Policy 631.00 - Use of UMUC Facilities

  This Replaces
File: 631.00 631.00
Date: 7/1/03 7/1/02

SUBJECT: Use of UMUC Facilities

The statewide mission of University of Maryland University College ("UMUC") is to extend access to post-secondary educational opportunities for individuals who combine work with study, with a special emphasis on Maryland's professional workforce education needs. In carrying out this mission, it is often desirable for UMUC to charge fees for providing goods and services that enhance, promote, or support UMUC instructional, research, public service, and other educational and support functions in order to meet the needs of the students, faculty, staff and members of the public participating in institutional events. For the purposes of this Policy, "UMUC Facilities" include the Inn & Conference Center ("ICC") also known as "Conference Hotel", Student & Faculty Service Center ("SFSC"), the Center for Adult Education ("CAE"), University Centre, PG Metro Center, and all other UMUC regional centers.

  1. Use of Facilities — General
    1. The Associate Vice President, Operations has the authority to deny the proposed use of UMUC Facilities at any time, or to impose, at any time, limits on the scope, conduct or audience size of any event in order to carry out the provisions of this Policy, and to require, as a condition of use, the payment of a fee for the use of UMUC Facilities and the services of additional personnel or security personnel, at an agreed upon cost to the requesting organization or individual. Exceptions to this Policy will be granted only with the written consent of the Associate Vice President, Operations.
    2. Individuals and groups are responsible for any negligent or intentional damage to UMUC Facilities.
    3. UMUC Facilities authorized for use by an organization may not be transferred, assigned, or loaned to another organization without prior written approval by the Associate Vice President, Operations.
    4. Service of food or beverages in UMUC Facilities is subject to approval by the Associate Vice President, Operations and must comply with regulations concerning the service of food and beverages in public areas of UMUC Facilities. Food and beverages are permitted only in those areas where food service is provided. No outside catering or food service may be brought into UMUC Facilities, unless authorized by the Associate Vice President, Operations.
    5. No interior or exterior UMUC Facilities shall be painted or otherwise defaced.
    6. UMUC reserves the right to change meeting and food service space assignments to accommodate changes in program requirements and to make the most efficient use of UMUC Facilities.
    7. Equipment or furniture for UMUC Facilities shall not be damaged and shall not be removed from the building without prior written authorization from the Associate Vice President, Operations.
    8. Open flame devices or flammable materials of any nature shall not be brought into UMUC Facilities except by special permission.
    9. Animals are not permitted in UMUC Facilities, except trained work animals (such as seeing eye dogs).
    10. Responsibility for loss, damage, or breakage of personal belongings at a UMUC Facility remains with the owner.
    11. Office and master keys are the property of UMUC and are not to be loaned to unauthorized persons. If the key is lost or mislaid, it should be reported at once to the supervisor.
  2. Conference Rooms and Meeting Areas in UMUC Facilities
    1. Reservations for conference rooms and meeting areas for which UMUC does not ordinarily charge a reservation fee:
      1. Reservations with the appropriate UMUC office shall be required.
      2. Only UMUC employees may reserve a conference room or meeting area.
      3. Use of the conference rooms or meeting areas shall be for USM or UMUC purposes.
    2. Reservations for conference rooms and meeting areas for which UMUC does ordinarily charge a reservation fee:
      1. UMUC will not charge UMUC departments a room reservation fee for a conference room or meeting area if:
        1. reservations are made for no longer than one day;
        2. such events are scheduled no more than two (2) weeks in advance.
      2. UMUC will assess the UMUC department a service charge for set up, if needed. Set up includes, but may not be limited to, providing tables and chairs not already in the conference room or meeting space.
      3. The size of the conference room or meeting space assigned will be determined in each case as dictated by the needs of the group as well as the availability of the room and the labor force required to service it.
      4. A UMUC department-sponsored group is one that operates under a UMUC FAS account number.
      5. On a case-by-case basis, the Associate Vice President, Operations or his designee may authorize the use of ICC facilities at no charge to departments of other University System of Maryland institutions and the University System of Maryland Offices.
  3. Exhibits and Displays
    1. All UMUC-related organizations (or persons) and non-UMUC organizations or personnel must obtain approval from the Associate Vice President, Operations or his designee before establishing any exhibit or display in UMUC Facilities.
    2. Banners will only be permitted for groups having meetings or other functions at a UMUC Facility. Banners must be displayed in designated areas where UMUC has set up stanchion locations. For information about these locations and to request approval to hang a banner, contact the Associate Vice President, Operations.
    3. There are several non-encased bulletin boards throughout the UMUC Facilities where UMUC employees may post items of interest. UMUC reserves the right to remove postings from these non-encased bulletin boards, which may be deemed offensive, discriminatory or otherwise inappropriate. Encased bulletin boards are for the sole use of the respective UMUC department.
  4. Parking Facilities
    1. UMUC maintains Parking Facilities for employees, visitors and guests to the ICC, SFSC, CAE and University Centre. Vehicles may not be stored at UMUC Parking Facilities and will be considered abandoned if not moved for a period of 120 hours.
    2. UMUC specifically disclaims any liability or responsibility for damage or loss to a vehicle or its contents caused by fire, theft, collision, vandalism or other causes.
    3. Solicitation is not permitted in UMUC Parking Facilities.
    4. For additional information about UMUC Parking Facilities, refer to Parking/Information Regulations available from ICC management.