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Policy for Use of University Facilities

The following policies apply to the use of the University of West Georgia's academic, student activities, athletic, recreational, and entertainment facilities. The use of academic facilities for scheduled instructional purposes shall take precedence over all other uses of such spaces during the first three weeks of each term and will not be displaced without the approval of the President or authorized designee. After these three weeks, other organizations or groups based on the priorities listed below may use University facilities if previously reserved. Organizations and non-university groups wishing to reserve rooms in any academic facility must adhere to these Guidelines. Copies of these guidelines may be obtained from Auxiliary Enterprises.

Section I. Reservation of Facilities

Who May Use Facilities

Facilities are designated for official university events, academic meetings, and programs of registered student organizations. Student organizations must be registered with the Office of Student Activities, have a faculty or staff advisor, and comply with the rules set forth in the Student Organization Conduct Code by the Office of Student Activities.

Non-university groups, which must meet eligibility requirements as defined in the 6th and 7th priorities, may reserve or rent available facilities in accordance with this policy statement.

   a. Use of campus facilities for personal social events, except those catered by the University food services, is not permitted (see section IV), with the exception of Kennedy Chapel.
   b. Summer Conference and Camps for outside groups may be scheduled by Auxiliary Enterprises (678-839-6525).
   c. Co-sponsoring of non-university groups with registered student organizations is not permitted.

Priority Usage of University Facilities

1st Priority -- Academic classes have first priority.

2nd Priority -- Major University events such as visitation days, orientation, graduation ceremonies, homecoming, Honors Day, testing, and recruitment take second priority in the use of University facilities.

3rd Priority -- Meetings and events associated with academic programs, such as University, College, and Departmental faculty meetings, graduate student examinations and presentations, and special academic events, will have the third priority in scheduling classrooms.

4th Priority -- Any student activities function will have fourth priority for use of these facilities. Student activities are defined as activities promoted and supervised by the Office of Student Activities or Student Activities Council.

5th Priority -- Fifth priority will be given to any registered student organization. This will include fraternities, sororities, honor societies, and other registered student organizations.

6th Priority -- Sixth priority will be given to a non-university group or organization that desires to present an educational program.

7th Priority -- Seventh priority will be given to a non-profit group not affiliated with the University that desires to present a program which is not educational in nature or to hold a meeting. Requests from civic organizations, governmental agencies, and not-for-profit, non-religious groups, normally will fall under the sixth priority. Political candidates who have qualified for office may use the facilities free of charge, but they may not conduct fund-raisers on campus.

8th Priority -- Eighth priority will be given to for-profit group. The University's Solicitation

Policy must be followed. Contact Auxiliary Enterprises (678-839-6525) for a copy of this policy.
NOTE: Date, time, and place for an event cannot be guaranteed unless they are made at least three (3) working days prior to the event.

Limit of Use

The University reserves the right to set limits on the number of reservations of major facilities by non-university organizations or campus organizations. Classes are not scheduled in spaces used essentially for social functions (such as the Lower Level of the Food Services Building) unless requested by the appropriate academic dean and approved by the Vice President for Student Services.

Suspension of Right to Reserve Facilities

Conduct by those attending or participating in any program or activity at the University of West Georgia shall be consistent with University regulations and local, state, and federal laws. Conduct that results in the disruption of academic programs or classes (e.g., movement of furniture and equipment within or outside of rooms, not returning a facility to its pre-event status, and noise) or any mistreatment of facilities or furnishings may result in the suspension of a group's right to reserve facilities.

Section II. Where to Reserve Facilities

Alumni House and Grounds Alumni House 678-839-6582
Classrooms in: 
Boyd Building, 
Humanities Building 
(Cashen Hall is reserved by the Music Department at 770-836-6516) Pafford Social Sciences Building
College of Arts and Sciences 
Classrooms in: 
Richards College of Business
College of Business 
Classrooms in: 
Education Center 
Education Annex
College of Education 
Classrooms in: 
HPE Building
Kennedy Chapel 
Love Valley 
Lower Level - Food Services Building 
Black Cultural Resources Center (Martha Munro) 
Picnic Pavilion 
Student Center Meeting Rooms 
Student Recreation Center
Auxiliary Enterprises 678-839-6582
Track Athletics 678-839-6533
Hubbard Dining Room Food Services 678-839-6496
Intramural Fields 
Old Auditorium
Intramural Office 678-839-6617
Townsend Center for the Performing Arts Townsend Center 678-839-4722
All other campus spaces Auxiliary Enterprises 678-839-6525

The use of walkways, lobbies in and near the Student Center and the Humanities Building, the area in front of the library, and areas for displaying banners on the front of the Student Center and on the wall by the library are reserved by the Auxiliary Enterprises. Music must not be played in front of the Student Center or other areas where it may be disruptive to classes.

Section III. Regulations for Use of the University Pool

Only those persons with a valid University of West Georgia I.D. will be allowed to use the University pool. This includes West Georgia faculty, staff, students, dependents, and those currently enrolled in a Continuing Education swim program who have temporary University of West Georgia I.D. Cards. An adult (over the age of 18) must accompany dependents under the age of 18. The pool will not be open for recreational swim or lap swim during breaks, between terms, or for holidays and breaks. Students, faculty, dependents, and staff are not allowed to bring guests.

No one will be allowed to use the pool without the presence of a lifeguard employed by the University of West Georgia through the Department of Physical Education and Recreation. If a lifeguard is not available during the scheduled time, the pool will not be open. Lifeguard fees will be assessed to any non-university groups.

The Blue Fin Swim Team and local high school swim teams may request to use the pool during each school year. The pool schedule for the swim team will be set at the start of each academic year and will be based upon availability after university user groups have been accommodated. Prior to approval for using the pool, all requirements of the Office of Risk Management must be met.

Summer pool scheduling will vary depending on summer conference needs. Conference groups using the pool will be scheduled by Auxiliary Enterprises and lifeguard scheduling will be coordinated through the Department of Physical Education and Recreation.

Section IV. Fees

Regulations for General Fee Charges

Non-University groups using University facilities will be assessed a usage fee. The usage fee includes charges for facilities, equipment, supplies and materials, labor costs, custodial services, and maintenance, where applicable, event -related services provided by the Department of Public Safety, and any damage to a facility other than normal wear and tear.

It is the responsibility of all user groups to return the facility to its pre-event status unless prior arrangements have been made with the Department of Facilities and Grounds. A group will be billed for any expenses incurred if additional clean-up or repair by the University is required. A list of usage fees can be obtained from Auxiliary Enterprises.

Fees for Specialized Facilities

Lower Level Food Services Building: Any eligible non-university group (see Section 1) that uses this facility is charged a usage fee unless it is using University of West Georgia Food Services. No outside organization is allowed to bring food into this building. A minimum of  $100.00 in food and/or beverages must be provided by Food Services or a $150.00 per day facility use charge will be assessed.

Kennedy Chapel: Anyone reserving the Kennedy Chapel will be charged a usage fee (with the exception of current students, staff, faculty, or their dependents). Fees may be paid (after the reservation has been confirmed through Auxiliary Enterprises) in person or mailed to: Auxiliary Enterprises, University of West Georgia, Carrollton, GA 30118.

Townsend Center for the Performing Arts (TCPA): University organizations and non-university groups may reserve this facility on a space available and space appropriate basis. The TCPA will assess any charges associated with an event. This may include but is not limited to labor costs in producing an event, custodial services, maintenance, equipment, supplies and materials, Public Safety services, and damages.

Pool: Lifeguard fees will be assessed to non-university groups.

When No Fees Are Required

There shall be no usage fees assessed when the event 's promoted and presented by a University of West Georgia organization and directly related to that unit's mission, academic offerings, or organizational mission and for which no admission is charged. There shall be no usage fees when a facility is used as an informational gathering of a University of West Georgia organization for the purpose of conducting business related to the user's organization. There shall be no usage fees assessed if these user groups incur no charges for custodial, maintenance, or Public Safety personnel as a result of the event.

Damage Deposit

A damage deposit may be requested when reservations are made for equipment or facilities. Any group, except registered campus organizations or University-affiliated groups, may be charged rent.

Safety and Insurance Requirements

Use of University facilities will require the sponsoring organization or individual to sign a contract, license agreement, or some other agreement. The University will evaluate all proposed activities to ensure compliance with safety and insurance requirements.

Section V. Events Set-Ups

If equipment or a particular set-up is needed for an event, requests should be made at the time of reservation. Individuals using specialized equipment in University facilities must demonstrate competence in the operation of this equipment or make arrangements for a trained person to operate this equipment. Special facility set-up requests must be made at least five working days before the scheduled event. The time of the requested reservation must include any time needed for set-up. Extensive facility set-ups will require more notice and may not be possible if the specific set-up is requested too late. To submit set-up information, please contact the department with whom the reservation was made.

Section VI. Policies Pertaining to Alcoholic Beverages

Groups using University facilities must conform to University policies pertaining to alcoholic beverages. Georgia law requires that individuals be 21 years of age or older in order to possess or consume alcoholic beverages; therefore, the policy below has been adopted.

   a. Alcoholic beverages will not be served nor brought into any function on campus at which persons under the age of twenty-one will be present.
   b. Consumption of alcoholic beverages is prohibited in all areas of the campus other than individual residence hall rooms and those authorized in item c below.
   c. Alcoholic beverages (beer and wine only) may be served at or brought to scheduled events on campus where persons under the age of twenty-one will not be present in the Food Services Building, Student Center, Alumni House, and Townsend Center for the Performing Arts. All such events must be approved by the Vice President for Student Services or designee, who will require appropriate supervision.
   d. The sale in any manner of alcoholic beverages is prohibited. The legal definition of "sale" includes exchange of money, before, during or after the events, including but not limited to coupons, admission charges, and "donations."
   e. No college funds, including Student Activities funds and residence hall social fees, shall be used to purchase alcoholic beverages.
   f. The furnishing of alcoholic beverages to persons under the age of twenty-one and the possession or consumption of alcoholic beverages by persons under the age of twenty-one will subject the violator to college disciplinary action and/or arrest.
   g. No alcohol can be present at any Rush function.
   h. Advertising of events at which alcoholic beverages will be served cannot include references to alcohol nor imply sponsorship by the university.

Section VII. Public Safety

Public Safety officers may be required at certain events on campus. The Director of Student Activities (if a student organization is involved), Auxiliary Enterprises, and the Director of Public Safety will determine when Public Safety officers will be necessary. The organization will be responsible for paying the officer(s).