Use of College Facilities Procedures
I. Policy Statement
Central Piedmont is a publicly supported higher education institution, established to serve the education and training needs of Mecklenburg County. Its properties are public spaces, and its facilities were constructed with public funds. As such, the College will cooperate with community, religious, government, civic, educational organizations, and businesses by making available the use of its facilities, where practicable.
II. Guidelines and Procedures for Outside Users
A. General Users
- The Vice President for Finance and Administrative Services, upon consultation with the President, and working with the appropriate Vice President, campus dean or administrator, may approve a request for rental of a facility. The Vice President or designee will be responsible for its coordination.
- Rental fees will be quoted from the most current College schedule of rental fees.
- 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.
- The College reserves the right to retain any portion or all of the rental fees paid, should the contract be broken prior to use of the facility.
B. Public and Private Higher Education Institutions
- College instructional space may be used by public and private higher education and secondary institutions on a rental basis.
- Rental fees will be negotiated with all educational entities, accounting for their ability to pay.
- The public or private institution must execute a contract with the College and abide by all terms and conditions therein.
C. Private Businesses
- In accordance with North Carolina General Statutes 66-58(c), 115D-20(12), and 1H SBCCC 400.3(d) and 600.1, 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 equipment to customers or potential customers of the business enterprise. In addition, the College can make use of its facilities to a private business enterprise, conditioned upon entering into a written agreement prior to providing any services, which may include costs to the college for the use of both facilities and personnel.
- Business enterprises are permitted this limited use for up to three years following the donation, unless the President of the College approves a different time period.
- Demonstrations of equipment must be scheduled during normal operating hours of the College, not disrupt or interrupt instructional classes, and be approved by the dean of the appropriate program. Appointments must be made at least two weeks in advance. A representative of the College is required to be present at all times during the demonstration.
- As required by law, the Vice President for Academic Affairs will submit an annual report regarding the use of facilities by business enterprises that have loaned or donated instructional equipment.
III. Guidelines for Central Piedmont Groups or Individuals
The College will cooperate with Central Piedmont-affiliated student, faculty, staff, and educational organizations by making its facilities available for use. College groups or individuals wishing to use College facilities should contact the Office of the Vice President for Finance and Administrative Services. Under the following conditions, the College will endeavor to provide access to and use of Central Piedmont facilities, consistent with Board Policy:
A. Student Organizations
- Central Piedmont facilities may be used by College-sanctioned student organizations when such use does not interfere with or disrupt the College's academic program and services and is not inconsistent with the instructional mission of the College.
- College-sanctioned student organizations must have a constitution on file with the director of Student Life and be recognized as a qualified student organization.
- A qualified student organization must schedule the use of a College facility through its College advisor. It is the advisor's responsibility to complete arrangements by contacting the Office of the Vice President for Finance and Administrative Services. The Vice President or designee will coordinate logistics with the appropriate campus dean or administrator.
- The student organization advisor must notify the director of Security Services to open doors and secure the facility after use.
B. College Employees or College Organizations
- Central Piedmont facilities may be used for College-affiliated activities when the activity does not interfere with or disrupt the College's academic program or services, and is not inconsistent with the instructional mission of the institution.
- Arrangements made for College-affiliated activities in campus facilities must be scheduled with the Office of the Vice President for Finance and Administrative Services or designee and the appropriate campus dean or administrator.
- The sponsor of that activity must notify the director of Security Services to open doors and to secure the facility after use.
IV. Guidelines and Procedures for Central Piedmont Users of Performance Facilities
Central Piedmont employees or 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. Under the following conditions, the College will endeavor to provide access to and use of Central Piedmont facilities, consistent with Board Policy:
- The premises must be vacated no later than 11:00 p.m., unless pre-arranged terms and conditions are established in the contract.
- The renting institution or agency will be responsible and liable for any damage caused to College premises, other than ordinary wear and tear.
- College premises will be used only for the purpose stated in the application and confirmed in the written contract. Any illegal use of facilities, including, but not limited to, gambling, possession of alcohol, illegal drugs, weapons, firearms, or disorderly conduct is not permitted. In the event of such illegal activity, the College reserves the right to pursue legal action.
- The user of College facilities for political activities must follow the guidelines stipulated in Elected Public Officials and Candidates for Public Office: Permission to Speak on Campus Procedures.
- All free speech, public assembly, and distribution or petitioning activities for the purposes of expression and dissent are regulated under Policy 2.17 Free Speech, Public Assembly, and Distribution/Petitioning Policy Guidelines and Procedures.