Policies and Procedures

Policy

Space Usage

Effective
October 28, 2010
Category(ies)
Finance and Administration
Approval(s)
President and Vice Presidents: October 26, 2010 Signature (pdf)
Steward(s)
Vice President for Finance and Administration
Past Version(s)
Space Scheduling and Usage
Related Document(s)
Space usage Attachment A
Space usage vendor procedures

Purpose/Rationale

To establish priorities for use of college space and facilities

Applies to

All personnel responsible for scheduling use of college space or facilities.

Policy

1. The Evergreen State College is an educational institution provided and maintained by the people of the state of Washington. College personnel responsible for scheduling use of campus buildings, properties and facilities (schedulers) shall give first priority in scheduling to activities related to Evergreen's broad educational mission.

2. Individuals, groups, or organizations may not use college facilities in ways which interfere with or are detrimental to the college’s teaching, research, public service, or support programs, or which interfere with the free flow of pedestrian or vehicular traffic.

3. Schedulers will determine scheduling priorities based on the type of space, priority of user, and proposed use. Conference Services is responsible for scheduling space for commercial activities, conferences, non-college originated events, events open to the public and events for other than the campus community and/or requiring special arrangements, i.e., special set up, sound equipment, video equipment, housing or food service. Events put on by registered student groups will request space by following the procedures established by the Student Activities office. The Manager of Special Events may work directly with the Schedulers and Food Services or use Conference Services.

4. Schedulers will take into consideration such issues as: level of risk involved in the proposed event or activity; noise level; traffic flow; and conflict with activities in adjacent spaces.

  • Schedulers should contact the Environmental Health and Safety Officer for an ADA and safety review if the scheduler has safety or ADA compliance concerns about a proposed event or activity.

  • Schedulers should contact the Risk Assessment Review Team (RART) for evaluation and approval of any event that may have significant risk.

5. Schedulers will follow the general priority list below, unless otherwise stated.

General Priority of Use

  • Credit-generating academic programs/classes
  • Major college events and activities
  • Registered student group events
  • Administrative unit events
  • The Evergreen State College Foundation events
  • Alumni Association events
  • Other staff/faculty events
  • Conference Services events
  • Other non-college related events (outside individuals and organizations)

6. Schedulers will give priority to those major college events, listed on attachment “A”, over all other general priority uses.

  • The Space Management Committee will update this list by March 1st of each year for the following academic year.
  • The vice presidents will approve the list prior to disseminating the updated list to schedulers.

7. Schedulers for the following specific spaces and facilities will apply the following list of site-specific priorities.

Indoor Space

General Classrooms In All Buildings

  • Priority: Follows general priority list
  • Scheduling: Space Scheduling Office (6314)

Computer Labs (Library and CAL)

  • Priority: Follows general priority list
  • Scheduling: Computer Center (6231)

Lab I & II Science Labs

  • Priority: Follows general priority list
  • Scheduling: Arts & Science Operations Manager (6466)

Art Annex, Seminar II E Lab (E4107) and Critique Space (E4115)

  • Priority: Follows general priority list
  • Scheduling: Visual Arts Tech (5031)

Art Gallery

  • Priority: Special arrangements only
  • Scheduling: Gallery Curator (5425)

Organic Farm

  • Priority: Follows general priority list
  • Scheduling: Space Scheduling Office (6314)

Communications Lab Building

  • Priority: Follows general priority list
  • Scheduling: Communications Lab Building Coordinator (5896)
  • Other: Commercial vending may be allowed on a limited basis.

Longhouse (including kitchen)

  • Priority:
    Native academic programs
    Events sponsored by Native public service centers (Longhouse and NIARI)
    Credit-generating academic programs/classes
    Events, including tribal requests, deemed high priority by vice presidents
    Major college events and activities
    Registered student group events
    Administrative unit events
    Foundation/Alumni events
    Other staff/faculty events
    Conference Services events
    Other non-college related events (outside individuals and organizations)
  • Scheduling: Space Scheduling Office (6314)
  • Other: Alcohol is not allowed in the Longhouse. Commercial vending may be allowed on an a limited basis.

College Recreation Center — non-classroom space

  • Priority: Follows general priority list except the top priority is for recreation and athletic purposes
  • Scheduling: Facilities & Events Manager (6528)
  • Other: The CRC may sell food and drink at all CRC related events.

Farm House Meeting Room & Kitchen

  • Priority: Follows general priority list
  • Scheduling: Space Scheduling Office (6314)

Boardroom (L3201A &3201B)

  • Priority: Follows general priority list except the top priority is meetings of the Board of Trustees, meetings of the Board of Governors, followed by administrative events.
  • Scheduling: Space Scheduling Office (6314)

College Activities Building common areas

  • Priority: (to be determined after reopened)
  • Scheduling: (to be determined after reopened)

Library 2nd Floor Lobby (temporary until the CAB reopens in 2010)

  • Priority: Credit-generating academic programs/classes, registered student groups, the Bookstore, and other college events.
  • Scheduling: Contact the Student Activities Front Desk (6220) for registered student groups. Contact the Manager of Space Services (6631) for other college use.
  • Other: This space may not be used by commercial vendors. College sponsored events in this space may require a Campus Production Report to be completed as determined by Space Services. The staff in the Library and Computer Labs will be contacted to ensure there is no conflict with their areas. Registered student groups have been assigned locations for four tables in this area and two tables on the 4th floor of the Library.

Residential Housing Area

  • Priority: Priorities for the use of Housing space are set by the Director of Residential & Dining Services (RAD).
  • Scheduling: Student groups who would like to reserve the Housing Community Center (HCC) should contact the Resident Director (7413). Housing residents who are planning an HCC event with their RA should contact the appropriate Resident Director (7413). Specific lounges or other areas within the residential housing area are only available for use by residents and should be arranged through RAD staff.

Tacoma Building

  • Priority: Follows general priority list
  • Scheduling: Assistant to the Director, Tacoma Program (3006)

Other interior building spaces (Library lobbies, L4300)

  • Priority: Follows general priority list
  • Scheduling: Space Scheduling Office (6314)

Outdoor Space

Athletic Fields (including Pavilion)

  • Priority: Follows general priority list except the top priority is for recreation and athletic purposes
  • Scheduling: Facilities and Events Manager (6528)

Library Entrance (Temporary until CAB reopens in 2010)

  • Priority: Follows general priority list
  • Scheduling: Conference Services (6192)
  • Other: Commercial vendors are allowed to set up at one of the four designated vending areas that are situated to the left of the main entrance under the covered walkway. Rates are approved by the vice presidents. Vendors may not block pedestrian traffic. Spaces are assigned by Conference Services and are limited to an 8 foot by 10 foot area. No more than four vendors will be permitted at any one time. Vendors should contact the Conference Services Office at least three days in advance to confirm space availability and receive instructions on how to reserve and pay for space rental. Registered student groups may also use this space for no charge but must reserve it in advance with Conference Services.

All Other Outdoor Space (including but not limited to Red Square, Bus loop, campus core, beach area)

  • Priority: Follows general priority list
  • Scheduling: Space Scheduling Office (6314)

8. Conference Services may schedule space use by vendors for commercial activities which enhance the educational, research, or public service missions of the college, or which meet the needs of the students, staff, faculty, and invited guests.

  • Commercial sales do not include sales by campus groups/organizations where the funds are deposited into a college or Foundation account.
  • Commercial vendors must follow the Vendor Procedures and are allowed to set up only in designated spaces.
  • Commercial vendors may not sell products or services sold by campus organizations including, but not limited to, food or books.
  • The Organic farm may sell produce on Red Square in areas that don’t block pedestrian or service vehicle traffic, and are not directly in front of a building entrance. Scheduling will be done through Space Scheduling (6314).
  • The Director of Business Services may make exceptions to this policy regarding commercial vendors on a case-by- case basis.

9. The Vice President for Finance and Administration is responsible for the application of this policy and must approve any exceptions to this policy.

See also: