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''Number from Table of Contents''
University Policy 104
== Introduction ==
This policy is adopted for the orderly use of University facilities and property by University
departments, recognized student clubs and organizations, University affiliated groups and persons, and
non-University affiliated groups and organizations and persons, as well as to establish parameters and
procedures governing the distribution of printed materials on property owned or controlled by
Appalachian State University.


Recognizing that its support derives in large part from public funds, Appalachian State University is committed to making its facilities and property as readily available for use by groups and individuals as is consistent with its educational mission, its duties as a custodian of State resources, and its responsibility to consider the welfare of its students, faculty, staff, and visitors. Consistent with its educational mission, the University encourages the free exchange of ideas on campus, while assuring that other important University interests and activities are not infringed upon or disrupted.
== 1. Purpose ==


Practical as well as legal considerations dictate the formulation and publication of a written policy detailing the conditions of such availability. The intent of the document which follows is to provide for access on a basis which is both clearly defined and in the best interests of each of the constituencies to whom Appalachian State University is obligated by law and tradition.
1.1 The purpose of the Facilities at Appalachian State University (the “University”) is to support the educational mission and strategic goals of the University. The Facilities are available primarily for programs offered by and intended for the University community. As a public institution, the University also seeks to reach out and be accessible to the larger community. To the extent that a Facility is available, the University welcomes community groups and organizations to utilize limited, designated Facilities for purposes compatible with the University’s mission and strategic goals.


== Scope ==
1.2 The purpose of this policy is to set priorities for Facility Use and define scheduling procedures associated with event management and Facility Use. Activities shall in no way violate the purposes, property, policies, procedures, or regulations of the University or federal and state laws. All organizations are expected to follow the rules and regulations governing the particular Facility being used.


1.3 Permission to use a Facility does not imply endorsement, sponsorship, or support by the University of the views, opinions, or programs of the users or speakers.


== Definitions ==
== 2. Scope ==
; University
: refers to Appalachian State University.
; Student clubs and organizations
: are organizations comprised of Appalachian State University students and recognized by the University through its formal recognition procedures.
; University departments
: are budgetary units of Appalachian State University.
; University affiliated organizations
: include all official University committees, special committees, groups, and task forces supported directly by the University; the Appalachian State University Foundation, Inc. and the Appalachian State University Alumni Association.
; Non University affiliated organizations
: include all groups or organizations which are not directly supported by the University or are not recognized student organizations.
; Fund raising
: includes the charging of admission, solicitation for funds, sales, or donations in any form by a recognized student club or organization, University affiliated organization, or a non-University affiliated organization.
; Solicitation
: is defined as any effort or attempt to: (a) importune, entreat, implore, ask, attempt to try to obtain an order or to invite business transaction for a product offered or being sold; (b) seek orders, subscriptions, political or charitable contributions, or any other kind of financial support; or (3) distribute literature, hand-bills, samples, or other printed material for the purpose of advertising products, services, or other commercial enterprises to members of the University community.
; A solicitor
: is defined as any person or entity who engages or attempts or seeks to engage in solicitation, as defined above.
; Peaceful Assembly
: is the use of university facilities for the purpose of conducting a lawful assembly, rally, or demonstration not involving conduct or the encouragement of conduct that violates or would violate the law or policies of the University.
; Public speaking
: is the use of University facilities for the purpose of orally and publicly communicating, informing, educating, or conveying an idea, concept, principle, belief, etc., to one or more other persons, other than in conversation.
; Public speaker
: is a person who engages in or seeks to engage in public speaking, as defined above.
; Public
: is defined as open to attendance by any individual or group and not limited solely to members of a recognized student club or organization, University department, or University affiliated organization.
; Not for profit organizations
: are non University affiliated organizations for which contributions are tax deductible.
; Facilities
: are defined as buildings and grounds owned or controlled by the University. Excluded from this policy are properties owned or controlled by the Appalachian State University Foundation, Inc. or the Board of Trustees of the Endowment Fund of Appalachian State University unless these facilities are in use principally for support of student activities or academic programs.
; Division of the University
: is a group of University departments organized around a particular function. There are four divisions of the University: Academic Affairs, Business Affairs, Student Development, and University Advancement.
; Unscheduled Public Speaking Areas
: are areas on campus at which the University permits assemblies and gatherings of affiliated and non-affiliated persons and groups without prior  approval, for noncommercial purposes, on a first-come first-served basis, unless the use of such area(s) has been previously scheduled pursuant to  other provisions of this Policy. Currently, such Unscheduled Public Speaking Areas include Sanford Mall, Durham Park, the Duck Pond Field behind  Trivette Hall, and the open-air amphitheater adjacent to the Plemmons Student Union.
; Unlawful conduct
: is conduct that is prohibited by Federal, State, or local law or regulation, or that violates one or more rights of a person or entity under the  common law of North Carolina.
; State law
: for purposes of this Policy is North Carolina law potentially applicable to expressive conduct, both common law (including, but not limited to, the  law of defamation and infliction of emotional distress) and statutory law, including, but not limited to: N.C.G.S. § 14-190.1 (obscene literature and exhibitions); N.C.G.S. § 14-190-13 (definitions for certain offenses concerning minors); N.C.G.S. § 14-190.14 (distributing material harmful to minors); N.C.G.S. § 14-190.15 (disseminating harmful material to minors); N.C.G.S. § 14-288.4 (disorderly conduct); N.C.G.S. § 14-144 (defacing buildings); N.C.G.S. § 14-132 (disorderly conduct in and injuries to public buildings and facilities); N.C.G.S. § 14-145 (unlawful posting of advertisements); N.C.G.S. § 14-159.12 (first degree trespass); N.C.G.S. § 14-159.13 (second degree trespass); N.C.G.S. § 14-10 (prohibiting disguises in certain circumstances); N.C.G.S. § 14-394 (anonymous threatening or disgrace-causing writings); and N.C.G.S. § 14-35 (hazing).
; Graffiti
: for purposes of this policy, includes all forms of writing, lettering, drawing, tagging, marking, or painting on objects, buildings, walls, or any other surfaces, whether mobile or stationary.


== Policy and Procedure Statements  ==
2.1 This policy applies to all groups and individuals using any and all Facilities owned, leased, or under the authority of the University.


=== General Policy ===
== 3. Definitions ==
3.1 Use of University facilities and grounds is governed by the laws of the State of North Carolina.
Policies and guidelines have been established to ensure compliance with these laws, their consistent
application, and the orderly use of these facilities within the resources and mission of the University.
University facilities exist to accomplish the educational objectives and programs of the University.
University departments, divisions of the University, University affiliated organizations and recognized
student organizations are granted use of these facilities for educational, cultural, developmental, and
social programs and activities within the guidelines of this policy. Departments and divisions of the
University shall have priority in the use of University facilities. Recognized student organizations and
University affiliated organizations shall have priority in use over non University organizations and
persons.
3.2 Appalachian State University recognizes the value of providing students, faculty, staff and others
the opportunity to assemble and communicate with one another outside the classroom setting, as well as
to distribute informative printed material to members of the University community. The University is
committed to protecting First Amendment rights of individuals and will afford reasonable opportunity
for people to distribute printed materials and to engage in other forms of expression and assembly on
campus. Except with respect to commercial expression, and expression (e.g., obscenity, defamation,
fighting words, harassment) which the Supreme Court has held constitutes "constitutionally proscribable
content," see, e.g., R. A. V. v. City of St. Paul, 505 U.S. 377, 382-86, 390-92 (1992), the University will
not make decisions or take actions based on the content of printed materials distributed on campus.
However, the University reserves the right to place restrictions, unrelated to the content of noncommercial
expression, on the time, place and manner of the use of campus facilities, including the
distribution of printed material on campus.
3.3 Normally no fee is charged for the use of facilities by University departments or divisions of the
University, University related organizations, or recognized student clubs and organizations, except for
facilities that are receipt supported. In these facilities, a user fee may be charged, (e.g., Broyhill Inn,
Legends).
3.4 Non University affiliated groups that are educational, governmental, community, or charitable
organizations may be granted permission to use University facilities to sponsor educational,
governmental, community, or charitable programs on a single event basis.
3.4.1 Programs by these organizations must be co-sponsored by a University affiliated organization or
department with a logical relationship to the sponsored program. In all cases, these organizations are
required to reimburse the University for the costs of utilities, custodial services, and other direct and
indirect costs, except where the function serves the primary purpose of recruiting new students to the
University.
3.5 No person associated with the University in any capacity shall use for his or her own financial
benefit or any other personal purposes University facilities or property, except as specifically authorized
by this policy. No University facilities or property may be used by a commercial enterprise or other non
University affiliated organization for profit except as provided for in Section 9 of this policy. No person
affiliated with the University in any capacity shall sponsor or act as an agent for any non University
affiliated commercial enterprise or individual to gain for that organization or individual benefits or
access limited to University affiliated organizations, University departments, or recognized student clubs
and organizations. Except as provided in Section 9 of this policy, University facilities are normally not
made available for private use by individuals or commercial enterprises.
3.6 Facilities utilized shall be appropriate to the requirements of the function concerning staging,
anticipated audience, and similar concerns. Administrative offices responsible for the facility to be used
will exercise caution in long-range advanced scheduling that may pre-empt the University's teaching,
scholarship, co-curricular, or service functions. The University reserves the right to cancel reservations
for prescheduled non University affiliated organizations when they conflict with functions central to the
educational mission of the University.
3.7 During periods when the University is not officially in session, the University's use of facilities is
diminished. This reduced demand will be considered in reviewing requests for use during these periods.
3.8 Permitted use of facilities shall be subject to all other applicable Appalachian State University
policies, including, but not limited to, policies regulating social events, fund raising by student clubs and
organizations, and events at which alcoholic beverages are to be consumed.
3.9 University officials reserve the right immediately to terminate any use of University facilities if,
in the judgment of those officials, continuation of such use will result in: (a) danger to participants or
others; (b) unlawful conduct by participants or others; or (c) interference with disruption or disturbance
of the University's educational mission, operations, business, or functions.
3.10 The University will require that any group or entity that has secured approval and scheduling
with respect to its proposed use of University facilities or property also secure approval from the
Appalachian State University Police Department to ensure that sufficient police support is available.
3.11 Approved and scheduled uses of University facilities or property may occur only on the
approved location, and failure to limit an approved or scheduled use to the approved location may be
deemed trespassing.
3.12 Promotional materials or other publicity concerning any approved and scheduled use of
University facilities or property must clearly disclose: (a) the nature, subject matter, and purpose of the
use (e.g., event, solicitation, speech, rally, etc.); (b) the identity of the sponsoring entity; and (c) the
identity of all other groups or entities involved in or benefitting from the use.
3.13 Distribution of literature or printed materials in connection with any approved and scheduled use
of University facilities or property is subject to the applicable provisions of Section 10.6 below.
Requests for approval to distribute literature or printed materials must be obtained from the office,
identified in Section 14 below, to which the request to use University facilities or property must be
submitted.
3.14 Specifically authorized under this policy, with no requirement to obtain permission, is any
canvassing, selling, or soliciting (not inconsistent with any provisions of law or with the University's
policies and purposes) wherein representatives of educational supply firms (including, but not limited to,
publishers of academic books, manufacturers of laboratory, educational or office equipment, and
suppliers of the student stores), contact members of the University faculty or staff as a routine and
necessary part of the University's normal activities.


=== Example policy 2 ===
3.1 '''Assigned Space:''' Space for which a University Unit has been delegated the responsibility to administer and schedule.  Assigned Space may include, but is not limited to:  conference rooms, offices, lounges, foyers, reservable outdoor spaces, high traffic outdoor space for ingress/egress, and designated non-instructional laboratories and/or buildings. All indoor space shall be Assigned Space.


3.2 '''Extension Activities:''' Activities that extend the University’s mission beyond the traditional academic classroom, including academic clubs, recruiting Events, and guest speaker Events.


== Additional References ==
3.3 '''Facility:''' Any building, structure, ground, sidewalk, recreation area, and street considered to be part of Appalachian State University campus, owned, leased or under the authority of the University.


== Authority ==
3.4 '''Fronting:''' The person or organization making a reservation or using University Facilities is not the primary beneficiary of the Use, but the Use is in fact for the primary benefit of a different person or organization.


3.5 '''Guest:''' A person, group, club, or other organization that is invited to engage in activities on University property, sponsored by the University. Guests may be removed from campus at any time.


== Contact Information ==
3.6 '''Instructional Space:''' Space in which classes are regularly scheduled.  This includes general use classrooms, laboratories, and related space designed for instructional purposes.


3.7 '''Non-University Groups:''' Any prospective group not specifically defined by this policy. Groups include individual groups, not-for-profit organizations (must have a 501(c)(3) letter on file to be considered a not-for-profit group), or for-profit organizations.


== Effective Date ==
3.8 '''Residential Space:''' Space that supports the on-campus residential program.


== Revision Dates ==
3.9 '''Responsible Administrator:''' The Chancellor, Vice Chancellor, or designee with administrative responsibility and specific accountability for the Use of the University Facility as designated in the University’s space scheduling system.
 
3.10 '''Recognized Student Organization:''' A student group or organization that is registered with University Campus Activities in accordance with approved University policies.
 
3.11 '''Support Services:''' Any service provided by a University or non-University entity specifically required to support an Event.  Such services may include but are not limited to food service, parking, background checks, police and public safety, security, meeting space, technical support (audiovisual, lighting, etc.) and table, chair, tent or other equipment rental.
 
3.12 '''University-Associated Entity:''' A not-for-profit organization established and approved as a recognized University Associated Entity in accordance with the University of North Carolina System policy whose primary purpose is to support the University, including the Appalachian State University Foundation and the Board of Trustees of the Endowment Fund of Appalachian State University.
 
3.13 '''University-Sponsored Group:''' A group sponsored by a University Unit or University-Associated Entity. Sponsorship requires the assumption of financial responsibility for event or Use -related costs including damage assessments and requires approval by the Responsible Administrator.
 
3.14 '''University Unit:''' An administrative or academic unit within the University, staffed by University employees acting within the scope of their employment. Also included in this group are the intercollegiate athletic department and teams, university committees, task forces, governance bodies, and councils.
 
3.15 '''Use:''' An individual or group’s presence, occupancy, activity, or event, in or upon the University's Facilities, which may be referenced in this policy as “Event”.
 
== 4. Policy Statements ==
 
'''4.1 General Provisions'''
 
4.1.1 Responsibility for scheduling Use of Facilities is delegated to University Events Scheduling and Communications in accordance with the Procedures for Facility Use Policy and with the following exceptions:
<ol style="list-style-type:lower-alpha">
<li>The scheduling of Instructional Space for academic courses and/or course-related activities, which is delegated to the Office of the Registrar;</li>
<li>The scheduling of Assigned Space that is delegated to a specific University Unit;</li>
<li>The scheduling of Residential Space, which is delegated to the Director of University Housing; and</li>
<li>The scheduling of Facility Use by any Non-University Group, which is delegated to University Conference and Event Services, unless the Facility is Assigned Space that has been otherwise delegated to a specific University Unit.</li>
</ol>
 
4.1.2 All Use of Facilities, including Use of Assigned Space, must be recorded in the University space scheduling system and approved by the Responsible Administrator. Questions regarding campus gatherings, reservations, and other Use of Facilities shall be routed to the Chief of Police and the Responsible Administrator. Space reservations, including use of Assigned Space, must be made at least twenty-four hours in advance of Use. This record will assist Support Service units in their efforts to communicate emergency messages as well as meeting locations to University Guests, when necessary.  It will also provide information on the availability and use patterns of Facilities.  It is the responsibility of all University Units to make information regarding the planned usage of their space accessible to other groups. Support Services for large gatherings, may include the need for identified safety personnel.
 
4.1.3 Any Facility Use or Events that meet any of the following criteria must be coordinated through University Conference and Event Services:
<ol style="list-style-type:lower-alpha">
<li>Summer camps;</li>
<li>Events or Uses involving minors; and</li>
<li>Events or Uses involving more than one Facility.</li>
</ol>
 
4.1.4 Events that are scheduled for any academic year prior to the official release of athletic schedules for competitions that occur in Facilities used to host intercollegiate athletic contests may be subject to cancellation, rescheduling, or relocation at the University’s discretion.  If it is determined that University Units cannot support both events, NCAA intercollegiate athletic contests will have priority and other events may be asked to reschedule or relocate.
 
4.1.5 Once reserved, the Facility Use will generally not be rescheduled or moved.  However, the University reserves the right to move any group or individual to another Facility or reschedule that Use to accommodate the needs of groups assigned a higher use priority by this policy.  In the event the University moves or reschedules the Use, the University will provide a reasonably similar location or time for that Use and will provide notification and explanation of the reason for the change.  The University will not move or reschedule a Use based on the content or viewpoint of the Use or based on reactions to the Use.
 
4.1.6 A reserved Use shall have priority over any unscheduled Use, even when reserving space is not required by this policy.
 
4.1.7 Camping, including any overnight sleeping in non-Residential Space (such as vehicles, tents, hammocks, buildings, etc.), or overnight gatherings in Facilities that are not Residential Spaces are not permitted without prior written approval as provided in Section 4.1.2.
 
4.1.8 Fronting is prohibited. If it is determined that a person or group is Fronting for a different person or organization, the Use or event may be canceled immediately. If it is discovered after the fact that a member of the University community fronted for a group or organization, both will be liable for fees and damages created as a result of the Use or Event, including preparation for that Use or Event.
 
4.1.9 Outdoor assemblies or Events may not take place within fifty (50) feet of any Facility without prior written approval as provided in Section 4.1.2, except as otherwise provided under applicable University Policy, including Policy 106.2 Tailgating. No assembly or Event may be conducted if it interferes University activities, including disruption of the academic, teaching, research, and service mission of the University.
 
'''4.2 Priorities in the Scheduling of Space by Groups'''
 
4.2.1 Instructional Space Scheduling
<ol style="list-style-type:lower-alpha">
<li>Consistent with the University’s mission, academic classes, research, and Extension Activities will have the highest priority for the Use of Instructional Space.  The University Unit that is primarily assigned to the Instructional Space has priority over other University Units and activities.</li>
<li>A University Unit’s Use for activities other than academic classes, research, and Extension Activities, will have the next highest priority in the use of Instructional Space.</li>
<li>Recognized Student Organizations and University students will have the next highest priority.</li>
<li>University-Associated Entities will have the next highest priority.</li>
<li>University-Sponsored Groups will have the next highest priority.</li>
<li>Non-University Groups will have the lowest priority.</li>
</ol>
 
4.2.2 Student Affairs Space Scheduling
<ol style="list-style-type:lower-alpha">
<li>Student Affairs is responsible for scheduling the following Facilities: Plemmons Student Union.</li>
<li>Recognized Student Organizations and University students will have the highest priority for the Use of the Student Affairs Facilities.</li>
<li>University Units will have the next highest priority.</li>
<li>University-Associated Entities will have the next highest priority.</li>
<li>University-Sponsored Groups will have the next highest priority.</li>
<li>Non-University Groups will have the lowest priority.</li>
</ol>
 
4.2.3 University Units funded from sources other than state appropriations may set their own priorities for Facilities other than Instructional Space and Student Affairs Facilities.
 
'''4.3 Activity Not Requiring Reservations or Approval'''
 
4.3.1 Unscheduled Uses may occur by Recognized Student Organizations, University students, and University employees provided that the Use does not interfere with University activities or any events or functions for which the occupied Facility has been reserved in advance. Recognized Student Organizations, University students, and University employees should make reasonable effort to notify the Responsible Administrator as promptly as possible for unscheduled Uses such that the University may be able to facilitate the provision of Support Services.
 
4.3.2 To avoid space conflicts, however, all individuals and groups on campus are urged to reserve space for such its Use through University Events Scheduling and Communications.  A group that has reserved such space shall have exclusive use during the period of the reservation.
 
4.3.3 All such Use must be conducted under the following conditions:
<ol style="list-style-type:lower-alpha">
<li>Without sound or light amplification unless coordinated with University Events Scheduling and Communications prior to the Event or Use;</li>
<li>In a manner such that regular instructional activities are not disrupted;</li>
<li>In a place at least five feet away from a street curb and in a manner such that campus pedestrian and automobile traffic are unimpeded; and</li>
<li>In a manner such that members of the University community not participating in the Use may proceed with their normal activities and are not unreasonably disrupted in their offices and classrooms.</li>
</ol>
 
'''4.4 Exceptions:''' The University may make exceptions to this policy, but only where doing so significantly furthers the University’s mission.  Any request for an exception must be sponsored by a University Unit and must clearly demonstrate how granting the exception will significantly further the University’s mission.  Any such exceptions must be approved by a Vice Chancellor or a Vice Provost or their designee.
 
'''4.5 Enforcement:''' Failure to adhere to this policy may result in one or more of the following sanctions:
<ol style="list-style-type:lower-alpha">
<li>Formal warning letter;</li>
<li>Loss of future Use of University Facilities;</li>
<li>Loss of future opportunities for formal sponsorship activity;</li>
<li>Loss of future opportunities to sign sponsorship agreements with student organizations;</li>
<li>Loss of opportunities to sign future contracts with the University; and</li>
<li>Loss of access to University-sponsored events.</li>
</ol>
 
Violation of state or federal law in the course of utilizing University Facilities as contemplated herein will result in a referral to Student Conduct and/or Human Resources and may result in disciplinary action up to and including expulsion, suspension, termination, or trespass from University property.
 
== Administrative Unit Contact ==
 
Office of Student Affairs<br>
[https://studentaffairs.appstate.edu Student Affairs]<br>
828-262-2060
 
Office of Academic Affairs<br>
[https://academicaffairs.appstate.edu Academic Affairs]<br>
828-262-2070
 
Appalachian Department of Public Safety<br>
[https://police.appstate.edu Appalachian Department of  Public Safety]<br>
828-262-2150
 
== History ==
 
'''Issued:'''
 
September 22, 2004
 
'''Revised:'''
 
January 22, 2015<br>
September 23, 2016<br>
June 21, 2017<br>
August 18, 2017<br>
September 30, 2020<br>
October 26, 2022<br>
October 10, 2023<br>
May 1, 2024<br>
December 10, 2024
 
[[Category:Contents]]
[[Category:Governance and Administration]]

Latest revision as of 15:52, 13 December 2024

University Policy 104

1. Purpose

1.1 The purpose of the Facilities at Appalachian State University (the “University”) is to support the educational mission and strategic goals of the University. The Facilities are available primarily for programs offered by and intended for the University community. As a public institution, the University also seeks to reach out and be accessible to the larger community. To the extent that a Facility is available, the University welcomes community groups and organizations to utilize limited, designated Facilities for purposes compatible with the University’s mission and strategic goals.

1.2 The purpose of this policy is to set priorities for Facility Use and define scheduling procedures associated with event management and Facility Use. Activities shall in no way violate the purposes, property, policies, procedures, or regulations of the University or federal and state laws. All organizations are expected to follow the rules and regulations governing the particular Facility being used.

1.3 Permission to use a Facility does not imply endorsement, sponsorship, or support by the University of the views, opinions, or programs of the users or speakers.

2. Scope

2.1 This policy applies to all groups and individuals using any and all Facilities owned, leased, or under the authority of the University.

3. Definitions

3.1 Assigned Space: Space for which a University Unit has been delegated the responsibility to administer and schedule. Assigned Space may include, but is not limited to: conference rooms, offices, lounges, foyers, reservable outdoor spaces, high traffic outdoor space for ingress/egress, and designated non-instructional laboratories and/or buildings. All indoor space shall be Assigned Space.

3.2 Extension Activities: Activities that extend the University’s mission beyond the traditional academic classroom, including academic clubs, recruiting Events, and guest speaker Events.

3.3 Facility: Any building, structure, ground, sidewalk, recreation area, and street considered to be part of Appalachian State University campus, owned, leased or under the authority of the University.

3.4 Fronting: The person or organization making a reservation or using University Facilities is not the primary beneficiary of the Use, but the Use is in fact for the primary benefit of a different person or organization.

3.5 Guest: A person, group, club, or other organization that is invited to engage in activities on University property, sponsored by the University. Guests may be removed from campus at any time.

3.6 Instructional Space: Space in which classes are regularly scheduled. This includes general use classrooms, laboratories, and related space designed for instructional purposes.

3.7 Non-University Groups: Any prospective group not specifically defined by this policy. Groups include individual groups, not-for-profit organizations (must have a 501(c)(3) letter on file to be considered a not-for-profit group), or for-profit organizations.

3.8 Residential Space: Space that supports the on-campus residential program.

3.9 Responsible Administrator: The Chancellor, Vice Chancellor, or designee with administrative responsibility and specific accountability for the Use of the University Facility as designated in the University’s space scheduling system.

3.10 Recognized Student Organization: A student group or organization that is registered with University Campus Activities in accordance with approved University policies.

3.11 Support Services: Any service provided by a University or non-University entity specifically required to support an Event. Such services may include but are not limited to food service, parking, background checks, police and public safety, security, meeting space, technical support (audiovisual, lighting, etc.) and table, chair, tent or other equipment rental.

3.12 University-Associated Entity: A not-for-profit organization established and approved as a recognized University Associated Entity in accordance with the University of North Carolina System policy whose primary purpose is to support the University, including the Appalachian State University Foundation and the Board of Trustees of the Endowment Fund of Appalachian State University.

3.13 University-Sponsored Group: A group sponsored by a University Unit or University-Associated Entity. Sponsorship requires the assumption of financial responsibility for event or Use -related costs including damage assessments and requires approval by the Responsible Administrator.

3.14 University Unit: An administrative or academic unit within the University, staffed by University employees acting within the scope of their employment. Also included in this group are the intercollegiate athletic department and teams, university committees, task forces, governance bodies, and councils.

3.15 Use: An individual or group’s presence, occupancy, activity, or event, in or upon the University's Facilities, which may be referenced in this policy as “Event”.

4. Policy Statements

4.1 General Provisions

4.1.1 Responsibility for scheduling Use of Facilities is delegated to University Events Scheduling and Communications in accordance with the Procedures for Facility Use Policy and with the following exceptions:

  1. The scheduling of Instructional Space for academic courses and/or course-related activities, which is delegated to the Office of the Registrar;
  2. The scheduling of Assigned Space that is delegated to a specific University Unit;
  3. The scheduling of Residential Space, which is delegated to the Director of University Housing; and
  4. The scheduling of Facility Use by any Non-University Group, which is delegated to University Conference and Event Services, unless the Facility is Assigned Space that has been otherwise delegated to a specific University Unit.

4.1.2 All Use of Facilities, including Use of Assigned Space, must be recorded in the University space scheduling system and approved by the Responsible Administrator. Questions regarding campus gatherings, reservations, and other Use of Facilities shall be routed to the Chief of Police and the Responsible Administrator. Space reservations, including use of Assigned Space, must be made at least twenty-four hours in advance of Use. This record will assist Support Service units in their efforts to communicate emergency messages as well as meeting locations to University Guests, when necessary. It will also provide information on the availability and use patterns of Facilities. It is the responsibility of all University Units to make information regarding the planned usage of their space accessible to other groups. Support Services for large gatherings, may include the need for identified safety personnel.

4.1.3 Any Facility Use or Events that meet any of the following criteria must be coordinated through University Conference and Event Services:

  1. Summer camps;
  2. Events or Uses involving minors; and
  3. Events or Uses involving more than one Facility.

4.1.4 Events that are scheduled for any academic year prior to the official release of athletic schedules for competitions that occur in Facilities used to host intercollegiate athletic contests may be subject to cancellation, rescheduling, or relocation at the University’s discretion. If it is determined that University Units cannot support both events, NCAA intercollegiate athletic contests will have priority and other events may be asked to reschedule or relocate.

4.1.5 Once reserved, the Facility Use will generally not be rescheduled or moved. However, the University reserves the right to move any group or individual to another Facility or reschedule that Use to accommodate the needs of groups assigned a higher use priority by this policy. In the event the University moves or reschedules the Use, the University will provide a reasonably similar location or time for that Use and will provide notification and explanation of the reason for the change. The University will not move or reschedule a Use based on the content or viewpoint of the Use or based on reactions to the Use.

4.1.6 A reserved Use shall have priority over any unscheduled Use, even when reserving space is not required by this policy.

4.1.7 Camping, including any overnight sleeping in non-Residential Space (such as vehicles, tents, hammocks, buildings, etc.), or overnight gatherings in Facilities that are not Residential Spaces are not permitted without prior written approval as provided in Section 4.1.2.

4.1.8 Fronting is prohibited. If it is determined that a person or group is Fronting for a different person or organization, the Use or event may be canceled immediately. If it is discovered after the fact that a member of the University community fronted for a group or organization, both will be liable for fees and damages created as a result of the Use or Event, including preparation for that Use or Event.

4.1.9 Outdoor assemblies or Events may not take place within fifty (50) feet of any Facility without prior written approval as provided in Section 4.1.2, except as otherwise provided under applicable University Policy, including Policy 106.2 Tailgating. No assembly or Event may be conducted if it interferes University activities, including disruption of the academic, teaching, research, and service mission of the University.

4.2 Priorities in the Scheduling of Space by Groups

4.2.1 Instructional Space Scheduling

  1. Consistent with the University’s mission, academic classes, research, and Extension Activities will have the highest priority for the Use of Instructional Space. The University Unit that is primarily assigned to the Instructional Space has priority over other University Units and activities.
  2. A University Unit’s Use for activities other than academic classes, research, and Extension Activities, will have the next highest priority in the use of Instructional Space.
  3. Recognized Student Organizations and University students will have the next highest priority.
  4. University-Associated Entities will have the next highest priority.
  5. University-Sponsored Groups will have the next highest priority.
  6. Non-University Groups will have the lowest priority.

4.2.2 Student Affairs Space Scheduling

  1. Student Affairs is responsible for scheduling the following Facilities: Plemmons Student Union.
  2. Recognized Student Organizations and University students will have the highest priority for the Use of the Student Affairs Facilities.
  3. University Units will have the next highest priority.
  4. University-Associated Entities will have the next highest priority.
  5. University-Sponsored Groups will have the next highest priority.
  6. Non-University Groups will have the lowest priority.

4.2.3 University Units funded from sources other than state appropriations may set their own priorities for Facilities other than Instructional Space and Student Affairs Facilities.

4.3 Activity Not Requiring Reservations or Approval

4.3.1 Unscheduled Uses may occur by Recognized Student Organizations, University students, and University employees provided that the Use does not interfere with University activities or any events or functions for which the occupied Facility has been reserved in advance. Recognized Student Organizations, University students, and University employees should make reasonable effort to notify the Responsible Administrator as promptly as possible for unscheduled Uses such that the University may be able to facilitate the provision of Support Services.

4.3.2 To avoid space conflicts, however, all individuals and groups on campus are urged to reserve space for such its Use through University Events Scheduling and Communications. A group that has reserved such space shall have exclusive use during the period of the reservation.

4.3.3 All such Use must be conducted under the following conditions:

  1. Without sound or light amplification unless coordinated with University Events Scheduling and Communications prior to the Event or Use;
  2. In a manner such that regular instructional activities are not disrupted;
  3. In a place at least five feet away from a street curb and in a manner such that campus pedestrian and automobile traffic are unimpeded; and
  4. In a manner such that members of the University community not participating in the Use may proceed with their normal activities and are not unreasonably disrupted in their offices and classrooms.

4.4 Exceptions: The University may make exceptions to this policy, but only where doing so significantly furthers the University’s mission. Any request for an exception must be sponsored by a University Unit and must clearly demonstrate how granting the exception will significantly further the University’s mission. Any such exceptions must be approved by a Vice Chancellor or a Vice Provost or their designee.

4.5 Enforcement: Failure to adhere to this policy may result in one or more of the following sanctions:

  1. Formal warning letter;
  2. Loss of future Use of University Facilities;
  3. Loss of future opportunities for formal sponsorship activity;
  4. Loss of future opportunities to sign sponsorship agreements with student organizations;
  5. Loss of opportunities to sign future contracts with the University; and
  6. Loss of access to University-sponsored events.

Violation of state or federal law in the course of utilizing University Facilities as contemplated herein will result in a referral to Student Conduct and/or Human Resources and may result in disciplinary action up to and including expulsion, suspension, termination, or trespass from University property.

Administrative Unit Contact

Office of Student Affairs
Student Affairs
828-262-2060

Office of Academic Affairs
Academic Affairs
828-262-2070

Appalachian Department of Public Safety
Appalachian Department of Public Safety
828-262-2150

History

Issued:

September 22, 2004

Revised:

January 22, 2015
September 23, 2016
June 21, 2017
August 18, 2017
September 30, 2020
October 26, 2022
October 10, 2023
May 1, 2024
December 10, 2024

Retrieved from "https://policy.appstate.edu/index.php?title=Facility_Use_Policy&oldid=26492"