Executive Memorandum 97-20

CSU, Chico Seal

__________________________________________
July 15, 1997

EXECUTIVE

MEMORANDUM

97-20

__________________________________________

From:

Manuel A. Esteban, President

Subject:

Executive Memorandum 97-20, Policies and Procedures for University Facilities Allocation and Use

The attached document, Policies and Procedures for University Facilities Allocation and Use, has been adopted by the Cabinet and is to serve as the University's guideline for campus space allocation and facilities utilization.

Specific questions related to the policies or procedures should be directed to the Chair of the Space Administration Committee (SAC), Dr. George Johnson, or the Committee on Facilities Utilization, Mr. Robert Sneed. Any items needing additional appeal should be brought to the attention of the appropriate vice president for resolution.

Table of Contents
Authority for Space Allocation and Facilities Utilization
Policy Statement
Operational Guidelines
Physical Education Facilities
1. Policy Statement
  1. Priorities in Facilities Scheduling and Conflict Resolution
  2. Priorities Scheduling for Maintenance
2. Operational Guidelines
3. Special Considerations
  Policies and Procedures for
  University Facilities Allocation and Use

The following statement of policy regarding university facilities allocation and use is prepared as a consolidation and update of previous policy on this subject and shall supplant those documents. Specifically, this document replaces EM 79-24, 82-03, 90-03, 92-04, and the memorandum entitled "Transfer of Athletic, Club Sports, and Recreational Sports from Academic Affairs to Student Affairs" dated February 1992.

AUTHORITY FOR SPACE ALLOCATION AND FACILITIES UTILIZATION
1. All university facilities are allocated for supervision, further assignment, use, and/or scheduling purposes under the authority of the President. The President appoints members of the Space Administration Committee and the Committee on Facilities Utilization and may grant exceptions to the policies and procedures described below.
2. The Space Administration Committee (SAC) is established by the President to 1) advise and recommend policy and executive actions on matters regarding the long-term allocation of space and facilities and 2) assist in campus physical planning and preparation of major and minor capital outlay projects and other university projects affecting the Space and Facilities Data Base (SFDB).
  When requests for space or adjustments in allocations and issues of space supervision and scheduling authority for facilities involve different vice-presidents, or when the actions of one area may affect another, requests are referred to the Space Administration Committee. Space and facility issues which are strictly within a vice presidential area of responsibility, and which do not affect another vice-president's programs or space or change the SFDB classification or general use of the space, are determined by that vice president.
3. The Committee on Facilities Utilization (CFU) is established by the President to review and recommend policy governing the short-term scheduling and use of university facilities. It establishes procedures for implementing policies and guidelines for facilities scheduling. It will serve as the referral and review body for adjudicating disputes arising from facilities use, policies, and procedures and may make temporary exceptions or adjustments to established policy to meet specific scheduling problems or issues. Such exceptions from established policies and procedures will be reported to the appropriate vice presidents at the earliest opportunity.

POLICY STATEMENT

Glossary of Terms:

University Organization - A CSU, Chico organization funded by the State of California, the University Foundation, or the Associated Students.
University Recognized Organization - An organization not funded by the State of California, the University Foundation, or the Associated Students but formally recognized as performing an activity which supports or relates to the University. Some of these organizations may maintain accounts with one of the university organizations. Recognized student organizations are authorized by and registered in the Student Activities Office (e.g. , fraternities, sororities, student interest groups). Other recognized organizations are authorized and registered by the University Relations Office (e.g. , Chico State Associates, Wildcat Century Clubs, Bravo).
University Affiliated Organization - Includes both University Organizations and University Recognized Organizations.
Non-Affiliated Organization - An organization that does not fit into the categories of University Organization or University Recognized Organization.
Sponsorship/Sponsored By - All activities using university facilities must be sponsored by the head of a University Organization. This includes the activities of Non-Affiliated Organizations. Sponsorship means full engagement and responsibility on the part of the University Organization. A responsible manager or employee from the sponsoring organization must be fully knowledgeable about and participate in the planning, arranging, and supervision of the event. This person or an appropriate designee must be present during the event to help coordinate a university response if problems arise. An organization that sponsors an activity is accountable for the economic consequences of the sponsored activity (i.e. , damages or extraordinary costs that are a result of the activity). Sponsoring an organization does not change the sponsored organization's status for the purposes of these policies. For instance, when a Non-Affiliated Organization is sponsored by a University Organization, that sponsored organization does not gain the right, privileges, or priorities of the sponsoring University Organization for reservation, fee payment, or contract arrangements.
Official University Hours - Official university hours are identified in an annual addendum to this document,"University Facilities Use Charges and Scheduling Guidelines. " In general, official university hours are those hours when the majority of university programs are scheduled to occur and when utilities will normally be available without special arrangements or extraordinary cost.
It is the policy of California State University, Chico to make maximum use of its physical facilities. The first priority for physical facilities is always instructional use. However, when facilities are not required for instructional use, they may be available for other activities if sponsored by university agents (university officers or designees, deans, or appropriate University Organization program directors). See definition of "sponsorship" in section II.A.
The policy of the University is to promote cooperation when demand for facilities conflict. All parties are encouraged to accommodate the needs of others whenever possible. However, when conflicts arise, the following functional priority list is utilized as the general guideline for all facilities scheduling and conflict resolution--except for physical education facilities (see section IV for PE facilities priorities).
1. Academic credit-granting courses, programs, support services, and activities
2. Instructionally Related Activities, including Intercollegiate Athletics and Recreational Sports;
3. University public events and AS-sponsored entertainment activities;
4. Other University Organization activities;
5. University Recognized Organization activities;
6. Non-affiliated Organization activities.
Academic courses and programs include regular degree credit courses or related programs offered by either Academic Affairs and Continuing Education or coordinated by the Office of Student Activities. Continuing Education non-credit programs shall be included in the category of "Other University Organization activities" for this purpose. Academic support services include information resources, testing and research, and outreach and retention services. Academic support services and activities are those of a college or department in direct support of the academic mission, including college and department faculty or committee meetings, additional or special class time, tutorial sessions, and like events.
Costs associated with the use of facilities may include a rental or lease fee, indirect and direct consumables, utilities charges, and personnel support charges. Some of the factors determining which organizations must pay to cover these costs are whether the University is budgeted to support the costs for the organization and whether the event takes place during official university hours when the costs would normally be covered by existing budgets. The following chart outlines the standard charging policy by category of organization:

State Funded

Fdn. Funded
A.S. Funded
University Recognized

Non-Affiliated

Official Hours

Other

Official Hours

Other

Official Hours

Other

Official Hours

Other

Official Hours

Other

Rental/Lease Fees

No

No

No

No

No

No

No

No

Yes

Yes

Indirect Consumables

No

No

No

No

No

No

Yes

Yes

Yes

Yes

Utilities

No

No

No

Yes

No

Yes

Yes

Yes

Yes

Yes

Direct Consumables

No

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Personnel

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

An addendum to this policy, "University Facilities Use Charges and Scheduling Guidelines" shall be prepared by CFU for adoption by the university officers. The addendum may be developed by CFU in consultation with any advisory groups or individuals it determines appropriate. This addendum will define all terms including official university hours, conditions, fees, and charges associated with facilities use as differentiated by the sponsoring agent, type of group or activity, facility desired, and the day and time of the activity or event. The addendum will define official university hours for the provision of heating, ventilation, air-conditioning, and other required utilities and services provided without charge as well as provide a guideline for scheduling facilities which are preferred for energy conservation, security, or other purposes outside of official university hours. The addendum may also specify activities or events for which there will be no facilities charges billed irrespective of the scheduling time or location. This addendum and any subsequent revisions will be approved by the President before it is implemented.
An organization that sponsors an activity shall be accountable for the economic consequences of the sponsored activity, such as damages or extraordinary costs that are a result of the activity.

OPERATIONAL GUIDELINES
1. Glossary of Terms
  
  Priority scheduling - Exclusive control, including "bumping" a lower priority reservation (except where additional policy has established a right for an entity or group to schedule a facility for a specific purpose at specific times, or a "special confirmed reservation" has been made).
  First come, first served - The first request for an available facility will be honored with no bumping allowed, except under the most dire of circumstances, and only with the specific permission of the Supervisor of Facilities Reservations or Chair of CFU.
  Bumping - Exercising the right to cancel someone else's reservation or create a deliberate room conflict to accommodate an organization's reservation.
  Special confirmed reservation - Confirmation provided in limited instances and in writing to an individual or unit indicating that its reservation may not be canceled except in an emergency or extreme hardship. A decision to provide or cancel a special confirmed reservation must be made by the Supervisor of Facilities Reservations or Chair of CFU.
  Advanced reservation - A reservation or request made early or in advance of an organization's priority scheduling period. Advanced reservations may be bumped by a unit with a higher order priority for scheduling during their priority scheduling period.
2. Academic Operations and the Facilities Reservation Office shall share scheduling responsibilities for all university facilities. Academic Operations will supervise and coordinate the scheduling of all academic classes and associated activities through the first week of each semester, or earlier, as arranged with Facilities Reservations. Facilities Reservations supervise and coordinate all non-academic scheduling at all times and additional academic scheduling after the first week of classes each semester. Facilities Reservations is responsible for coordinating, record-keeping, and reporting all non-academic facilities reservations and for related services, (e.g. , facilities management and security service requests, media arrangements, confirmations, contracts). All academic and non-academic reservations are recorded in the appropriate University Facilities Reservation data files, which are the authoritative source of facilities scheduling information for all units.
3. The following "Scheduling Calendars" and "Other Special Calendaring Provisions" shall serve as an operational mechanism for managing facility reservation requests. The priorities established in Sections II.C. and IV.A. remain in effect until the first come, first served date specified below, unless superseded by other portions of this document or specifically approved by the Supervisor of Facilities Reservations or Chair of CFU. The calendars below do not preclude making "advanced reservation" or earlier booking, nor a "special confirmed reservation" for facilities when the latter is approved by the Supervisor of Facilities Reservations or Chair of CFU.
  1. Scheduling Priority Calendar for the Academic Year:
    1. Academic Affairs and the Colleges and Departments shall have priority scheduling for academic credit-granting courses, programs, support services, and activities from October 15 until March 5 for the following academic year and have first come, first served scheduling thereafter.
    2. Continuing Education and The Testing Office have priority scheduling for academic credit-granting courses, programs, support services, and activities including testing from March 6 through April 15 for the following academic year and first-come, first-served thereafter.
    3. Intercollegiate Athletics, Public Events, and other offices supporting Instructionally Related Activities have priority scheduling for Instructionally Related Activities programs from April 16 to May 31 for the following academic year and first-come, first-served thereafter.
    4. University Public Events, The Associated Students through Student Activities, and Recreational Sports have priority scheduling for organized intramural activities and sports clubs, university public events, and AS-sponsored entertainment activities from June 1 to June 30 for the following academic year and first-come, first-served thereafter.
    5. All other users shall have first-come, first-served access for making facilities reservations beginning July 1 each academic year.
  2. Scheduling Priority Calendar for Summer Session:
    1. Academic Affairs, Continuing Education, and the Testing Office have priority scheduling for academic credit-granting courses, programs, support services, and activities including testing from October 15 to March 5 for Summer Session and first-come, first-served thereafter.
    2. Student Affairs, The Associated Students through Student Activities, Public Events, Athletics, and Recreational Sports have priority scheduling for Instructionally Related Activities and Intercollegiate Athletics, organized intramural activities and sport clubs, university public events, and AS-sponsored entertainment from March 6 through April 15 for Summer Session and first-come, first-served thereafter.
    3. All other users shall have first-come, first-served access to reservations beginning April 16.
  3. Other Special Calendaring and Facilities Reservation Provisions:
    1. This policy supports and encourages special arrangements, coordination, and cooperation for advanced booking of facilities when agreed to by all specific parties involved or affected by the arrangements. These arrangements shall be provided in writing to the Supervisor of Facilities Reservations or Chair of CFU for review and approval. When approved by the Supervisor of Facilities Reservations or Chair of CFU, these arrangements supersede specific provisions provided in this policy. They may include agreements between Public Events and the College of HFA for advanced booking of the theatres and agreements between Physical Education, Continuing Education, and Athletics involving the scheduling of summer camps and courses in PHED facilities.
    2. Reservations for "special public venues" (defined in Section III. F. 5. ) may be made at anytime up to two years in advance, with reasonable assurance that an event or activity will not be canceled or bumped unless emergency circumstances or extreme hardship dictate.
    3. "Special confirmed reservations" may be made from time to time at the discretion of the Supervisor of Facilities Reservations or Chair of CFU in advance of priority scheduling periods when circumstances dictate. Any potentially affected users will be informed in writing of any special confirmed reservation.
    4. Units may schedule their events and activities before their scheduling period, but such an "advanced reservation" may be bumped if the facility is needed by a higher priority unit during their "priority scheduling period" (see paragraph e. below).
    5. Parties responsible for "bumping" shall inform the Facilities Reservations Coordinator and the affected user in all cases. Everyone should make the greatest effort to respect and accommodate the needs of others and avoid "bumping" to the fullest extent possible. Appeals regarding the "bumping" are directed to the Facilities Reservations Coordinator for resolution of the issue or referral to the Supervisor of Facilities Reservations or Chair of CFU. Reservations are not "bumped" after their priority scheduling period except under dire circumstances and only with the written authorization of the Supervisor of Facilities Reservations or the Chair of CFU.
    6. The scheduling of facilities for planned maintenance and minor or major capital outlay projects is made as soon as possible, except in emergency situations or when conditions warrant immediate or preemptive access or facility closure by Facilities Management and Services. Downtime for planned maintenance or major or minor capital outlay projects is scheduled through Facilities Reservations by the department which manages the project as soon as the maintenance or construction period is anticipated or formally established. Bumping of scheduled events or activities made during their priority scheduling period for maintenance or capital outlay projects, and vice versa, shall be allowed only under dire circumstances and only with the written permission of the Supervisor of Facilities Reservations or Chair of CFU.
4. Special Considerations When Scheduling
  1. All reservations shall be for real or very probable events for specific dates and times and in specific facilities required. No "phantom" reservations, "blanket booking," or "overbooking" with respect to time or the amount of space needed is allowed. No more than the minimum facility and time needed may be reserved for any event unless other issues dictate or specific approval has been received from the Supervisor of Facilities Reservations or Chair of CFU.
  2. Special events or activities that require "special confirmed reservations" in advance of priority scheduling or "special events" that require last minute priority scheduling, such as an Athletic Post-Season Playoff, shall be accommodated with the specific approval of the Supervisor of Facilities Reservations or Chair of CFU. Every effort will be made to coordinate with other activities and units affected.
  3. Requests for use of university facilities by The Associated Students and student organizations originate in the Office of Student Activities which reviews, approves, and if appropriate forwards the request to Facilities Reservations for handling. This procedure may be amended as agreed to by The Associated Students, Office of Student Activities, Academic Operations, and Facilities Reservations.
  4. Restricted Hours. University buildings are not available for scheduling from 11 PM to 7 AM daily in order to provide custodial service. The pools are not available for scheduling from 6 AM to 7 AM for daily cleaning.
5. Standing Reservations
  1. Annual Shutdown of Electrical Distribution System
    
    The electrical distribution system is usually brought off-line during the first weekend in June. A "power shutdown packet" is available from the Facilities Management Work Control Center that identifies the specific buildings and equipment affected by the annual shutdown. The power shutdown occurs on the north side of the creek in odd years and on the south side of the creek in even years. No activities are scheduled in the affected buildings during a power shutdown.
  2. Rest and Renovation of fields/grounds/courts
    
    In order to renovate, re-seed, and repair sprinkler lines, the following fields are reserved for the referenced time periods:
    1. Soccer Stadium (4 wks): 2nd week of April through 1st week of May
      AJH recreational field (2 wks): First 2 weeks of June
      Baseball field (4 wks): 3rd week of September through 2nd week of October
      Fields 6 & 7 (4 wks): First 4 weeks of June
      Golf Green (3 wks): Last 3 weeks in June
      University Stadium/Track (6 wks): Begin July 5 for 6 weeks. Hockey Field (6 wks): Begin July 5 for 6 weeks. Archery Field (6 wks): Begin July 5 for 6 weeks
      Softball Field (4 wks): August 1-August 25
      Quad (3 wks): Last 3 weeks in June. Tennis Courts (3 wks): The tennis courts must be resurfaced/repaired and striped the last 3 weeks in July.
  3. AGYM 140 and SGYM 102
    The gym floors are refinished and re-striped annually--2 weeks prior to the Financial Aid arena set-up in the fall.
  4. Major Events
    Standing reservations shall be established for these events:
    1. Commencement occurs in the stadium during the last weekend of the spring semester and requires 2 weeks prior to the date for set-up and one week after for removal of equipment.
    2. Financial Aid Arena occurs the week before the start of classes each fall and spring semester, requiring 2 days before the event for set-up and 1 day after for takedown. The fall set-up is in AGYM 140; in the spring it occurs in SGYM 102.
6. Classification of Facilities
  
  For purposes of facilities scheduling, the following classifications and general treatment prevails. The "current classification" of a space in the Local Space and Facilities Master File (LSFM), which is maintained by Academic Operations, shall be the authority for determining a facility's classification except where additional sub-classifications are noted below.
  1. Lecture and Seminar Rooms (All rooms so defined in the LSFM)
    All lecture rooms are interdisciplinary facilities under the supervision and scheduling authority of Academic Affairs. All lecture rooms shall be scheduled in accordance with academic scheduling practice and procedure as specified in annual memos addressing Schedule Building Policies, Procedures and Timelines (e.g. , AAO 94-29). Specific rooms and times are allocated to the colleges for their own priority scheduling period from October 15 to approximately March 5 based on entitlement for such lecture stations. Additional academic support activities may be scheduled by academic units in lecture rooms during their priority scheduling period and thereafter on a first-come, first-served basis. These may include special additional study hall or tutorial time, preparation or set-up time in a classroom, and faculty meetings.
    After March 5 each year, available time in lecture rooms may be reserved for non-instructional uses by other users based on requests to Facilities Reservations in accordance with the calendaring schedule.
  2. Instructional Laboratories (All rooms so defined in the LSFM)
    All scheduling for instructional or research laboratories is the exclusive responsibility of the academic unit to which it is allocated. They may give permission for other units to use their facility and must assist with all arrangements for access and use of equipment.
  3. Universitywide Facilities (Defined here or designated in the future by CFU)
    Specific universitywide facilities with broad interdisciplinary and non-instructional uses, including AGYM 140, 204, SGYM 102, recreational fields, and the stadium, are treated in a similar manner as lecture rooms. They shall be specifically assigned for course scheduling during the academic schedule building period and then returned to Facilities Reservations for coordination of all subsequent non-instructional scheduling according to this policy.
  4. Conference Rooms (All rooms so defined in the LSFM)
    Two sub-classifications of conference rooms are determined by their assignment in the LSFM. "Private conference rooms" are those assigned to colleges or other departments for their exclusive use--similar to an instructional laboratory. "Universitywide conference rooms" are assigned to Facilities Reservations for scheduling and shall be treated the same as other universitywide facilities described above.
  5. Special Public Venues (Defined here or designated in the future by CFU)
    Special public venues, including Laxson Auditorium, the Alumni Glen, and lawn areas, are available at any time up to two years in advance for special confirmed reservations. These advanced reservations shall be reviewed and approved by the Supervisor of Facilities Reservations or Chair of CFU on a case by case basis, after consultation with the Director of Public Events.
  6. Other Auxiliary Organization Facilities
    Facilities owned by Continuing Education, The University Foundation, Alumni, The Associated Students, Housing, and other auxiliary facilities are to be scheduled according to the policies and procedures established by those organizations.
PHYSICAL EDUCATION FACILITIES

Physical Education Facilities are particularly in demand by many university groups, and these indoor and outdoor venues require particular security, supervision, and maintenance to assure their long-term use. Therefore, specific policies for utilization of these facilities are appropriate. These policies recognize the need for facilities to accommodate both instructional programs and support activities such as intercollegiate athletics, recreational sports, sports clubs, and public events.
1. POLICY STATEMENT
  1. In general, the following functional priorities are utilized in Physical Education facilities scheduling and conflict resolution:
    1. Academic credit-granting courses, programs, support services, and activities
    2. Instructionally Related Activities, including Intercollegiate Athletics;
    3. Organized intramural activities and sport clubs;
    4. University public events and AS-sponsored entertainment activities;
    5. Other University Organization activities;
    6. University-Recognized Organization activities;
    7. Non-Affiliated Organization activities.
  2. The University stadiums and field space have special scheduling consideration due to maintenance needs and are scheduled through Facilities Reservations using the following priorities:
    1. Academic Programs;
    2. Instructionally Related Activities and Intercollegiate Athletics;
    3. Regularly scheduled rest, recuperation, and maintenance of the fields;
    4. Authorized campus recreation (intramurals, recreational sports, sport clubs, student organizations, campus groups, Associated Students);
    5. Other University Organization activities;
    6. University Recognized Organization, including School Districts;
    7. Non-Affiliated Organization activities
    The University may enter into contractual relationships with other organizations for the use of facilities after taking into consideration the above priorities. Rest, recuperation, and maintenance is scheduled by Facilities Management and Services or other responsible parties through the Facilities Reservations Coordinator.
2. OPERATIONAL GUIDELINES
  1. The Chair of the Department of Physical Education, or designee, is responsible for course scheduling for the Physical Education Department and others who are requesting Physical Education facilities. Academic scheduling activities are coordinated and recorded through the normal academic scheduling procedures as provided by the Office of the Vice President for Academic Affairs. The Chair, or designee, is also responsible for making non-academic reservations requests for the Physical Education Department and providing follow-up services and service requests.
  2. The Director of Intercollegiate Athletics, or designee, is responsible for making non-academic reservation requests to Facilities Reservations for Intercollegiate Athletics, Recreational Sports, and other Student Affairs-sanctioned recreational programs and providing follow-up services and service requests.
  3. All other non-academic requests for Physical Education facilities will be directed to and handled by Facilities Reservations through the Facilities Reservations Coordinator, who consults with the Chair of the Physical Education department or Director of Athletics or their designees when appropriate.
  4. Once non-academic reservations for Physical Education facilities are confirmed by the Facilities Reservation Coordinator, Physical Education and Intercollegiate Athletics will be individually responsible for providing follow-up services as appropriate. These follow-up services include 1) additional confirmation and instruction to their faculty, coaches, and other constituents on the use of the facilities; 2) preparation and conveyance of set-up instruction, equipment requests, work-orders, and service requests to their own staff, Facilities Management and Services, the University Police, the Instructional Media Center, and others as needed; and 3) supervision of facilities to facilitate the activity or event and protect public safety and university property. Generally, this is done by the Department Chair or Director of Athletics or their designee, utilizing their clerical staff for collection and processing of the information and recording it in appropriate facilities management files.
  5. The Facilities Reservations Coordinator is responsible for maintaining and disseminating accurate scheduling information and for handling any contractual arrangements and facilities charges associated with a reservation of physical education facilities. The Facilities Management Data Base maintained by Academic Operations and Facilities Reservations is the authoritative source for all course and non-course facility reservations or bookings.
3. SPECIAL CONSIDERATIONS
  1. The following "special priority scheduling rights" have been established for physical education facilities and apply to the academic year only. These priority scheduling rights supersede those outlined under standard university scheduling priorities and are enforced during all priority scheduling periods from October 15 through June 30 preceding each academic year. After June 30 for any academic year, all units will follow first-come, first-served scheduling.
    1. PE/Athletic facilities will generally be scheduled as follows:
      
      Physical Education Department:
      Daily 8:00 AM - 11:50 AM and 1:00 PM-2:50 PM
      
      Intercollegiate Athletics and Recreational Sports:
      Daily 12:00 N-12:50 PM and 3:00 PM-11:00 PM and all holidays and weekends
    2. The following are exceptions for the Indoor Physical Education Facilities:
      
      AGYM 140 (Acker Gymnasium):
      Physical Education Department:
      Daily 7:30 AM-12:50 PM
      
      Intercollegiate Athletics:
      Daily 1:00 PM-5:50 PM
      
      AGYM 201 (Fitness Room):
      This facility shall be configured, maintained, and supervised by the Departments of Physical Education and Intercollegiate Athletics and Recreational Sports in a cooperative manner. In the event conflicts in scheduling occur, priority for scheduling shall be as follows:
      
      Physical Education Department
      M-F: 7:00 AM-5:50 PM
      
      Athletics and Recreational Sports
      M-F: 6:00 PM-10:50 PM, Sat & Sun: 8:00 AM-10:50 PM
      
      AGYM 204 (Dance Room):
      Daily 8:00 AM-5:50 PM
      Physical Education and Theatre Arts Departments will schedule AGYM 204 jointly, determining their own arrangements for sharing this facility equitably or submit to CFU for arbitration.
    3. The following are exceptions for the Outdoor Physical Education Facilities:
      
      Intercollegiate Athletics has priority scheduling at all hours over
      1. The Football Field (not including the track and field facilities)
        The Baseball Field
        The Soccer Field
        The Softball Field
      Physical Education has priority scheduling at all hours over
      1. The Tennis Courts
        The Handball Courts
      Facilities Reservations coordinates and directs scheduling authority for the recreational fields and lawn areas after May 15 each year.
  2. The following rules apply when scheduling university stadiums:
    1. No vehicular traffic is allowed in the stadiums. Equipment must be dropped off and picked up at the entrance gate to the stadium.
    2. Barbecues and cooking is limited to the northwest asphalt area of the University Stadium and to the picnic area of Nettleton Stadium.
    3. Tents which are staked must be set in the end zones of the football field in order to miss the sprinkler lines.
    4. No glass bottles or containers are allowed in the stadiums.
    5. Noise must be restricted from 11 PM to 7 AM.
    6. No tables, equipment, or cooking is allowed on the track. The track is limited to tennis shoe usage only.
    7. No smoking is permitted anywhere in the stadiums or university buildings.
    8. There are no sewer or electrical hookups in the stadium parking lot. All recreational vehicles must be self-contained.
    9. Lights will be available and must stay on all night if activities are occurring throughout the night.
    10. No campfires are permitted.
    11. No pets are allowed in the stadiums or in university buildings.
    12. Parking is restricted to the stadium parking lot. There is no parking allowed past the gates.
  3. Inclement Weather and Intercollegiate Athletic and Recreational Fields
    Use of fields may be canceled during inclement weather if the Manager of Grounds (or Director of Facilities Management and Services or other appropriate staff) and the Director of Intercollegiate Athletics (or other appropriate staff), in consultation with the event sponsor, determine that the fields will be damaged. If there is no agreement between the Manager of Grounds and Director of Intercollegiate Athletics, a final determination will be made by the Supervisor of Facilities Reservations or the Chair of CFU if time is available or by the highest available university administrator.
  4. Scheduling Physical Education Facilities during January Intersession and Summer Session requires special effort for coordination and accommodation. Program requirements are different from those addressed by the time blocks outlined in this document. For example, Intercollegiate Athletics activities normally continue from the fall semester through January Intersession. In these cases, historical precedent for scheduling shall be the guiding principle. Conflicts will be referred to CFU for adjudication.

From:	Manuel A. Esteban, President
Subject:	Executive Memorandum 97-20, Policies and Procedures for University Facilities Allocation and Use

	State Funded		Fdn. Funded		A.S. Funded		University Recognized		Non-Affiliated
	Official Hours	Other	Official Hours	Other	Official Hours	Other	Official Hours	Other	Official Hours	Other
Rental/Lease Fees	No	No	No	No	No	No	No	No	Yes	Yes
Indirect Consumables	No	No	No	No	No	No	Yes	Yes	Yes	Yes
Utilities	No	No	No	Yes	No	Yes	Yes	Yes	Yes	Yes
Direct Consumables	No	No	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Personnel	No	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes