ࡱ> #` ,bjbj 4R^$i$$$8%DH%L~;2%%4%%%&&&:::::::$<h?R#;+&&++#;%%8;...+X%%:.+:..r9T9:%% pFw&h$,p9:TN;0~;9Vj?,j?9:j?9:p&d(.))&&&#;#;C.X&&&~;++++d   POLICY AND PROCEDURE Procedure: USE OF COLLEGE FACILITIES Policy No.: 4.32 Department: Administrative Services Contact: Vice-President for Administrative Services Policy This policy is meant to ensure that all college facilities are utilized in the best interests of ɫ and not in the proprietary interest of a particular organizational unit. Facility use is at the convenience of the institution and must not interfere with normal college instructional and other uses. At the same time, the college recognizes that GBC facilities are public buildings and they will be made available according to the procedures in this document. The fees charged do not represent the total cost of operating the facilities. They are only intended to recoup normal usage, utility, and staff costs. Please see end of document for the Facility Use Handout. Procedures 1.0 General Guidelines for Use 1.1 The priority of use for all facilities will be: GBC instructional use Other NSHE institutions instructional uses Other secondary and post-secondary institution instructional uses State and local agencies Non-profit agencies and organizations For profit agencies and businesses, industries and organizations (Political candidates and/or groups will be treated like any other non-profit or for-profit agency or organization.) Scheduling of all facilities will be done through the facilities scheduling office with final approval given by the office of the vice-president for administrative services. Acquiring reservations for certain facilities (theater, computer labs, etc.) may require arrangements with the departments that oversee use of those facilities. 2.0 Insurance2.1 General liability coverage of $1,000,000 must be provided each time a facility is used at ɫ per the requirements of the Nevada System of Higher Education facility-use insurance requirements. NSHE-sponsored activities. The following policies relate to ɫ self-insurance coverage: To be considered an NSHE-sponsored activity, any revenue generated should be deposited into an appropriate NSHE business office account (checks made payable to the Board of Regents) and any expenditures incurred in support of this activity disbursed from this account in accordance with NSHE regulations and procedures. Additionally, employees and volunteers should comply with established NSHE and State procedures for the employment and supervision of individuals, whether as employees or volunteers. The facilities scheduler should request written confirmation from the appropriate institutional departmental director/supervisor for sponsorship of the event. In the event that the activity does not generate revenue, such as a meeting, the groups involved must have an NSHE business office account in order for the event to be considered sponsored by NSHE. In the event of joint NSHE/outside organization (no NSHE business office account) sponsorship of an event, the self-insurance coverage extends only to NSHE. NSHE will accept statement of self-insurance from agencies listed in the State Government Organization Chart as shown in the current edition of the Nevada State Administration Manual. Since the various agencies participate in the same self-insurance program as NSHE, there is no need to require a certificate of insurance from those agencies included in the chart. NSHE will accept statements of self-insurance from other governmental agencies, i.e., federal and local. All other users of GBC facilities are required to provide a certificate of insurance naming the Board of Regents, Nevada System of Higher Education on behalf of GBC as additional insured. The certificate of insurance should provide general liability coverage of $1,000,000 combined single limit per occurrence. The requirement for each facility use request may be reviewed and waived or reduced by the vice-president for administrative services. In this event, the NSHE has two options: In the event of waiving the certificate of insurance from the organization, GBC may purchase sufficient liability insurance coverage for the event. In the event that GBC feels that the amount of insurance should be reduced or waived, GBC can do so on the advice of the State Risk Management Division. At this point, the organization requesting use of the facility will provide a certificate of insurance for the reduced amount. If GBC wishes to waive the certificate of insurance from the organization, GBC has the option of purchasing sufficient liability insurance coverage for the event. If GBC wishes to waive the certificate of insurance from the organization, GBC has the option of foregoing sufficient liability insurance coverage for the event. 3.0 FeesTo be considered an NSHE-sponsored activity, any revenue generated should be deposited into an appropriate NSHE business office account (checks made payable to the Board of Regents) and any expenditures incurred in support of this activity disbursed from this account in accordance with NSHE regulations and procedures. In addition, employees and volunteers should comply with established NSHE and State of Nevada procedures for the employment and supervision of individuals, whether as employees or volunteers. The facilities scheduler should request written confirmation from the appropriate institutional departmental director/supervisor for sponsorship of the event. In the event the activity does not generate revenue, such as a meeting, the groups involved must have NSHE business office accounts to qualify for this fee waiver. There are certain agencies and organizations with which GBC has reciprocal agreements. These agencies and organizations will not be required to comply with the fee schedule. All other groups will be subject to rental fees. A list of current facility use fees is available from the facilities scheduler or the administrative services office. Date adopted: October 4, 1999 Date last revised and approved by Presidents Council: May 25, 2007 Contact the assistant to the president for any questions, corrections, or additions. FACILITY USE HANDOUT Proof of insurance liability for $1,000,000 (one million) is required by the Nevada System of Higher Education (NSHE) from any organization wishing to use college facilities prior to the scheduling of an activity. Exceptions to the liability requirement are the State of Nevada, Elko County School District, Elko County, the City of Elko, and NSHE-sponsored activities. For more information, please see the section entitled Insurance. There should be a minimum of 10 working days scheduling notice. Rooms may be rented on a one-time basis and are not available for regular use, i.e. weekly, or monthly meetings. All requests are made in writing, using the Room Utilization Request Form. These forms are available at the facility schedulers office in Berg Hall. For more information call 753-2101. Responses to requests will be made within five (5) working days. The request may be made over the phone. College personnel will take the information over the phone; however, the request must be signed by the requesting party before the scheduled date. If it is not signed, the application will not be acknowledged. Once a facility is reserved for a particular user, it will not be changed to someone else, w/o the approval of the vice-president of administrative services. All requests are directed to the facilities scheduling office for consideration. The College has established fees for use of its properties which are charged to recover estimated costs incurred. The fee schedule will be made available to potential users of the college facilities upon request. Users of the college facilities are encouraged to use the food service contractor. The food service contractor has first right of refusal to provide all food and beverages brought into the College Community Center. For more information, please call 753-2261. The assessed fees do not include the use of college secretarial staff, mailing services, telephone services, or copy machines. The college does not provide staff support, mail, telephone, or copy service. Payment of fees is required upon notification of approval by the office of the vice-president for administrative services. All checks will be made payable to the Board of Regents. If there are mitigating circumstances, insurance and fee waivers will be considered by the vice-president for administrative services when presented in writing. The vice-president for administrative services will be the final campus authority on all facility usage questions. Any issues can be presented to the vice-president for administrative services by the applicant. For more information, please contact the administrative services office at 753-2227. A special waiver is required to be signed by the president if alcohol is to be served. There will be no eating or drinking in the classrooms and labs without prior permission. No food preparation is allowed, except when approved by the vice-president of administrative services. GBC is a non-smoking institution. This policy statement must be given to each person, group, or organization that wishes to use ɫ facilities.     PAGE  4.32 Use of College Facilities May 25, 2007 Page  PAGE 2 of  NUMPAGES 3 #$>IJLN & ) L ` b c n ¸zi_SGhUph2 5CJaJh2h2 5CJaJhZ5h2 5>* h7h2 5B*CJaJph hvh2 6B*CJaJphhZfh2 B*CJaJphhUph2 B*CJaJphh7h2 B*CJaJphhNh2 5>*h2 CJaJ hA5hNh2 5 h2 5hmh2 5h\Jh2 5 hdh2 h2 jh2 U>Pub c n $Ifgd2 &dPgd2  p$dNgd2 gd2  ^` gdd ^,,  J c ? ~yypppppg^^gd ^gdT^gd2 gdTkdV$$Ifl  t 0644 l` alp yt2    H I J b c > ? 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