F1: Community Use of Campus Facilities

Responsibility for Maintenance: Events Management

Date of most recent changes: September 24, 2024

I. Policy Statement

Onondaga Community College’s facilities are a significant community resource. This policy sets forth the guidelines the College will use in permitting public/community use of these facilities.

II. Reason for Policy

This policy is intended to create guidelines under which the College may allow organizations to use its facilities on a non-discriminatory basis, while ensuring that such uses do not materially conflict with the College’s programs and its mission.

III. Applicability of the Policy

All members of the College community, as well as any members of the general public desiring to use the College’s facilities, should be familiar with this policy.

IV. Related Documents

• Onondaga Community College Hold Harmless Statement

• Onondaga Community College Insurance Requirements

• 8 NYCRR Part 605 Use of College Facilities

V. Contacts

VI. Procedures

Non-affiliates, defined as individuals who are not students, officers, employees, trustees, or emeritus of the College, are welcome to visit and walk through our campuses. However, non-affiliates must adhere to these rules and policies if they wish to conduct events, erect displays, engage in commercial activities, or conduct similar activities on College-owned or College-controlled property. Community and other external organizations may use College facilities where such use can be coordinated with College activities. Political organizations may be approved to use College facilities, provided that equal access will be given to other points of view. Appropriate fees will apply. The College may limit access to, or use of its space as may be necessary to provide for the orderly conduct of the College’s teaching, research, and service missions, the College’s administrative functions, and students’ residence life activities.  Furthermore, the College reserves the right to refuse the use of facilities to any individual or organization.

Designation of Space for Reservation

The College campus includes facilities and spaces that can be reserved for events by registered student organizations, students, faculty, staff, and non-affiliated individuals to support the College's mission, administrative functions, or residence life activities. The College may impose reasonable time, place, and manner limitations on the usage of these spaces to prevent disruption of the College's mission, administrative functions, or other residence life activities. 

The College reserves the right to designate certain spaces for specific administrative functions, teaching, learning, or research. These spaces are not available for reservation by registered student organizations, students, faculty, staff, and non-affiliates. This designation may change based on the College's operational needs, administrative functions, teaching, learning, or research and cannot be reserved.

Use of space for purposes other than those for which they have been designated will not be permitted.

Rules for Usage of Space

1. Facility Hours and Usage: Usage of College space is limited to the designated hours of operation unless you have written permission from the Events Planning Office. The usage should not disrupt the College’s administrative functions or other campus-life activities, and should not block entry to or exit from the College, any College property, parking lot, building, facility, or event.

2. Ingress and Egress: To ensure accessibility for students, faculty, and staff, any event approved for an outdoor space must not block sidewalks, walkways, or streets in a way that obstructs usage. The event must maintain ingress and egress, and there should be at least two accessible means of egress or the minimum number required for emergency egress by public safety officials, whichever is larger.

3. Signs, Structures and Equipment: Do not attach or affix any bills, signs, or banners to College furniture, trees, light poles, or buildings without prior approval as per College Policy F7: Proper Placement of Postings. Signs, a-frames, banners, and other forms of advertising should only be placed near the approved event and should not obstruct pathways, buildings, or roads. Freestanding signs must be secure and safe. Any signs requiring ground penetration must receive prior approval.

4. Temporary Structures and Tents: Setting up tents or any temporary structures requiring staking must be approved in advance by Facilities or Events staff. Tents are not allowed to cover grass for more than 24 hours after the event. Additionally, the size of tents or air-supported temporary membrane structures (inflatables) must not exceed the size restrictions established by the State of New York.

5. Overnight Events: Events that align with the College’s teaching, research, and service missions and span overnight hours must be limited to a single 24-hour period. Similarly structured events should not take place in the same location on consecutive days. The primary focus of the event should not be on overnight habitation. Any overnight events are subject to prior review by the Onondaga Community College Department of Campus Safety, Facilities Operations, and the Office of Student Rights and Responsibilities.

6. Public Safety Needs: Public safety needs, including any security, law enforcement, fire safety, and medical needs, must be noted when being scheduled.  The Onondaga Community College Department of Campus Safety will work with the event sponsor and Events Staff to determine any necessary security arrangements. The cost of public safety arrangements will depend on factors such as the size, location, date and time of the event, any specific safety requests from the sponsor, and other event-specific safety considerations. Costs may also cover special safety arrangements for third-party security affiliated with the sponsor. Approval from the OCC Department of Campus Safety is required for any outside law enforcement or security officers for an event, and must be obtained at least three (3) business days before the event. All security personnel must meet criteria established by the New York State Department of Criminal Justice Services (DCJS). The event sponsor will receive a detailed statement of public safety costs, and it is the sponsor's responsibility to cover the cost of security.

7. Damage to Space and cleaning: Individuals or organizations reserving space are responsible for any damage and required cleaning or picking up of refuse or waste and must either repair / correct it to the satisfaction of the Director of Facilities or pay for others to do so. Specific services must be arranged and paid for directly with the Events Staff. Deposits or an agreement concerning the use of space, liability, and payment may be required for reservations.

Associated Fees

Organizations that use College facilities are subject to rental fees established by the College in conjunction with standards set forth by the New York State Department of Agriculture and Markets. Payment will also be required for all incidental expenses that may arise, including but not limited to, the use of phone, internet, copying, audio visual equipment and additional staffing requirements.

Lease Agreement

All organizations and individuals wishing to use College facilities will be required to enter into a standard lease agreement. The lease agreement will require, among other things, that the organization/individual carry specified types and amounts of liability insurance covering the use of the College's facilities, listing the County of Onondaga, Onondaga Community College, and Onondaga Community College Housing Development Corporation (where applicable) for liability arising out of its use of the facilities. The organization/individual will be required to submit proof of the required insurance prior to assuming the premises.

Conduct of Organizations

All organizations and individuals using the College’s facilities must abide by all federal, state and local laws and must abide by the College’s policies. Children must be accompanied by adults and have responsible adult supervision at all times.

Library Use

The College will grant members of the public access to the College library in a manner that is both fiscally sound and consistent with the College’s educational mission. Members of the public must abide by the library’s policies.

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by the OCC Board of Trustees April 27, 2010

Updated and approved by the OCC Board of Trustees June 19, 2012

Updated and approved by the OCC Board of Trustees June 17, 2014

Updated and approved by the OCC Board of Trustees June 19, 2018

Updated and approved by the OCC Board of Trustees September 24, 2024