6.15 Use of College Facilities Policy

See version history

I. Outside Users

A. Policy

The College will cooperate with community, religious, government, civic, educational organizations, and businesses by making available the use of its facilities under the following conditions:

1. The College point of contact for outside groups or individuals wishing to use College facilities is the associate vice president for Facilities.

2. The use of such facilities can only be granted when it does not interfere with or seriously inconvenience the College's program and is not inconsistent with the instructional mission of the College.

3. All organizations granted use of facilities must abide by all terms of the written contract signed by an authorized official of the approved group.

4. A contract must be signed/received and payment made, if required, at least 10 days prior to intended use.

5. The user must agree to comply with the regulations of the College in connection with the proposed use.

6. The user must present proof of public liability insurance, including general liability limits, covering the period of use. The proof must be attached to the contract and reviewed by Risk Management prior to the contract signing.

7. Waiver of the Insurance requirement and release of liability may only be recommended and endorsed by the College president or a member of the College Cabinet and must be coordinated through the associate vice president for Facilities.

B. Guidelines and Procedures for Outside Users

1. General Users

a. The associate vice president for Facilities, working with the appropriate campus dean or administrator, may approve a request for rental of a facility and will be responsible for its coordination.

b. Rental fees will be quoted from the most current schedule of rental fees.

c. At least 10 days prior to the date of intended use, renters must sign a contract agreeing to abide by all the terms and conditions of the contract and remit rental payment.

d. CPCC reserves the right to retain any portion or all of the rental fees paid should the contract be broken.

2. Public and Private Higher Education Institutions

a. CPCC instructional space may be used by public and private higher education institutions on a rental basis.

b. Rental fees will be quoted from the most current charge structure and formula recommended and published by the North Carolina Community College System.

c. The public or private institution must sign a contract and abide by all terms and conditions of the contract.

3. Private Businesses that Loan or Donate Instructional Equipment

a. In accordance with North Carolina General Statutes 66-58(c) and 115D-20(12), the Board of Trustees has authorized limited use of College facilities to private business enterprises that loan or donate instructional equipment to the College. This limited use of instructional equipment is for demonstrating the loaned or donated equipment to customers or potential customers of the business enterprise.

b. Business enterprises are permitted this limited use for up to three years following the donation, unless the president of the College (or his designee) approves a different time period.

c. Demonstrations must be scheduled during the normal operating hours of the College, must not disrupt or interrupt instructional classes, and must be approved by the dean of the appropriate program. Appointments must be made at least two weeks in advance. A representative of the College must be present at all times during the demonstration.

d. As required by law, the vice president for Learning will submit an annual report regarding the use of facilities by business enterprises that have loaned or donated instructional equipment. The report must be sent before September 1 to the North Carolina Community College System director for Administrative and Facility Services for presentation to the State Board of Community Colleges at its September meeting.

II. CPCC Groups or Individuals

A. Policy

The College will cooperate with CPCC-affiliated student, faculty, staff, and educational organizations by making its facilities available for use.

B. Guidelines and Procedures for CPCC Users

CPCC groups or individuals wishing to use CPCC facilities should contact the associate vice president for Facilities.

1. Student Organizations

a. CPCC facilities may be used by College-sanctioned student organizations when such use does not interfere with or seriously inconvenience the College's program and is not inconsistent with the instructional mission of the College.

b. College-sanctioned student organizations must have a  constitution on file with the director of Student Life.

c. A qualified student organization must schedule the use of a College facility through its advisor. It is the student organization advisor's responsibility to make arrangements by contacting the associate vice president for Facilities, who will coordinate with the appropriate campus dean or administrator.

d. The student organization advisor must notify the director of Security to open doors and secure the facility after use.

2. College Employees or College Organizations

a. CPCC facilities may be used for College-affiliated activities when the activity does not interfere with or seriously inconvenience the College's program and is not inconsistent with the instructional mission of the College.

b. Arrangements made for College-affiliated activities in campus facilities must be scheduled with the associate vice president for Facilities and the appropriate campus dean or administrator.

c. The sponsor of that activity must notify the director of Security to open doors and to secure the facility after use.

C. Guidelines and Procedures for CPCC Users of Performance Facilities

CPCC employees or CPCC student organizations requesting permission to use the Halton Theater or lobby, the Green outside of the Overcash building, Pease Auditorium, Bryant Hall, or Tate Hall should follow the procedures for renting these facilities at College Use of Performance Facilities.

III. General Guidelines and Regulations

1. The premises must be vacated no later than 11:00 p.m.

2. The user will be personally responsible for any damage done to College premises other than ordinary wear and tear.

3. College premises will be used only for the purpose stated in this application. Any illegal use of facilities including, but not limited to, gambling, possession of alcohol, illegal drugs, weapons, firearms, or disorderly conduct will not be permitted.

4. The user of College facilities for political activities must follow the guidelines stipulated in Policy 6.13 Elected Public Officials and Candidates for Public Office: Permission to Speak on Campus.

5. All free speech, public assembly, and distribution/petitioning activities for the purposes of expression and dissent are regulated under Policy 6.31 Free Speech, Public Assembly, and Distribution/Petitioning Regulations and are limited to designated outdoor areas only.

Changes approved by Cabinet on February 2, 2004; October 30, 2006; June 18, 2012