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University of Wisconsin-Parkside
Facilities Use Policy
Policy #18

18.01 Background

The authority, purpose, priorities and limitations associated with the use of university facilities by university or non university groups or individuals is based on the following policies:

18.02 Definitions

18.02.0 University Facilities – All publicly owned or leased buildings, parking lots and grounds of the State of Wisconsin, which are subject to the custody and control of the UW Board of Regents and UW –Parkside.

18.02.1 Administrative or academic units – divisions, colleges, departments/units or functional units at UW-Parkside.

18.02.2 Recognized Student Organizations- a student organization that is recognized by the Student Activities Office and is in good standing.

18.02.3 Other Recognized Organizations – an entity that is not a university department or unit but is directly related to the mission of the institution (e.g. Alumni Association, Parkside 2000 Booster Club, UW-P Foundation Board, Governance groups).

18.02.4 Sponsored Group or Organization – an organization or group that is not recognized by the university but is authorized to use the facilities because of sponsorship by either an administrative unit or recognized student organization. The primary contact for the event must be a member of the university community and all costs for the event must be paid through a university account, Foundation account or student organization private account.

18.02.5 External Group or organization – All other groups or individuals that do not meet the criteria listed above including state, county or local governmental units or agencies.

18.02.6 Internal Event- Any event coordinated by a recognized student organization, a department or organization (Alumni Association, Parkside 2000 Booster Club, Foundation Board, Governance groups) where the primary audience is university faculty, staff or students.

18.02.7 Sponsored Event- Any event cosponsored by UW-Parkside whose primary audience is not university faculty, staff or students. This includes any meetings and events where admission, registration or membership fees are required. The primary contact for the event must be a member of the university community. A university account, Foundation account or a student organization private account must be used to pay costs associated with the event. In addition, all advertising and promotion must clearly identify the sponsoring department,organization or individual.

18.02.8 External Event – Any event coordinated by an off campus individual, organization or business including other state, county or local governmental units or agencies.

18.02.9 Building Schedule – A schedule that defines the designated hours of operation for a building.

18.02.10 Official Scheduler – The individual designated as having authority and responsibility to schedule assigned facilities in accordance with the conditions described in this document.

18.02.11 University Facility Use Advisory Committee – A committee appointed as an advisory committee to the Chancellor and chaired by the Vice Chancellor for Administration and Fiscal Affairs.

18.03 Appropriate Use of University Facilities

The primary purpose of the University of Wisconsin-Parkside is to provide a learning environment in which faculty, staff, and students can discover, examine critically, preserve, and transmit the knowledge, wisdom, and values that will help ensure the survival of this and future generations and improve the quality of life for all. The University seeks to help students to develop an understanding and appreciation for the complex cultural and physical worlds in which they live and to realize their highest potential of intellectual, physical, and human development. Facilities of the University are dedicated to serve these purposes and are thereby primarily for University instruction, research, and public service. University facilities are not available for unrestricted use by non-University groups, especially those purposes that conflict with the University’s mission.

To the extent resources permit, UW- Parkside will recognize its commitment to the local and regional community it serves by allowing requests for facility use. If, in the judgment of the Chancellor or his/her designee, the meetings or activities of a non-University group will contribute to and serve the University's mission and purposes, University facilities, when available, and subject to necessary routine administrative procedures, may be used by that group. The Chancellor or his/her designee may authorize the use of University facilities for the purpose of conducting religious worship services, which must be primarily for University students, faculty, and staff. University facilities may not be used for political solicitation.

18.04 Conditions for Use of University Facilities

The university regulates the use of campus facilities to prevent interference with its activities or the overall mission of the institution. Internal events and sponsored events will be given priority related to use of the facilities since these events relate more closely to the university’s mission.

The university requires the use of authorized names for buildings, named rooms, laboratories, etc.; and named exterior areas on the University of Wisconsin-Parkside campus on all event promotion. These are the only names that should be used when referring to these buildings and areas. Always use the full name of a specific area (i.e., Darshan Dhaliwal Modern Languages Laboratory, Frank J. Petretti Fieldhouse, etc.). Any questions related to these requirements should be directed to University Relations and Advancement.

18.05 Scheduling of Facilities

All reservations for facilities must be made through the Event Management System. Reservations for facilities may be made for any date except for when the university is officially closed.

After term scheduling has been completed and the information has been downloaded to the Event Management System, instructional space is available for general use. Generally speaking, instructional space is available for scheduling according to the following schedule:

Fall semester – After April 1st

Spring semester – After October 1st

Summer Session – After March 1st

All facilities are reserved through the Student Center except for:

Scheduling of space is generally limited to normal building operation hours unless approved by the appropriate administrator.

Any event scheduled outside of normal building operation hours shall be reported to the University Police and Public Safety Department.

A parking fee will be charged for all events over fifty participants. Events for fifty people or less may utilize meters in all lots or participants may purchase a daily permit.

The University reserves the right to make changes at any time to accommodate the greatest number of requests or to assign the most appropriate facility for the event.

18.06 Required Information for Facility Use

Any request to use university facilities for events other than scheduled instruction requires the scheduler to solicit the following information:

Any requests by individuals or organizations outside the university require the completion of a Facility Use Agreement (See 18.08).(Appendix H)

The serving of food and alcoholic beverages on university property is governed by Campus Administrative Policies #21 and #4.

18.07 Facility Use Charges for University Facilities

18.07.1 Determination of Charges

A fee will be charged for the use of campus facilities to ensure that, at a minimum, all costs incurred by the University are fully recovered . Exceptions to full cost recovery pricing are permitted if the activity is integral to the fulfillment of the institution’s instructional, research, or public service mission as allowed by UW System Regent Policy Document – Competition with the Private Sector (89-1). To comply with the policy of the Regents, usage charges should be established for the following three groups as defined in Section 18.02: Internal, Sponsored, and External.

18.07.2 Costs to Recover

The facility use charges should be set to recover all costs related to providing the facility, including all applicable direct and indirect costs as determined by basic cost accounting principles.

Applicable direct costs will include direct labor used to prepare and supervise the facility, related fringe benefits associated with the direct labor, equipment rental cost, an allocated cost of any special/technical University owned equipment provided for use, consumables provided, and the direct costs of any contracted external services.

Indirect costs consist of department operating overhead and include, but are not limited to utilities, maintenance, support services, management services, and depreciation (equipment and building).

18.07.3 Developing the Facility Use Charges

After identifying what costs need to be recovered, determination of how these costs are to be recovered follows. Those costs that directly relate to providing the facility are generally easier to identify and should be charged as direct charges to the customer.

Those costs that are incidental (including indirect costs) tend to be more difficult to identify and to assign to specific events. These costs may be variable in nature meaning they increase in proportion to the amount of activity such as utility costs and maintenance services. Other incidental costs may be more fixed in nature meaning they are incurred whether there is activity or not such as building or equipment depreciation.

If the incidental and indirect costs are more fixed in nature, a base rental rate should be established. This base rate should be developed using total annual operating costs that are deemed to be incidental and/or indirect and allocated over the anticipated usage based on the amount of time activities consume or the number of events taking place. This rate must factor in the amount of usage for each type of event and be charged either as an event rate or as an hourly rate.

If the incidental and indirect costs are more variable in nature, a percentage rate should be established. This rate should be developed using total annual operating costs that are deemed to be incidental and/or indirect and allocated over the anticipated usage based on the amount of total direct labor incurred. To avoid this calculation, it is recommended the federal indirect cost rate established for UW – Parkside be used.

Since developing facility use charges can be complex, managers are required to contact the Business Services office for assistance.

18.07.4 Facility Use Charges Based on Group Type

Facility use charges for the groups identified in Section 18.02 should recover, at a minimum, the following costs:

Internal Groups – All direct costs.

Sponsored Groups – All costs, both direct and indirect.

External Groups – All costs, both direct and indirect, plus an additional amount to cover any unidentified costs, contingencies, and administrative services.

Facility use charges should be reasonable, taking into consideration the reputation and mission of the University. Competitive forces must also be considered in an effort to maximize our University resources.

The UW System Regent Policy Document – Competition with the Private Sector (89-1) allows for charges to include profit above the full recovery of costs for non-university events primarily for fund raising purposes. Managers should consider seeking the right to participate in ticket sales for such an event if a profit objective is deemed appropriate.

18.07.5 Sales tax is applicable to all groups who do not show proof of Wisconsin tax-exempt status.

18.07.6 Documentation and Review

To be in compliance with established polices, full documentation should be available for review. Facility Use Charges should be reviewed and updated annually to remain current.

18.08 Facility Use Agreements (Appendix H)

Each use of UW-Parkside facilities by outside groups will require users to complete and sign an appropriate Facility Use Agreement (FUA). FUA’s are necessary to protect the university from liability claims associated with outside users of the campus and potential damage that may be caused by an event or attendees. They also serve as a written contractual agreement and provide indemnity and hold harmless protection for the university and its employees.

The types of activities or events conducted on campus by outside groups vary in length, attendance, equipment and building/room need and use, and degree of risk and liability to attendees, the sponsor, and the university. The table below provides some examples of these activities. The table categorizes these activities into three levels with each subsequent level representing a higher level of complexity, and/or risk and liability.

Level I Activities*

Level II Activities*

Level III Activities*

Weddings

Expos

Camps, conferences and clinics with overnight attendees

Birthday parties

Concert of Outside Group

Meetings

Private camps and clinics without overnight accommodations

Recitals/Concert of UW-Parkside Group

Sample Level 1 Contract (pdf) Sample Level 2 Contract (pdf) Sample Level 3 Contract (pdf)

*Contact the UW-Parkside Risk Management Officer for classification of events and activities not listed above.

A specific FUA has been developed for each of the levels. Level I is a basic contract for use of university facilities. Level II is similar to Level I but includes specific insurance requirements for the event including adding the University of Wisconsin Board of Regents, its agents and employees, as additional insured. The Level III FUA, for camps, conferences, and clinics with overnight attendees, addresses risk management issues as well as food service and specific university and regulatory requirements applicable to camps, conferences and clinics.

Each department that arranges for use of university facilities by outside groups will be responsible for completion and filing of the appropriate FUA including obtaining an authorized signature from a representative of the outside group. A signed copy of the FUA should be attached to the reservation. If insurance is required, copies of the insurance certificate should be sent to the UW-Parkside Risk Management office.

18.08 Priorities for Use of Facilities

The priorities for use of university facilities varies according to the type of facility, the university has established the following hierarchy of priorities for use of most facilities. Requests for an exemption from the established priorities should be directed to the Vice Chancellor of Administrative and Fiscal Affairs who will consult with the Facility Use Advisory Committee and others as appropriate.

Instructional Space

Communication Arts Theatre

Student Center

Main Place

Sports and Activity Center

18.10 Policy Review

The University Facility Use Advisory Committee shall review the University’s Facility Use Policy annually, prior to July. At that time each respective scheduling entity will update rate schedules and make recommendations to the Advisory Committee. Recommendations for changes, including updated rate schedules, will be forwarded by the Vice Chancellor for Administrative and Fiscal Affairs to the Chancellor for approval.

7/27/05

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