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Statement of Students' Rights and Responsibilities | Use of University Equipment
Use of University Facilities | University Services and Activities
I. 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 or her designee is authorized to administer and interpret these general policies.
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.
II. 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 Vice President of Student Affairs or his or her designee may adopt and issue supplementary provisions when necessary.
III. 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 guidelines.
Use of the Lawn
The Lawn is the geographical and spiritual heart of Jefferson's "academical village," which still serves much of its original purpose--a setting where faculty and students live and work together. The entire University Community--students, faculty, administrators--are its trustees, as well as the beneficiaries of its beauty and usefulness. The Lawn has extremely diverse uses and characteristics, among which are the following:
The University community has developed a proud tradition of mutual accommodations of all these diverse uses. The Lawn must perforce be open and accessible under reasonable rules and regulations.
The Lawn is replete with fragile, delicate structures and landscape content. Preservation is a constant concern and a burgeoning curatorial responsibility. That responsibility has been entrusted to the University as part of its fiduciary obligations to future generations. The danger that misuse of the Lawn presents to the historic edifices, and to their dependencies and surroundings, is real, not theoretical. Differing rules and regulations may apply to different parts of the Lawn--e.g., the lower terrace may be governed by different safety precautions and regulations from those that apply to the upper three terraces. Moreover, space limitations and the number of requests for facilities dictate orderly administrative rules, always providing that these rules be content neutral.
Based on the foregoing considerations, the operative policy for the use of the Lawn area consists of the following:
Use of the Rotunda
Reservations may be made by contacting the Rotunda Administrator (924-1019). Reservations will be made in accordance with the guidelines set forth below and in accordance with University regulations.
Rotunda facilities may be reserved for dignified occasions, within the guidelines, by University departments, groups primarily controlled by faculty, staff, the Alumni Association, Student Council recognized student groups, or University contracted independent organizations. Assignment of spaces shall be content neutral. Because of the heavy demand, it will be the responsibility of the Rotunda Administrator to make the facilities available to as many requesters as possible, avoiding overuse of any group. The Rotunda will not be used for private parties (e.g., wedding receptions) nor will it be used for events requiring the collection of admission fees at the Rotunda.
The Dome Room is the most fragile of the Rotunda facilities. Of special concern is the heart pine floor, which is fragile and irreplaceable. Special care must be taken in the use of this room. Such affairs as seated dinners, lectures, and musical events would be appropriate uses; however, cocktail parties and dances are not permitted. Refreshments may be served only at seated meals. Smoking is prohibited.
Events that do not conflict with inside users may be held on North or South Porticos of the Rotunda provided that they are dignified occasions and are in compliance with Lawn Use regulations. Alcoholic beverages may not be served on the Porticos while the University is in session. Reservations may be made by the Rotunda Administrator.
The Dome Room and other Rotunda facilities may be used after the normal closing hour for the Rotunda (4:45 P.M.) only if official Rotunda personnel are present. Users will be billed for the cost of these employees on an hourly basis. A modest use fee will also be assessed. The use of candles in the Rotunda is restricted to oilless candles in the Dome Room during catered dinners. Candles are to be placed in holders on dinner tables. Candles are not to be carried when lit. Because of very limited fire escape routes, there is an absolute limit on the capacity of the Dome Room which was set by the University Safety Officer. The maximum capacity for banquets is 105 persons; for lectures and similar functions the maximum capacity is 140 persons. For additional room capacities, please see University Policy XV.I.1. In addition, all events are to end and all guests must vacate the premises by 10:30 P.M. This curfew will be strictly enforced.
University Dining Services must provide and serve food and beverages for all Rotunda events. Visitors may not bring food or beverages into the Rotunda. Food and drink may be served only in the Lower West Oval Room and the Dome room (seated meals only). No food or beverages may be transported between floors.
No furnishings, antiques, tables, chairs and heavy equipment may be moved in any of the rooms without the permission of the Rotunda Administrator. Furniture, antiques and furnishings will be moved only by qualified Rotunda or University employees. Heavy equipment such as pianos are not to be taken to the Dome Room.
Because of the high demand for use of the Rotunda, all requests for its use must have a sponsor. A University of Virginia department, a contracted independent organization, or a University related foundation may serve as a sponsor. A representative of the sponsor must be present during the event and will serve as the liaison with Rotunda and other University staff.
A $50 security deposit is required at the time of reservation for a dinner. Deposits for other evening events will be determined on an individual basis by Rotunda Administration. The deposit will be deducted from the itemized bill sent to the sponsor following the event. No refunds will be issued for events cancelled less than 30 days prior to the event. Users are required to agree in advance to pay for damage done to the Rotunda as a consequence of their event.
During the time the Rotunda is open to the public (usually 9:00 A.M. to 4:45 P.M.) Dome Room events will not normally be closed to the public. The oval rooms, if reserved, may be used for lectures, seminars, and meetings to which the public is not invited. The public is not invited into the Rotunda after the normal closing hours.
Students are encouraged to use the alcoves in the Dome Room for study whenever the room is available during normal open hours, subject to normal regulation by the Rotunda Administrator.
Except for official University-wide functions, the Dome Room will not be used for luncheons or receptions; these events may be scheduled in the Lower West Oval Room.
The Dome Room may be used for dinners no more than three times each week, and on an annual average of no more than ten times each month.
An elevator to the upper floors is available for those visitors to the Rotunda with mobility limitations. These persons will be taken on the elevator by Rotunda personnel upon request. Others should use the stairways. In case of fire, the elevator will not be used.
Due to an elaborate humidity control system in place at the Rotunda, all windows and doors are to be kept tightly closed at all times. The glass doors overlooking the South Portico are to remain closed at all times except for official University-wide functions.
Continue to: University Services and Activities
Return to: Chapter 5 Index