TAP 65 - Clean Facilities Use Policy

TAP No. 65 Facilities Use

Scope

This policy applies to all individuals, entities and groups who wish to use any buildings, grounds and assets owned, leased, or operated by Duquesne University or any affiliates (each a “University Facility” and hereinafter collectively referred to as "University Facilities").

Purpose

This Policy is intended to set forth the general processes, procedures, and requirements for the use of University Facilities and to facilitate the efficient, safe, and orderly use of such facilities and grounds, consistent with the University's mission. As a private, Catholic university, the University can and does impose conditions for the use of all University Facilities. Permission given to any individual or group to use any University Facility does not imply endorsement, sponsorship, or support by the University of the views, opinions, programs, or activities of the users, speakers, presenters, or organizers.

This Policy contains requirements related to the use of University Facilities, as well as links to related policies, processes, guidelines, etc. which may also apply.

Definitions

1. Camping means the establishment of, or attempt to establish, temporary or permanent living quarters at any location on University property other than residence halls, apartments, or other University managed and affiliated housing; sleeping outdoors with or without bedding, tent, hammock, or similar device, structure, protection or equipment between the hours of 10:00 p.m. and 8:00 a.m.; and/or sleeping overnight in or under any parked vehicle.
2. Central Calendar means the University’s 25Live on-line event review and reservation system where all Events (defined below) must be initiated and appropriate approval(s) indicated.
3. Event means any planned gathering of individuals or groups, including, but not limited to, performances, forums, rallies, dances, speakers, conferences, concerts, lectures, social functions, celebrations, protests, tailgates, meetings, tabling, and other presentations that utilize any University Facility. The following activities are generally excluded from the definition of Event (that require approval) for the purposes of this Policy:
  - Academic courses offered by the University;
  - NCAA-sanctioned athletic events involving Duquesne athletic teams as participants and other University athletic team-related gatherings or events which have been coordinated/planned with the University’s Athletics Department;
  - University intramural and club sports events which have been coordinated/planned with the University’s Recreation Services Department;
  - Faculty meetings;
  - University Board Meetings, Enrollment Management Events, Homecoming and Family Weekend, Orientation, FAST and all academic ceremonies, including but not limited to Matriculation, Commencement, Convocation and white coat and pinning ceremonies;
  - Campus Ministry internal campus Celebrations of the Catholic Rites of Worship;
  - Life-cycle events (i.e., weddings, baptisms, and funerals of Affiliated Groups as herein defined);
  - Forums or other Events for the primary benefit of the University community which, by their nature, need to be organized and held in a timely manner, provided, however, that such Events must be authorized in advance by the President, Senior Vice President for Student Life (for Events held for the primary benefit of the University's students), or by the Provost (for all other Events);
  - Events held for the primary benefit of the University's students that are covered by, and subject to the requirements of, the University’s Registered Student Organization handbook and Student Handbook as applicable;
  - University alumni and parent/guardian events, provided that they are planned, organized, and supervised by University personnel acting within the scope of their employment; and
  - Orientations or other meetings, programs, or presentations regularly held or conducted as part of University business operations.
4. External Groups. There are two types of External Group Events.
  1. Affiliated Group Events. An Affiliate is a person or organization who is a Duquesne University employee, business partner, or alum. Affiliated Group Events are those events where the individual requesting the use of the University Facility on behalf of the group is an Affiliate (e.g. an alum or current employee requests to use a University Facility for a family event). Affiliated Group Events are permitted subject to the following requirements:
    1. The program or event must not be contrary to the Duquesne University mission or its policies.
    2. The Affiliate must be actively involved with the event planning, including compliance with Conference and Event Services requirements, contracts, insurance, minors-on-campus policies, and applicable fees.
    3. The program or event must go through the approval process which includes review by the Facilities Management Committee, as described in Section 4 below.
  2. Non-Affiliated Group Events. A Non-Affiliate is a person who is not employed by, a student attending, or an alum of Duquesne University. Non-Affiliated Group Events are those events where the individual requesting to use the University Facility is a Non-Affiliate and/or where the organizational event or program proposed to be held at/in a University Facility is not co-sponsored by Duquesne University. Non-Affiliated Group Events are not permitted unless approved by the President or the relevant Vice President.
5. Internal Group means any University department, program, or Recognized Student Organization requesting to use a University Facility for its own purposes. For purposes of clarification, a University department, program, or Recognized Student Organization is not considered an Internal Group if it is requesting the use of a University Facility on behalf of or for the use of an Affiliated Group.
6. Recognized Student Organization means a student organization that has been recognized by the University through approval of the Student Government Association.
7. Co-Sponsored Group means a Non-Affiliated Group co-sponsored by an Internal Group where: (1) the Co-Sponsored Group and the associated use of the University Facilities is consistent with the mission of the University; and (2) the Internal Group has direct involvement with, and responsibility for, planning and execution of the Event.

For all Events involving Co-Sponsored Groups, the sponsoring Internal Group and the individual designated as the primary point of contact have the following responsibilities:

- - - - Serving as the sole point of contact for all other University department(s) and individual(s) providing support for the Event;
        
        Coordinating all arrangements related to the Event with the relevant University department(s) and individual(s);
        
        Ensuring that a representative of the Internal Group that is serving as the sponsor is on site at all times throughout the Event and its set-up and take-down/clean-up;
        
        Ensuring compliance with this Policy and all other University policies, procedures, and requirements applicable to the Event;
        
        Payment for all damage, cleanup, loss or destruction of property associated with the event, other than normal wear and tear.
University Facilities Policy

The primary purpose of the use of all University Facilities is to support the University’s Catholic Spiritan and educational mission. University Facilities are primarily used for academic courses, educational and University- events, and programs or activities for University students. The use of University Facilities by Non-Affiliated groups may in the University’s discretion, also be permitted in accordance with this Policy. Emergencies may impact access to campus and use of University Facilities for all users as determined by the University in its discretion.

1. Approval Required: All proposed uses of University Facilities are subject to the request and approval requirements of this Policy. Some proposed uses of University Facilities may also have additional applicable policies or guidelines with which all potential users must comply. The University has the discretion to approve or deny the use of any University Facility for any reason. All Internal Groups and Recognized Student Organizations must submit requests through 25Live, the University’s online space reservation system or following the procedures of the University Facility. External and Co-Sponsored requests must be submitted in writing to the Office of Conference and Event Services or to the appropriate Dean or staff with authority over the University Facility. Requests to use University Facilities must be made in writing, accurately identify the individual or group making the request, the individual who will be the primary point of contact and responsible person, provide an explicit description of the proposed Event, provide the expected number of Event attendees or participants, and provide information on any logistical needs required for the Event.
2. Camping: Camping on University grounds and Facilities, as defined in the Scope above, is not permitted.
3. Amplification of Light and Sound: Amplifications of light and/or sound, and the projection of images on University Facilities are not permitted other than where expressly approved by the senior most leader of the University division with responsibility for the event.
4. Chalking: Chalking by Internal Groups is permitted in designated chalking locations where: (1) chalk is washable (not spray chalk); (2) chalk is removed by the Internal Group or the University one day after the event (unless approved otherwise); and (3) chalking is used for campus-related non-political purposes. Political chalking is prohibited. To request to reserve one of the permitted chalking locations, initiate an event request on 25Live or contact the Center for Student Involvement at (412) 396-5853 or duactivities@duq.edu.
5. Window postings: Decorations, displays, or postings in University owned and affiliated housing windows facing in or out are not permitted.
6. On-Campus Posting Policy and Procedures. Recognized Student Organizations must seek approval from the Office for Student Involvement to post posters or fliers or to distribute handbills or table tents. Once the Recognized Student Organization receives approval, such item(s) can be posted in the student union and other approved University Facilities. If posting of such fliers is desired in additional buildings, approval of the appropriate Dean or staff with authority over the University Facility at issue is also required. Other individuals, such as employees, or groups who wish to post posters or fliers in a University Facility must seek approval from the appropriate Dean or staff with authority over the University Facility at issue. Individuals or groups who are not employees or students at the University are prohibited from distributing handbills and/or other literature on University property/in a University Facility, consistent with TAP No. 37: Soliciting, Petitioning, Distribution of Literature, Demonstrations, and Picketing.
  - - Posting in campus buildings should be in designated posting areas only and respectful of the University’s mission and compliant with its policies. Material cannot be affixed to walls, doors, or glass surfaces or in bathrooms or elevators.
    - Advertisements referring to or promoting the use of alcoholic beverages, weapons, drugs, or are a direct endorsement of a political candidate are prohibited.

III. Contact Information

To begin the request and potential approval process:

- - Internal groups must initiate an event request on 25Live or contact the following:
    - Students: Office for Student Involvement at (412) 396-5853 or duactivities@duq.edu.
    - Employees: Office of Conference and Event Services (412) 396-6033 or universityevents@duq.edu.
  - External Groups must contact the Office of Conference and Event Services (412) 396-3561 or conferences@duq.edu.
  - Groups seeking to use Athletics Facilities must contact the Senior Assistant Athletic Director for Facilities and Events at (412) 396-6502 or hightower@duq.edu.

IV. Evaluation of Requests

1. Internal Events
  Internal Groups who are requesting to host an Event must follow the approval procedure outlined by the appropriate University Facility manager.
2. Co-Sponsored and External Events

The University through the Facilities Use Committee defined below will evaluate all requests to use University Facilities received by Co-Sponsored and External Groups based on the following criteria:

- - - Compatibility with the University's mission;
    - Opportunity to support University alumni and friends;
    - Development of community relations;
    - Mutual benefit to Internal and External Groups when applicable;
    - Potential for economic enhancement;
    - Appropriateness of the proposed time, place, and manner of the proposed Event;
    - Compatibility with maintenance and construction requirements; and
    - Potential for disruption to University operations.

Co-Sponsored and External Groups must submit event requests for approval to Conference and Event Services or University Facility. Requests will be submitted to the Facilities Use Committee for review.

- - - Expedited approvals and/or reviews may be granted as appropriate by the Office of the President who will consult with the appropriate Divisional Vice President(s).
    - The Facility Use Committee may at their discretion grant approval authority for regularly occurring events to the appropriate department supervisor.

C. Facilities Use Committee

A Facilities Use Committee shall be appointed by the President’s Office to evaluate and make recommendations with respect to proposed Events other than those excluded pursuant to Section I.C. Designees from the following offices shall serve on the Facilities Use Committee: Provost, Student Life, Athletics, President’s Chief of Staff, Conferences and Events, Facilities Management, and Civic Engagement and External Relations. Representatives from other University offices may be included as needed. The Facilities Use Committee will review requests for proposed Co-Sponsored and External Events in a timely manner and the Facilities Use Committee will make determinations relating to proposed Co-Sponsored and External Events in its discretion, subject to approval by the President or relevant Vice President in appropriate circumstances. Additional evaluation time may be required when appropriate.

Exceptions to the above stated guidelines may be granted as appropriate by the Office of the President which will consult with the appropriate Divisional Vice President(s).

In evaluating and scheduling the use of University Facilities, academic courses shall be given the highest priority. Once academic courses have been accommodated, the use of University Facilities shall be prioritized as follows:

- - - Internal Groups seeking to use University Facilities for the purposes of carrying out University business consistent with the institution’s mission;
      Internal Groups seeking to use University Facilities for any other legitimate purpose;
    - Co-Sponsored Groups seeking to use University Facilities for a purpose consistent with the mission of the University;
    - Co-Sponsored Groups seeking to use University Facilities for any other legitimate purpose;
    - External Groups seeking to use University Facilities for purposes consistent with the mission of the University; and
    - External Groups seeking to use University Facilities for any other legitimate purpose.

D. Compliance with Laws and Policies

All Events must be conducted in compliance with all applicable laws, ordinances, rules, and regulations of any federal, state, or local government or administrative agency, and no Event attendee should make, display or distribute any statement directed to incite or produce imminent violation of the law in/on University Facilities and/or on any property leased, owned, or otherwise controlled by the University or any affiliates. Additionally, all Events must strictly comply with all applicable University policies and procedures, which may be reviewed at the TAPs page. Such policies and procedures include, but are not limited to those set forth below.

No Internal Group, Co-Sponsored Group, or External Group using University Facilities for any Event shall discriminate on the basis of race, color, religion, national or ethnic origin, shared ancestry or ethic characteristics, sex, gender identity, gender expression, sexual orientation, age, disability, veteran's status, or genetic information.

All users of University Facilities shall be fully responsible for any damage, loss, or destruction of University property that occurs as a result of an Event, ordinary wear and tear excepted.

The University may, based on its assessment, require special or additional security to protect the safety and security of the campus, the costs of which may be incurred by the Internal or Non-Affiliated Group and/or the individual designated as the primary point of contact.

All Groups are required to execute any applicable contractual agreements, including but not limited to those agreements required by University Conference and Event Services and the Athletics Department.

E. Insurance

External Groups and Co-Sponsored Groups may be required to provide and maintain, at their own expense and at all times during the use of any University Facilities, comprehensive general liability insurance in the amount not less than One Million Dollars per occurrence.

The University and its officers, directors, employees, agents, and volunteers must be named as Additional Insured under such insurance policy and the External Group must provide the University with a certificate of insurance reflecting the coverage and this designation at least ten (10) calendar days prior to the Event. The University reserves the right to require External Groups to provide insurance coverage for Events, in the University's sole discretion. If these requirements are not met, the University Facility may not be used. For Internal and Co-Sponsored Groups, the University will determine whether any additional insurance will be required and how such costs will be allocated.

For all Events where alcohol is served, External Groups are required to provide and maintain, at their own expense, liquor liability insurance.

External Groups are responsible for insuring their own property and any business income/extra expense exposure. Under no circumstances will the University be liable for any loss or damage to any property of an External Group.

V. Related Information

TAP 22: Emergency Closing or Partial Shutdown of University

TAP 26: Acceptable Use of Computing Resources

TAP 27: Political Activity

TAP 35: Marketing and Communication

TAP 37: Soliciting, Petitioning, Distribution of Literature, Demonstrations and Picketing

TAP 48 Weapons and Violence – Campus and Workplace

TAP 55: Ethical, Respectful and Professional Conduct

TAP No. 56: Americans with Disabilities Act (ADA) and Requests for Reasonable Accommodation

TAP 59: Animals on Campus

Registered Student Organization Handbook

Office of Conferences and Events Services Guidelines & Procedures

Duquesne University Student Handbook

Duquesne University Faculty Handbook

VI. Violations

Violations of this policy will be reviewed on a case-by-case basis and are subject to formal disciplinary action up to and including permanent removal from campus for visitors, termination of employment for University employees, and dismissal for students.

VII. History

Approved September 2024.

VIII. Ownership of Policy

Office of the Senior Vice President for Finance and Business