Building Use Policies And Procedures

This SUNY Potsdam Facility Use Policy is to be interpreted and applied in accordance with the Mission of SUNY Potsdam. Campus buildings are college community facilities. In determining space availability, priority will be given to the needs of academic programs. No campus building is intended for the sole use of the occupants of that building.

The Center for Lifelong Education and Recreation (CLEAR) coordinates campus wide use of campus facilities by college-affiliated and off-campus groups (see definitions below). Requests for such use and further coordination of the programs will be handled in that office by the Conference Coordinator. For information about using space on the SUNY Potsdam Campus, please call CLEAR at 267-2167 or visit their website at http://www.potsdam.edu/community/clear. CLEAR may designate alternate space managers to coordinate this process.

Additionally, any workshops, non-credit classes, camps, instructional programs, conferences or other opportunities designed for community members, whether they be adults or children, that take place on the SUNY Potsdam campus must be coordinated through staff in the CLEAR Office. Coordination by CLEAR may include, but is not limited to, the following items: training and ensuring adherence to College policies related to child protection/supervision and mandatory reporting of abuse; contract management to protect the College from liability; all aspects of the registration process: billing, fee collection, and appropriate receipting to customers; program
marketing; publication and printing of materials; arranging for dining services; coordination of campus signage; and coordination of campus parking.

Credit Card Marketing - SUNY Potsdam prohibits the advertising, marketing, or merchandising of credit cards on campus to students, unless expressly authorized and registered by the Chief Student Affairs Officer or designee. Registrants will be limited to specified dates and areas and are prohibited from offering gifts to a student in exchange for completing a credit card application.

In making SUNY Potsdam facilities available to off campus groups, it is the College's intent not to compete with private businesses whose facilities can accommodate the group's needs.

Definitions

1. "Facilities" include University controlled (owned or leased) land, structures, buildings, equipment and furniture.
2. "Non-commercial organizations" shall be deemed to include:
   1. Federal, State or local governmental units, departments and agencies.
   2. Charitable, civic, community, cultural, educational, entertainment, industrial, labor, political, professional and recreational organizations and businesses whose activities are consistent with and in furtherance of University purposes.
3. “Commercial organizations” shall be deemed to include any for-profit organization. Commercial organizations utilizing campus space may not compete with the activities of PACES, the SUNY Potsdam College Foundation or other campus-related entities.
4. “Private individuals and groups” shall be deemed as a person and/or group that is not affiliated with a non-commercial or commercial organization as defined above.

Categories of Users

1. On-campus - Officially recognized organizations, clubs and College Departments whose activities are sponsored, planned and conducted by their members or staff and whose events or programs are designed for and open to SUNY Potsdam faculty, staff and/or students.
2. College-affiliated - Professional academic and educational organizations whose members include SUNY Potsdam faculty or staff that are:
   1. Requesting space, support and service for workshops, seminars, meetings or conferences
   2. Requesting facilities for tournaments, events, games, etc.
3. Off-campus - Organizations or groups external to the College. This category includes public school affiliated groups, health-related social service organizations, youth organizations, small businesses, industry and training agencies, private individuals/group, and so forth that are:
   1. Requesting space, support and service for workshops, seminars, meetings, receptions/dinners, or conferences
   2. Requesting facilities for tournaments, events, games, etc.

Procedure

1. On Campus Users:
   1. All inquiries from on-campus groups shall be directed to the appropriate Building Administrator(s) and/or Space Coordinator(s) for the spaces required.
   2. The Building Administrator/Space Coordinator will make the decision as to the appropriateness of the request and the availability of space, and will inform the requester of the decision. It will be the responsibility of the event organizer or building administrator/space coordinator to inform appropriate offices/departments of the intended use. i.e. University Police, custodial staff, etc.
       
2. College - Affiliated and Off-Campus Users:
   1. All inquiries from college-affiliated and off-campus groups for use of College facilities for classes, workshops, seminars, meetings, conferences, dinners and other special events or activities should be directed to the Conference Coordinator or designee.
   2. Upon receipt of the request for space, the Conference Coordinator or designee, after consultation with appropriate campus personnel regarding the availability of space/food service, will approve or deny the request.
   3. Following approval of facilities use, the Conference Coordinator or designee will coordinate the event, including issuing of a contract and establishment and collection of fees (if appropriate). It will be the responsibility of the Conference Coordinator or Designee to inform appropriate offices/departments of the intended use. i.e. University Police, custodial staff, etc.

Facilities Charges

1. On-Campus:
   Charges for facilities use will be waived for On-Campus groups, organizations and departments. Groups may be charged for any other fees encumbered by the event for use of space, services or resources.
    
2. College-Affiliated Users and Off-Campus Users:
   Facility use fees for Standard (one time or occasional use) or Frequent Users will be charged to all college-affiliated and off-campus organizations or groups based on the attached fee schedule and may be modified or waived at the discretion of the Building Administrator or Conference Coordinator/Designee. Groups will also be charged for any other fees encumbered by the event for use of space, services or resources.

Appeals

Any decision may be appealed to the Appeals Board for Campus and Facility Use, consisting of the Assistant Vice President for Facilities, The VP for Business Affairs and the Dean of Students. Any appeal must be made in writing with copies to each member of the Appeals Board within (3) business days of the rendering of the decision by the building administrator or Conference Coordinator. The decision of the Appeal's Board will be given in a timely fashion and is final.