PURPOSE

The purpose of this document is to ensure an understanding of standardized procedures for reserving Mississippi State University facilities.

POLICY

Mississippi State University, a land grant institution, is committed to three broad purposes: (1) instruction, on and off campus, to enhance the intellectual, cultural, social and professional development of students; (2) research, to expand current knowledge and to give new insights and interpretations to accumulated knowledge; and (3) public service, to apply the resulting knowledge or research to the lives of people throughout the State of Mississippi.

Each facility on Mississippi State University's campus is an educational resource, planned and designed for that specific purpose. Inasmuch as the facilities are to be used primarily for teaching, research and public service, they are not available for unrestricted use for other purposes. However, the university recognizes a responsibility to provide the use of facilities to individuals and organizations associated with the University and, in exceptional situations, to those not associated with the University but consistent with the policies established by the Board of Trustees of State Institutions of Higher Learning.

This policy applies to all facilities under the managing authority of the President of Mississippi State University, whether they be on or off the central campus of Mississippi State University. This policy is consistent with established policies of the Board of Trustees.

"In general it shall be the policy of the several institutions not to make available the buildings and other facilities of the institutions to outside organizations. Exceptions to this policy may be approved by the executive officer of an institution. No exception shall be approved for commercial enterprises, political or sectarian meetings, without specific approval of the Board." [Policies and Bylaws, Section 901.05]

Definitions

1. The Board--the Board of Trustees of State Institutions of Higher Learning that acts as the ultimate policy-making body relative to the use of university facilities.

2. President--the university's managing authority responsible to the Board for the management of university facilities.

3. Facilities--the university buildings, their grounds and annexes subject to the custody and control of the Board.

4. Student--any person who is registered in a course for official university credit for the current academic period.

5. Staff--all employees of the university, including faculty, professional and support personnel employed on a full- or part-time basis.

6. Recognized University Organizations--an organization that is officially recognized as a faculty, staff or student group or an administrative or academic unit under the managing authority of the university, or has been approved by the university Student, Faculty, and Staff Organizations Committee .

7. University Related organization--an organization not directly under the managing authority of the university, but affiliated with a university component by means of professional, subject, or program relationship.

8. Community Organization--non-profit, non-commercial, non-religious, non-political organization having no direct tie to the university, but one which provides services and educational activities open to the public.

9. Individual--a person requesting use of a university facility for an activity, who is an employee or other affiliate of the university.

10. Facilities Use Director--the university official to whom the President has delegated the authority for carrying out facilities use policy and associated procedures.

11. Facility Supervisor--an official whom the President has designated official representative of a facility (or facilities) and has the authority to conduct official business relative to that facility, with the concurrence of the Facilities Use Director.

PROCEDURE

1. Use of Facilities by Recognized Organizations

The Facility Supervisor with the concurrence of the Facilities Use Director shall permit recognized university organizations to use facilities for events for staff and students where it is determined that:

1. the proposed use will not interfere with nor detract from the teaching, research and public service mission of the university;

2. the university has appropriate facilities available for the proposed use; and

3. the organization seeking to use the facility has complied with applicable university procedures.

Recognized organizations using university facilities may be required to reimburse the university for the costs, if any, incident to the use of the facilities and are required to pay rental charges in excess of actual costs for use of facilities where the use is for producing revenue.

2. Use of Facilities by University Related Organizations

The Facility Supervisor with the concurrence of the Facilities Use Director may permit university related organizations to use university facilities where it is determined that:

1. the name of the organization appears on a comprehensive list previously approved by the President of the University.

2. the proposed use will not interfere with or detract from the teaching, research and public services missions of the university;

3. the university has appropriate facilities available for the proposed use; and

4. the organization seeking to use the facilities has complied with applicable university procedures.

University related organizations using university facilities are required to pay the university cash or in-kind costs incident to the use of facilities. In-kind payment, either partial or full, will be accepted only upon certification in writing of receipt of sufficient in-kind benefit to the university at or above the level of Dean or Director.

3. Use of Facilities by Community Organizations

The Facility Supervisor with the concurrence of the Facility Use Director may permit community organizations to use university facilities for public events where it is determined that.

1. the proposed user has certified in writing that no other community facilities are available which will meet the needs of the user;

2. the proposed use will not interfere with or detract from the teaching, research and public service mission of the university, or the use of the facilities by university or university related organizations;

3. the university has appropriate facilities available for the proposed use; and

4. the organization seeking to use the facilities has complied with applicable university procedures.

Community organizations using university facilities must reimburse the university for the costs incident to the use of the facilities and are required to pay the university rental charges in buildings where rates apply.

4. Use of Facilities by Individuals

The Facility Supervisor with the concurrence of the Facilities Use Director may permit individuals (as defined on page 2, item 9) to use university facilities for funerals, weddings and wedding receptions when held in the Chapel of Memories. Exceptions may be made by the Facility Supervisor if the Chapel of Memories is fully booked the day of the wedding. In addition, the Robert D. Williams Alumni Center, in accordance with lease agreement, and the Seal M-Club Building may be used for wedding receptions where the wedding is held either on or off campus and where it is determined that:

1. the proposed use will not interfere with nor detract from the teaching, research and public service mission of the university, or the use of facilities by university organization;

2. the university has appropriate facilities available for the proposed use.

Individuals using university facilities are required to pay rental charges and reimbursement for the costs incident to the use of the facilities.

5. Use of Facilities by Commercial Enterprises, or Political or Sectarian Organizations

If the Facility supervisor with the concurrence of the Facilities Use Director believes circumstances warrant an exception to allow commercial enterprises, or political or sectarian organizations the use of facilities because no other facilities are available to meet their needs locally, the Facilities Use Committee will (a) convene to discuss the merits of the exception, and (b) make a written recommendation through the Vice President for Finance and Administration to the President for appropriate action. If approved by the President, the recommendation will be presented to the Board for approval.

6.  Scheduling and Operational Procedures

Procedures pertinent to the detailed scheduling and use of university facilities by university and non-university organizations and individuals will be in accordance with specific operational requirements established for each facility by the appropriate Facility Supervisor. The Facilities Use Committee is charged with the responsibility of assuring consistency in charges and procedures among individual facility policies. The charge scheduler and procedures will be centrally located in the Facilities Use Office. Procedures will be consistent with both Board and university policies governing the use of state-owned facilities.

Review

This policy and procedure will be reviewed every even numbered year by March 1, by the Facilities Use Committee with recommendations for revisions presented to the Vice President for Finance and Administration.

OP 64.01
Revised 8/16/93

For information about this policy, contact the reviewing department.