Policy Number: 11

Use of University Facilities

Subject:

Use of university facilities by internal and external users

Scope:

All users of university facilities.  Applies to facilities other than Special Use Facilities (See HOOP Policy 211 Special Use Facilities).

Date Reviewed: April 2013

Responsible Office: Auxiliary Enterprises

Responsible Executive: Vice President and Chief Auxiliary Enterprises Officer

I.     POLICY AND GENERAL STATEMENT

No person, organization, group, association or corporation may use property or buildings owned and controlled by The University of Texas Health Science Center at Houston (“university”) for any purpose other than in the course of the regular programs or activities related to the role and mission of the university or in a way not authorized by The University of Texas System Board of Regents' Rules and Regulations or applicable law. Use of university grounds or facilities for the purpose of solicitation is generally prohibited unless specifically authorized by the Regents’ Rules, Series 80103 and HOOP Policy 165 Solicitation on Campus.

This policy does not apply to designated Special Use Facilities.  See HOOP 211 Special Use Facilities

II.     PROCEDURE

A. Permitted Users

1. Registered student, faculty and staff organizations of the university or recognized alumni associations whose fund-raising activities are dedicated to the benefit of the university may use the institution's buildings and grounds in compliance with university regulations and reservation procedures.  They may not, however, enter into joint sponsorship of on-campus projects with individuals or groups that are not registered with or recognized by the university.

2. Individuals or groups that are not registered with or recognized by the university (“non-university entity”) may only use university facilities at the invitation of the university and pursuant to an approved joint sponsorship with a department or subdivision of the university, and such facility uses shall be subject to the review and administration of Auxiliary Enterprises. Use of university facilities by a non-university entity must be approved by the President, or designee. Such use of facilities must not result in private gain for the non-university entity, and the non-university entity must be a not-for-profit organization. All conditions governing the sponsorship are set by the university.  Further, the use of the facility must be in direct supplement and benefit to the university's or The University of Texas System's educational purposes. Programs and activities of the university shall always have priority over programs or activities that are jointly sponsored.

B.  Compensation for Use

Any and all users of university facilities must compensate the university for any and all additional expenses incurred by the university as a result of the use of facilities by such users, including, without limitation, any and all additional utilities fees, cleanup and maintenance costs, and salaries for additional law enforcement, security or support personnel. The university may engage additional law enforcement, security or support personnel in its sole discretion in connection with any use of facilities. Such expenses shall be invoiced to such users, and such users must agree to pay for such expenses prior to the use of university facilities. Any and all users of university facilities must execute any and all documentation required by the university in its sole discretion regarding use of facilities, and the university may revoke its permission for such use of facilities if the prospective facility user fails to execute documentation required by the university.

C. Conditions of Use

Non-university entities that use university facilities are subject to and must comply with the following conditions of use:

Individuals who are on any property or in any building or facility owned or controlled by the university and/or The University of Texas System may not refuse to identify themselves in response to a request from any official of the university including, without limitation, administrative, law enforcement or security personnel.

D. Process

Registered student, faculty and staff organizations, or recognized alumni associations whose fund-raising activities are dedicated to the benefit of the university that wish to reserve university facilities must submit an application to Auxiliary Enterprises for authorization to use the space.  If the application is denied, such organization or association may appeal that decision to the chief officer of Auxiliary Enterprises, who shall make final and binding determinations regarding the use of university facilities by such organizations or associations. Should a reservation conflict arise, priority will be given to those activities that promote the university's educational, research, outreach, service, cultural and recreational programs. Auxiliary Enterprises will confirm the reservation with the sponsor, provide the sponsor with a copy of the rules that govern the use of the space, and forward copies of the approved application to security and to the appropriate housekeeping service.

Any organization granted permission to use university facilities must assume responsibility for the care and maintenance of those premises during the event. The sponsor will be liable for any damage that may occur in the course of the activity. Proper maintenance of the premises includes not only preservation from damage, but also provision of a thorough cleaning at the conclusion of the activity.

Students or employees who violate university policies and regulations concerning its facilities will be denied access to those facilities and be subject to appropriate disciplinary action. Other individuals may be subject to criminal prosecution.

III.     CONTACTS

ContactTelephoneEmail/Web Address
Auxiliary Enterprises 713-500-8400 http://www.uthouston.edu/auxiliary-enterprises/contact-us/