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Facilities and Safety

Regulations Governing the Use and Assignment of University Facilities (IV.B.1)

Volume IV: Facilities and Safety
Chapter B: Use of Facilities
Issuing Office: Executive Vice President and Treasurer
Responsible Officer: Executive Vice President and Treasurer
Responsible Office: Environmental Health and Public Safety
Originally Issued: August 1, 2004
Most Recently Revised: November 18, 2011

TABLE OF CONTENTS

Statement of Policy
Reason for Policy
Who Should Know This Policy
Contacts
Definitions
Procedures
Related Documents
History

STATEMENT OF POLICY

The Indiana General Assembly has granted the Trustees of Purdue University the power and duty to govern the disposition and method and purpose of use of the property owned, used, or occupied by Purdue University, including the governance of travel over and the assembly upon the property of Purdue University. This grant of power and duty also permits the University to govern, by specific regulation and other lawful means, the conduct of students, faculty, employees, and others while upon the property owned, used, or occupied by Purdue University. The Trustees of Purdue University have delegated these powers and duties to the Executive Vice President and Treasurer (EVPT).

  1. General
    1. University Facilities shall be used only by persons authorized by the EVPT on the West Lafayette campus and by the Chancellors of the regional campuses and only in the manner and for purposes authorized by the EVPT. All work that involves the physical construction, alteration, or improvement to University owned, leased, or occupied facilities, or any improvements to land owned or leased by the University, must be performed with the full knowledge and written consent of the EVPT or authorized representative. This applies whether the work will be performed by University employees (either Physical Facilities or department staff), students, or outside contractors. (See University's Remodeling, Alteration, and Improvement Policy, IV.B.4)
    2. No person shall deny to others the lawful and authorized freedom of movement on the campus or the right of lawful and authorized ingress and egress to University Facilities. No person shall willfully refuse or fail to leave any University Facility upon being requested to do so by the EVPT or authorized representative, if such person's presence would deny, interfere with, or disrupt the authorized use of such University Facility, or disrupt, impair, or obstruct the lawful missions, processes, procedures, or functions of Purdue.
    3. Use of University Facilities in any manner which results in financial gain, either directly or indirectly, to individuals or non-University approved organizations or groups is prohibited, except for income earned from sales specifically approved regarding canvassing, peddling, and soliciting and the delivery of merchandise; earnings from services performed under contracts with Purdue University; or fees paid to performers or speakers. The amount and type of fees paid to performers are to be approved by the EVPT or authorized representative. Student organizations may use certain University Facilities for activities involving paid admissions with the approval of the EVPT or authorized representative, provided that such use will not result in financial gain, either directly or indirectly, to individuals or non-University approved organizations. Rental fees will be charged when appropriate.
    4. University Facilities shall not be used for the commission of any act that constitutes a criminal offense under the laws of the State of Indiana or of the United States.
    5. University Facilities include areas(1) that are open to the general public ("Public Areas");(2) areas such as classrooms, laboratories, offices,and residence halls which are not open public fora ("Controlled Areas"), and (3) areas which are off limits to unauthorized persons such as utility areas, roofs of buildings andany area that has been marked so as to indicate that access to the area is limited to authorized personnel only ("Restricted Areas"). The University controls access to the latter class of Facilities in order to promote and maintain: (1) the security of University students, faculty, staff, and visitors; (2) the security of University records, research, and property; and (3) the continuity of official University business that is conducted in such facilities. Prior authorization from the EVPT or authorized representative is necessary to obtain access to Restricted Areas.
  2. Specific Uses Prohibited
    1. The use, possession, distribution, or sale of controlled substances as defined in Indiana Criminal Code in University Facilities is prohibited, except as expressly permitted by the laws of the State of Indiana.
    2. The possession, use, or distribution of any explosives, guns, or other deadly or dangerous materials or weapons reasonably calculated to cause bodily injury is prohibited in University Facilities, unless specifically authorized by the EVPT or authorized representative or required by or used in the course of a University activity and under the supervision of a University representative. The EVPT or authorized representative may make reasonable search of patrons, fans, or visitors for any explosives, guns, or other deadly or dangerous materials or weapons as deemed necessary for the protection of the University Facility and its occupants.
    3. The possession, consumption, distribution, or sale of alcoholic beverages, as defined by Indiana State law, is prohibited in University Facilities, with the following exceptions:
      1. Personal possession and consumption of alcoholic beverages are permitted in the Purdue Village complex, resident rooms in the Graduate Houses occupied exclusively by students over 21 years of age, and by registered occupants of guest rooms in the Union Club and Graduate Houses, subject to compliance with all University regulations and applicable Indiana State laws.
      2. Possession, consumption, distribution, and sale of alcoholic beverages are permitted, with advance approval of the EVPT or authorized representative, in areas designated by the University and under the supervision of the Purdue Memorial Union, subject to compliance with all University regulations and applicable Indiana State laws.
    4. Smoking in enclosed University Facilities is prohibited. Smoking within thirty (30) feet of the entrance of a building is prohibited.
    5. Animals shall be prohibited, except as necessary and required in authorized teaching, public service, or research activities of Purdue or to aid persons with disabilities, or as specifically approved by the EVPT or authorized representative.
    6. Signs, placards, banners or other display materials are prohibited in or on University Facilities without the prior approval of the Senior Director of Buildings & Grounds. Once approved, the Building Deputy will direct individuals and groups to areas within the Facility that have been designated as appropriate for such materials (if any). Please refer to the University's Postings Policy, IV.B.2
    7. Peddling, soliciting, advertising, or canvassing will not be permitted in or on University Facilities except as authorized by Purdue Regulations. Please refer to the University's Regulations Regarding Retailing, Commercial Soliciting, Canvassing, Sponsorship, and Marketing Activities on the Campuses of Purdue University, IV.B.3.
    8. The use of decorations or staging in any University Facility, which create a potential fire or other hazard to persons or property, are prohibited, unless expressly approved by the Senior Director of Environmental Health and Public Safety or designee.
    9. Obstruction of stairways, corridors, and other access and exit areas of University Facilities is prohibited. Occupancy in excess of limits for any room or other portion of a University Facility as established by Purdue, the National Fire Protection Association, the International Building Code, and the State of Indiana or by any other governmental authority having jurisdiction thereof is prohibited.
    10. Entrance to any University Utility Facility or use of any utility services of Purdue is prohibited unless authorized by the Vice President for Physical Facilities.
    11. The following uses of University Facilities are prohibited without approval of the EVPT or authorized representative: athletic contests; food service; fires; camping; driving or parking of motor vehicles; or use of sound amplification equipment.
    12. Student organizations and groups otherwise authorized to use University Facilities may invite speakers of their choice to address their meeting in University Facilities, in accordance with applicable University regulations.
  3. Scheduling of University Space
    1. The Provost is responsible for the assignment of space in all University Facilities related to the academic and administrative functions of the University. The Provost may delegate such responsibility with respect to any specific University Academic Facility. All requests for the use of academic facilities beyond the regularly scheduled class period shall be submitted to the Office of Space Management and Academic Scheduling on forms prescribed by that office. Such scheduling of University Facilities will be done in coordination with the Events Office. Students and student organizations requesting the use of University Facilities shall also obtain prior approval from the Dean of Students.
    2. For Non-Academic Facilities, the manager of the specific facility is responsible for scheduling, in coordination with the Events Office, when appropriate.
    3. The EVPT retains the discretion to prohibit activities in University Facilities that pose unusual risks to the safety and/or well-being of the University community or conduct which is or may be injurious to the welfare of the University.
  4. General Operating Policies
    1. When approved by the EVPT, charges will be made to persons using University Facilities. Such charges may include reimbursement for the cost of heat, light, water, building services, trash removal, Environmental Health and Public Safety services, other special services, and/or damage to property or equipment.
    2. The EVPT, or authorized representative, including the Building Deputy, may close, lock, or vacate any University Facility, or any portion thereof, at any time if in his/her judgment such action is necessary or advisable for safety reasons or for maintenance or housekeeping operations.
  5. Building Deputy

    The Senior Director of Building and Grounds approves the appointment of a Building Deputy for each building. The Building Deputy's duties include the day-to-day coordination of facilities and staff activities in his/her building, maintaining the keys to the building, and acting as a communication conduit for resolution of questions or issues from building occupants concerning the building's operation.

  6. Persona Non Grata

    The EVPT or authorized representative may designate any individual or group who has demonstrated an inability or unwillingness to exhibit conduct in accord with University policy or applicable laws in or on University Facilities as "persona non grata," thereby barring the individual or group from campus or any part thereof for a specific period of time or indefinitely. Any designation of an individual or group as "persona non grata" will be consistent with published University procedures which provide for written notice of the reason for the designation and an opportunity for the individual or group to dispute the designation in writing. Please refer to the University's Persona Non Grata Policy, IV.A.5

REASON FOR POLICY

These regulations are enacted pursuant to the authority conferred by the laws of the State of Indiana upon the Board of Trustees of Purdue University to govern the disposition, method, and purpose of the property owned, used, or occupied by Purdue University and to make all rules and regulations required or proper to conduct and manage Purdue.

WHO SHOULD KNOW THIS POLICY

Deans
Directors
Heads of Schools, Divisions, Departments, and Offices
Faculty
Staff
Students
Visitors

CONTACTS

Subject Contact Telephone
Scheduling Space Management and Academic Scheduling 494-3900
Student Use Dean of Students 494-1747
Non-Student Use Senior Director, EHPS 494-7504

DEFINITIONS

Word Definition
University Facilities As used in these regulations, the term "University Facility" or "University Facilities" means any building or structure or any improved or unimproved land, or any part of any such building, structure, or land, which is owned, used, or occupied by Purdue.
EVPT Executive Vice President and Treasurer
Public Areas University Facilities which are open to orderly unsupervised access by faculty, staff, students, and visitors (e.g. streets, sidewalks, lawn areas, malls, and designated portions of some University buildings and recreation areas during regular building hours).
Restricted Areas University Facilities where official University activities are carried out and which are not open public fora (e.g. offices, classrooms, laboratories, workplaces).

PROCEDURES

Authority, Application, and Enforcement

These regulations apply to the West Lafayette Campus. The EVPT shall enforce them under the general supervision of the President. It shall be the duty of the Department of Environmental Health and Public Safety to assist the EVPT in the administration and enforcement of these regulations. The President is authorized to amend these regulations and to promulgate additional regulations governing the method and purpose of use of Purdue facilities.

Regulations for Specific University Facilities

  1. The following University officials are authorized to implement supplemental regulations governing the use and assignment of the specific University Facilities indicated. Such regulations shall be effective when approved by the EVPT:

    1. Vice President for Physical Facilities
    2. Vice President for Housing and Food Services
    3. Vice President for Student Services
    4. Director of Intercollegiate Athletics
  2. Upon the approval of the Provost, Space Management and Academic Scheduling is authorized to implement supplemental regulations regarding scheduling University Academic Facilities.

RELATED DOCUMENTS

The University's Postings Policy, IV.B.2.

The University's Regulations Regarding Retailing, Commercial Soliciting, Canvassing, Sponsorship, and Marketing Activities on the Campuses of Purdue University, IV.B.3.

The University's Persona Non Grata Policy, IV.A.5.

The University's Remodeling, Alteration, and Improvement Policy, IV.B.4.

HISTORY

November 18, 2011: Policy number changed to IV.B.1 (formerly I.4.1) and Related Documents section updated.

October 13, 2008: Prior to October 2008, the four related documents referenced above were included as appendices to this policy. They are now indexed as individual policies.

This policy supersedes Executive Vice President and Treasurer Memorandum No. A-16, dated October 15, 1997, on the Use of Facilities on the Campuses of Purdue University, and Executive Vice President and Treasurer Memorandum No. A-16 Amendment, dated April 2, 1999, on Regulations governing the Use and Assignment of Facilities at the West Lafayette Campus, as well as prior Memoranda and Policies as referenced in the related documents.