General Policy on the Use of University Facilities
See Washington Administrative Code 478-136, which is available at designated reference stations on the University of Washington, Bothell campus.
Policy on the Use of University of Washington, Bothell Facilities
The University of Washington, Bothell (UWB) is an institution of higher education provided and maintained by the people of the state in order to carry out its broad mission of teaching, research and public service. The purpose of this policy is to interpret and apply the provisions of WAC 478-136 to assure that all facilities operated by UWB are reserved primarily for educational use including, but not limited to, instruction, research, public assembly, student activities and recreational activities related to educational use. Reasonable time, place and manner restrictions may be placed on the use of UWB facilities, and priority of use will be to the conduct of the teaching component of the UWB mission with the least disruption to the students we serve.
Terminology and references contained in WAC 478-136 will apply to the University of Washington, Bothell as follows:
- "Facilities" includes all structures, grounds, parking lots, and airspace owned and/or controlled by UWB.
- "Use of facilities" includes, but is not limited to: the holding of events; the posting and removal of signs; all forms of advertising; commercial activities; and charitable solicitation. Events, for purposes of this policy, do not include: academic instruction that generates student FTE credit for UWB; performance of research; or holding of academic, administrative or student business meetings necessary to run the institution.
- "Committee on the Use of University Facilities" means the UWB Facilities Use Approval Committee (FUAC).
- "Approved event" means a use of UWB facilities which has received preliminary sponsorship from an academic or administrative unit and which has received final approval from the UWB Facilities Use Approval Committee or its designee.
- The Board of Regents of the University of Washington has delegated the authority to regulate the use of university facilities to the President of the University of Washington. The Chancellor has been delegated this authority as it pertains to facilities of the UWB, and the Chancellor has established a Facilities Use Committee at UWB and authorized the Committee to perform the following functions: establish policy for use of UWB facilities; within the framework of the policy, establish guidelines and procedures governing such use; provide for proper review of the use of UWB facilities; approve or disapprove requested uses; and establish policies regarding fees and rental schedules to be charged for use of facilities.
- Preliminary approval of an event by an academic or administrative unit of the University implies that a responsible official has applied his or her professional judgment to the content of the program, the qualifications of the individuals conducting the event, the manner of presentation, and has concluded that the event is consistent with the teaching, research and/or public service mission of the University.
- Final approval of a facilities use request by the UWB Facilities Use Approval Committee or its designee implies that the Committee has reviewed the proposed event with regard to: the general facilities use policy; the direct and indirect costs to the institution; environmental, health and safety concerns; wear and tear on the facilities; appropriateness of the event to the specific facility; and the impact of the event on the campus community, surrounding neighborhoods and the general public.
- Individuals who violate UWB's use of facilities policies and procedures, and approved users who violate UWB contract terms for use of facilities, will be advised of the specific nature of the violation and may be requested to leave UWB property or be refused future use of UWB facilities. Failure to comply with a request to leave UWB property by a representative of Campus Security or appropriate administrative person could subject individuals or approved users to arrest and criminal prosecution under provisions of applicable state, county and city laws or ordinances.
- The primary contact for inquiries and information regarding the use of UWB facilities is the Facilities Use coordinator who can be reached by e-mail at firstname.lastname@example.org or by writing to Facilities Use Coordinator, 18115 Campus Way NE, Bothell, WA 98011-8246.
- Faculty, staff, registered or official student organizations may use UWB facilities to hold events attended only by faculty, staff and/or enrolled students of the University of Washington. Such events do not require preliminary approval by an academic or administrative unit director or final approval by the UWB Facilities Use Approval Committee unless one or more of the following circumstances are applicable:
- Event will require special area/room configuration, furnishings, equipment, equipment operators, or other support services.
- Event is proposed to be held in an atrium, lobby or hallway of any building.
- Event is proposed to be held in public areas (campus grounds) outside of buildings.
- Event is proposed to be held in a Computer Lab or Computer Training Classroom
- Event is proposed to be held, in whole or in part, outside of normal business hours (8 a.m. to 5 p.m.) or on weekends.
- A fee will be charged to those participating in the event, whether by the UWB or by any other university or non-university individual or organization.
- The event is for the purpose of fund raising.
- The event will include serving of food and/or beverages.
- The event is for the purpose of promoting an external organization, a commercial activity, or charitable solicitation (excluding the annual Combined Fund Drive sponsored by the University).
When approval is required, the event must receive preliminary approval from the director of an academic or administrative unit at UW Bothell who has appropriate oversight over the requesting organization or individual prior to being considered for final approval by the UWB Facilities Use Approval Committee.
- Faculty, staff, registered or official student organizations may use UWB facilities to hold events to which individuals from external organizations or the general public is invited. Such events must receive preliminary approval from the director of an academic or administrative unit at the UW, Bothell; UW, Tacoma; or UW, Seattle campus who has appropriate oversight over the requesting organization or individual prior to being considered for final approval by the UWB Facilities Use Approval Committee.
- Non-university organizations and individuals may use UWB facilities to hold events, to include events to which the general public may be invited. Such events must receive preliminary approval from a UWB academic or administrative unit director prior to being considered for final approval of the UWB Facilities Use Approval Committee.
Limitations on Use
- Freedom of expression is a highly valued and indispensable quality of university life. However, UWB facilities may not be used in ways that obstruct or disrupt university operations, the freedom of movement, or any ways that are considered unlawful.
- UWB will not make its facilities or services available to organizations that do not assure the UWB that they will comply with the terms of the Americans with Disabilities Act (ADA, 42 U.S.C. 12132) or the Rehabilitation Act of 1973 (RA, 29 U.S.C. 794). Uses must not impose restrictions nor alter facilities in a manner that would violate the ADA or RA.
- UWB will not make its facilities or services available to organizations which do not assure the UWB that they do not discriminate against any person because of race, color, religion, national origin, sex, sexual orientation, age, handicap or status as a Vietnam era or disabled veteran, except where such organizations have been exempted from provisions of applicable state or federal law or regulations.
- Specific restrictions on use of certain UWB facilities are:
- Use of Computer Labs or Computer Training Classrooms by non-university organizations and individuals will be limited to weekdays between the hours of 8 a.m. to 5 p.m. during periods when academic classes are not in session.
- The Commons area was designed to be used as a space for students to meet, study, eat and relax. For this reason, we are unable to schedule the Commons for special lectures or events during a regular school day. We will welcome student events that are all inclusive and don't require cordoning off the area. As patterns of usage by students are determined, the Facility Use Approval Committee hopes to welcome requests for use during evenings, weekends and breaks.
- UWB facilities may be used for events and forums regarding ballot propositions and/or candidates who have filed for public office when the event has received preliminary approval by the director of an administrative or academic unit and final approval by the UWB Facilities Use Approval Committee or designee. There are, however, certain limitations on the use of UWB facilities for these political activities as outlined in WAC 478-136-030.
- UWB facilities may not be used for private or commercial purposes such as sales, advertising, charitable solicitations (excluding the annual University sponsored Combined Fund Drive), or promotional activities unless such activities serve an educational purpose as determined by the UWB Facilities Use Approval Committee.
- UWB will not make its facilities available for instructional or related purposes that compete with courses or programs offered by the UW Bothell, UW Seattle, and UW Tacoma. When permission is granted to use UWB facilities for approved instructional or related purposes, as a condition of approval, the user of UWB facilities agrees to include non-endorsement statements in all materials in the form approved by the UWB Facilities Use Approval Committee. "Materials" includes all communications, advertisement, and any other printed, electronic, or broadcast/telecast information related to the user's activities offered in UWB facilities.
- Electronic amplification on the grounds of the UWB campus is prohibited with the following exceptions:
- Within the confines of an enclosed building or room.
- Under special circumstances, when approved in advance by the Facilities Use Committee.
- No person may use UWB facilities to camp on the grounds of UWB. "Camp" means to remain overnight; to erect a tent or other shelter; or to use sleeping equipment, a vehicle or trailer camper for purpose of or in such ways as will permit remaining overnight. This provision does not preclude the use of facilities where an employee remains overnight to fulfill the responsibilities of his or her position, or where a student remains overnight to fulfill the requirements of his or her course of study or research. Violators are subject to arrest and criminal prosecution under applicable state, county and city laws.
- UWB is committed to maintaining a safe and healthful environment for all faculty, staff, students and visitors. Accordingly, UWB has established and will enforce:
- A smoking policy to protect nonsmokers from exposure to smoke in their university-associated environments and to protect life and property against fire hazards.
- Maximum occupancy capacities for rooms, buildings or structures.
- A policy for use of alcoholic beverages on the campus.
- UWB is not equipped or staffed to provide the amenities normally associated with hotels, conference centers or other venues that specialize in providing space and support for meetings, conferences, seminars, and events for the general public. Consequently, approval to use UWB facilities does not construe that non-university users or event attendees will have access to use of university telephones, fax or copy machines, or other equipment or facilities not agreed to be provided in advance of the event, or to the provision of catering, messaging, secretarial, copying, errand running or similar services. In addition, UWB will provide no facilities or equipment that were not approved in advance of the event (e.g., requests received on date of facility use will not be honored).
- Authorized users may be permitted to serve food and/or beverages in conjunction with events held in UWB facilities. However, UWB has no on-campus food service or catering facilities. Requests for use of UWB facilities that include a request to serve alcoholic beverages in conjunction with the event will only be approved and permitted when the conditions specified in the UWB Alcohol Policy and Procedures are met.
- UWB is committed to maintaining a neat and orderly appearance and minimizing damage to walls and finished surfaces throughout the campus. Accordingly, UWB will enforce a strict no taping or tacking policy for the posting of items such as posters, flyers, temporary directional signs, advertisements, and announcements. All such items are restricted to display on easels or on designated posting/bulletin boards. The date of posting must be indicated on the items. Personnel from UWB Physical Plant and/or Security will remove items posted on walls, wood trim, doors, windows and painted or soundproof surfaces in violation of this policy.
- Do not advertise any event until you have received event approval from FUAC.
Safety and Liability
It is the responsibility of any person or organization requesting the use of UWB facilities to comply with:
- All applicable UW Bothell policies, procedures, and regulations.
- The approved terms permitting use of UWB facilities and any conditions that may be imposed by the UWB Facilities Use Approval Committee in granting such permission.
- Local, state and federal laws, ordinances, rules and regulations, including but not limited to fire, health, safety, noise and alcohol use.
- When a non-university organization or individual or a registered or official student organization is approved to use UWB facilities, the permission is granted with the express understanding and condition that the organization or individual assumes full responsibility for any loss, damage, or claims arising out of such use. When the event involves physical activity, or proposed use will otherwise increase the risk of bodily injury above the level normally inherent in the facilities to be used, proof of appropriate liability insurance coverage with limits of at least $1,000,000 per occurrence must be provided to the UWB Facilities Use Approval Committee before approval of the requested use will be granted.
- Do not add furniture from other areas or rooms. Each room is configured per fire code requirements for maximum seating capacity and additional furniture is prohibited. If you require the movement of existing furniture you must contact UWB Physical Plant Services (PPS) once you receive approval from FUAC for the event. Only PPS staffs are authorized to move desks and tables.
Rental and Other Facility/Equipment Use Fees and Deposits
UWB receives funding from the state only for the teaching component of its mission (including essential maintenance and support services). This funding does not provide for direct (e.g., staff time for set-up or installing/operating equipment) or indirect (e.g., staff time for consulting or coordination; wear and tear of furnishings) costs associated with using UWB facilities for any other purpose. In addition, an article of the state constitution specifically states: "The credit of the state shall not, in any manner be given or loaned to, or in aid of, any individual, association, company or corporation."
- Rental and other facility/equipment use fees must be assessed by UWB in order to make its facilities or equipment available for any use other than the following:
- Academic instruction that generates student FTE credit for UWB.
- Performance of research.
- Academic, administrative or student meetings necessary to run the institution.
- Guest speakers, lecturers and artists invited to speak at UWB, including presentations to which the general public may be invited, when the facility or classroom requested for use can be used "as is" (i.e., no special room/area configuration, furnishings, equipment, equipment operator, or other services are required).
- Rental and other facility/equipment use fees must also be assessed when one or more of the following circumstances are applicable to any requested use of facilities:
- The authorized user is a non-university organization or individual.
- A fee, other than tuition or a mandatory fee collected as a part of tuition, will be charged to those participating in the event (whether by UWB or by any other university or non-university organization).
- The purpose of the event is fund raising.
- The purpose of the event is to promote a non-university organization, a commercial activity, or a charitable solicitation (excluding the annual University sponsored Combined Fund Drive).
- Fees that will be assessed when applicable under this policy include:
- Rental. Use of a UWB facility or classroom.
- Equipment. Use of university owned equipment, including media equipment, provided by UWB that is not included in the normal configuration of the facility or classroom requested for use, and any staff time required to install or operate the equipment. Use of privately acquired/provided equipment is permitted, subject to prior to event approval of the UWB Facilities Use Approval Committee.
- Other Support. Staff time and materials required for any unique services provided by UWB. Examples (not all-inclusive) are: set-up for special room configuration or furnishing requirements; arrangements for serving of food and/or beverages or post-serving clean-up; special electrical, staging or transportation requirements; and safety/security requirements.
- Cancellation. Cancellations made later than 3 working days prior to a scheduled event will be charged 10% of the room rental fee plus all unique costs incurred by UWB in preparing for the event.
- Damage Deposits. As determined by the UWB Facilities Use Approval Committee, damage deposits may be required from non-university organizations or individuals prior to conduct of an approved event.
- Guest/visitor parking permits for "the day of" event.
- Except for cancellations, when the authorized user is staff, faculty, or a registered or official student organization, fees assessed will only be to recover costs incurred by UWB (both direct and indirect). For non-university users, fees more reflective of market rates for use of comparable facilities or equipment will be assessed, but in no case will the fees be less than costs incurred by UWB.