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Facility Usage (Policy Manual: Section 8210)

Shawnee Community College will attempt to make its facilities available for use by individuals and community groups in the district when possible. The following policies will be used in regulating the use of the College facilities.

Facility Usage Request Form

Guidelines to be used for request approval

  1. The order of priority of use of College facilities shall be:
    1. College instructional purposes as regularly scheduled.
    2. Non regularly scheduled College learning activities.
    3. Activities sponsored by the College.
    4. Activities sponsored by College organizations (including regional, state, or national activities).
    5. Activities sponsored by other non-profit educational or governmental institutions.
    6. Activities sponsored by local non educational, public community service agencies or organizations.
    7. Activities sponsored by local non educational, non public community service agencies or organizations.
    8. Activities sponsored by not for profit community groups.
    9. Activities sponsored by for profit community organizations.
    10. Other activities.
  2. The President of the college has final approval authority on facility requests.
  3. A fee shall be assessed to cover the cost of required maintenance, custodial, and security services provided to organizations in categories 6-10.
  4. Requests to use the facilities shall be submitted to the President's office of the College or his/her designated representative.
  5. All requests should be submitted to the College at least two (2) weeks in advance of the date requested. A signed facility use agreement must be signed by the authorized organizational representative and returned to the College at least one (1) week in advance of the event.
  6. Special consideration will be given to a request if the use requested is of an educational or community service nature.
  7. If the activity for which the facilities are being requested could lead to a riot or civil disorder, divisiveness or undue controversy in the College community, the request shall be denied as determined by the President or his/her designee.
  8. No activity shall violate any local, state, or federal laws.
  9. College facilities may be used for religious meetings in accordance with applicable College policies and state laws not to exceed two requests per fiscal year per religious organization. (Fiscal Year = July 1, xxxx - June 30, xxxx)
  10. No approval will be given for any activity that would advocate the violent overthrow of the government of the United States.
  11. The group using the facility must adhere to the same policies governing the use of the facility as the students, faculty, and staff. This means that alcoholic beverages and illegal drugs will be neither sold nor consumed on the campus.
  12. Smoking, which shall include inhaling the smoke from or possessing a lighted cigarette, cigar, pipe, or any other forms of tobacco or similar substance used for smoking or chewing, is expressly prohibited within all facilities owned, leased, or occupied by Shawnee Community College.
  13. At the College's request, it shall be the obligation of a user to obtain any insurance protection beyond the public liability protection carried by the College.
  14. Any changes in the number of people attending or the cancellation of this activity must be made to the Executive Office, extension 3260, at least 48 hours in advance. Failure to do so may result in the loss of future privileges to reserve rooms at Shawnee Community College, and/or a charge of $35.00.
  15. No dancing will be allowed without the use of a dance floor which can be rented from the college.
  16. If requested by the College, you must name Shawnee Community College in all advertising and promotional notices for the activity/event.

Special Facility Considerations

  1. Outdoor facilities may be open to use by the general public at all times when specific use is not being made of that facility by the College. Such use must conform to the general use for which the facility was constructed or maintained. The varsity baseball field, softball field, and pond are not for general use by the public.
  2. There shall be no hunting, collection, destruction, or removal of wildlife, plant or animal life, on or from the campus of the College except during special student/staff activities with the written approval of the College President.

EDUCATIONAL CENTER

Specific Policies

  1. No food, drinks, or candy are permitted in the education center.
  2. Only qualified personnel may be permitted to operate the stage lighting and sound reinforcement systems. Requests for a sound, light, or spotlight technician should be made through the Executive Office.
  3. All stage lighting instruments are to remain on the lighting bar.
  4. All props, scenery, costumes, etc. brought into the educational center for a production should be removed from the building immediately after the last show.
  5. Sandbags or weights must be used to brace props.
  6. Set construction: (a) painting should be done outside the stage area and drop cloths must be used. (b) sawing. Do as much sawing as possible outside. No power sawing allowed inside facility.
  7. Sponsors and/or facility users are responsible for supervising children attending auditions, set construction, rehearsals, etc.
  8. Ticket printing: (a) There are 492 fixed seats in the Educational Center. (b) Do not print more than 492 tickets.
  9. The use of candles or other open flames while using the facility will not be allowed.
  10. All scheduling of events for the Educational Center shall be scheduled no later than four (4) weeks prior to the event.
  11. The college shall have priority for Educational Center usage.
  12. The building usage policy of Shawnee Community College applies to the usage of this building, although an additional usage fee shall be assessed when special theatrical equipment is used.
  13. The Humanities Department shall make every effort to schedule all major events (concerts, plays, etc) no less than one (1) semester in advance of usage.
  14. Any changes in the number of people attending or the cancellation of this activity must be made to the Executive Office, extension 3260, at least 48 hours in advance. Failure to do so may result in the loss of future privileges to reserve rooms at Shawnee Community College, and/or a charge of $35.00.

Equipment Usage

  1. All equipment (power or otherwise) shall be turned off and locked when not in use.
  2. College trained personnel shall operate special equipment used.
  3. No unauthorized person shall handle lights, lift, batten, sound, or set construction equipment.
  4. All tools shall be locked up and are the responsibility of the person or persons in charge.
  5. Any alteration of the basic Educational Center setup shall be only by college personnel.
  6. Whenever the sound setup in the Educational Center must be altered, a college audio/visual technician must be present prior to any alterations in the system.
  7. The control booth must be kept locked when not in use and only authorized personnel will occupy the control booth.

General Guidelines

  1. A 24-hour period for clearing of the Educational Center area shall be adhered to for all events.
  2. The Educational Center area shall be kept locked at all times with keys readily available for authorized personnel.
  3. Flown scenery shall be changed only by college personnel and: only with person or persons in charge present; only in hard hats; only persons directly involved with counterbalancing shall be on stage.
  4. Outside groups shall either satisfactorily clean the Educational Center area of debris or pay an equitable cleanup fee. Weekend usage of the Educational Center may necessitate an extra janitorial charge.
  5. All fire and safety regulations shall be strictly adhered to.
  6. The person or persons in charge shall be responsible for any damage to building or equipment.

The above statements of policy are to make the Educational Center available on fair and equitable basis and to provide the maximum safety and security for personnel and equipment while maintaining the facility in excellent condition.

FACILITY / TECHNICAL FEES

The following fees per use will be assessed to groups identified in items F-J above for room usage during the academic year and adjusted thereafter:

River Room (maximum seating 54 w/tables & chairs 75 chairs only)

$50.00

Board Room (maximum seating 20)

$25.00

Cafeteria

$150.00

Educational Center (maximum seating 492)

$150.00

Atrium (K or L)

$150.00

Observation Deck

$50.00

Gymnasium

$150.00

Classrooms (special setup) (maximum seating varies up to 35)

no fee

Sound/Lighting Technician

$15.00 per hour

Teleconference Setup Fee

$25.00

Cancellation Failure Fee

$35.00

Janitorial/Clean-up Fee (if required)

$15.00 per hour

Pavilion

no fee

Dance Floor Rental

$100

 

 

The Board of Trustees can at any time rescind the right of any group to use the facilities if the Board determines that it is in the best interest of the College to do so. Organizations and individuals using the facilities for events or activities may also be required to provide a certificate of insurance to cover perceived risks. Revised: May 2014


For more information, contact Virginia Chamness at 618-634-3211 or virginiac@shawneecc.edu.





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Shawnee Community College • 8364 Shawnee College Road • Ullin, IL 62992 • (618) 634-3200
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