Request Form

Agreement Form

Policy

Minnesota State Colleges and Universities
Office of the Chancellor
Facilities Use by Outside Organizations and Individuals Sponsored by an OOC Employee

Purpose. This policy outlines use of all Office of the Chancellor ("OOC") leased or occupied facilities by outside organizations and individuals sponsored by a MnSCU OOC employee. The first and primary use of OOC facilities is to conduct OOC business in furtherance of MnSCU's educational mission. The OOC may permit use of its facilities by outside organizations and individuals subject to the provisions of this policy.

Applicability. This policy applies only to space leased or occupied by the OOC. MnSCU institutions have their own individual facilities use policies. This policy applies to: a) all outside organizations that are separate legal entities from MnSCU that wish to use OOC facilities; or b) any individual requesting use when such use is not part of the official business of the OOC.

Permissible Use and Priorities. The OOC may allow use of its facilities by outside organizations or individuals only if:

• the use is sponsored by an OOC employee;
• the sponsor will attend the meeting;
• the use is consistent with MnSCU's educational mission;
• space is available in conference rooms 3304, 3306, 3309, or 3310 at the OOC's primary St. Paul location, or space is available in a conference room at an OOC facility other than the primary St. Paul location, e.g. St. Cloud, Moorhead, subject to master lease provisions;
• there is no other priority use that needs the space during the same time;
• the requested use will not result in additional expense being incurred by the OOC;
• the requested use will not unreasonably disrupt the normal operations of the OOC;
• the organization or individual agree to abide by applicable laws, rules, regulations, and Board Policy and System Procedure;
• the use does not conflict with the overall master lease for the facilities; and
• the provisions of this Policy are followed.

When the OOC considers a request by an OOC employee to sponsor an outside organization or individual, the priority of facilities use will be:

1. official business of the OOC and its Board of Trustees, including co-sponsored meetings and events;
2. official business of the Minnesota State Colleges and Universities system, including co-sponsored meetings and events;
3. other MnSCU-related meetings and events including but not limited to those sponsored by other educational and career development institutions with which MnSCU has an agreement or relationship, e.g. iSeek, CareerOneStop; and
4. meetings and events by outside organizations or individuals sponsored by an OOC employee.

In applying these priorities, the OOC often has a need of its facilities to conduct official business at the last minute and, therefore, use by outside organizations or individuals sponsored by an OOC employee generally should only be scheduled outside of normal business hours.

Prohibited Use. The OOC shall not allow use of its facilities by:

1. individuals or organizations for personal monetary gain;
2. commercial businesses that would result in or promote the:

• generation of revenue; or
• sale or solicitation of goods, commodities or services.

Scheduling and Administration. The OOC Office Services Unit shall be responsible for scheduling and administering use at the primary St. Paul location that is not directly associated with MnSCU and OOC business activities. OOC staffs located at other facilities, e.g. St Cloud, Moorhead, shall select an individual to be responsible for scheduling and administering use, subject to master lease provisions, at those OOC facilities.

To request use, the OOC employee sponsoring the organization or individual must submit a completed Facility Use Request form (see above) to the Office Services Manager or his/her designee (primary St. Paul location) or the remote facilities administrator no less than three (3) calendar weeks prior to the desired use date(s).

Facilities Use Agreement. Upon approval, the designated administrator will draft and initiate execution of a Facilities Agreement governing use of the facility. The OOC will not permit use of its facility without execution of a Facilities Agreement. Verbal agreements are not acceptable and will not be permitted. No announcement, promotion or advertising of the use is allowed before the execution of the Facilities Agreement.

Acting on the Request. The designated administrator will communicate the acceptance, declination, or request for more information in writing (or e-mail) within three (3) business days after the request is submitted.

Charges. Subject to the Terms and Conditions identified in the Facilities Agreement, the OOC may charge for any direct expenses related to the event and may charge an administrative fee for services provided.

No Endorsement. Use of OOC facilities pursuant to this policy does not constitute an endorsement of an organization, its purposes, or its actions.

Page Revised 2/09