FACILITIES USE

Generally, all campus facilities are available to student organizations, faculty and staff when properly scheduled. In addition, the University, in carrying out its regional responsibilities, will make its facilities available on a rental basis to off-campus groups and organizations, when there are no other adequate facilities available in the La Grande area.

1. Priorities

   Priorities Which Generally Govern Scheduling The Use of Institutional Facilities:

   1. Regular Instructional Activities (includes all programs of Eastern, other State System institutions, and other State agencies.)

      Regularly scheduled instructional programs, including classes for credit, workshops, seminars, and instruction-related activities, i.e., dramas, concerts. Regularly scheduled and assigned areas utilized for carrying out the administrative functions of the University also receive top scheduling priority.

   2. Co- and Extra-Curricular Activities and Programs

      Intercollegiate athletics, intramural activities, student activities and programs, recreation, University co-sponsored conferences and short courses.

   3. Regional Use

      Requests from regional and/or community groups for use of campus facilities will be accommodated when space is not available or adequate in the La Grande area. The campus facilities must be properly scheduled through the Office of Facilities Scheduling and Event Planning on a rental basis. The University reserves the right to refuse to rent its facilities.

   Generally, the facilities at Eastern Oregon University are not available for use by an outside proprietary school for educational activities. Exceptions may be made when such educational activities and/or classes being offered are not, or could not be, taught by the current Eastern faculty. Clearance must be obtained through the Provost for any exceptions to this policy.

   
   
   

2. General Policies Governing The Use of University Facilities:
   1. The University reserves the right to assign, schedule, charge for the use, and limit the use of all University facilities. Initial assignment of all space for regular instructional purposes on campus is made by the Registrar's Office. Assignments cannot be changed unless requested and approved through normal administrative channels.

   2. Offices, and other on-going/administrative spaces may be assigned to campus units and the scheduling of such areas is accomplished through the School or unit administrators.

   3. All other space shall be scheduled by the Office of Facilities Scheduling and Event Planning. Off-campus, regional users shall schedule University space, classroom or otherwise, through the Office of Facilities Scheduling and Event Planning.

      The execution of contracts involving campus facilities has been delegated to the Office of Facilities Scheduling and Event Planning.

   4. The following facilities are considered inappropriate use of University facilities and are generally prohibited: funerals, weddings, games of chance, animal shows, or obedience classes. Under special circumstances, exceptions to the above may be authorized by the President.

   5. The use of campus facilities for solicitation by private individuals and organizations is prohibited. The advertising, marketing or merchandising of credit cards to students shall be prohibited on campus. Under special circumstances, exceptions to the above may be authorized by the President.
      
      
      

   6. Solicitation and/or fund raising activities by University organizations--faculty, student, staff--require prior administrative approval. Refer to Chapter V for guidelines governing solicitation or fund raising.

   7. Residence hall lounges are not usually available for scheduling.

   8. Smoking in meetings of public bodies is prohibited. Smoking in any regular or special public meeting, session or hearing of a "public body" to exercise or advise in the exercise of any power of government in rooms owned by the State of Oregon is prohibited by ORS 433.835 - 433.875. Public body means the State and any department, agency, board, or commission of the State.

   9. Alcohol Consumption and Possession: The possession or consumption of any alcoholic beverage on the premises of Eastern Oregon University is not permitted except for special events or specific locations authorized by the institution executive or his/her designee.

   10. Religious Organizations: University facilities may be rented for meetings by religious organizations, but the University's name may not be used in any advertising of such meetings. Approval for scheduling such meetings must be secured from the Director of Residence Life and Hoke Center.

3. Charge Schedule and Special Charges
   1. Except as noted below in discussion of athletic and recreational facilities, University faculty, staff and student groups may use University facilities at no charge when properly scheduled and when requiring no special services. If special setup arrangements are necessary, additional furniture, extra custodial, extra security, or other special services are necessary in connection with a use or event, the requesting organization shall underwrite these extra costs on an actual cost basis.

   2. Rentees will be assessed base fees as per the schedule maintained by the Office of Facilities and Planning. Additional fees will be assessed for any additional custodial, cleanup, setup, security, or related services deemed necessary by the University. Such charges shall be determined before the event and placed into the signed contract.

   3. When use or service charges are involved, the Office of Facilities Scheduling and Event Planning in association with the University Accounts Receivable Department shall bill and process the collection of such charges including assessing University unit budgets when extra custodial or special services are required.

4. Fee Classification and Usage Priorities

   The following classifications have been developed for the assessment of base rental fees for campus facilities. Each request for use of campus facilities will be classified by the Office of Facilities Scheduling and Event Planning to determine the appropriate base rental charges. A current classification/rental fee schedule is available from the Office of Facilities Scheduling and Event Planning.

   Priority for use of campus facilities is given according to the classifications that follow:

   1. Class I--Eastern Oregon University Sponsored Activities
      1. regular instructional activities

      2. co- and extra-curricular activities and programs

      3. faculty, staff, or administration-sponsored activities

      4. student organization-sponsored activities

      5. civic or professional meetings with faculty, staff, or administration holding elective or appointed office

   2. Class II--Ongoing Facility Contractors
      1. Northwest Basketball Camps

      2. Shriners Football

      3. Wapiti Basketball/Track/Baseball Events

      4. U.S. Forest Service Fire School

      5. La Grande Fire Department

      6. AAUW Book Fair

   3. Class III--Other Educational Institutions/State Agencies
      1. other Oregon University System institutionally-sponsored activities

      2. local School District activities

      3. State community college activities

      4. other State agencies

   4. Class IV--Civic and Service Use
      1. local non-profit chartered youth groups, i.e., Boy Scouts, Girl Scouts, Camp Fire Girls, Imagination Celebration

      2. city, county, and federal agencies (including fire, law enforcement, military)

      3. Chambers of Commerce

      4. sports, music, other recreational groups serving local youth needs, i.e., Babe Ruth Baseball, American Legion Baseball, swimming/diving clubs

      5. foundations or boards of non-profit agencies

      6. local chartered civic or social clubs or organizations, i.e., Kiwanis, Lions, Optimist, Soroptimist, United Way, food banks

      7. community organization meetings of a civic or service nature, i.e., block watch, neighborhood citizen concern groups

      8. class reunions

   5. Class V--Private Interest Groups
      1. private interest profit-making activities

      2. religious organizations for religious services or other church-related activities

      3. commercial organizations or enterprises

      4. political parties or organizations

      5. labor unions

5. Use of Recreation and Athletic Facilities
   
   
   

   The University reserves the right to assign, schedule, charge for the use, and limit the use of all University athletic facilities. Priority for use of recreation and athletic facilities are:

   • Credit classes sponsored by the University
   • Scheduled intercollegiate athletic events and team practices
   • Intramurals
   • Student recreation
   • Faculty/Staff recreation
   • Special events scheduled by Student Activities
   • Community groups
   • Other

   Exceptions to these priorities may be made under exceptional circumstances by the President upon the recommendation of the Athletic Director or Vice President for Student Affairs .

   Campus and regional groups may contract for the use of recreation and athletic facilities. Such reservations may be made up to one month in advance; exceptions to this restriction may be made by the Office of Facilities Scheduling and Event Planning in consultation with the Athletic Director. Fees for such usage will be assessed according to a schedule maintained by Facilities Scheduling and Event Planning.

6. Quinn Coliseum and Outdoor Recreation Facility Information

   A recreation pass is required to use Quinn facilities and Eastern's outdoor recreation facilities. This pass entitles the individual the use of practice gym, racquetball court, weight room, tennis courts, track & field, hallways, locker rooms and showers. All individuals may be asked to produce a current recreation pass at any time they are using the facility. Check with the Cashier or Physical Education/Athletic Department for the current hours and pass fees.

   Two weeks prior to the beginning of each term a schedule of available hours for recreation use will be posted at the Eastern Cashier's Office and the PEH/Athletics Office in Quinn. When possible, the hours reserved for recreation use will include, but not be limited to, 6:00-8:00 a.m., noon to 1:00 p.m. and 5:00-6:00 p.m. each day and 12:00 p.m. to 8:00 p.m. on weekends. Towels, basketballs, volleyballs, footballs and racquets for tennis and racquetball may be checked from Quinn's equipment room by Faculty/Staff and Community Pass Holders. For an extra fee, Faculty/Staff and Community Pass Holders may rent a locker and lock.

   The Equipment Room is open 11:00 a.m. to 6:00 p.m. Monday through Friday during the academic year. Summer hours are posted.

   Individual reservations for hourly use of tennis and racquetball courts may be made in person at the PEH/Athletics Office in Quinn or by calling 962-3499.

   Quinn Recreation Passes are not transferable. Misuse of the pass, abuse of the facilities and/or equipment, or being uncooperative with the individual in charge of the facilities being used may result in cancellation of the pass privilege without refund.

   Swimming suits are required in the pool. Gym suits, cutoffs, and other makeshift suits are prohibited.

   No children under 16 are allowed in the Fitness Center/Weight Room. Children under 16 using the practice gym, handball court, or tennis court must be accompanied by a parent or guardian. Non-swimmers must be supervised by their parent or guardian at ALL times. Non-swimmers are individuals who are not able to pass a swim test administered by the lifeguard. Swim test: Jump into 5'6" of water, recover, swim one width with overarm crawl stroke, touch side & push-off, rollover onto back & swim on back, returning to starting side of the pool.

   Guest passes may be purchased in the Cashier's Office in Inlow Hall or in the PEH/Athletics Office in Quinn Coliseum by an Eastern student or Quinn pass holder.

   Advance notice of 24 hours will be given when the facility is to be closed.

7. Rental of Outdoor Facilities

   The following policies will apply to all outdoor facilities, including the track, Snowflake Field, fast-pitch softball field, and practice fields:

   1. A fee will be charged per day or per 4 hour use.

   2. The set fee plus out-of-pocket expenses will be automatically assessed.

   3. If special arrangements are necessary in connection with the use or an event, the requesting organization shall underwrite these extra costs on an actual cost basis, i.e.,
      1. audio-visual

      2. ticket sales

      3. lights

      4. special security

      5. porta potties

      6. access to Quinn's locker rooms

      7. extra custodial

      8. bleachers

      9. other

   4. All concessions are the exclusive responsibility of Eastern and any outside vendor must be approved by the Office of Facilities Scheduling and Event Planning in consultation with University Dining Services. The University's Beverage and Food Service contract requirements must be honored in all cases.

   5. Long-term use of an outdoor facility can be negotiated in writing through the Athletic Director, Director of Residence Life and Hoke Center, and the Vice President for Administration and Finance.

8. Room and Event Scheduling

   Generally, it is advisable that requests for meeting rooms be made 48 hours in advance of the meeting time and at least a week in advance for events requiring major setups.

   1. Student Use
      1. Requests for space for student sponsored events shall originate with a recognized student organization and be directed to the Director of Student Activities for recommendation. Upon receipt and recommendation, the request will be forwarded to the Office of Facilities Scheduling and Event Planning for clearance and scheduling. Forms for requests are provided by the Director of Student Activities. Recognized student organizations schedule meeting rooms directly with the Scheduling Office.

      2. If a group or organization meets regularly, it is only necessary to request room assignment and scheduling at the start of Fall quarter. Individual events require separate requests.

   2. Faculty/Staff Use
      1. Rooms for regularly scheduled classes are assigned by the Registrar's Office and faculty cannot change these assignments unless the change is initiated through and approved by Deans of Schools.

      2. Requests for rooms or facilities other than those that are under unit administrative control for co- and extra-curricular needs will be processed directly through the Office of Facilities Scheduling and Event Planning.

      3. Speakers or other program or activity requests must be sponsored by a recognized University organization or unit of Eastern except outside organizations which are covered under other policies. Faculty, staff or unit administrative officers should initiate requests through the chairperson of the unit (committee chairperson, Dean of the School, administrative unit head, etc.). The event will require administrative approval prior to scheduling before University facilities may be authorized for use. (Refer to Chapter IV, Opening a Class to Visitors).

   3. Non-University Scheduling

      Requests for rooms or faculty use for meetings and events shall originate by any outside group or organization by contacting the Office of Facilities Scheduling and Event Planning. Reservations for food catering, physical setups or audio-visual services will be made by the Office of Facilities Scheduling and Event Planning. The Office of Facilities Scheduling and Event Planning shall negotiate charges based upon the schedule of charges maintained by the Vice President for Administration and Finance's Office. The schedule of charges differentiates between non-commercial groups and commercial or independent groups.

9. Procedures for Scheduling

   To ensure that the campus community and the public receive the services for which they contract and to ensure that the University is viewed in the best possible light, the following procedures will be followed:

   1. The Office of Facilities Scheduling and Event Planning will screen all requests for event and facilities scheduling to determine which units on campus will be involved in providing services. (NOTE: Use of facilities within any of the residence halls must receive prior approval of the Director of Residence Life, and athletic facilities use must receive approval from the Athletic Director or the Athletic Director's designee.)

   2. When food service is requested, the caller is referred to Food Service for confirmation of menu, special arrangements, set-up needs, service and bussing times, prices, etc.
      1. The Office of Facilities Scheduling and Event Planning will prepare and send to Food Service a preliminary reservation sheet with all available room and service request information.

      2. All arrangements for food service made between Food Service and the requester are confirmed by Food Service with Office of Facilities Scheduling and Event Planning. Charges are noted by Food Service and the form is returned to the Office of Facilities Scheduling and Event Planning for billing and processing.

   3. The Office of Facilities Scheduling and Event Planning prepares a contract which specifies agreed upon arrangements for all services, costs, and times.
      1. The contract is signed by the requester and the Director of Residence Life and Hoke Center PRIOR to the scheduled event.

      2. A copy of the signed contract is sent to all appropriate campus units.

   4. All main service units receive on-line information that is developed from the negotiated contract. The contract and set-up information must be reviewed by all parties to confirm that arrangements are understood and that services will be available when scheduled.

   5. The Office of Facilities Scheduling and Event Planning will prepare a statement with necessary attachments to be mailed to the contractee.

10. Special Facility Use
    1. Hoke University Center serves as a social, recreational, and activity center for students, faculty and staff of Eastern Oregon University. It is also available to faculty, staff and student groups recognized by or affiliated with the University; non-sectarian and non-commercial community service organizations; and other public and educational institutions. Under special circums tances, the facility may also be available to other off-campus groups and activities; for public lectures and special class meetings open to the public; and for occasional special meetings of regularly scheduled classes, but not on a recurring basis.

       Operating hours for Hoke University Center will generally follow those established in accordance with campus academic and service demands. Within the Center, offices and areas have the option of establishing their own additional regulations during the operating hours of the Center.

       The Director of Residence Life and Hoke Center, in cooperation with the Hoke Users Group, shall, with proper administrative approval, develop and post the necessary rules and regulations to implement the facility policies, being sure of compliance with such Oregon State laws pertaining to building use. .

    2. Quinn Coliseum and adjacent playing fields exist for the conduct of the programs in Physical Education, intercollegiate athletics, intramural and individual recreational opportunities for students, faculty and staff. Use by external groups and individuals may be authorized on a scheduled fee basis as time and schedules permit.

       The indoor facilities for physical education and recreation include the main gymnasium, practice gymnasium, racquetball court, Ackerman Gymnasium, climbing wall, swimming pool, fitness center - weight room, aerobics room, and 2 lighted tennis courts. Outdoor facilities include 2 lighted tennis courts, Snowflake baseball field, fast-pitch softball field, football stadium and field, track, and practice fields.

       The Athletic Director shall, with proper administrative approval, develop and post the necessary rules and regulations to implement the facility policies. A copy of the said rules will be available at the Office of Facilities Scheduling and Event Planning.

    3. Loso Hall, an instructional facility and a fine and performing arts center, shall be operated for the purpose of achieving Eastern Oregon University's mission. This facility houses McKenzie Theatre, Lyle A., Schwarz Theatre, Nightingale Art Gallery, and associated classrooms, laboratories, and offices.

       The Director of Residence Life and Hoke Center and Dean of the School of Arts and Sciences shall, with proper administrative approval, develop and post rules and regulations specifically applicable for use of Mary Jane Loso Hall. These regulations shall be available at the offices of the School of Arts and Sciences and Communications and Marketing.

    4. Residence halls, including the lounge areas within the residence halls, exist primarily for the usage of those residing therein. Residence hall students may sponsor activities within the residence halls which include non-residents of the halls. The Director of Residence Life shall, with proper administrative approval, develop and post the necessary rules and regulations to implement the facility policies.

    5. Conference Services. The primary purpose of residence hall and contract dining operations is to service the needs of the on-campus student resident population. The contract dining room is also available during normal hours of operation for use by all University students, faculty, staff, properly scheduled groups, and registered campus visitors.

    6. Elementary and High School Students. Transient non-students that are still in high school or have not reached the age of 19 shall not take part in campus events or activities unless accompanied by parents or specifically invited to take part in an activity.

    7. Lyle A. Schwarz Theatre. Lyle A. Schwarz Theatre may be used for University-sponsored theatrical events and related activities. Additional uses of space by rentees must receive prior approval by the School of Arts and Sciences and the Facilities Scheduling Office in accordance with scheduling and event policies.

[Responsible for Accuracy: Mike Daugherty, Residence Life Director - Last Verified: 9/5//00]