UCLA Policy 860:

Extracurricular Use of University Facilities

Issuing Officer:

Administrative Vice Chancellor
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Responsible Dept:

Event Management

Effective Date:

May 8, 2000

Supersedes:

UCLA Policy 061 dated 7/1/1982;
UCLA Policy 062 dated 7/1/1985

References   |   Introduction   |   Statement   |   Attachments

I. REFERENCES

  1. UCLA Regulations on Activities, Registered Organizations & Use of Properties.
    2.

II. INTRODUCTION

University facilities are operated to meet the University's teaching, research and public service missions. This policy sets forth the conditions under which non-University groups may utilize University facilities for extracurricular purposes, and the responsibilities of the campus body authorized by the Chancellor to govern such use.

This policy does not apply to facilities use that occurs within the regular and recurring sphere of activity of a University department or when a University department is the principal financial underwriter, promoter, and/or production coordinator for an event.

III. STATEMENT

University facilities may be made available for extracurricular purposes when such use is consistent with the mission of the University and when all of the conditions for such use are met.

A.  Extracurricular Use Requirements

More specifically, to be permitted, any proposed Extracurricular Use must:

  • have a University Sponsor;

  • be reviewed and apporved by the appropriate Review Entity; and

  • satisfy the Conditions of Use as described below (see III.F.).
B.  Extracurricular Use Defined

Extracurricular Facilities Use (Extracurricular Use) is defined as the use of a University facility, including campus open-space areas, for an event or series of events promoted or coordinated by a non-University group or groups or otherwise involving an appeal to an off-campus audience.

Generally, an Extracurricular Use involves a use of University facilities not directly related to the programmatic mission or charge of a sponsoring department, or a use that involves activities beyond those normally occurring within the facility, or a use that may have a significant impact on normal University functions, programs, or activities of the facility.

C.  Sponsorship Defined

The University Sponsor is that entity which bears responsibility for:

  • reviewing and approving the programmatic content of an event to ensure compliance with University policies, regulations and guidelines;

  • the administration of the event, in conjunction with the facility and/or event manager; and

  • all University costs and commitments related to the event ultimately.

D.  Types of Sponsorship

Sponsorship may be granted in one of the following ways:

  1. Departmental Sponsorship
    A University department or unit, including the Academic Senate or either of the two official Student Governments, may sponsor an event proposed by a non-University group when the group or event has a direct programmatic relationship to the purposes of the sponsoring University department or unit.

  2. Institutional Sponsorship
    An event proposed by a non-University group which has no direct programmatic relationship to a University department or unit may be granted Institutional Sponsorship. Such proposals will be reviewed by the Campus Facilities Coordinating Commission (CFCC), which will make a recommendation to the Vice Chancellor - Student Affairs, who may grant Institutional Sponsorship. (The charge and membership of the CFCC is set forth in Attachment A.)

  3. Off-Campus Audience Event Sponsorship
    Events for which there will be a general appeal to an off-campus audience, including events involving off-campus publicity, promotion, ticketing, or media coverage, must have either Departmental or Institutional Sponsorship as defined above and must be authorized by one of the following University units:

    • Performing Arts

    • Department of Intercollegiate Athletics

    • Student Affairs

    • University Extension

    • External Affairs

    • Business & Financial Services

    • ASUCLA Services & Enterprises

    • School of the Arts & Architecture

    • School of Theater, Film & Television

    Off-campus publicity for a program which involves the use of University facilities may be released only after review and approval by the University sponsor and one of the departments or divisions listed above.

E.  Review Entity

Generally, a request for Extracurricular Use that falls within the sphere of normal activity of a Sponsoring Department and that meets all of the Conditions of Use, can be reviewed and authorized by the Sponsoring Department.

The CFCC should be consulted by the University Sponsor to assist in reviewing requests when the magnitude of the event, the attendees, or the program content has institutional significance. In these instances, the approval of the CFCC is warranted in addition to that of the University Sponsor.

F.  Conditions of Use

Extracurricular Use should not unreasonably interfere with the University's instructional or research programs, official University functions and activities, or relations with its neighboring community. The use of University facilities is subject to their availability and existing facility operating policies, the impact on the campus and community environment, the ability of campus agencies to control traffic and security, applicable health and safety regulations, and related Federal, State and local laws, and to the following:

  1. Purpose
    University facilities may be used when the use:

    • is in furtherance of the University's teaching, research or public service mission;

    • is in the best interests of the University and is justified by the intended purpose, function, and availability of the facilities; or

    • provides financial resources which reduce the funding requirements upon State, University, or student fee sources for facility related expense.

  2. Scheduling
    Any Extracurricular Use of University facilities should be scheduled so as to minimize interference with University programs. In addition, in order to limit potential schedule conflicts with academic programs, extracurricular events may be scheduled no more than twenty-four (24) months in advance. Exceptions to this policy must have a recommendation from CFCC and approval of the Vice Chancellor - Student Affairs. Any requests for use of University facilities must utilize the Application for Use of University Facilities process.

  3. Costs
    A facility rental fee, determined by the facility manager, will be assessed for Extracurricular Use. All other related costs such as custodial services, utilities, event supervision, insurance, and equipment use associated with the event will be assessed to the event, and be the responsibility of the University sponsor of the event.

  4. Regulations
    Any use of University facilities must be in accordance with the provisions of the "UCLA Regulations on Activities, Registered Organizations and Use of Properties" and other applicable University and facility regulations.

  5. Fundraising Activities
    Any use of a University facility which involves fundraising for a University or non-University entity must have the prior approval of the Vice Chancellor, External Affairs, or his/her designee, to insure compliance with the University's overall fund raising efforts and policies.

  6. Any special requirements of the facility or event manager.

G.  Governance of Extracurricular Facilities Use

The Campus Facilities Coordinating Commission (CFCC) is appointed by the Chancellor and authorized to govern the extracurricular use of University facilities. (See IV.A., Attachments).

IV. ATTACHMENTS

A.  Campus Facilities Coordinating Commission - Responsiblities and Participants

 

Issuing Officer
/s/ Peter W. Blackman
____________________________________________
Administrative Vice Chancellor


Questions concerning this policy or procedure should be referred to
the Responsible Department listed at the top of this document.
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