Facilities and Grounds Use, Activities

Effective: Moved to Policy Library from 2.1(1), UPM 2.1(2), UPM 2.5(14)
Updated/Revised: December 14, 2010
Contact: Facilities Planning and Management-Facilities Planning

Introduction
Policy Statement
Priority of University-Related Activities
Not for Personal Gain
Access to Grounds and Facilities
Authorization Requirements
Outdoor Areas
Indoor Areas
Display of Non-Instructional Materials
- Displays Within Buildings
- Exterior Displays
General Rules on use of Grounds and Facilities
Resources

Introduction

The policy provides for greater access to the University campus under easily understood terms and conditions, preserves the primacy of the teaching and research mission of the University in the use of the campus and its facilities, and will contribute to the goal of an engaged intellectual environment.

This university policy is in accordance with:

Iowa Code 721.2.5 prohibiting the use of university facilities or property for personal gain.
Iowa Administrative Code Sections 681-13.10 through 13.14 regarding uses of facilities or property. The Iowa Administrative Code prevails in any conflict with this university policy.

This policy applies to indoor and outdoor weddings and other private events, as well as public events.

Except as specifically indicated, this policy is applicable to non-commercial uses. Commercial uses are subject to the Iowa Administrative Code sections on Commercial Solicitation, Advertising and Sales and Mail Systems.
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Policy Statement

Priority of University-Related Activities

University grounds and facilities are primarily dedicated to its missions of teaching, research and service. While grounds and facilities are generally open to non-commercial use by the public, students, student organizations and staff, use for other than university-related purposes must not substantially interfere with university activities and must be in conformity with the requirements indicated below. University-related activities, including the activities of recognized campus and student organizations, will be given priority.

Not for Personal Gain

No university or non-university persons may use university property or physical facilities for personal gain. Persons or groups engaged in activities for which an admission is charged or collections of money are made in any form may not reserve or use university facilities or property for such activities unless the personnel and the activities are clearly associated with or a part of a university department.
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Access to Facilities and Grounds

University grounds and facilities are generally open to public access except as provided below:

Persons may not enter buildings or facilities without authorization when the buildings or facilities are locked, when signs indicate they are closed to the public or when they are closed to the public for specific events.
The following facilities and grounds are restricted areas; therefore access requires express permission of the relevant building supervisor, superintendent, or other person in charge of the facility:

individual residences or dwellings

research laboratories or facilities

farms and associated buildings

animal storage and confinement facilities

utility and maintenance closets, mechanical rooms, utility facilities, and utility tunnels

storage areas

hazardous materials waste storage and handling areas

marked or fenced construction areas

institutional food preparation areas

private offices

work rooms

shops

areas where medical, psychological or other consultation takes place

radio and television studios

intercollegiate athletics competition facilities

areas which bear signs indicating that access is restricted

The university has leased some of its property and facilities to other parties for use related to the university purposes (for example, the Ames Laboratory and the National Soil Tilth Laboratory). Such areas are not open to the public use except as provided by the lessee of the property or facility.
The Scheman Continuing Education Building, Stephens Auditorium, Fisher Theater, and the Iowa State University Research Park are managed by separate organizations that regulate usage of these facilities and property.
Access to grounds and facilities may be denied when they are closed to the public for special university events, or when access would conflict with another approved use of the grounds or facilities. The university may limit or control access to areas of the campus for ceremonial events and celebrations such as graduation or VEISHEA.
Unapproved uses of university grounds and facilities by the general public are subject to preemption for university activities for use by recognized student and campus organizations and for uses by students, faculty and staff for purposes related to the university's mission.
Access to performances, art exhibits, museums and other exhibitions may be regulated by requirement of payment of a fee for entry. Visitors are required to abide by policies set by the various facilities.
Access to campus roads and parking is governed by university parking and traffic regulations, as well as signage erected upon campus roadways and parking areas.
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Authorization Requirements

Scheduling

To ensure no conflicts in the use of grounds or facilities, groups or person wishing to use grounds or facilities, whether indoor or outdoors, must schedule use of university grounds or facilities as provided below. ISU has designated public forum areas with few restrictions. Public events, as defined below, require filling of a notice, or approval depending on the event.

Public Events

Public events are defined as outdoor events where more than 50 persons are participating or at which the sponsor reasonably expects more than 50 persons to be involved, or indoor events where more than 15 persons are participating or at which the sponsor reasonably expects more than 15 persons to be involved. Fees may be assessed for services rendered or property damaged.

Non-profit organizations

Non-profit organizations sponsoring programs of community-wide interest and having prior written permission from Facilities Planning and Management may reserve and use university grounds and facilities provided that such use does not conflict with university-sponsored events.

Weddings

Weddings on campus are permitted if authorization is obtained as required by this policy. Charges or deposits may be associated with the use and services of the campus space.
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Request and Approval

Requests for weddings and other non-university activities may be submitted to Facilities Planning and Management (exterior areas) or the Memorial Union (interior areas). The Vice President for Business and Finance is responsible for providing final approval for requested space in areas that are normally used for academic purposes.

Outdoor Areas

Designated Public Forums
The Edward S. Allen Area of Free Debate, located west and south of the Hub, and the area south of the Campanile have been designated as public forums for non-commercial expression. If these areas have not been reserved for use for university purposes or by student, faculty or staff organizations, any member of the public or of the university community may use these areas for expressive activities on a first come, first served basis. Signs or placards, each of which is carried by one or two persons, are permitted. Freestanding displays are permitted as long as the display occupies a space of less than 200 cubic feet, weighs less than 300 pounds and is accompanied at all times by an individual responsible for the display. Leafleting may be conducted in a way to avoid substantial littering of the campus. Activities (gathering, signs and placards) shall not impede the use of walkways for others.

Uses that Require Only Notice
Organizations and groups of persons wishing to use outdoor areas other than a designated public forum for a public event must file a notice of intent to use an area with the Student Activities Center. If possible, such notice should be filed at least twenty-four hours in advance of the event, but in any case must be given at least three hours prior to the event. No approval is necessary if the event meets the following criteria:

For events held on weekdays between the hours of 8:00a.m. and 4:00 p.m., the event will be held at least one hundred feet away from buildings that normally hold classes;

No other person or group has been authorized to use the area, or has filed a notice of intent to use that area or an adjacent area;

The organizers do not intend to use amplification equipment or equipment requiring use of electrical power connections, except that hand-held megaphones are permitted if used so as to direct the sound away from nearby buildings that normally hold classes;

Participants will not use displays other than signs or banners carried at all times by one or two participants (unattended displays may not be used without permission);

If the event is not at one of the two public forum areas the event will occur only between the hours of 8:00 a.m. to 10:00 p.m.; and

The sponsor of the event indicates that the event will comply with the general restrictions indicated above.
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Uses that Require Approval
A public event not at an open forum area, which does not meet the above criteria, requires prior approval by filing an Event Authorization Form with the Student Activities Center at least three business days in advance of the proposed event. The Student Activities Center will make every effort to provide approval or non-approval (with a statement of the reasons for non-approval) within one business day. The sponsors of the event may request waiver of the three-day requirement. A waiver may be granted if the Student Activities Center determines that there are good reasons for an exception. Events will be evaluated based upon whether conducting of the event will meet the general rules indicated below. Approval may be conditioned upon sponsors making reasonable assurances that the event will comply with them. In addition, reasonable time, place and manner restrictions may be required. Events will not be disapproved based upon the content of proposed speaking or expressive activity.

Following such clearance, the organization will make particular arrangements regarding location, electrical power needs, sound magnification, custodial services, and provision for liability as directed by the Student Activities Center. If streets or parking lots are to be involved, the organization must receive clearance from the Department of Public Safety. Preferred locations for outdoor programs, that are likely to cause disruption of other activities, are the areas south or north of the Campanile, west of Curtiss Hall, west of Ross Hall, south of the Hub, and south of the Parks Library, provided they do not conflict with university classes or scheduled activities, and provided they conform to appropriate uses for the area.
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Indoor Areas

General Policy Regarding Use
Any use of indoor areas must not conflict with university programs and events and must be compatible with the purpose of the facility or the particular area to be used.

Members of the general public and campus community are free to enter university facilities (other than restricted areas) during business hours as necessary to transact business, seek information about the university or deliver petitions or correspondence.

Organizations and groups desiring to use academic and residence facilities for conferences should contact the relevant office(s) as listed below to determine availability and fees for use. Organizations desiring to use the Iowa Sate Center or the Iowa State Memorial Union for conferences, meetings and events should contact the relevant facility.

Organizations (other than recognized campus and student organizations) using classrooms, auditoria, and meeting rooms will be charged the customary rental of those facilities. All users will be responsible for costs incurred for set-up, equipment use, clean up and use of services and materials of the university.

To avoid disruption, the following kinds of indoor areas are not available for non-university related assembly or solicitation: hallways, stairways, waiting rooms, residence halls and apartments, dining facilities, work rooms, common areas provided around service windows, the Veterinary Teaching Hospital and the Student Health Center. Atria and open areas in buildings are generally available for use except when they are used as waiting areas or common areas around service windows.
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Uses that Require Scheduling
To avoid conflicts with university activities and permitted use by others, organized use of indoor areas by groups of fifteen or fewer persons, that will substantially exclude others from using the same or adjacent areas (other than transitory passage through public areas and hallways), require scheduling through the Student Activities Center.

Uses that Require Approval
Organized or concerted assembly or solicitation at indoor areas by groups involving more than fifteen persons for non-university-related purposes must be approved by filing an Event Authorization Form with the Student Activities Center at least three days in advance of the activity. The Student Activities Center will make every effort to provide approval or non-approval (with a statement of the reasons for non-approval) within one business day. The sponsors of the event may request a waiver of the thee-day requirement. A waiver may be granted if the Student Activities Center determines that there are good reasons for an exception. Events will be evaluated based upon whether conducting of the event will be consistent with the facility's purpose and with university's general rules on facility use. In addition, reasonable time, place, and manner restrictions may be required. Events will not be disapproved based upon the content of any expressive activity. Persons denied authorization may appeal to the Vice President for Business and Finance.

Offices to Contact
The following grounds and facilities are managed by separate university offices or organizations. The Student Activities Center and users must coordinate use of these grounds and facilities with the listed offices:

Common Areas in Buildings: Building Coordinator for the Building (Contact Vice President for Business and Finance office.)

Campus Grounds: Facilities Planning & Management (FP&M) Campus Services

Rooms in Academic or Administrative Buildings: FP&M Room Scheduling

Memorial Union: Reservations Office or University Conference Services

Iowa State Center: Iowa State Center Office

Residence Halls: Undergraduate Residences; University Family Housing; Frederiksen Court

Recreation Facilities: Recreation Services (Recreation Facilities include Beyer Hall, State Gym, Armory, Forker Building, Lied Recreation/Athletic Facility, and outdoor intramural recreation fields and courts.)

Use by Students and Recognized Student Organizations
Students and student organizations have priority for use of residence facilities, recreation facilities and the Memorial Union. Students and student organizations may directly contact the offices listed above to schedule use of meeting rooms and other facilities.

Evenings
As part of the university's comprehensive effort to conserve energy and save money, activities will generally be scheduled into buildings normally open and operational in the evenings. More information may be obtained through FP&M Room Scheduling.
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Display of Non-Instructional Materials

Displays Within Buildings
Poster, advertisements, or other visual display materials may be affixed only on permanent building bulletin boards. Such display materials may not have a surface area of greater than 300 square inches.

Iowa State University students and organization as well as the general public may use "General" bulletin boards without approval for posting information related to their activities.

Bulletin board notices must include the date they are posted or the date of the event and may be posted no more than one month in advance of the event. Undated and early notices will be removed. Properly posted notices will be removed after thirty days or in the case of advertisements for an event, after the date of the event.

"Restricted" bulletin boards are limited to the use of designated departments or organizations. The official representative of the respective department or organization must approve use of these bulletin boards.

Exterior Displays
Residence Department buildings: Signs, banners, and other display materials may be affixed to buildings only with the authorization of the Coordinator of Residence Life in each residence complex.

Academic, administrative and service buildings: Signs, banners and other display materials are not to be affixed to buildings. Exceptions may be made in cases where the display materials have temporary celebratory or informational messages. Prior approval of intent, location, design, and installation timetable must be obtained from the Director of University Marketing and the University Architect by submitting the Event Banner Authorization Form (see Resources below).

Clean up: All visual displays must be removed 48 hours after authorization has expired. If clean-up is not prompt, the university's campus services unit will remove displays and bill the unit or individual responsible for the display. Unauthorized posted displays, banners and signage will be removed by Campus Services and the unit or individual responsible for the materials will be billed for clean-up.

General Rules on Use of Grounds and Facilities

University grounds and facilities may not be used in a manner that substantially disrupts university events or the lawful use by other persons; substantially interferes with the free flow of vehicle or pedestrian traffic; results in injury or creates the threat of injury to persons; involve commission of a crime or illegal behavior; damages or defaces university property or creates the threat of damage to property; or results in significant littering, pollution or other nuisance.

No person may conduct him- or herself in a manner so as to engage in harassment or stalking as defined by Iowa Criminal law, or engage in sexual or racial harassment in violation of university policy.

No person may engage in public urination, defecation or other actions that create a sanitary hazard.

Persons entering specialized facilities, such as libraries, recreation facilities, clinics, research laboratories and other research facilities, and areas not open to the general public must comply with policies established by such facilities. Questions about applicable policies should be directed to the manager or supervisor of the facility.

Weapons are not permitted on the campus except for purposes of law enforcement and as specially authorized for purposes of instruction, research or service. A weapon is any instrument or device designed primarily for use in inflicting death or injury upon a human being or animal, and which is capable of inflicting death or injury when used in the manner for which it was designed. Weapons include any pistol, revolver, shotgun, machine gun, rifle or other firearm, BB or pellet gun, taser or stun gun, bomb, grenade, mine or other explosive or incendiary device, ammunition, archery equipment, dagger, stiletto, switchblade knife, or knife having a blade exceeding five inches in length. Residents of university housing may possess knives have a blade exceeding five inches for cooking purposes.

Consumption of alcohol is not permitted in outdoor areas of the campus. An exception is made for consuming alcoholic beverages served at approved events for which a valid liquor permit has been issued as provided by state law, and for private events or designated areas at events. Unauthorized alcoholic beverages are subject to confiscation.

Vehicles are not permitted off of roadways or parking areas without permission from FP&M Campus Services.
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Exterior, not affixed to buildings: Signs, banners and other display materials are not to be affixed to sidewalks, trees, fences, shrubs, light poles or other fixtures of the landscape. Freestanding displays are not to be placed in any area other than those areas authorized through the activity authorization process coordinated by the Student Activities Center. See Resources below for link to Event Banner Authorization Form.

Clean up: All visual displays must be removed 48 hours after authorization has expired. If clean-up is not prompt, the university's campus services unit will remove displays and bill the unit or individual responsible for the display. Unauthorized posted displays, banners and signage will be removed by Campus Services and the unit or individual responsible for the materials will be billed for clean-up.

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