Use of University Properties
Use of University Properties
40.00 Policy on Use of University Properties
These regulations do not apply to University Hills, a residential community on land owned by The Regents of the University of California.
A. Use by University-Related Persons and Groups
Registered Campus Organizations, student governments, and University personnel, as well as students, faculty, and staff may use University properties. Information regarding scheduling of University properties may be obtained from the appropriate scheduling office; i.e., Student Center & Event Services, the Bren Events Center. The sponsoring group has the responsibility to know and adhere to special use guidelines, policies, or restrictions that may pertain to specific facilities. Whenever an event is sponsored by a Registered Campus Organization, it must be reviewed by the Office of the Dean of Students, as appropriate, for compliance with University policies and procedures.
B. Use by Non-University Persons and Groups
University properties may be used by non-University organizations and individuals or for commercial purposes only with the prior approval of the Vice Chancellor, Student Affairs or that person's designee and with the provision that such activities do not interfere with the normal functioning of the University. Any such use shall be based upon benefit to the University. Refer to UCI Administrative Policies and Procedures Section 900-16 and Section 900-20.
C. Addressing Meetings by Non-University Persons
Non-University persons may address meetings in campus facilities only pursuant to an invitation from a Registered Campus Organization, from student governments (Irvine Campus) mentioned in Appendix A, from University departments and recognized academic and administrative units, from organizations of University employees, or from official University of California alumni organizations. Refer to UCI Administrative Policies and Procedures Section 900-20.
D. Financial Responsibility for Use of University Properties
All individual organizations that apply for use of University properties shall be liable for additional expenses incurred on their behalf by the University above ordinary campus maintenance and operating costs. The policy does not apply to speaker's assemblies or demonstrations and the audience's anticipated reaction to the content of the speaker's speech which may result in additional cost incurred by the University.
At the discretion of the office approving the use of University properties and in consultation with the appropriate scheduling department and/or the UCI Police Department, those student governments (Irvine Campus) mentioned in Appendix A the posting of bond may be required of organizations or individuals prior to use of University properties under the following circumstances:
1. Because of the nature of the event and/or the past practices of the sponsoring organization, there is reasonable cause to believe that damage to University property may occur;
2. If the sponsoring organization is in debt to the University at the time of the proposed event program;
3. If the nature and scope of the event is such that there is reasonable concern for the ability of the sponsoring organization to assume all related expenses.
Reimbursement for damage to or misappropriation of University property may be imposed upon the responsible individual or the organization using the University property. The reimbursement may take the form of monetary payment or appropriate service to repair or otherwise compensate for damages. Failure to make monetary payment may result in student records being placed on hold.
E. Use of University Properties for the Consumption of Alcoholic Beverages
Procedures for scheduling use of University properties for the consumption of alcoholic and malt beverages on campus are found in the UCI Administrative Policies and Procedures Section 900-13.
F. Overnight Camping
Neither university-related persons or groups nor non-University persons or groups are permitted to camp overnight on University property.
G. Dances Sponsored by Registered Campus Organizations
Dances sponsored by UCI Registered Campus Organizations and held on the campus are primarily for the participation and social enjoyment of organization members. Admission to dances sponsored by Registered Campus Organizations shall be restricted to UCI students (with proper identification) and those individuals 18 years or older. Under certain circumstances, a guest list may be utilized to access admission to individuals who do not meet the above criteria.
University properties shall be used only in accordance with federal, State, and local laws and shall not be used for the purpose of organizing or carrying out unlawful activity.
All persons on University property are required to abide by University policies and campus regulations and shall identify themselves upon request to University officials acting in the performance of their duties. Violation of University policies or campus regulations may subject a person to possible legal penalties; if the person is a student, faculty member, or staff member of the University, that person may also be subject to disciplinary action in accordance with University policies and campus implementing regulations.
40.20 - Violation of University Policies
Students who violate University and campus policies and procedures may be subject to procedures published in Section 103.00 of this document.
University employees who violate University and campus policies and procedures may be subject to disciplinary procedures published in the Academic Personnel Manual, the Personnel Procedures for UCI Staff Members, the Manual of the Academic Senate, or the collective bargaining agreements as appropriate.
Consent to remain on campus may be withdrawn pursuant to the procedures set forth in the UCI Administrative Policies and Procedures Section 900-20 implementing Penal Code Section 626.4 and 626.6.
All use of University properties and services must conform to applicable campus time, place, and manner regulations.
On University grounds open to the public generally, as may be described in campus implementing regulations, all persons may exercise the constitutionally protected rights of free expression, speech, assembly, and worship (including the distribution or sale of noncommercial literature incidental to the exercise of these freedoms). Such activities shall not interfere with the orderly operation of the campus and must be conducted in accordance with campus time, place, and manner regulations.
40.40 - University Grounds Open to the Public
For the purpose of these regulations, "grounds open to the public" are defined as the outdoor areas of the campus (lawns, patios, plazas) that are at least 20 feet from the entrances/exits of campus buildings and parking lots, and that do not restrict movement on campus walkways and are also a safe distance from the curbs of campus roads. All activity in these areas must be conducted in such a way that traffic is not impeded and the normal activity in classrooms and offices is not disrupted. Tables or movable stands may not be placed in areas where passages to any entrances or walkways are blocked. Procedures regarding time, place, and manner are set forth in Section 30.30 of this document.
41.00 - University Support, Sponsorship, or Endorsement
All individuals or organizations using University properties and services must avoid any unauthorized implication that they are sponsored, endorsed, or favored by the University.
41.10 - University Neutrality on Religious and Political Matters
As a State instrumentality, the University must remain neutral on religious and political matters. The University cannot sponsor or fund religious or political activities except when authorized for University purposes by The Regents or the President or their designees. See Sections 60.00,70.00, and 80.00 of these Policies for the special conditions that apply to the sponsoring or funding of such activities by student governments and Registered Campus Organizations from compulsory campus-based student fees.
Religious, political, and ideological Registered Campus Organizations and other campus organizations shall have access to University properties on the same basis as all other campus organizations, according to guidelines set forth in campus implementing regulations.
In personal and other non-official correspondence, statements, or other material represented in a variety of media, including but not limited to printed matter, the Internet, and film or television relating to commercial, religious, or political activities or issues, the University title of a faculty or staff member or the title of a student government official shall be used only for identification. If such identification might reasonably be construed as implying the support, endorsement, or opposition of the University with regard to any commercial, religious or political activity or issue, the identification shall be accompanied by a disclaimer: an explicit statement that the individual is speaking for himself or herself and not as a representative of the University or any of its offices or units. Similarly, such correspondence, statements, or other material issued by a Registered Campus Organization shall be accompanied by a disclaimer to the same effect if it might reasonably be construed as implying the support, endorsement, or opposition of the University.
41.20 - Use of University Name, Insignia, Seal, or Address
The name, insignia, seal, or address (including the electronic address) of the University or any of its offices or units shall not be used for or in connection with religious, political, business or other purposes or activities except as consistent with University policy, campus implementing regulations, and applicable law (including, but not limited to " Use of the University's Name," State of California Education Code, Section 92000). (See also the Presidential Policy to Permit Use of the University's Name. In addition, see Section 70.40 of these Policies for further guidance on the use of the University's name by Registered Campus Organizations.)
41.20 - Use of the University Name, Logo and Seal
Campus procedures for approval of use of the University name, logo, and unofficial seal are published in the UCI Administrative Policies and Procedures Section 700-20.
42.00 - Campus Regulations
Chancellors shall develop campus implementing regulations that provide procedures and criteria for the use of University properties by student governments and Registered Campus Organizations. Such regulations may provide procedures and criteria, based upon benefit to the University, permitting the use of University properties by other persons or organizations and shall specify the conditions under which University property may be used by non-University persons or organizations.
42.10 - Denial of Requests for Use
A request for use of University properties may be denied if the request is not in accordance with campus regulations implementing these Policies. The applicant shall be accorded a review of any denial of a request for use of University properties. A request for use of University properties shall be denied if circumstances are such that the event will present a clear and present danger to the orderly operation of the campus. The applicant shall be accorded a prompt appeal to the Chancellor, who shall recognize the University's heavy burden in justifying such a denial. The review processes shall be set out in campus regulations.
42.10 - Denial of Request to Use University Properties
A student whose request to use University properties is denied may appeal in writing to the Vice Chancellor, Student Affairs within three days of denial notification. The Vice Chancellor, Student Affairs shall consult with or refer the matter to the Office of the Dean of Students , the appropriate scheduling office, student governments (Irvine Campus) mentioned in Appendix A to make a recommendation. The Vice Chancellor, Student Affairs shall inform the applicant of the decision in writing within seven days of receipt of written appeal.
42.20 - Posting of Noncommercial Materials
Campus implementing regulations shall permit University students, faculty, staff, Registered Campus Organizations, and University units to post and exhibit noncommercial materials at locations designated in campus regulations for that purpose. Posting and exhibiting of noncommercial materials by others also may be permitted by campus regulations. All such materials shall clearly indicate the name of the sponsoring campus, individual, Registered Campus Organization, University unit, or other individuals or organizations permitted to post and exhibit pursuant to campus regulations.
42.20 - Policy on Posting and Distribution of Literature
Refer to UCI Administrative Policies and Procedures Section 900-12.
42.30 - Noncommercial Fund Raising
Noncommercial fund-raising by student governments and by Registered Campus Organizations shall be permitted pursuant to University policies and campus implementing regulations. Noncommercial fund-raising by individuals or by other groups also may be permitted under regulations developed by the campus, consistent with University policy. Provisions may be made in such regulations governing the collection of donations, sale of materials, admission charges, and financial accountability.
42.30 - Noncommercial Fund Raising
A. Noncommercial Fund Raising by Registered Campus Organizations and Student Government
Noncommercial fund raising by Registered Campus Organizations and Student Government is permitted. The provisions below govern the collection of moneys, the solicitation of donations, sale of materials, payment of dues, admission charges, and the financial accountability required of fund raising groups.
1. Fund raising is defined as the collection of monies on University properties by means of sales, contributions, donations, solicitation, membership fees, and/or admission charges to fund raising events or meetings on a regular or occasional basis.
2. University properties are not to be used in fund raising efforts for personal gain.
3. Funds raised may not be used for illegal purposes; furthermore, use of the funds raised must be defined and be consistent with the stated purpose of the fund raising activity.
4. All perishable food and beverage sales must receive additional approval from Environmental Health and Safety. Refer to UCI Administrative Policies and Procedures Section 500.
5. All Registered Campus Organizations engaged in fund raising activities are strongly encouraged to make use of the accounting services and drop box provided by the ASUCI Business Office.
6. The University reserves the right to audit the financial records of any Registered Campus Organization to determine if funds are being used in accordance with University policy.
7. In the event that a fund raising activity loses money, the sponsoring organization remains accountable for covering all costs incurred by that activity.
8. All fund-raising activities sponsored by Registered Campus Organizations and occurring on University properties must be conducted entirely by the membership of the sponsoring group. Members of the Registered Campus Organization must be present during the fund-raising activity.
9. The occasional sale of manufactured items is permitted.
10.The active solicitation of credit card applications on University property is governed by University Policy. See Appendix D.
11. For those Registered Campus Organizations who wish to sponsor a non-university vendor, which will enhance their program, refer to the UCI Administrative Policies and Procedures Section 900-16.
B. Noncommercial Fund Raising by Off-Campus Organizations
Noncommercial off-campus organizations such as charitable organizations, public service agencies, noncommercial political organizations, and University or University-related groups may engage in fund-raising activities on campus only if they comply with time, place, and manner regulations. Fund raising by commercial, non-University groups, is prohibited with the exception of approved off-campus vendors. (Refer to the UCI Administrative Policies and Procedures Section 900-16).
The following time, place and manner regulations shall apply to fund raising activities by off-campus, noncommercial organizations:
1. Organization shall provide Student Center & Event Services a copy of its Internal Revenue Service exemption letter (or similar document), verifying 501(c)(3) status, prior to conducting any fund raising activities on campus.
2. Organization shall complete a "Request for Use of University Properties" and submit it to Student Center & Event Services prior to conducting any fund raising activities on campus.
3. Organization shall secure a designated campus location from Student Center & Event Services prior to conducting any fund raising activities on campus.
4. Organization shall perform its activities from an approved stationary location, utilizing a table or chair(s). Organization may provide its own table and chair(s) or reserve them in advance from Student Center & Event Services for a rental fee.
5. Organization shall provide receipts, clear signage posted at the location, and, literature and name badges that identify the name and purpose of all fund raising activities at the designated location.
6. Organization shall provide to donors receipts, identifying the name, date, address, phone number of the soliciting organization and the amount of the donation.
7. Organization shall not interfere with the right of the University to conduct its affairs in an orderly manner and to maintain its property, nor may it interfere with the University's obligation to protect the rights of all to teach, study, and fully exchange ideas. Physical force, the threat of force, blocking of ingress or egress, and/or solicitation of an involuntary audience is expressly forbidden
8. Fund raising activities shall not be permitted within University classrooms or buildings.
42.40 - Use of University Property for Commercial Purposes
Campus implementing regulations may adopt restrictions, consistent with existing law and University policy, on the use of University properties for commercial purposes and personal financial gain. (See the University of California Policy and Supplemental Guidelines on the On-campus Marketing of Credit Cards to Students for the special conditions controlling the on-campus marketing of credit cards to students by banks and other commercial entities.)
A. Temporary access to University properties by off-campus vendors and commercial entities is permitted to the extent that the activity becomes a complementary part of the total services and programs offered to UCI students, faculty, and staff. Refer to the UCI Administrative Policies and Procedures Section 900-16.
B. Policy and Supplemental Guidelines on Marketing of Credit Cards to Students - See Appendix D
42.50 - Student Voter Registration Activities
Consistent with the requirement under federal law that the University make a "good faith effort" to distribute voter registration forms to students, and the requirement under State law that the University "do all in its power to ensure that students are provided the opportunity and means to register to vote" (Student Voter Registration Act of 2003), campus implementing regulations may authorize non-partisan student voter registration activities that are carried out either directly by, or under the direct supervision of and on behalf of, a campus student government or other official unit of the University on University grounds that are not open to the public generally, including campus residence halls and dining commons, subject to specified conditions to be established by each campus. Such activities shall not be considered to be commercial or noncommercial solicitation, since there is no offer of either goods or services, nor any solicitation of funds or other assistance from students.