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CWUR 3-40-380 FACILITIES USE PROCEDURES

This procedure is provided pursuant to CWUP 2-50-040 and supports CWUP 2-40-100 and CWUP 1-30-020 through 060.
 
 
To ensure that rights of citizens at campus events are duly protected and that the university discharges its right and responsibility to set standards of conduct, procedures described below are established for  events. The university reserves the right to halt an event when behavior violates the terms and conditions of the event agreement or any applicable university policy or procedure.
 
(1) Definitions
 
(A) Academic classes are individual meetings of any academic course.
 
(B) Academic courses shall mean those courses offered officially by Central Washington University for which there is on file in the appropriate academic dean's office written approval of such course. They shall include, but are not limited to:
 
1. course offerings which have been approved by the appropriate university
curriculum committee, and which appear online;
2. approved workshops and seminar courses;
3. approved courses bearing academic degree credit and offered through continuing education;
4. all offerings which do not carry regular academic credit but which have been approved in advance by the appropriate academic dean and offered through continuing education as a non-credit course.
 
(C) Academic facilities are those spaces used for academic courses.

(D) Ancillary associations are the incorporated body of the Central Washington University Foundation, Research Foundation and the Alumni Association.

(E) Associated Student of Central Washington University is defined as the board of directors and its official committee’s agencies and councils.
 
(F) Conference Program is a one stop shopping service to groups requiring lodging on and off campus, meals, meeting rooms, registration services and other amenities customized for the groups.
 
(G) External entities/non-university organizations include organizations which were not created for the explicit purpose of carrying out the official business of the university. These include those clubs and groups not recognized by the Associated Students of Central Washington University, all private entities external to the university, faculty, staff or students acting in a private capacity, and other individuals, associations and corporations not directly associated with Central Washington University.
 
(H) Facilities shall mean all facilities owned or operated and space located within the main campus areas in Ellensburg to include areas used for class work and classroom instruction, athletic facilities, auditoriums, theaters and the SURC.
 
(I) Laboratories are rooms with special purpose equipment or a specific room configuration for student participation, experimentation, observation, or practice in an academic discipline. Such rooms include class laboratories, open laboratories, computer labs for informal or irregularly scheduled group or individual instruction, and research laboratories, as defined in the higher education facilities inventory and classification manual located in the university facilities planning office.
 
(J) Sponsor or "sponsoring organization" shall mean an academic department or other unit of the university, one of the approved categories of associations or organizations, or any individual or group external to the university, which is responsible for the care of, and payment of any charges related to the use of any university facilities, equipment, or services provided through arrangements made by the scheduling center.
 
(K) Student clubs and organizations are defined as clubs and organizations which are recognized under the policies and procedures of the Associated Students of Central Washington University. Student clubs or groups which have no such recognition will be considered external entities for the purpose of this procedure.
 
(L) SURC facilities shall mean the student union & recreation center rooms and patios immediately adjacent thereto, excluding the 0Wildcat Shop and Dining Services.

(M) Units and associations of the university include those groups which are comprised of university personnel and operate for the sole purpose of conducting official university business, i.e., departments, schools, college, programs and committees, including the employee council, faculty senate, and exempt employees’ association. Included in this category are inter-institutional committees, and their sub-committees, of university officials from the six public, four-year institutions. Any fiscal responsibility lies with the host department at Central Washington University.
 
(N) University Committees, Councils and Task Forces directly further the purpose and objectives of the university and are created and sponsored by a university unit. The hosting department or unit of the university will be responsible for any charges incurred.
 
(O) University Scheduling Center is the unit responsible for coordinating arrangements relative to certain meetings, conferences, workshops, social functions and other events involving the use of university facilities at the main campus in Ellensburg.
 
(2) Scheduling Activities
 
(A) Space assignment.
 
1. Regularly scheduled academic space is generally scheduled by the registrar and official academic course offerings scheduled before the beginning of an academic term and shall have precedence over all other scheduling of a given facility.
 
Academic facilities shall be scheduled in one of the following three ways:
a. Through the regular scheduling process utilized by the office of the registrar for courses which bear academic credit, i.e., are scheduled prior to the beginning of an academic quarter and are listed in the official university class schedule for the quarter;
b. By department chairs or other division heads with budgetary authority who schedule a special speaker, other special event, or related events required as a part of a regularly scheduled academic course, and these events take place during assigned class time;
c. By the university scheduling center. All events which do not meet the definitions of academic courses shall be scheduled through the university scheduling center. A chair or head who arranges a speaker or special event, or other event related to an academic course, outside of assigned class time is required to schedule space through the university scheduling center.

2. Upon receiving required information the scheduling center will assign, in writing, an appropriate room or space for the meeting and shall assist the department, division, or organization in arranging for the special equipment or services that may be required. In assigning the space, the scheduling center shall consider the size of the facility required, other events scheduled by prior request, and the preferences of the requesting entity. The scheduling center shall consider all available facilities, and after consultation with the office authorized to schedule space in the particular facility, will assign any appropriate university facilities for speakers or programs.
 
3. Assignment of space, equipment, labor, or services shall be at the sole discretion of the scheduling center after any necessary consultation with the office authorized to approve space in the particular facility or to provide the special equipment or service.
 
(B) Availability for use. The university property available for scheduling and use in accordance with the provisions of this procedure shall be limited to:
 
1. Classrooms (lecture, laboratory, and seminar), theaters and auditoriums, athletic facilities, and certain specified conference rooms within academic facilities. Classrooms and laboratories may be made available for scheduling and use when not in use by academic courses. Laboratories may be rented only with approval of the supervising department and provided that any necessary supervisors are available.

2. Student union & recreation facilities.
 
3. Limited housing, dining hall and conference center facilities.
 
4. Equipment items and labor required for meetings or other events scheduled through the scheduling center
 
5. Refreshment food and banquet services required for meetings or other events scheduled through the scheduling center

(C) Priority for use. Scheduling of academic facilities space shall be on a first-in-time-of-application basis; provided, however, that where a lease has not been executed, university organizations shall have priority over non-university organizations; and provided further, that the academic needs of the institution shall have first priority over all other use where a lease has not been executed. Courses offered as non-credit courses shall have a lower priority for scheduling than any course bearing academic degree credit and shall be assessed applicable direct costs related to usage of space, equipment, or services.
 
(D) Requests. To ensure that all needs have been identified by the user, assistance in planning can be obtained from the scheduling center. Scheduling requests shall be completed using the scheduling form
 
(E) Timing of requests. Any department, division or university organization may request use of university facilities by filing a request with the university scheduling center before the event. Sufficient lead time should be allowed for fiscal and scheduling arrangements to be made. External entities other than governmental agencies seeking an exception to the facilities use policy should allow extra days for the review and approval.
 
(F) Deadlines. A facilities use agreement shall be executed, including an estimate of all event expenses not covered in the room rental fee, not less than five working days in advance of the date requested.
 
(G) Fiscal Responsibility. Any organization, club or individual with an outstanding balance in the university scheduling center will be responsible for bringing the account current prior to scheduling another event
 
(H) Rental agreement requirement. All non-university persons and organizations desiring to use space in accordance with this facilities use procedure shall execute a rental agreement with the university scheduling center for temporary or short-term use of university space. The rental agreement may include a description of the premises or space rented; the rental rate; the names of the individuals responsible for the debts of the renter; the nature and purpose of the intended use; time of use; number of persons expected; amount of deposit; food service charges; special use or set-up charges; statement of responsibility for damages; verification of insurance coverage and other pertinent information including, but not limited to, a statement that the renter agrees to adhere to and abide by all rules and regulations of Central Washington University.
 
(I) Calendar. The scheduling center will maintain an online master activity calendar for such events. The scheduling center will provide to the university events administrator in the president’s division a daily report of university events, excluding academic events aligned with a course offering, student club activities or other events identified by the events manager.
 
(J) Selling, serving or consuming alcohol at events. The dean of student success, or designee is responsible for approving all events sponsored by student groups which are held on the campus involve selling, serving or consuming of alcohol-containing beverages. Written approval will be given from the dean of students success or designee, which must then be presented to appropriate state authority when applying for a special occasion license or banquet permit (as defined by the Washington State Liquor Control Board (WSLCB)) Event sponsors are also required to have certified social attendant present at the event. Additional information is available at the scheduling center. The president’s office is responsible for approving all events sponsored by other internal and external groups, (non-students) on the campus which involve selling, serving or consuming alcohol containing beverages. Written approval will be given by the chief of staff or designee, which must then be presented to the local Washington State Liquor Store when applying for a special occasion license or banquet permit, as defined in the WSLCB. The event sponsor is responsible for meeting the requirements of the special occasion license or banquet permit. Additional information is available at the president’s office.
 
(K) Private gain by employees or others. Individual employees of the university utilizing university space, equipment, or services for personal reasons will complete a rental agreement and will be responsible for the payment of rental rates the same as other external entities.
 
(3) University Facilities - Available Space
 
(A)Assignment authority. Assignment of space, equipment, labor, or services shall be at the sole discretion of the scheduling manager after any necessary consultation with the office authorized to approve space in the particular facility or to provide the special equipment or service.
 
(B) Availability for use. The university property available for scheduling and use in accordance with the provisions of this policy shall be limited to:

1. Classrooms (lecture, laboratory, and seminar), theaters and auditoriums, athletic facilities, and certain specified conference rooms within academic facilities.
 
2. SURC except that such facilities are only made available through the director of campus life or his/her designee.
 
3. Limited housing, dining hall and conference center facilities, except that such facilities are only made available through the directors of housing services and the conference program.
 
4. Equipment items and labor required for meetings or other events scheduled through the scheduling center
 
5. Refreshment food and banquet services required for meetings or other events scheduled through the scheduling center.
 
(C) Priority for use. Scheduling of academic facilities space shall be on a first in-time-of-application basis; provided, however, that where a lease has not been executed, university organizations shall have priority over non-university organizations; and provided further, that the academic needs of the institution shall have first priority over all other use where a lease has not been executed.
 
(D) Classrooms and laboratories. Classrooms and laboratories may be made available for scheduling and use when not in use by academic courses. The guidelines for scheduling academic courses into classrooms and laboratories are defined in other policies of the university. Laboratories may be rented only with approval of the supervising department and provided that any necessary supervisors are available.
 
(E) Rental agreement requirement. All non-university persons and organizations desiring to use space in accordance with this facilities use policy shall execute a rental agreement with the university scheduling center for temporary or short-term use of university space. The rental agreement may include a description of the premises or space rented; the rental rate; the names of the individuals responsible for the debts of the renter; the nature and purpose of the intended use; time of use; number of persons expected; price of admission, if any; whether a donation, dues, or registration fee will be collected; amount of deposit; food service charges; special use or set-up charges; statement of responsibility for damages; verification of insurance coverage and other pertinent information including, but not limited to, a statement that the renter agrees to adhere to and abide by all rules and regulations of Central Washington University.
 
(F) Listings and rental rates. All university space, premises, equipment, or services available for renting under the authority of the facilities use policy shall be listed in the university scheduling center together with the corresponding rental rate.
 

Meeting room rental rates may be different for university organizations, for non-university organizations, and for usage which involves fund raising either through solicitation of donations or by admission or other entry charges or when funds are received for other purposes. The rental rate shall be established by the appropriate university departments and approved by the university policy advisory committee.

The university reserves the right to change the rate schedule without notice; provided that such changes shall also be posted for viewing in the university scheduling center; and provided further that no individual exception an already established rental rate shall be made except by permission of the president or his/her designee.

(3) Rental Categories designate the nature of the charges that shall be assessed in a given rental situation.

Rate Category A: Charge for incremental direct costs.

Rate Category B: Charge for incremental direct costs plus rental rate.

The following is the schedule of rental rate categories by program origin:

Program OriginAssigned Rate Category
 AcademicStudentRecreationAuxiliary  
 FacilityUnionCenterServices  
Academic ClassesNo ChargeBBA  
University identified units, associations, groups, clubs, ASCWU, etc.AABA  
Conference center or  external entities

B

A-Conf.Center

BBB  

 

The recreation center is a membership facility available for member use. any reserved space in the recreation center is subject to rental B.

(4) Rental Rates - Generally there are two types of charges that may be imposed for usage of university facilities. These are (1) a rental fee, and (2) associated direct costs. The rental agreement and needs of the user will determine which of these charges applies.

Rental fees are fixed fees for usage and cover the basic set up, use and cleaning of the room. Direct costs vary depending on the nature and extent of the use to include such things as additional cleaning costs, food costs, equipment rental costs, labor charges for special personnel that may be required by the university (life guards, stage crews, technical or faculty oversight, security personnel, and supervisors) and other direct costs related to the particular event or space.

The rental rates below will be apportioned as follows:

50% to VP BFA
40% to the respective area - dean (D), SURC (S), athletic direction (A), or the VP for BFA (V) as indicated below 10% to the scheduling center

Following  are the rental rates for the most common types of spaces available for rent under this policy: (rates below are based on a daily usage, unless otherwise specified)

FacilityRental RateFee Appointment

Academic Classroom(s)

Small (0 to 500 sqft.)
Medium to Large (501 - 1500)
Large meeting rooms (1501 to 5000 sqft.)
Distance education rooms

 

60.00
120.00
240.00
70.00/Per Hour

D or V
Barge120.00V
Dining Rooms175.00V
Grupe Conference Center120.00V
Hebeler Auditorium120.00D
Hertz Recital Hall120.00D
Lounges & Lobbys60.00D or V

McConnell Building

Auditorium
Tower Theater

 

770.00
440.00

D

Music Building

Concert Hall
Recital Hall
Green Rooms

 

 

770.00
440.00
60.00

D

Nicholson Building

Nicholson Varsity Gym
Upper Gym
Fieldhouose
Tennis Courts
Pool
Recreation Center
Baseball/Softball?Soccer Fields

 

500.00
100.00
200.00
100.00
100.00
60.00
100.00
 

A

Multi-Purpose Field
Tomlinson Stadium

60.00
500.00
A

Student Union & Recreation Center

Small meeting rooms - #271
Medium meeting rooms - #135, 140, 201, 202, 301, 137A, & 1374B
Ballroom #215 A, B, C, D
Theatre
Patio
SURC Pit (100C) and Mezzanine
Gym Court A,B,C,D

Jogging Track

Fitness Rooms
Climbing Wall
Strength Training Area
Cardio & Circuit Training Rooms
Challenge Course
 

60.00
120.00
240.00/per section
240.00
60.00
60.00
25.00/hr. Max
150.00/day per section
50.00/hr. Max
300.00/day
30.00/hr. Max 180/day
30.00 hr/max 180.00
40.00/hr. Max 240/day
40 hr/ max  240
30 hr/ max 240

S

 

(5) Actual Costs

(A) The following are the most common types of charges that are ordinarily assessed against users of university facilities in addition to the room rental charge.

Catering Fees - http://www.cwu.edu/catering/facilities
Computer Lab, Technology Classrooms and Video Conferencing Fees – see document at end of procedures
Maintenance Custodian/Custodian Hourly Fee for additional cleaning or set up beyond the normal and customary cleaning - $16.00/hour
Insurance (on a need basis, rate determined by individual’s policy)
Maintenance Mechanic II/Electrician - $22.00 per hour
Department of Music Fees – see document at end of procedure
Music Technician Fees - http://www.cwu.edu/student-union/equipment-rates
Security - $50.00 per hour
Events Support Services Fees - http://www.cwu.edu/student-union/event-support-services
SURC Technical Support - $20.00 per hour beyond standard set up of equipment
SURC Building Manager - $20.00 per hour when outside of standard operational hours (7am – 11pm M-F, 10am – 11pm S/SU & Holidays)

(6) Exceptions to the Procedure - The facilities, equipment, and services of the university are designed to serve the business needs of the university.

Any exception to this procedure related to usage by internal units of the university shall require special permission of the vice president for business and financial affairs or the student union and recreation advisory boards when the exception is for the SURC.

The waiving of all or part of the normal rental fee for use of a particular facility for persons or groups not a part of the business of the university may be considered under the following circumstances (a) members of the university community will receive a benefit from the intended use of the facility; (b) the group requesting the use of the university’s facility is an agency of the state of Washington; or (c) the group is a charity licensed in the state and the charitable activity or use will serve an educational or public service purpose related to the university mission.

(7) Classroom Access and Security - All buildings at the Ellensburg campus will be unlocked in the morning between 6:00 a.m. and 7:30 a.m. and locked in the evening between 5:00 p.m. and 12:00 midnight depending on program need by facilities management department staff each weekday, commensurate with the academic calendar. The library building will be unlocked and locked by library staff following the library’s operational schedule. The scheduling center will issue a “room reservation” list. Buildings will be locked according to that list.

General use classrooms should remain unlocked during high use working hours. For exceptions not defined in the general use clause as stated above, faculty, staff, and
administration of CWU or any party having a contract to use a specific classroom space (hereinafter defined as “the user”) will be provided a key through authorization of the appropriate vice president, dean, director, or department chair/head of the unit
responsible for the implementation of the course, workshop, meeting, or activity taking place in that room. The user will be responsible for the locking and unlocking of the classrooms being used for assigned and authorized purposes. For these special purposes keys will be issued to users that will allow outside entry as well as classroom entry. The office of public safety and police services will patrol buildings and perform random and periodic checks on classroom security. If a classroom appears to be unused and is unlocked, the patrol person will lock the door. Security of CWU’s campus is within every employees’ and students’ best interest, and in the unfortunate event a classroom is damaged or equipment is vandalized or stolen, the liability will not rest on any specific group or person.

While no specific group or individual will be held responsible for loss resulting from theft or vandalism, the university may not be able to find the funds to replace equipment. The university maintains limited insurance coverage for selected equipment. Units that wish to have equipment insured against loss should contact the business services and contracts office.


(8) University Centers – Individuals or groups desiring to use space located at one of the host CWU centers will contact the appropriate community college for their procedures.

[01/04/2012 Pres Cab: 4/97; Pres Cab: 2/99; PAC: 8/17/05; PAC: 10/09; Responsibility: BFA; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date:10/04/2012; Approved by: James L.Gaudino, President]

COST STRUCTURE FOR GUEST USAGE OF CWU TECHNOLOGY CLASSROOMS,
LABORATORIES and VIDEO CONFERENCING (Interactive Television) RESOURCES

UPDATED: November 14th, 2011 (For FY12 costs)

CLASSROOMS AND OPEN COMPUTER LABORATORIES: This includes all classroom & laboratories with computers available for each attendee’s usage. Examples of these include Bouillon 103; Black 129, 226 & 227; and Shaw-Smyser 212, 217 & 218.

NOTE: The fees outlined below are strictly for set-up, testing and utilization of the technology available in the assigned classroom/lab.

  • Base usage fee (hourly cost if usage is < 6 hours/day):
$50/Hr
  • Extended usage (full day, if usage exceeds 6 hours/day):
$300/Day

 

This base hourly/daily fee provides:

  • Full access to the equipment in the classroom/lab and base software installed
 
  • Full-time student Lab Assistant during all scheduled usage hours (unlock to lock)
 
  • Full Internet Access
 
  • Specialty Software Loading/Testing:
    • CSS Lab Technician will install software prior to classroom/lab usage
    • CSS must be notified (for scheduling) a minimum of 2 weeks prior to usage
    • Software media and proof of valid licensing must be provided to CSS no less than 2 weeks prior to usage
    • A customer point-of-contact (POC) and contact information must be provided to CSS at least 2 weeks prior to scheduled usage
    • Two hour minimum charge ($150) for software loading, configuration, & testing.
$75/Hr

 

VIDEO CONFERENCING and INTERACTIVE TELEVISION (ITV) ROOMS: This includes all venues utilized for remote meetings and conferencing (video conferencing), Interactive Television (ITV) Distance Education, etc. Examples of these facilities includes Black

NOTE: The fees outlined below are strictly for set-up, testing and utilization of the technology available in the assigned venue.

  • Recording in any ITV Venue where an ITV Operator is required:
$25/Hr
  • CWU Faculty/Student utilization of ITV Room for any purpose other than for approved CWU curriculum and official class offerings:
    • Minimum of 1 hour charge, including 1/2 hour for set-up and tear-down.
    • This includes MythTV recordings where an operator is required, as well as faculty requests for recording classes onto a DVD or other media.
$25
  • Video conferencing
    • Non-CWU customers
      • Includes ITV Operator & full usage of ITV equipment
      • Includes all technical support (equipment usage, bandwidth, etc.)
      • Minimum of  1 hour charge including 1/2 hour for set-up and tear-down (inclusive).
$100/Hr

 

CENTRAL WASHINGTON UNIVERSITY - Department of Music

Additional Charges & Rates 2011/2012

Equipment Daily Rental RatesRecording Hourly Rates

Minimum Fee Package

2 hours of Stage LIghting, House A/V System, stage hand. (Use for more than 2 hours will be calculated at rates listed below).
$200.00Live stereo recording (from installed mics)$35.00
Audio/Video EquipmentMultitrack Recording$65.00
In House Audio/Video Systems*$50.00LP transfer to CD$30.00
Outboard processing rack **$60.001/4" Analog Transfer to CD$30.00
Monitors (Yamaha SM15V, amp incld. price ea.)$30.002 Track Digital Editing$35.00
Mackie SRM-450 powered speakers$30.00Analog Tape baking/RestorationCall
Mackie mixer (1202-VLZ, 1604-VLZ)$15.00
Use of recording equipment requires the use of CWU staff operators, which is included in above pricing.
Basic Portable Sound System**$60.00Personnel Hourly Rates
Meyer M2d Line Array System****$300.00Live Sound Engineer$35.00
Video Projector (Sony VPL-PX35)$60.00Stage Hand (req. for all events in 174 or 175)$12.00
Korg Triton keyboard with stand$70.00Student Lighting Technician$20.00
Video Camera (Canon ELURA 100a)$25.00Ushers$12.00
Video Camera (Sony DSR-250)$85.00  
Instruments

All equipment requires proper training or previous experience and is not available for use outside the music building.

All items are on an "as available" basis. Priority is given department academic use. Please confirm availability in advance.

*In house (built in) audio systems are available in rooms 150, 153, 174, and 175. Rooms 174 & 175 include two wireless mics (lav or handheld). Room 174 adds an advanced audio/video system including drop down video screen.

**Outboard rack includes: 2 Rane DEQ-60 graphics EQs (4 Cha.), 1 Rane C4 compressor (4 Cha.), 1 Yamaha GE202DBII Compressor 1 Lexicon MPX550, 1 Yamaha SPX2000, 2 Shure ULX P4 wireless mics and 2 Shure ULX S4 Wireless mics.

*** Basic sound system includes a 12 or 16 ch Mackie mixer, 2 Mackle SRM-450 speakers w/ stands and 2 wired mics.

**** Meyer sound system includes 8 full range and 2 Sub cabinets. Outboard rack above and 1 DBX 4820 Drive rack system processor. Use of this system requires CWU staff sound engineer - not included.

For more information concerning equipment or rates call the Hall Manager at 509-963-1639.

Steinway Grand Piano (3)$150.00
Upright Piano$40.00
Coulter Pipe Organ (Rm. 175 only)$150.00
Instrument RentalsCall
Piano Tuning (as special reques)$100.00
Lighting
Leprecon LPX48 Lighting Console$80.00
Stage Lighting (per hour)$40.00
Lighting GelsCall
Miscellaneous
Staging risers (4' x 8' sections, 8' or 16' high)$15.00
Conductors Podium and Music Stand$5.00
Sound Baffling Gobos (each)$3.00
Music Stand Lights (each)$2.00
Music StandsN/C
Microphone StandsN/C
Tables (as available)N/C
Chairs (as available)N/C
White Board (pens not included)N/C
Podium (no university seal)N/C


rev. 9/11