Windward Community College Policies

10.2 Facilities Use Policy and Procedures (Download PDF)

1. Purpose: To establish consistent procedures to govern the short-term use of campus facilities, including campus

1.              Purpose:

To establish consistent procedures to govern the short-term use of campus facilities, including campus grounds.

2.              User Categories:

a.     University-Affiliated organizations:

1)    Registered student, faculty or staff professional and/or work related organizations.

2)    Chartered campus organizations which includes organizations holding a charter from the BOR.

3)    University-recognized organizations which include learned, academic and professional societies, and similar organizations within higher education; City and State governmental agencies; and organizations whose mission and purpose include providing support and services to the College or University.

OCET will maintain a current list of registered and chartered campus organizations. 

b.     Organizations Without University Affiliation:

The University, as a public institution, is not in competition with other institutions or commercial enterprises in the rental of facilities.  There are circumstances, however, in which the nature of the activity is particularly appropriate to a campus facility.  In these cases, WCC may enter into rental agreements with organizations without University affiliation.

3.              Types of Use:

4)    Registered student(s), faculty, and staff committees, organizations, etc, and other University-affiliated may use designated university facilities for activities and events related to their function and purpose.

5)    Organizations without University affiliation may use designated University facilities for charitable, civic, community, cultural, or educational activities which are operated on a not-for-profit basis and which does not infringe upon, delay, or conflict with the normal operation of WCC.

4.              Priority of Usage:

a.     Campus facilities, including campus grounds, are provided primarily for the support of the regular educational functions of WCC and the activities necessary for the support of these functions.  WCC functions take precedence over all other activities in the use of campus facilities.

b.     Registered student, faculty, and staff organizations and other University-affiliated organizations shall have priority over organizations without University affiliation in the use of campus facilities.

c.     The availability of campus facilities for use by organizations without University affiliation shall be subject to the needs and the convenience of WCC.  In the event of conflict in demand for use of particular facilities by organizations without University affiliation, scheduling priority shall be given to those activities which further University purposes.

5.              Application Procedures:

The following procedures shall be followed by the applicant in obtaining authorization for the use of facilities at WCC.  These procedures shall apply to all user categories unless otherwise stated.

a.     Applicants shall request the use of facilities by completing and submitting the Facility Use Request Form to Vocational and Community Education (VCE).  Forms may be obtained by calling 235-7433.

b.     The Director of VCE or designee shall review the application to determine:

6)    User category (affiliated or non-affiliated)

7)    Applicability of proper usage

8)    Facility availability

9)    Requirements for execution of agreement (indemnification clause and/or insurance)

10) Applicable fee; and,

11) Approval/disapproval

c.     The Director of VCE or designee shall render approval or disapproval of the request and notify the applicant by telephone, mail, e-mail, or fax.

1)    If the request is approved, inform the applicant of the additional procedures that need to be taken, including the payment of fees in advance to reserve the requested facility.

2)    If the request is denied, provide reason(s) for the denial and inform the applicant that the decision may be appealed in writing to the Chancellor.  The decision of the Chancellor is final.

d.     Fees shall be collected at the VCE or     .  When payment is received, the Business Office shall issue a receipt to the applicant, stamp PAID on the application form, and return a receipted copy to the applicant, which shall serve as the “permit.”  The original copy shall be forwarded to the Director of Community Services for file and to notify that office of the action taken and to confirm the reservation of the facility.

e.     The VCE office shall serve as the liaison for applicants without University affiliation, and shall provide required assistance to the user such as to arrange for the opening and/or closing of the rooms, arranging for security personnel, lighting, special equipment, and so forth.

6.              Public Forum Areas:

a.     Windward Community College has defined that area under and facing makai of the banyan tree immediately makai of Judd building as the Campus Public Forum area.  This area shall extend fifty (50) feet from the base of the banyan tree facing makai (toward Waipa building) and shall be available on a first-come-first-served basis for public speech activities.

b.     Individuals utilizing the Public Forum area must comply with the rules and policies stated in Section 7.

7.              Practices and Procedures Governing Time, Place, and Manner of Public Speech Activities:

a.     Public speech activities may be conducted in the Campus Public Forum area, provided that such activities are conducted in an orderly manner and does not interfere with classroom instruction, office or student privacy, study conditions, meetings and ceremonies, pedestrian and vehicular traffic, or other functions of the University.

b.     Sound amplification equipment may be used in the designated public forum areas, provided that such use does not interfere with the educational functions and affairs of the University.

c.     The distribution of newspapers, notices, pamphlets, and other printed or written materials is permitted in public forum areas and other campus areas, provided that such distribution does not interfere with the orderly conduct of University affairs, the maintenance of University property, and the free flow of traffic and persons.

d.     The posting of notices, posters, and other printed or written material is permitted on the general-use bulletin board space designated as follows:  one each in the lobby area of Alaka’i, Na’auao, Mana’opono, Manaleo, and No’eau, Haloa, and Iolani buildings.  No material may be attached on restricted or dedicated bulletin board space, and to any structure or natural feature on campus, including, but not limited to the sides or doors of buildings, the surface of walkways or streets, posts, waste receptacles, and trees.  Further, such other posting of notices shall comply with WCC Policy Guideline No. 3-11, Poster Policy.

8.              Solicitation:

a.     No solicitation shall be conducted in any buildings structure, facility, or on any ground, sidewalks, or streets on the campus.

b.     The following activities shall be exempted from this prohibition:

                                1)         Sale of offer for sale of any newspaper, magazine, or other publications by means of a vending machine in an area designated by Windward Community College, or the sale or offer for sale of such materials by individuals which is conducted in compliance with the practices and procedures governing the time, place, and manner of such activities.

                                2)         Sale or offer for sale of any food or drink items by means of a vending machine operated by Windward Community College or its subcontractor in an area designated by Windward Community College.

                                3)         The operation by Windward Community College or its subcontractor of any bookstore, specialty store, laundry, cafeteria, lunchwagon, bank, barber shop, or other service facility maintained for the convenience of the students, faculty or staff.

                                4)         The collection of tuition, fees, and charges in connection with the operation of Windward Community College.

                                5)         The collection of membership fees or dues by registered student, faculty, or staff organizations.

                                6)         The collection of admission fees for the exhibition of movies, speakers, or other programs that are conducted or sponsored by Windward Community College, or a registered student, faculty, or staff organization.

                                7)         Fundraising activities sponsored by and intended to support a registered student, faculty, or staff organization or other University affiliated organizations.

                                8)         Fundraising activities sponsored or co-sponsored by Windward Community College.

                                9)         The sale or offer for sale of any publication of Windward Community College or any book or other printed material to be used in the regular academic work of Windward Community College.

                                   10)         The sale of good or services, admission charges, fees, or other solicitation of funds in conjunction with an authorized activity by an organization without University affiliation, when it is established to the satisfaction of Windward Community College that the proceeds therefrom are not fro personal gain, but to be used exclusively to defray the expenses of conducting that activity, and/or other community service activities.

9.              Violation:

                  The violation of any of the practices and procedures contained herein, or the terms of any executed use or rental agreement, shall be grounds to terminate the organization’s or individual’s right to use campus facilities.

10.           Effective Date:

            This policy is effective as of February 1, 2004.

                                                                              Angela Meixell

                                                                              Chancellor

                                                                              Windward Community College

Attachments:

            Facility Rental Fees Schedule

            Use of University Facilities (Rental Agreement)

            Application and agreement for use of Community College Facilities

FACILITY RENTAL FEES

*Air condition charge will be added to the rental fee when air conditioner is used.  Rate to be determined by the campus.

**No charge when used for Student Government activities.

WINDWARD COMMUNITY COLLEGE

Administration, Facilities

PROHIBITION OF SMOKING IN PUBLIC PLACES

1.              Purpose:

To establish a policy and procedures for the implementation of the “No Smoking Act,” Sec. 321-201, HRS.

2.              Policy:

The following is the University of Hawai’i policy regarding smoking in any of its facilities.

a.     Smoking shall not be permitted in conference and meeting rooms, elevators, and enclosed auditoriums in accordance with the State law, Section 321-201, HRS.

b.     Smoking should not be permitted in work areas where smoke can drift to other areas.  This includes hallways that are open to work areas.  To accommodate smokers, smoking may be permitted in restrooms, or in any completely enclosed office if the occupant permits, or in offices with barriers at least 5 feet high, if non-smoking workers in the area do not object.

c.     No smoking should be permitted except in:

                                1)         Designated smoking areas

Violators of the State statute and University policy are subject to a citation, ejection from the College premises and/or a fine as prescribed in Section 321-201, HRS.  Employees who violate this policy may also be subject to disciplinary action.

3.              Applicability:

The provisions of this policy shall apply to all visitors as well as to all college employees and students.

4.              Procedure:

a.     Enforcement of the State statute and this policy shall be as follows:

                                2)         Classrooms/laboratory – appropriate faculty member or other responsible person.

                                3)         Library – Head librarian.

                                4)         Eckerdt conference Room – Convener of gathering.

b.     When violations are noted, the responsible person shall:

                                5)         Notify the violator of the State statute and persudade him/her to stop smoking or to leave the premises.

                                6)         If violator refuses, notify the Director for Administrative Services immediately.  The Director shall determine whether to seek police aid or not.

5.              Effective Date:

                                7)         This policy guideline is effective as of February 2004.

                                                                              Angela Meixell

                                                                              Chancellor

                                                                              Windward Community College

WINDWARD COMMUNITY COLLEGE

Administration, Facilities

PETS ON CMAPUS

1.              Purpose:

To establish a policy controlling the presence of dogs and cats on campus to preserve the safety and well-being of persons and grounds.

2.              Policy:

The city and County of Honolulu Ordinances 143.2 and 13-31.2 forbid unlicensed dogs and dogs running at large in public areas or property other than that of the owner.  It is the policy of Windward Community college, therefore, to prohibit the bringing of pets (dogs and cats) on campus, with or without a leash, except for guide dogs for disabled students.  A parallel policy has been issued for the Hawai’i State hospital.  Exceptions to this policy shall only be permitted under specific situations approved by the chancellor.

3.              Procedures:

The Humane Society as well as the Police have been authorized to capture loose dogs and cats, and to issue citations to those who violate the above cited ordinances.

a.     When dog(s) and/or cat(s) are seen on campus with their owners (with or without leash), the owner is to be informed of this policy.  If the owner refuses to remove his pet from the premises, this should be reported to the Office of the Director for Administrative Services, and the Human Society will be notified immediately.

b.     When stray dogs and/or cats are seen on campus, report this to the Office of the Director for Administrative Services, and the Humane Society will be notified immediately.

c.     The attached notice shall be posted in each building and included in the information material issued to all students at Registration, in the first College Journal each Fall, and in the first Student news each semester.

4.              Effective Date:

This policy guideline is effective as of February 1, 2004.

                                                                  Angela Meixell

                                                                  Chancellor

                                                                  Windward Community College

WINDWARD COMMUNITY COLLEGE

Administration, Facilities

CO-CURRICULAR USE OF INSTRUCTIONAL EQUIPMENT AND FACILITIES

1.              Purpose:

To establish a policy and procedures for the non-instructional use of WCC’s instructional equipment and facilities (AV equipment, photography, ceramics, typing, bookkeeping, auto mechanics, library and other such laboratories and facilities and equipment therein).

2.              Policy:

a.     Windward Community College’s instructional equipment and facilities shall be used for the primary purpose of providing instruction and educational experiences to currently enrolled students in bona fide courses for academic assignments and/or engaged in supplemental exercises as deemed necessary and appropriate by the responsible instructor.

b.     A second mission of the College is community service, which could be defined so as to include the extension of the privilege of the use of equipment and/or facilities to members of the community who are not currently enrolled students or members of the faculty.

c.     Because of li8mited availability, granting such request meust be based on the following conditions:

                                1)         Such use does not interfere with regular, normal course instruction or with supplemental exercises associated with such courses.

                                2)         Equipment/facility is not used for personal, political or commercial enterprises.

                                3)         Use will not disrupt any of the College programs.

                                4)         Use will not create or increase risk of liability to the College.

                                5)         Use of equipment/facility will have minimal impact on cost resources of the College (electricity, expendable materials, increased chance of loss of equipment, etc.)

                                6)         Where staff supervision of the use of equipment of facilities is required (e.g., ceramics lab, photography lab, etc.), use will be limited to the times when such supervision is normally available.

                                7)         Some areas of the College have a high volume of requests for equipment and have established  procedures for handling such request.  In such cases, use of equipment/facilities must be consistent with the local established rules and procedures (e.g., Media Center, Library, etc.).

                                8)         User must be determined to be qualified to use the equipment requested in a safe and reliable manner.

d.     Because equipment and facilities are limited, priority of usage is as follows:

                                1)         Regular instructional course usage by faculty and students currently enrolled.  (Including preparation by faculty for classes.)

                                2)         Use by faculty and students which is supplemental to instruction in regular courses.

                                3)         Use by faculty and students for non-instructional purposes (as community service presentations, extended interest generated by a course, etc.).

                                4)         Use by non-faculty or non-student members of the community for educational or community service purposes.

3.              Procedure:

a.     Request for non-instructional use of equipment and facilities shall be initiated through the appropriate channel from among the following:

                                1)         Faculty/staff member assigned primary responsibility for the material.

                                2)         Senior faculty/staff person for discipline area/activity is there is one willing to assume the responsibility.

                                3)         Assistant dean, if the use is of such a scale as to impact more than one area of the college or if there is no other appropriate faculty/staff member.

                                4)         Director for Administrative Services, if a part of the physical plant (classroom, etc.) is requested.

b.     Any member of the faculty/staff receiving a request may ask for a ruling from the Chancellor if there is a question about the appropriateness of fulfilling such a request.  Decisions by the Chancellor are final.

c.     Faculty/staff who assume the authority to grant request consistent with this policy also assume the associated responsibilities.  Such responsibilities include (but are not limited to):

                                1)         Assuring that the provisions stated above are met and obtaining the signature of the borrower on an appropriate form (either one normally used in the area, or the one attached to this policy guideline).  Such form is to be retained until the specified use is terminated.

                                2)         Clearing use in all impacted areas of the College and notifying all sectors of the College of proposed use when appropriate (e.g. night duty administrator, security, other affected faculty, etc.).

                                3)         Checking the condition of returned equipment and assisting the College in assuring that the borrower/user abides by the signed agreement.

d.     Person or per sons permitted use of instructional equipment and/or facilities shall be responsible (individually and/or collectively) for its proper use.  He (they) shall sign acknowledgement of such responsibility on an appropriate form (either one normally used in the area, or the one attached to this policy guideline) before use will be granted.

4.     Effective Date:  This policy guideline is effective February 1, 2004.

                                                            Angela Meixell

                                                            Chancellor

                                                            Windward Community College