Operational procedures and regulations regarding scheduling events beyond normal building operating hours in the Kent student center
(A) Purpose. The Kent student center operates to maintain as flexible a schedule as possible in order to provide maximum service to groups using the facility. So that we may continue this policy, while at the same time keeping staffing and operational problems at a minimum, the following procedure shall be adhered to when scheduling events in the Kent student center beyond normal building operating hours.
(1) Scheduling events.
(a) All requests for the use of Kent student center facilities beyond normal building operating hours must be approved by the operations department before the event is confirmed. After the request is received by operations, the appropriate contacts will be made to determine:
(I) If adequate building and security staff can be provided for the specified time period;
(II) The effect the additional hours will have on building maintenances and cleaning; and
(III) The effect the additional hours will have on other scheduled events.
(b) A decision will then be made as to whether the request should be approved. All requests that also include requests for food must be discussed with the food service manager for special events before the event can be approved. Notification of the decision will be made in written form within forty-eight hours from the time the request is received. The approval form will be kept on file in the operations office, with copies distributed to scheduling, operations staff, maintenance and custodial, the assistant director of the Kent student center, and when necessary, food service.
(c) Approval by operations signifies that the request for use of building facilities can be honored, and the event can be confirmed. To avoid confusion as to what time events should be terminated, events should be confirmed as: "event to end at 1:30 a.m., participants to be out of the building by 2 a.m."; or "event to end at 2:30 a.m., participants to be out of the building by 3 a.m."
(d) A copy of all confirmations for events beyond normal building operating hours should be sent to operations, assistant director of the Kent student center, maintenance and custodial, and when necessary, food service.
(e) Requests by groups wishing to schedule events for a total semester will be handled in the same manner as individually scheduled events.
(2) Schedule changes and cancellations.
(a) The operations department and the assistant director of the Kent student center should be notified immediately of any cancellations of events scheduled beyond normal building operating hours so that appropriate staffing adjustments can be made. Groups canceling events within forty-eight hours of event time will be held responsible for any charges incurred because of staff, facility or equipment commitments.
(b) Requests for date or time changes of events beyond normal operating hours should not be confirmed until the procedure for approval of such events has again been followed.
(c) The food service manager for special events should be notified immediately if food service is involved in a canceled event or a request for a time or date change.
(a) Campus groups.
(I) Charges for the use of facilities beyond normal building hours by campus groups will be determined by the number of Kent student center staff and security staff needed for adequate building coverage and, therefore, will vary according to the location and type of event. Charges may also vary according to the availability and use of student personnel.
(II) Groups scheduling events beyond normal building operating hours, but leaving before the scheduled ending time, will be held responsible for charges incurred because of staff commitments to the scheduled ending time.
(b) Off campus groups.
(I) Charges for use of facilities beyond normal building operating hours by off-campus groups will be assessed according to the type of event; the need for special equipment, special setups or other special services; and the staff needed to give adequate coverage to the event.
(II) The charges should be approved by the Kent student center director or designated representative.
(C) Disciplinary action. All groups using university space are expected to adhere to all university policies, regulations, guidelines and all local, state, and federal laws, which includes adhering to scheduled event times and properly canceling events. Upon satisfactory proof that an organization has violated any such university policy, rule, or regulation, the organization may be subject to disciplinary action. University departments and nonuniversity groups will be subject to administrative sanction. Groups will also be held responsible for any expenses incurred due to infractions. The basic procedure will be:
(1) First offense within one academic year. A letter will be issued to the organization with a description of the incident and an explanation of any charges that are to be billed to the group because of the incident.
(2) Second offense within one academic year. A letter will be issued to the organization with a description of the incident and an explanation of any charges that are to be billed to the group because of the incident.
(3) Third offense within one academic year. A letter will again be issued to the organization, and a student conduct incident report will be completed and filed with the office of student conduct programs.
Effective: June 1, 2007
Prior Effective Dates: 11/4/1977, 10/5/1979, 9/26/2005