Use of Facilities (IV.B.1)

Volume ­­IV: Facilities and Safety
Chapter B: Use of Facilities
Responsible Executive: Treasurer and Chief Financial Officer
Responsible Office: Senior Vice President for Administrative Operations
Date Issued: August 1, 2004
Date Last Revised: January 15, 2020

Table of Contents

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

Policy Clarification

Title/Office

Telephone

Email/Webpage

Senior Director, Environmental Health and Public Safety

765-494-7504

ehps@purdue.edu

 

Campus Specific Questions

Title/Office

Telephone

Email/Webpage

Fort Wayne: Vice Chancellor for Financial and Administrative Affairs

260-481-6804

 

Northwest: Vice Chancellor for Finance and Administration

219-989-2232

 

West Lafayette: Senior Director, Environmental Health and Public Safety

765-494-7504

ehps@purdue.edu

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 CFO.

  1. General
    1. University Facilities may be used only by persons authorized by the CFO on the West Lafayette campus and by the Chancellors of the Regional Campuses (or their authorized representative) and only in the manner and for purposes authorized by the CFO or Chancellor. Regular, recurring use of a University Facility by a non-University entity and/or for private business use is permitted only by terms of a separate, specific contract approved by the CFO, Chancellor or authorized representative (see Third-Party Use of Facilities (S-2)).
    2. No person may 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 may willfully refuse or fail to leave any University Facility upon being requested to do so by the CFO, Chancellor 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 the University.
    3. Use of University Facilities in any manner that 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 retailing, canvassing, peddling and soliciting; 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 must be approved by the CFO, Chancellor or authorized representative. Rental fees will be charged when appropriate.
    4. Recognized student organizations may use certain University Facilities for activities involving paid admissions with the prior approval of the CFO, Chancellor or authorized representative, provided that such use will not result in financial gain, either directly or indirectly, to individuals or non-University approved organizations, except as provided in I.C above. Rental fees will be charged when appropriate.
    5. Recognized student organizations and groups otherwise authorized to use University Facilities may invite speakers of their choice to their event, in accordance with applicable University regulations, policies and procedures.
    6. The University controls access to facilities that are Controlled Areas and Restricted Areas 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 CFO, Chancellor or authorized representative is necessary to obtain access to Restricted Areas.
  2. Specific Uses Prohibited in or on University Facilities
    1. The commission of any act that constitutes a criminal offense under local, state or federal law.
    2. The use, possession, distribution or sale of controlled substances as defined in state or federal law, except as expressly permitted by state or federal laws.
    3. The possession, fabrication, use or distribution of any explosives, guns or other deadly or dangerous materials or weapons reasonably calculated to cause bodily injury, unless specifically authorized by the CFO, Chancellor or authorized representative, or required by or used in the course of a University activity and under the supervision of a University representative. The CFO, Chancellor or authorized representative may authorize the 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.
    4. The possession, consumption, distribution or sale of alcoholic beverages as defined by Indiana state law, with the following exceptions:

      1. Personal possession and consumption of alcoholic beverages are permitted in the Purdue Village complex(West Lafayette campus), resident rooms in graduate housing occupied exclusively by students over 21 years of age, and by registered occupants of guest rooms in the Union Club (West Lafayette campus), 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 CFO, Chancellor or authorized representative, in areas designated by each campus, subject to compliance with all University regulations and applicable Indiana state laws.
    5. Smoking in or near enclosed University Facilities. Refer to each campus’s smoking policy for details and additional prohibitions.
    6. Animals, except as necessary and required in authorized teaching, public service or research activities of the University; to aid persons with disabilities; or as specifically approved by the CFO, Chancellor or authorized representative.
    7. Signs, placards, banners or other display materials in or on University Facilities, except as authorized by the CFO, Chancellor or authorized representative and in accordance with the policy on University Postings (IV.B.2). Each campus may maintain operating procedures regarding postings that outline the appropriate steps for displaying allowable postings and obtaining any required prior authorizations for postings to supplement the system-wide policy on University Postings (IV.B.2), as amended or superseded.
    8. Peddling, soliciting, advertising or canvassing, except as authorized by the CFO, Chancellor or authorized representative and in accordance with the policy on Retailing, Commercial Soliciting, Canvassing, Sponsorship and Marketing Activities on the Campuses of Purdue University (IV.B.3), as amended or superseded.
    9. The use of decorations or staging that creates a potential fire or other hazard to persons or property, unless expressly approved by the CFO, Chancellor or authorized representative.
    10. Obstruction of stairways, corridors and other access and exit areas.
    11. Occupancy in excess of limits for any room or other portion of a University Facility as established by the University, National Fire Protection Association, International Building Code, state of Indiana or any other governmental authority with jurisdiction.
    12. Entrance to any University utility facility or use of any utility services of the University unless authorized by the CFO, Chancellor or authorized representative.
    13. Athletic contests, food service, fires, camping, driving or parking of motor vehicles, or use of sound amplification equipment, except in designated areas and unless approved by the CFO, Chancellor or authorized representative.
    14. Operation of Electric or Motor Powered Personal Vehicles, bicycles, skateboards, roller skates and in-line skates in a manner that endangers persons or property, or impedes access to or egress from University Facilities.
    15. In addition to the above specific prohibitions, the CFO, Provost and Chancellors (or their authorized representatives) retain discretion to prohibit activities in University Facilities that pose unusual risks to the safety and/or well-being of the University community or conduct that is or may be injurious to the welfare of the University.
  3. General Operating Policies
    1. When approved by the CFO, Chancellor or authorized representative, 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 CFO, Chancellor or authorized representative may close, lock or vacate any University Facility, or any portion thereof, at any time if he/she judges it necessary or advisable for safety reasons or for maintenance or housekeeping operations.
  4. Persona Non Grata
    The CFO, Chancellor or authorized representative may bar any individual or group who has demonstrated an inability or unwillingness to exhibit conduct in accordance with University policy or applicable laws in or on University Facilities from campus or any part thereof for a specific period of time or indefinitely. Any such action will be consistent with the University's policy for Persona Non Grata (IV.A.5).

REASON FOR THIS POLICY

This policy outlines the requirements of individuals in or on University Facilities. It ensures the safety of the University community and that the use of facilities is in keeping with the University’s mission of discovery, learning and engagement.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

Faculty, staff, students and all members of the University community, including the public, are governed by this policy.

EXCLUSIONS

There are no exclusions to this policy.

RESPONSIBILITIES

CFO

  • Enforce this policy under the supervision of the President.
  • Review and make determinations on requests for exceptions to this policy for the West Lafayette campus and non-campus facilities.

Senior Director, Environmental Health and Public Safety

  • Administer and interpret this policy on behalf of the CFO.
  • Coordinate standards and procedures in support of this policy for the West Lafayette campus.

Chancellors

  • Review and make determinations on requests for exceptions to this policy for their campus.
  • Implement campus policies and procedures in support of this policy.

Senior Vice President for Administrative Operations, Director of Intercollegiate Athletics, Vice Provost for Student Life and Directors of Statewide Technology

  • Implement supplemental standards and/or procedures for specific University Facilities as authorized by the CFO.

Colleges, Schools, Departments and Offices

  • Consult with the Senior Director of Environmental Health and Public Safety (West Lafayette) or the [Vice Chancellor for Finance and Administration] (Regional Campuses), or their designee, in the planning of events in/on University Facilities to ensure safety precautions are met.

Faculty and Staff

  • Use University Facilities in compliance with this policy and any supplemental policies, standards and procedures.
  • Follow applicable procedures for requesting the use of University Facilities.

Students and Recognized Student Organizations

  • Use University Facilities in compliance with this policy and any supplemental policies, standards and procedures.
  • Prior to requesting the use of University Facilities, obtain approval for the event and any paid admission fees from the appropriate campus student life office.

DEFINITIONS 

All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.

Controlled Areas
University Facilities where official University activities are carried out and that are not open to the public, such as classrooms, laboratories, offices and residence halls.

Electric or Motor Powered Personal Vehicles
Any wheeled vehicle not required to be registered with the Indiana Bureau of Motor vehicles that utilizes battery power to fully or partially propel its operator, including, but not limited to electric skateboards, scooters, bikes, hover boards, and Segways. This definition does not include assistive devices such as motorized wheelchairs.

Public Areas
University Facilities open to orderly unsupervised access by faculty, staff, students and visitors, such as streets, sidewalks, lawn areas, malls and designated portions of some University buildings and recreation areas during regular building hours.

Restricted Areas
University Facilities off limits to unauthorized persons, such as utility areas, rooftops and any area marked that access to the area is limited to authorized personnel only.

University Facility(ies)
Any University owned, leased, used or occupied building or structure, or any land or infrastructure owned, used or leased by the University.

RELATED DOCUMENTS, FORMS AND TOOLS

Campus non-smoking policies:

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/facilities-safety/ivb1.html

HISTORY AND UPDATES

January 15, 2020: Policy updated to clarify system-wide application. Assignment of space and construction, alterations, and improvements to facilities moved to policy IV.B.4. Added definition for Electric or Motor Powered Personal Vehicles and updated definition of University Facility. Added responsibilities.

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.

Appendix

There are no appendices to this policy.

 

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