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Facilities Use Guidelines (AP-011)

ROGUE COMMUNITY COLLEGE
ADMINISTRATIVE PROCEDURE

 

Procedure: FACILITIES USE GUIDELINES (AP-011)
Contact:
Risk Management Ext. 7146

Purpose: These guidelines relate to facilities use at Rogue Community College (RCC or the College) and include necessary forms, agreements, procedures, and fee schedules for use in securing and leasing college facilities with various individuals and organizations.

Note: Certain spaces for lease, like the Higher Education Center (HEC), which is jointly owned by RCC and Southern Oregon University (SOU) have specific agreements and procedures that must be followed in addition to or instead of the general use agreement (item No. 5 - Facilities Use Application/Agreement), page 4.

1. OVERVIEW

RCC Provides excellent indoor and outdoor facilities for the purpose of education and community functions. In keeping with the objective of being a community and educational development center, the College will make the facilities available to community groups and organizations whenever possible, within the context of these Facilities Use Guidelines, applicable administrative procedures and Board policy. Non-college facilities’ users will be charged fees appropriate to the facilities used and the type of organization making the request.

The charges for multiple classrooms at the same time will depend on the number of rooms used and type of activity in which the rooms will be used. Costs for additional services (including but not limited to, security, custodial, maintenance, and grounds workers, computer, audio-visual, light and sound technicians) will be assessed in addition to the facilities usage fees as appropriate to the activity (see page 4). RCC reserves the right to determine which, if any, additional services and costs incurred are appropriate. Organizations will be advised of total fees and costs following review of the Facilities Use Application/Agreement.

All required security services must be provided through the College’s Human Resources Department. Contact the Security/Safety Officer: 541-245-7873 or the Director of Human Resources and Risk Management: 541-956-7017. After-hours rentals may require a four (4)-hour minimum security service and would include the time entering facility through completion of final clean-up.
 

2. PRIORITY ORDER

Space at RCC will be available for college activities in the following priority order:

A. Campus Activities: These programs/activities are also exempt from paying a fee (page 4) or providing insurance (page 8):

  • College instructional programs or activities
  • Official college events
  • College-sponsored educational activities*
  • Actively chartered student clubs and organizations*
  • College intramural activities*

*Charges may be assessed for additional services to be determined on a case-by-case basis.

B. External Organizations: Space will be made available to outside organizations when use does not conflict with RCC’s scheduled instructional programs or activities, or events.

C. Categories and Classifications for Determining Fees Structures

Category A: Community/public for-profit groups
Category B: Approved community non-profit organizations (tax exempt certificate required).
Category C: Educational institutions, organizations affiliated with educational institutions. And local, state, federal service-area-government Oregon Community College system officials.

3. FEE SCHEDULE

CLICK HERE FOR THE FACILITIES FEE SCHEDULE

4. FACILITIES USE DIRECTORY

Wendy Jones
wjones@roguecc.edu
541-956-7146

5. FACILITIES USE APPLICATION/AGREEMENT FORM

CLICK HERE FOR THE FACILITIES USE APPLICATION FORM
 

6. INSURANCE REQUIREMENTS

A. All External Organizations: With the exception of Category C (educational institutions, government officials and community college officials), all external organizations are required to submit proof of insurance at lessee expense as follows:

  • Commercial General Liability:
    • Bodily Injury and Property Damage
      Combined Single Limit $1,000,000
    • Products Liability (if food will be served)
      Combined Single Limit 1,000,000
       
  • Automobile Liability: Limit of Liability - $1,000,000. This coverage should be included if vehicles of the sponsoring organization will be operated on college premises.
     
  • Workers Compensation: Statutory Coverage in accordance with workers’ compensation laws of the State of Oregon for employees of the lessee working on the College premises.

An insurance certificate must be provided when reservations are confirmed (upon payment of the facilities use fee to the RCC Budget and Financial Services Department, Redwood Campus, 3345 Redwood Highway, Grants Pass, Oregon 97527, and upon execution and delivery of lease). All insurance coverage must be written with insurance companies authorized to do business in the service area. All insurance certificates are subject to RCC approval.

 

B. Additional Requirements

Upon execution and delivery of the lease agreement. The full facility use fee and applicable paperwork must be received before reservation is confirmed. Fees shall be payable to Rogue Community College, Attention: Budget and Financial Services Department, 3345 Redwood Highway, Grants Pass, Oregon 97527.

  • Use of facilities is not permitted until the signed lease is executed by both parties.
  • Category B groups (non-profit) must submit a copy of the Internal Revenue Service Determination Letter certifying their non-profit status.
  • Notice of cancellation must be received by the Facilities Coordinator at 541-956-7188 no later than two (2) weeks prior to the event.

Cancellation will result in a fee of 25% of the total assessed fee. Any group that does not provide sufficient notice will be charged the full amount set forth in the lease agreement.
 

7. FACILITIES USE APPLICATION PROCESS AND RULES

Facilities use will be in compliance with applicable state and local laws governing the use of public buildings and agreements will be based on a first-come, first-served basis. A signed and paid lease agreement constitutes priority.

Requests for the use of college facilities should be made to the Facilities Coordinator: 541-956-7188; or, his/her designee through 25Live® thirty (30) days in advance of the requested date in order for the request to be reviewed and approved. More complex requests should be made up to several months in advance, when possible. The Facilities Coordinator or his/her designee will attempt to accommodate simple requests received with less than 30 days’ notice.

Designated college officials or designated employees may attend any function held on campus. In all cases, a designated college representative shall be in full charge of the facilities and shall be present for the duration of the event.

Applicant and/or Applicant Organization’s Representative: At least one person belonging to the organization requesting use of the facilities shall be identified, in writing, including contact information, on the Facilities Use Application/Agreement as the person responsible for the function, and shall be present for the full duration of the function. Non-compliance will result in denial of future requests.

Signage/Promotional Materials: Copies of signage, promotional, and advertising materials planned to be placed temporarily on the college’s premises must be attached to the Facilities Use Application/Agreement.

Fees/Costs: Each organization will be advised of the total use charges by the Facilities Coordinator or his/her designee. Security and custodial charges will be charged as needed and/or requested. Large events may require additional security or custodial services.

Limitations and Restrictions: All Applicants and/or Applicant Organizations will be limited to use of the areas specified on the approved Facilities Use Application/Agreement.

On-Site Inspection: An on-site inspection must be conducted by the designated person in charge and the designated college official. Any discrepancies will be noted prior to the event date.

Additional Agreements: Any lease agreement or other formal written agreement or contract in addition to or in lieu of RCC’s Facilities Use Application/Agreement for use of college facilities must be approved by the College’s contract and procurement manager and the vice president, College Services, or their designees.

Responsibility for the College’s facilities and equipment: Facilities and equipment used must be left in a clean and orderly condition. Failure to do so will result in additional charges based on time required to return the facility or equipment to its proper condition.

All apparatus and equipment owned by the College shall be operated and/or supervised by College personnel unless otherwise approved.

There shall be no alterations to existing facilities, or installation of equipment, signs, posters, or decorations on or about the College premises by any party without prior approval.

The College reserves the right to place or waive other restrictions and requirements on the use of its facilities and/or equipment.

Liability for damages: Applicant and applicant’s organization shall assume all liability for damages, which may occur in, on, or about any RCC facilities as a result of using those facilities. If facilities are not returned to their original condition, clean-up fees may be deducted from the security deposit or additional fees may be assessed and billed to user.
 

8. COLLEGE POLICIES AND PROCEDURES ASSOCIATED WITH FACILITES USE

Overview: The College is committed to the most fundamental principles of academic freedom, quality of opportunity, and human dignity.  RCC does not engage in or tolerate discrimination, harassment, or violence against any individual, including those with characteristics protected by federal, state, or local law.

To uphold these principles, RCC purposely promotes a safe and healthy learning and working environment and strictly adheres to the principles embodied in state and federal laws that prohibit discrimination, harassment and violence, including sexual harassment and sexual violence under Title IX of the Education Amendments Act of 1972, the Clery Act of 1990, the Violence Against Women Act of 1994, and the Pregnancy Discrimination Act of  1978, as well as Title VI and Title VII of the Civil Rights Act of 1964, the Americans with Disability Act (ADA) of 1990, the ADA Amendments Act of 2008, the Genetic Information Nondiscrimination Act of 2008, the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, the Uniformed Services Employment and Reemployment Act, the Veterans’ Readjustment Act of 1974, the Age Discrimination Act and the SaVE Act.

Title IX Coordinator: For complaints regarding sexual harassment, including sexual violence contact the College’s Chief Title IX Coordinator at 541-956-7728.

Administrative procedures and board policies: Procedures and Board of Education policies (Board policies) addressing discrimination, harassment, and violence, including sexual harassment and sexual violence and procedures for identifying, reporting and resolving issues or potential issues are readily available for all students, faculty, staff and the general public: web.roguecc.edu/administrative-procedures and go to Discrimination, Harassment and Sexual Violence, AP-047 in the Table of Contents. The College’s procedures and policies are listed in alphabetical order and include contact information for specific questions or concerns.

The following restrictions apply to all external organizations, functions, and activities on college-owned property or premises:

Drug- and Alcohol-Free Campus: The use of alcoholic beverages, marijuana, or marijuana products is prohibited. This policy complies with the Drug-Free Schools and Campuses Regulations (EDGAR Part 86) and the Drug-Free Workplace Act (1990) mandating a drug-free campus, program, and biennial report.

Firearms: No person may be in possession of a firearm, destructive device, or other dangerous weapon as defined by law, or give the appearance of being in said possession on property controlled or owned by the College. Permitted exceptions include use in conjunction with approved instructional demonstrations or by peace officers, persons summoned by peace officers, or members of the armed forces under orders for campus safety.

Fire and Safety Codes: All organizations must adhere to RCC’s fire and safety codes and regulations. Contact the College’s Risk Management Coordinator: 541-956-7146 for specific questions related to fire and safety codes.

Gambling: Gambling is prohibited on all college campuses or facilities The College President may allow raffles, Monte Carlo games, or similar events, when used to support student scholarships or direct activities.

Parking: Facility users must park in designated areas.

Posting Information on College Premises: With the exception of materials from RCC-sponsored programs, all posted materials require a stamped approval. Contact designee at 541-956-7187. All posted materials should identify source of origin, provide an address or telephone number, and be presented in a readable manner. Material will be approved for posting unless it appears to contain slanderous, libelous, pornographic, or illegally discriminating information, or fails to identify source of origin. 

It is the responsibility of the individual/organization posting the information to remove it after the termination of the promoted event or announcement.

Smoking: Smoking is permitted only in designated smoking areas. All college employees, students, visitors, and contractors are required to comply with this policy.

Solicitation: Prior approval must be obtained from the College President before an individual or group may solicit funds or business with students or staff to obtain faculty or student lists. This is not to be interpreted as restricting normal business transactions with the RCC bookstore employees such as salesmen of school supplies, books, etc., or approved solicitation by campus organizations.

 

9. ADDITIONAL INFORMATION/AGREEMENTS

A. Visiting Organization Agreement: A Visiting Organization Agreement provides for a group to visit RCC for the purpose of an educational field trip, or to participate in an RCC-sponsored event, without charge. In some cases, due to the nature or size of the event, a fee may be charged in adherence with these Facilities Use Guidelines, other administrative procedures, and/or Board policy. Therefore, the vice president, Student Services, or the dean, Student Success will assist with Visiting Organization Agreement(s). Contact the vice president’s assistant at 541-957-7187 for assistance.

B. Free Speech Areas: Designated “Free Speech” areas are available, without charge. Petitioners and demonstrators will be required to stay within designated areas approved by the vice president, Student Services as follows:

  • The Student Center/Cafeteria (RWC)
  • The fountain area (RWC)
  • The Student Lounge at G/Wards Building (RVC)
  • The open outdoor space between G Building and the College bookstore (RVC)
  • The Student Commons Area (TRC)
  • The lawn area in the back parking lot (TRC)

Use of these areas must not disrupt RCC’s educational processes or infringe on the rights of others. College support, including use of tables and chairs will not be provided. Literature may be distributed, but collecting or soliciting donations or any other reimbursements is prohibited. Arrangements for free speech demonstrations should be referred to the vice president, Student Services, or the dean, Student Success. The vice president’s assistant may be reached at 541-956-7187.

C. Reciprocal Agreements: An organization may require RCC facilities for use in offering training or classes for which the College may receive some benefit, such as professional development for staff and/or enrollment credits. In such cases, the facilities coordinator will consult with the vice president of College Services and/or the vice president of Instructional Services, and a Reciprocal Agreement for Use of College Facilities may be applied.

The policies and procedures referenced in these Facilities Use Guidelines AP-011 are binding with the rental of the specific areas.
 

10. LOCATION-SPECIFIC PROCEDURES

Documentation is attached relating to the following specific locations that are subject to additional guidelines that must be followed.

Attachment 1: Gymnasium and Soccer Fields, Redwood Campus TBD
Attachment 2: Rogue Theatre, Redwood Campus  TBD
Attachment 3: Marjorie Holzgang Concert Bowl, Redwood Campus TBD
Attachment 4: RCC/SOU Higher Education Center Meeting Rooms, Riverside Campus TBD
Attachment 5:  Rogue Performance Hall, Riverside Campus TBD                
Attachment 6: Licensed Kitchen Facility, Kerby
 

11. ACKNOWLEDGMENT

These Guidelines and location specific guidelines, rules, and procedures ae binding with the rental of all RCC facilities. Your application and acceptance of the Facilities Use Application/Agreement(s) serves as your acknowledgment of all rules and regulations set forth in the Agreement(s).

ATTACHMENT 6: LICENSED KITCHEN FACILITY, KERBY

This User Services Agreement (Agreement) is entered into between ENTER NAME OF USER, (User) and Rogue Community College (also referred to as RCC or the College), and is effective for the term of this Agreement. User and RCC agree to the following terms:

  1. Services: RCC will provide User with nonexclusive access to and use of RCC’s Kerby Licensed Kitchen Facility subject to the terms of this Agreement.
    • Facility: The Kitchen is equipped with basic food preparation equipment. RCC shall maintain the Kitchen in an orderly state and ensure that all equipment meets all applicable health and safety standards.
    • Maintenance: If any equipment is inoperable, it is the responsibility of the User to notify RCC.
    • Scheduling of Use. The Kitchen is a shared use facility. RCC shall control the times and manner of all Users access. RCC shall have in place a scheduling system to keep time conflicts to a minimum. RCC will endeavor to create a schedule that accommodates any reasonable request.
       
  2. User Agrees. Users of RCC’s Kerby Licensed Kitchen Facility will have completed the following activities and provided appropriate documentation to RCC, prior to facility use.
  • Read and agreed to comply with RCC’s Facility Use Guidelines (AP-011).
  • Completed application form, and has paid all application fees and deposits.
  • Provide Proof of General Liability Insurance per RCC’s guidelines.
     

RCC’s Kerby Kitchen carries a restaurant license. This allows certain foods to be prepared in this kitchen. Renters of the kitchen need to comply with all policies and procedures. Our license does not cover meat, dairy, alcoholic beverages or acidified foods. Special requirements must be met before processing low acid canned foods (LACF), acidified foods, products under seafood HACCP and products under juice HACCP. If a client wishes to process an LACF or an acidified food, we recommend client attend a Better Processing School and have their process reviewed and approved by a process authority. Please visit the following link for further licensing information:
http://www.oregon.gov/ODA/programs/FoodSafety/FSLicensing/Pages/ProcessingWarehouse.aspx

For more information on Better Processing School or to find a process authority for your LACF or acidified food product, contact:

  • Oregon State University food sciences extension program
  • Washington State University food science
  • Chapman University -Orange, CA courses in English and Spanish
  • New Mexico State University - Las Cruces, NM courses in English and Spanish
     

In order to sell foods that have been prepared at our facility, a license from the responsible authority is needed. There are 2 main authorities for food production; the Oregon Department of Agriculture and the Josephine County Health Department

The Oregon Department of Agriculture is responsible for the regulation of production, processing, and distribution of food products. They offer licenses for the following types of food production; Retail – sales of packaged foods or bulk foods, Bakery – Bread, rolls, cakes, pies, doughnuts, cookies, biscuits, crackers, and all similar goods.

The Josephine County Health Department regulates the production of foods that are sold for immediate consumption. Examples of these foods productions are; Catering – preparation of ready-to-eat foods at a designated location and transported to another location for a private event, Temporary Food Service – ready-to-eat foods prepared at a designated site and transported to a public event such as a fair, growers market or other community event.

If you plan to provide foods in any of the capacities mentioned, you will need to contact the responsible authority for the required license.

 

3. Housekeeping Policies: User policies include but are not limited to the following:

  • Users will provide their own cleaning towels, cooking items, sheet pans, ingredients, utensils, small wares and other special items necessary to their specific needs.
  • No equipment or items owned by RCC shall ever leave the premises.
  • Users will strictly follow the Facilities Use Application/Agreement and Equipment Cleaning Guidelines as posted.
  • Only approved or supplied chemicals are to be used in the Kerby Kitchen.
  • All Users and their employees are required to successfully adhere to all food safety and sanitation standards in accordance with Josephine County, Oregon health code and guidelines.
  • If facility is not left neat and clean as determined by RCC then user will be charged for cleaning. Upon a second such failure, this Agreement shall be terminated.
     

4. Security: User agrees that RCC assumes no responsibility for the security of any equipment or supplies brought in for their use in the facility. If User furnishes their own local storage containers it is their responsibility to supply a key to RCC.

5. Signs and Advertising: No signs or advertising mater shall be pained or attached in any way on RCC premises.

6. Right of Inspection. The staff of RCC retain the right to enter and inspect operations at any time during use. The Health Department of Josephine County as well as the Food and Drug Administration shall also have the right to inspect without prior notice at any time deemed necessary by their organizations.

7. Hold Harmless. User agrees to indemnify and hold harmless, the College, its officers, agents and employees from any claims and losses accruing or resulting from use of RCCs Kirby Kitchen to prepare any food product. In connection with the performance of this Agreement and from any and all claims and losses accruing or resulting from any person, firm or corporation who may be injured or damaged by User, it’s employees and/or contract personnel in the performance of this Agreement.

8. Fees and Dues
      0-20 hours per month: $9 per hour
      40-80 hours per month: $8 per hour
      80+ hours per month: Variable rate

 

Date Adopted: 08/08/16

Date Revised: 02/06/2019