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Policy: XV.G.1

Issued: November 18, 1997

Owner: Vice President for Student Affairs

Latest Revision:

USE OF UNIVERSITY RESOURCES

1.0 Purpose

This policy describes the general guidelines for using any of the Universities resources.

2.0 Policy [Top]

2.1 Introduction

"The central purpose of the University of Virginia is to enrich the mind by stimulating and sustaining a spirit of free inquiry directed to understanding the nature of the universe and the role of mankind in it. Activities designed to quicken, discipline, and enlarge the intellectual and creative capacities, as well as the aesthetic and ethical awareness, of the members of the University and to record, preserve, and disseminate the results of intellectual discovery and creative endeavor serve this purpose. In fulfilling it, the University places the highest priority on achieving eminence as a center of higher learning." (University of Virginia Record)

The University uses its resources to facilitate the achievement of this mission. For no other purpose does the University own buildings and equipment, and for no other purpose should it create and implement new nonacademic programs and services.

It is recognized that in carrying out its educational mission, it is often necessary for the University and its affiliated units to provide, for fees, goods and services which enhance, promote, or support its education, research, public service, and support functions. It may also be necessary for the University to provide to the public certain goods or services that cannot reasonably be provided by anyone else. At the same time, the University is cognizant that when it provides goods and services for fees, it may be competing with local private businesses. The University strives to reduce this competition.

To assure that University resources are used solely to promote its educational mission, the following policies and guidelines have been established.

These policies and guidelines are intended to ensure that extracurricular use of the physical facilities of the University is responsible and consistent with the mission of the University.

According to the Governor's Executive Order 2-93, this policy also addresses the issue of the use of University facilities by recognized state employee associations. See applicable section(s) below.


2.2 General

The following policies apply to all extracurricular uses of all University property, unless a specific exception is noted. Facilities normally closed to extracurricular activities because of their function as well as locked buildings, classrooms, or other facilities are exempted from these policies. The University Scheduling Committee is authorized to administer and interpret these general policies. Its decisions may be appealed to the President who may designate another person to consider the appeal on a case-by-case basis.


2.3 Use of University Facilities

These policies and guidelines are intended to ensure that extracurricular use of the physical facilities of the University is responsible and consistent with the mission of the University.


2.4 General Policies

The following policies apply to all extracurricular uses of all University property, unless a specific exception is noted. Facilities normally closed to extracurricular activities because of their function as well as locked buildings, classrooms or other facilities are excepted from these policies. The Vice President for Student Affairs or his/her designee is authorized to administer and interpret these general policies.


2.5 Who May Use University Space

  1. University space may be used by any University group and in some cases by University individuals. For more information, contact the Reservations Office on the fourth floor of Newcomb Hall, telephone (804)942-3203
  2. University space may be used by non-University groups in accordance with these policies and guidelines as long as the group is sponsored by a University group and executes a use of space agreement. The space agreement contains both an indemnification provision holding harmless the University and its officers and employees, and restrictions for use of space consistent with University policies. University individuals may not act as sponsors of non-University groups for the purpose of using University space.
  3. University facilities may be used-subject to these procedures and guidelines and other space restrictions-for religious purposes by University students, groups of students, student organizations, faculty members, or staff members. This provision does not apply to University Hall or the Chapel, where special rules apply.
  4. Unless otherwise notified, guests of students and other visitors to the University are welcome on the Grounds but are not entitled to use those facilities or to attend those events which are limited to students by reason of their payment of tuition or fees or which are limited to faculty and staff members by reason of employment.


2.6 Permitted Uses

  1. University space must be used in a manner which is in keeping with the goals of the University and does not violate University policies and procedures.
  2. No use of University property will be permitted that:

    a. Is unlawful.
    b. Discriminates on the base of age, citizenship, race, religion, color, national origin, political affiliation, handicap, sex, sexual orientation, or status as a disabled veteran or veteran of the Vietnam era (although attendance at an event can be limited, such as "members only," "students only" or "faculty and students only", it cannot be limited specifically by age, citizenship, race, religion, color, national origin, political affiliation, handicap, sex, sexual orientation, or status as a disabled veteran or veteran of the Vietnam era).
    c. Disrupts academic activities, scheduled events, University functions or other normal pursuits that take place in the area.

  3. Admission may be charged for events sponsored by University groups. Admission may not be charged for events sponsored by University individuals, nor may admission fees be collected for events held at the Rotunda. For purposes of the extracurricular use of University property, the proceeds from collections made at events held in University facilities are considered to be admission charges. Any income-generating use of University space that is in competition with private enterprise or is not directly related to the University's mission is not permitted unless the University's Services and Activities procedures have been followed.
  4. Building supervisors may develop use guidelines for their assigned facilities in order to maintain safety and to insure the normal operation of the facility. A person or group may seek clarification and/or interpretation of such use guidelines from the facility supervisor designated for the building.


2.7 General Guidelines on Conduct During Permitted Use

The following instructions and procedures governing conduct shall apply to the extracurricular use of all University property. The University Scheduling Committee may adopt and issue supplementary provisions when necessary.

A. Persons who have reserved space or who are responsible for an event University property are responsible for taking reasonable steps to ensure the safety of University property and persons attending the event.

B. In order to ensure that the rights of all parties are protected, the Dean of Students, in cooperation with students who have reserved University space, may develop and make available in advance specific provisions to govern conduct at a given event. For example, special rules may be devised to prevent disorder or other interference with the activity; precautions may be taken to avoid physical harm to persons or to property; and attendance may be limited according to space requirements or the desires of those who have reserved the space, so long as they do not conflict with the provisions herein.

C. When University space has been reserved or is in use, persons who wish to communicate to those in attendance (for example, by the distribution of leaflets or carrying of signs) will be permitted to do so in a manner that does not disrupt the activity in progress, that does not interfere with or harass those who are entitled to attend and that complies with any special rules developed pursuant to paragraph B of this Section. Actions that interfere with the opportunity of the audience to hear and observe the proceedings, that physically interfere with the proceedings, or that create disruptive noises which penetrate the area of the proceedings are prohibited.

D. All persons on University property are subject to these provisions and to the provisions of local, state and federal law. Appropriate action may be instituted against any person who does not comply therewith.

E. Persons designated by the President are authorized to ask persons who are using or occupying University space in a manner inconsistent with these policies or guidelines to leave. A person who has reserved space or who is in charge of the event is also authorized to ask any person who engages in conduct inconsistent with these provisions to leave the event.

F. Students who do not comply with a request to leave should be warned that disciplinary action may be taken which could result in suspension or expulsion from the University. If the violation continues, University disciplinary procedures may be initiated.

Any person who does not comply with a request to leave should be warned that action may be taken which could result in arrest for violation of the law. If the violation continues, appropriate action may be instituted.


2.8 General Guidelines for Scheduling

The following procedures and guidelines are designed to ensure efficient use and management of University buildings, grounds and playing fields. Building Supervisors, or others responsible, may develop specific reservation procedures and scheduling guidelines for particular buildings or fields. Such specific rules shall be considered a part of the general reservation procedures and scheduling procedures.

A. University space can and should be reserved in order to assure its availability at the time desired. General information concerning reservable spaces at the University can be obtained from the Reservations Office on the fourth floor of Newcomb hall, telephone(804) 924-3203. Available spaces in Student Activities Buildings can be reserved through the Reservations Office. Spaces in other buildings or playing fields can be reserved through individual Building Supervisors. Consult the staff in the Reservations Office for current information.

B. In order to achieve a fair distribution among interested parties of certain facilities in high demand and to insure that the use of space is appropriate to its character, the Facilities Coordinator and Building Supervisors or other persons charged with responsibility for University space not under the sole control of the Facilities Coordinator may establish restrictions and priorities for the use of University facilities. The principle of first applied-first granted will in most instances govern assignment of space except that academic (curricular) uses have priority over academic space. If the space requested for reservation is for a routine departmental, faculty, or student meeting in space normally used and is not in conflict with other requests, assignment and confirmation are automatic.

In scheduling extracurricular events, the Facilities Coordinator, Building Supervisor, or person charged with the responsibility for University space not under the sole control of the Facilities Coordinator will act as instructed by the President or the President's designee.

In cases of major scheduling or space conflicts of potential harm to a University group, the Scheduling Committee will, upon request, consult with those concerned and will make a decision on the applicable status. A decision by the Scheduling Committee may be appealed to the President or the President's designee.

3.0 Definitions [Top]

1. "UNIVERSITY GROUPS" include the University and all of its departments, service units, student organizations, affiliated or related organizations and foundations.

2. "UNIVERSITY INDIVIDUALS" include faculty members, staff members, students and groups of students.

3. "STUDENT ORGANIZATIONS" are those organizations which are Contracted Independent Organizations (CIOs) or special status student organizations.

4. "STUDENT" is a person registered in the resident Schools or Colleges of the University at Charlottesville for the academic semester in progress at the time University property is to be used.

4.0 References [Top]

5.0 Approvals and Revisions [Top]


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