Eastern Wyoming College

College Facilities Use Policies

BOARD POLICY 6.3: USE OF COLLEGE FACILITIES
Adopted 10/14/97
Revised 11/ 8/ 05 (RF) (RF), 2/11/14, 6/14/16, 11/14/17

Eastern Wyoming College encourages the use of its Torrington and Douglas facilities for meetings and events in their six county service area to the fullest extent possible by organizations and individuals outside of college daily activities. The primary use of college facilities and equipment is for Eastern Wyoming College’s academic, program, operational, and foundation activities. However, recognizing the responsibility to the taxpayers that these facilities are intended primarily for educational purposes, and to insure that the facilities are used and enjoyed in such a manner as to prolong the life of college property, this policy will be administered according to the associated administrative rules.

The policy of Eastern Wyoming College is to ensure the following:

  1. College facilities and equipment are not used for commercial enterprise. Using college facilities for commercial enterprise is a misappropriation of public resources and unfair competition with local businesses.
  2. The College may deny the use of facilities or equipment because the use is deemed not in the best interest of the College, goes against public standards, or creates an excessive liability.
  3. Fees are assigned to ensure extenuating costs are covered.
  4. College facilities and equipment are used responsibly to ensure the protection of public assets.
  5. Any group or organization that violates the terms of this policy or the College Facilities Contract shall be prohibited from any future use of the College’s facilities or equipment, except upon prior approval of the Vice President for Administrative Services.

Liability Insurance. An insurance policy that protects the insured from the risk of liabilities imposed by lawsuits and other similar claims. All non-college groups that meet either of the following criteria must provide proof of organizational, general liability insurance for a minimum of $1,000,000 that names Eastern Wyoming College, its trustees, officers, employees, and assigns as the insured or additional insured under the policy:

  1. An activity on the University Risk Management and Insurance Association’s Tenants and Users Liability Insurance Policy (TULIP) Hazard Class 3 list.
  2. An activity with 35 or more people

The College reserves the right to require additional types of insurance coverage or liability insurance coverage greater than $1,000,000 if we deem the activity warrants greater prudence. Non -college groups will not be allowed to hold an activity on cam pus that is on the TULIP Exclusion list.
Government users that are exempt from indemnification requirements under Wyoming Public Law must provide a letter of liability coverage under the state policy.

Administrative Rule 6.3.1: Use of College Facilities
Adopted 01/25/00
Revised 2/11/14, 6/6/16, 11/ 14/ 17

The following procedures are intended for the smoothest and most efficient operation possible of Eastern Wyoming College’s facilities. Community use of the facilities is authorized on a “space available” basis according to the priority use schedule listed below:

  1. Eastern Wyoming College credit classes
  2. Eastern Wyoming College non-credit programs and sponsored activities
  3. Eastern Wyoming College partnership institution credit classes
  4. Eastern Wyoming College and Eastern Wyoming College Foundation operational activities
  5. Eastern Wyoming College student activities
  6. External users (non-Eastern Wyoming College third parties)

EWC also publishes facilities use guidelines for distribution to event sponsors requesting College meeting facilities, and these guidelines are intended to outline College expectations with regard to supervision, control, and safety of participants by event sponsors.

BUILDINGS, CLASSROOMS, AUDITORIUMS, AND GYMNASIUM

  1. Facility reservations are made through the Information Center for either the Torrington or Douglas Campus. The Information Center is responsible for ensuring compliance to this policy and for reserving rooms, including available office space for EWC staff members. The Information Center works with the faculty, Community Education, and partnership institutions and organizations to determine the required dates for the semester schedule.
    The Administrative Specialist for Institutional Effectiveness is responsible for reserving credit, non-credit, and partnership institution credit classes and faculty offices.
    All individuals and/or organizations making reservations will sign a contract, agreeing to the rules and charges applicable for the use of Eastern Wyoming College facilities, and provide proof of liability insurance in the required format. The College has two types of charges: administrative fees (for the facility) and use fees (for utilities and required support personnel).
    Special reservation guidelines are used with the gymnasium. No fees are charged for activities directly related to Eastern Wyoming College and Eastern Wyoming College Foundation classes, programs, and operations.
    Activities beyond the classroom that schools, departments, offices, and student organizations schedule or sponsor and that are substantially funded by the college in cost or in-kind. Examples of college activities include athletics, recreation, class projects, fundraisers (these can be for college organizations or for charitable organizations), events, meetings, etc. There is no facility fee for college activities.
  2. Alcoholic beverages are prohibited on Eastern Wyoming College property except under special circumstances as outlined in Board Policy 2.15 Exceptions to the No Alcohol Use on Campus Policy. Also, see Smoking Rule 6.3.2 as it pertains to EWC buildings.
  3. Any and all damages will be repaired by the College at the expense of the user.
  4. Commercial organizations will be assessed an administrative fee at the current rate for use of college facilities. Commercial organizations include nonprofit organizations which charge fees or collect donations for the sponsored activity.
  5. Appropriate utilities, custodial, security, technical, and/or other use fees will be charged.
  6. Use fees will be assessed by the hour for the space and required support personnel. The custodial fee for example, may need to be assessed for the entire time of the event as well as the time required for set up and clean up.
  7. All use fees will be applied to utilities and part-time custodial or maintenance salaries, facilities repairs, and replacement of associated equipment. Technical support fees will be used to reimburse the appropriate budget.
  8. The administrative fee will be waived for affiliated, but appropriate use fees may be charged (utilities fees, custodial, etc.):
    1. Goshen or Converse County Public Schools and city and county governmental entities
    2. Goshen or Converse County businesses and nonprofit organizations (as long as no fees or donations are involved for the proposed event)
    3. University of Wyoming and Wyoming Community Colleges
    4. Goshen Community Theatre
  9. Goshen and Converse County affiliated organizations are encouraged to use the College facilities for their regular meetings on a “space-available” basis. Such groups will not be charged the administrative fee for use of the facilities, but may be charged appropriate utilities, custodial, security, technical, and/or other use fees, for all necessary services according to the scope and magnitude of the event, in the opinion of the College.
  10. Administrative and use fees will be charged to all groups for specialty areas such as computer labs.
  11. When the Vice President for Administrative Services determines that extenuating circumstances exist, the Vice President for Administrative Services may waive all or part of the fees and/or insurance or license requirements.
  12. Gymnasium use guidelines are as follows and priorities to determine gymnasium usage:
    1. Academic classes
    2. Reserved functions
    3. Intercollegiate athletic practice and/or contests
    4. Interscholastic athletic practice and/or contests
    5. Community and/or public events
    6. Intramural activities
    7. Open gymnasium use
    8. Reservations by individuals and/or groups.

Reservations must be made through the Information Center, with the approval of the Athletic Director.

Except for when the gymnasium is being used for college activities, it is available for other authorized uses. Times and days will vary during college closure days and summer. A schedule of gymnasium hours is posted outside of the gymnasium and is available at the Athletic Director’s office and the college reception office.

Open gymnasium activities, which have EWC staff supervision in the immediate area, may be scheduled through the Information Center with the approval of the Athletic Director.

Individuals and/or groups may use the gymnasium during other times and days. Advance approval and reservations are required. Direct staff supervision in the immediate area at all times is required.

EWC reserves the right to close the gymnasium any time for repairs and maintenance.

EWC requires commercial food service providers to be licensed in Wyoming and provide proof at time of the reservation.

EQUIPMENT

  1. College owned equipment, including computers, audiovisual, and sound and lighting controls are to be operated only by properly trained personnel who are authorized by the College. Event sponsors requiring the use of college equipment shall request these services when reserving the facilities. If available, an EWC authorized person will accommodate the requester and appropriate charges will be made for services rendered. If an authorized person is unavailable, the use of this equipment will be denied.
  2. All college equipment is intended for official use only and is not to be loaned to or used by individuals for personal use. Exceptions to the “no loan” policy may be made for nonprofit organizations, but only with approval of the College President.
  3. Charges for equipment use will be based upon the extent of use and nature of activity for which equipment is being used.
  4. Any and all damages will be repaired or replaced by the College at the expense of the event sponsor.

COLLEGE BUS

In keeping with the College’s stated goal of providing services to the community, the College bus may be available to community groups and organizations, public institutions, and other agencies for use in college coordinated activities. Scheduling procedures apply to reservation of the bus, which give priority to athletics, instructional programs, and the community education activities of the College.

Scheduling

  1. Proposed use of the bus should be scheduled through the Information Center. The Information Center will consult with the Vice President for Administrative Services, the Physical Plant Director, and the Athletic Director, as to the availability of the bus and approval of the request.
    In determining priority, consideration will be given to the number of participants, distance to be traveled, time away from campus, driver availability, and comparative costs of the respective trips.
  2. Drivers
    The Director of Human Resources will establish a list of approved drivers.
  3. Charges
    Charges for the use of the bus will be determined by the Vice President for Administrative Services through a normal review/approval process and will be based upon the nature and the scope of the activity. Charges will be based upon operation, maintenance, and depreciation costs.

Administrative Rule 6.3.2: Smoking Rule
Adopted 7/21/04
Revised 11/ 8/ 05(RF}, 2/ 11/ 1 4, 5/13/14, 10/10/11 (RN)

Smoking, including electronic-cigarettes (e-cigs ore-cigarettes), personal vaporizers (PV) or electronic nicotine delivery systems (ENDS), is not allowed within buildings located on the campuses in Torrington and Douglas, Wyoming, including classrooms, lobbies, hallways, cafeterias, recreation areas, restrooms, residence halls, or living facilities. Smoking is not allowed within college vehicles.

Administrative Rule 6.3.3: Athletic Contest Admission
Adopted 5/10/05
Revised 11/8/05(RF}, 2/11/14, 6/6/16, 10/10/11(RN)

  1. The following procedure will be used for admission to all athletic contests:
    1. Free admission to or passes for all regular session contests are provided to:
    2. EWC Board of Trustees, and spouses and family
    3. EWC benefitted faculty, benefitted staff, and spouses and family
    4. EWC athletes’ parents
    5. EWC Emeritus Faculty and spouse
    6. EWC Honored Retiree and spouse
    7. EWC students currently enrolled are admitted with a valid student I.D.
    8. Goshen County Schools Superintendent (four passes to distribute)
    9. Goshen County Schools Head Coaches (in sport only)
  2. Adult Booster Passes. Two adult passes within the same family will admit an entire family to all regular season contests.
  3. General admission prices will be posted at the gate. Adequate records of admission ticket sales shall be maintained at all events in order to facilitate state sales tax reporting.