Facilities Use Policy

This page is designed to provide guidance to the University and the community for the use of University facilities.

This guidance will:

Establish standard processes for the use of University facilities.
Minimize scheduling conflicts.
Establish and maintain a consistent, effective, and efficient approach to facility use and scheduling.
Establish and apply consistent fees and contracts for the use of University facilities.
Increase the degree of University-wide communication and coordination relative to the effective and efficient scheduling of University facilities.
Increase the degree of University awareness with regard to activities and events that use University facilities.
Provide designated liaisons to internal and external users to aid them in the scheduling and use of University facilities.
Optimize the appropriate use of University facilities.

A. Overview

The use of University facilities are intended primarily for functions sponsored by registered student organizations, University offices, departments, and programs in pursuit of educational and strategic purposes. As a public institution, the University also recognizes it should make its facilities available for external users when appropriate and so long as they do not infringe upon, disrupt or conflict with operations and activities of the University and its educational pursuits.

B. Definitions

University User (college community) refers to individual students who are enrolled at SUNY Oswego and employees of the University, Auxiliary Services, the Oswego College Foundation, the Alumni Association, or the Student Association of SUNY Oswego, including those desiring to exercise their free speech rights. Please see Free Speech Guidelines.
Internal User refers to any University school/college, department, office, committee (including task forces, working groups, etc. doing official University work for the University), Registered Student Organization.
External User refers to any group or organization that is not an internal user. A revocable permit is required for use of all campus facilities by external users.
Event refers to a single, series or any combination of planned meetings, presentations, functions, gatherings (including protests, marches, etc.), or other activities that are not part of or directly related to the University’s curriculum.
1. Academic Class refers to any credit-bearing course offered as part of the University’s curriculum of formal instruction and Extended Learning non-credit bearing courses.
2. Class-Related Activity refers to any meeting, presentation, program, or other activity that is not an academic class but is part of or directly related to the University’s curriculum.
3. Sponsored Event refers to an event that is sponsored exclusively by one or more internal users.
4. Event Sponsor refers to the individual or organization responsible for planning, producing and supervising an event.
5. Annual Events include but are not limited to: MLK, I Am Oz, Media Summit, Admissions Recruitment Events, Founders Weekend, Opening Week Activities, Laker Launch, ALANA Conference, etc.
Facilities refers to any building, structure, indoor space, equipment, furnishings, parking lot, and/or outdoor space under the custody and control of the University and/or the College Foundation.

C. Policy Application

This policy applies only to the use of those facilities located on the main campus of SUNY Oswego.
1. Tyler Hall staff have sole responsibility for scheduling the use of facilities at Tyler Hall.
2. Penfield Library staff have sole responsibility for scheduling the use of facilities at Penfield Library.
3. Intercollegiate Athletics staff have sole responsibility for scheduling the use of Intercollegiate Athletic facilities, with the exception of Deborah F. Stanley Arena and Convocation Hall.
4. Campus Recreation staff have sole responsibility for scheduling the use of Campus Recreation facilities.
5. Residence Life and Housing staff have sole responsibility for scheduling the use of Residence Life and Housing facilities.
6. Rice Creek Field Station staff have sole responsibility for scheduling the use of facilities at Rice Creek Field Station.
7. The Division of Extended Learning staff have sole responsibility for scheduling the use of facilities at the downtown Syracuse campus.
8. Auxiliary Services staff have sole responsibility for scheduling the use of facilities at Fallbrook Recreation Center.
Internal and External Users who schedule the use of University facilities and their visitors and guests must abide by all SUNY and University policies including but not limited to:
1. Rules for the Maintenance of Public Order of the State University of New York
2. SUNY Oswego Code of Students Rights, Responsibilities and Conduct
3. Policy on Free Speech, Civil Discourse and Peaceful Assembly
4. Violation of such policies may result in disciplinary action, criminal, or civil actions. Violators may be required to reimburse the University for costs associated with damages or other services incurred as a result of such violation. Violators may be escorted off the campus by University Police.

D. Appropriate Use

Use of the requested facilities must be suitable to the primary functions for which the facility was designed or is currently utilized.
The proposed use of a facility must conform to building and fire codes, including adherence to occupancy limits and maintaining proper ingress and egress to the facility.
Certain facilities are not reservable and may not be appropriate for use beyond their primary function for reasons of safety or security. These facilities and spaces include but are not limited to: offices, storage rooms, closets, bathrooms, stairwells, some hallways, mechanical rooms, rooftops, maintenance shops, dining centers, catering kitchens, and laboratories.
University facilities may only be used for academic classes, class-related activities, sponsored events, and external events.
University facilities may not be used in a manner that infringes upon, disrupts or conflicts with the operations of the University or its educational purposes.
University Facilities may not be used in a manner that is inconsistent with the University’s status as a tax exempt educational institution.
The University shall have the authority to limit activities and events to specific locations, specific dates(s) and specific time(s), limit the manner in which facilities are used, limit the number of participants at an activity or event, and set other limits to ensure the integrity of the University’s primary programs and educational purposes.
The University shall determine appropriate measures for the health, safety, and security of campus members and the public for activities and events and may deny or limit the use of University facilities accordingly.
Facility use may be denied or restricted if the University determines that the internal or external user(s) have violated University policy, federal, state or local law during a previous use of University facilities.
The advertisement and/or posting of information in University facilities soliciting campus or community attendance at events using University facilities must comply with all provisions outlined in the University’s policy on Posting and Distributing Promotional Materials.
The use of University facilities by internal and external users must comply with all provisions outlined in this policy.

E. Scheduling Criteria

The Registrar’s Office, within the Division of Academic Affairs, is solely responsible for scheduling the use of University facilities for academic classes.
1. The Registrar’s Office shall establish procedures to request, schedule, reserve, and coordinate the use of University facilities for academic classes and shall be responsible for implementing all aspects of those procedures.
Campus Events and Conference Services, within the Division of Student Affairs, is solely responsible for scheduling the use of University facilities for class-related activities, sponsored events, and external events with the exception of the spaces outlined in section C.
1. Campus Events and Conference Services shall establish procedures to request, schedule, reserve, and coordinate the use of University facilities.
2. Campus Events and Conference Services shall establish procedures to arrange for services in support of conferences, activities and events.

F. Facilities Use Priority

When two or more requests for the use of University facilities are received at the same time and a scheduling conflict arises, the following order of scheduling priority will be used to resolve the conflict. Please note the University reserves the right to preempt the facility use priority to meet the education purposes of the University or in response to unique needs or circumstances.

Academic classes
1. The scheduling of academic classes shall receive first priority for the use of classrooms and laboratories.
2. The scheduling of academic classes shall not pre-empt or “bump” scheduled activities or events from other University facilities. Exceptions may apply.
Non-Academic Events
1. Official University Events (as designated by the University Calendar, i.e. Opening Breakfast, Laker Launch, Torchlight, OzFest, LakerFest, WinterFest, Summer Sessions, Winter Sessions, Welcome Picnic, Orientation, New Faculty and Staff Orientation,Quest, Honors Convocation, Reading Days, Finals Week, Academic Affairs Retreat, End of Year Picnic)
2. Annual Events (for example, Martin Luther King Annual Celebration, I Am Oz speaker series, Media Summit, Admission Recruitment Events, Founders Weekend, Opening Week activities, ALANA, Kenekt Music Series, Music Department Concerts, etc…)
3. Class-Related Activities
4. Registered Student Organization Events
5. Other Internal Events
6. External Events
Requests will be processed based on the following criteria:
1. Requests for the use of University facilities for eligible events shall be accommodated on a first-come first-served basis.
2. Requests for the use of University facilities by internal and external users for class-related activities, sponsored events, and external events must be directed to Campus Events and Conference Services via the EMS WebApp at ems.oswego.edu
3. Campus Events and Conference Services will review each request, will make a decision as to the appropriate classification of the activity or event and, after appropriate consultation within the university community, will approve or deny the request with cause. Campus Events and Conference Services shall base its decision on the following:
  1. the purpose for which the space is requested; and
  2. the appropriateness of the request; and
  3. the availability of facilities and other resources; and
  4. the relationship of the user(s) to the University; and
  5. the relationship of the primary audience to the University.
4. If the request is approved, Campus Events and Conference Services will coordinate the logistics of the activity or event, including the issuance of a revocable permit for external users, and the scheduling of required facilities and services.
5. Each activity or event will be scheduled in an available facility whose capacity and/or design is most appropriate for the size and/or nature of the proposed activity or event.
6. To optimize the overall use of University facilities, Campus Events and Conference Services reserves the right to change the location, reservation start time, or reservation end time of a scheduled activity or event. Decisions to change the location, reservation start time or reservation end time of a scheduled activity or event will be made with as much advance notice as possible.
7. Classrooms and laboratories may not be scheduled prior to the release of the final schedule of academic classes for each semester.

G. Fees and Invoicing

The University reserves the right to charge deposits and certain other fees, related to the use of University facilities:
1. Rental Fees – a fee assessed for the use of space, furnishings and/or equipment.
2. Support Services Fee – a fee assessed for a service required or provided by the University, or its subcontractors, in support of an activity or an event (e.g. custodial, maintenance, catering, dining center meals, parking, traffic control, event security, facility supervision outside normal operating hours, etc.).
3. Damage Fees – a fee assessed for damage to a facility resulting from an activity or an event.
Campus Events and Conference Services has sole authority to quote and assess fees for the use of University facilities for all class-related activities, sponsored events, and external events.
Generally, an internal user who uses University facilities for a class-related activity or a sponsored event will not be assessed fees, except in the following circumstances:
1. Rental fee(s) will be assessed for the use of residence hall facilities.
2. Rental fee(s) may be assessed for the use of facilities under the custody and control of Auxiliary Services (e.g., Fallbrook Recreation Center).
3. Rental fee(s) may be assessed for furnishings and equipment when an activity or event requires additional furnishings or equipment not included in the routine operation of the facility or facilities used.
4. Support service fee(s) may be assessed when an activity or event requires additional staffing or support services not included in the routine operation of the facility or facilities used.
5. Damage fee(s) may be assessed when an activity or event results in damage to the facility or facilities used.

H. Cancellation and Facility Substitution Policy

The University reserves the right to substitute an alternative facility if deemed necessary to:
1. ensure the integrity of the University’s primary programs and educational objectives;
2. optimize the use of University facilities;
3. respond to unique needs or circumstances.
In extremely rare situations, due to factors beyond the control of the University, including, but not limited to weather conditions, global healthcare concerns, unavailability of facilities due to physical damage, or mechanical breakdown of support systems, the University may cancel a previously scheduled activity or event without penalty to the University.
The University reserves the right to establish reasonable cancellation deadlines for all events.
1. Such deadlines will be established and communicated in a timely manner to internal/external users during the planning process.
2. Campus Events and Conference Services must be notified via email by the event sponsor of any cancellations by the established deadline.

I. Insurance

External users are required to complete a revocable permit four (4) weeks prior to their scheduled event, even if no fees are being assessed, and are required to provide the following information in order to generate the revocable permit:

Official name of the sponsoring organization;
Identify if the organization is a commercial or non-commercial organization;
Official address of the sponsoring organization;
Name of authorized officer or official representative who will be signing off on the permit.

In addition to the revocable permit, external users must provide SUNY Oswego with a Certificate of Liability Insurance which must include the following:

Name the State University of New York and the State University of New York at Oswego as an additional insured party on the policy;
Include general liability insurance of one million dollars ($1,000,000) for each occurrence and two million ($2,000,000) in the aggregate.
New York State Workers’ Compensation Certificate (C-10502)or Workers’ Compensation Exemption Certificate (CE-200);
Disability Certificate (DB-120.1);
A copy of the organization’s W-9 Form;
A copy of the organization’s Federal ID Number.

J. Indemnification

The University reserves the right to require certain internal and external users to indemnify the University, SUNY, and the State of New York from any liability arising out of the actions of the user or its agents incidental to the use of the University facilities by the user.

K. Waivers and Additional Discounts

Requests to waive or discount deposits and fees related to the use of University facilities must be submitted in writing to the Director of Campus Events and Conference Services. The Director will then submit his/her recommendation to the Vice President for Student Affairs. The Vice President for Student Affairs will approve or deny the request.

Updated: August 2023