws of the Commonwealth of Pennsylvania and University Policy 04-05-
02, Use of Alcohol.
The use of tobacco in University facilities is regulated by Policy 04-05-
03, Smoking.
Security
The University and/or the sponsor may require security services at any
extracurricular event, at the expense of the sponsor.
Reservations
No space will be held for any organization until a reservation form is
completed and approved. See Procedure 04-01-01, Extracurricular Use of
University Facilities.
The reservation centers and the administrators through whom facilities are
reserved may rescind confirmation of a program or may relocate a confirmed
program without advance notice.
Confirmed reservations may not be transferred to another group, or used
for purposes other than those for which the request was issued.
Confirmation of a reservation may be rescinded due to violations of law,
policy, or procedure, or as a result of unexpected or changed
circumstances.
III. REFERENCES
Procedure 04-01-01, Extracurricular Use of University Facilities
Policy 02-03-09, Participation in Political Campaigns
Policy 04-01-02, Charges for Use of University Facilities
Policy 04-01-03, Classroom Facilities
Policy 04-01-04, Use of University Athletic Facilities
Policy 04-01-05, Facility Passes
Policy 04-05-02, Use of Alcohol
Policy 04-05-03, Smoking