Handbook of Operating Procedures

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 Services. 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

Users of University facilities are subject to and must comply with the following conditions of use:

• The non-university entity or university user having non-university attendees shall indemnify, compensate and hold harmless the University and its personnel, as well as The University of Texas System and its Regents, for any claims, losses, damages or expenses arising from the use of University facilities, including any such claims, losses, damages or expenses claimed by third-party visitors, except to the extent such items arise from the gross negligence or willful misconduct of the University and its personnel.
• The non-university entity or university user having non-university attendees shall provide a certificate of insurance evidencing its provision of adequate insurance of the event in question.  Such insurance shall list the University as an additional insured and provide a waiver of subrogation in favor of the University. If a certificate of insurance is not available or satisfactory, a policy will be purchased by the university and paid by the user. 
• If any alcohol is served at the event in question, the non-university entity shall be solely responsible for procuring any and all necessary licenses (including without limitation licenses from the Texas Alcohol Beverage Commission) relating to such alcohol service and Liquor Liability Insurance in accordance with the second condition under conditions of use above.  All users must follow any and all University regulations relating to alcohol service (including without limitation those set forth in HOOP Policy 9 Alcoholic Beverages). The University of Texas Police - Houston personnel must be engaged for and in attendance at any events in which alcohol is served, and the non-university entity must compensate the University for wages and expenses for such personnel.
• In addition to any other payments required under this policy, the non-university entity must pay rental fees to the University as determined by the University department, institute or school that manages the building in which the event shall occur.
• The non-university entity shall execute any and all documentation relating to the foregoing as required by the University in its sole discretion, including, without limitation, a Facilities Use Agreement.
• In compliance with federal law, the university is required to report certain information pertaining to crimes and offenses on campus. See HOOP 87, Reporting Criminal Activity to Campus Police.  Accordingly, users of university facilities are required to promptly report any crimes or offenses occurring during the use of university facilities to UT Police – Houston at 713-792-2890.

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 Services for authorization to use the space.  All requests must be approved through the solicitation process by submitting a solicitation form at least two (2) weeks prior to the actual event and/or two (2) weeks prior to announcing an event.  These requests are reviewed by the “Solicitation Team” (usually once a week).  The “Solicitation Team” is comprised of individuals from the Office of Legal Affairs, Office of Institutional Compliance, Public Affairs and Auxiliary Services with input from other departments as needed.

If the application is denied, such organization or association may appeal that decision to the Auxiliary Services Officer, 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 Services 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.

E. Parking

The arrangement and cost for parking associated with the use of university facilities is at the discretion of Auxiliary Services – Parking Services and must be coordinated separately.

III. CONTACTS

• • Auxiliary Services
  • 713-500-8400
  • https://www.uth.edu/auxiliary-enterprises/contact

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