6. Business Affairs, Facilities and Equipment
6.1 Use of State Property
The use of state property and/or equipment for personal gain is not permitted according to state statutes. Any individual who becomes aware of such activity is required to report such activity to the appropriate Vice President.
CVCC students and employees may utilize certain bulletin boards designated by the President (or designee) to advertise the sale of used personal items. The President (or designee) shall establish procedures and guidelines for such usage.
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6.2 Use of CVCC Facilities (including multipurpose fields)
Approval, Fees, Appropriate Use
CVCC and CVCC-sponsored activities shall receive first priority in the reserving of CVCC facilities in most cases. When facilities are available, CVCC welcomes use by community groups and organizations. Certain facilities specified by the President or designee may be used by students, faculty, staff, and others in accordance with the CVCC Policy #4.4 regarding Free Speech, Public Assembly, and Distribution/Petitioning.
Scheduling of CVCC facilities will be done on a first-come, first-serve basis after CVCC and CVCC-sponsored activities are scheduled. CVCC does not discriminate on the basis of race, religion, color, creed, national origin, sex, age, or disability. Approval to use College facilities is not an endorsement by CVCC of the user’s organization or group. CVCC reserves the right to deny usage to any group or organization if there is reason to believe that such use would interfere with CVCC’s educational mission, operations, or functions.
Each group, organization, or individual desiring to use the facilities must obtain approval for usage in accordance with timelines and procedures established by the Chief Financial Officer or designee. CVCC facilities may be used only for purposes approved in accordance with these established procedures. CVCC reserves the right to change assigned facilities/rooms or cancel a reservation if an emergency or urgent need justifies such a change. Every effort will be made to suitably accommodate the affected group should such a situation arise. An agreement for use of facilities may not be transferred or assigned to any other person or agency without the consent of CVCC.
Requests for usage should include any dates/times required for setup/rehearsals. Rehearsal and setup hours are included in the total hours facilities are considered used for an activity/event.
Special requests for equipment, conditions, or assistance necessary in connection with facilities usage should be submitted along with requests for facility usage.
All fees obtained for rental of facilities are used to support the mission of CVCC.
In renting or making available for use any CVCC property, neither the President, the Board of Trustees, nor any CVCC personnel shall assume responsibility for loss or damage to any property placed on the premises by the user or participants, nor for personal injury which may occur during the use of the facility. Authorization shall be given for entrance to/use of specific areas/facilities only. Misuse of CVCC facilities or violations of the regulations/guidelines for use of facilities may result in prohibition from any future use of CVCC facilities by that group, organization, or individual.
A deposit for use of facilities may be required.
Cancellation fees may be assessed in accordance with guidelines established by the Chief Financial Officer.
Users of CVCC facilities are expected to abide by all CVCC policies related to the possession of weapons and the use of alcohol, controlled substances, and tobacco products.
Users are prohibited from using tape, nails, tacks, or screws to attach items to floors, walls, ceilings, desks, or other CVCC property. Users shall not paint, wallpaper, mark, or deface any College property. Furniture should not be removed from rooms without prior permission. If the existing arrangement of furniture in rooms is altered, the user shall return the room to the original arrangement. Individual campus facilities may have additional restrictions and/or user guidelines. Users of CVCC facilities are expected to follow all guidelines for acceptable use established by the CVCC employees charged with responsibility for those facilities.
Users shall leave the premises in a clean, neat, and orderly manner.
In the event damage to CVCC property is incurred as a result of the use of the facility by any group, the using group may be assessed an amount which shall cover the damage and related costs.
Event Supervision and Security
Each group or organization shall designate a person to be held responsible for the supervision of the activity including the maintenance of order and the safety of the people present. This individual is responsible for conduct and damages.
All youth groups, 21 years of age or under, must have approved chaperons.
CVCC shall have a minimum of one employee on duty when a facility is used at times other than regular operating hours. However, the employee is not responsible for the supervision of the activity. Any group or organization using the facilities at times other than during normal operational hours shall pay, in addition to other usage fees, a charge for administrative supervision of the facility.
The CVCC Director of Security has full authority to determine the appropriate security measures necessary for all activities/events on CVCC property. This includes the right to determine the appropriate number and source of security and staff personnel necessary to properly manage an activity/event. If additional security and/or staff personnel are required to manage an activity, the user shall pay, in addition to other applicable fees, the costs of the required personnel.
All concessions and sales on the CVCC campus must be approved by the administration as part of the approval for facilities usage. In most cases involving concessions, CVCC will arrange such service and shall retain all profit. CVCC reserves the right to prohibit and/or limit the consumption of food or drink in specific areas. The user group must have prior approval from the CVCC before providing food/drink for participants. Any damages as a result of drinking and eating will be charged to the user group. No college-owned kitchen equipment shall be used by the user group without prior approval of CVCC.
A user shall not advertise an activity/event as being held at CVCC until the contracts involving all parties have been executed or the appropriate CVCC officials have approved the activity. Political candidates or political parties receiving approval to use the CVCC facilities must declare CVCC non-partisan in any advertising in which the CVCC’s name appears.
A certificate of insurance verifying coverage in case of injury or other damage must be provided at the time of payment for the use of the Multipurpose Complex, soccer or softball fields. For other facilities, CVCC may require proof of liability insurance by the user based on the risks involved for the intended use of the facilities. Requirements for minimum insurance coverage shall be established by the Chief Financial Officer.
Groups which obtain permission to use CVCC facilities for an activity/event are responsible for informing activity/event participants of parking regulations (see also Parking Policy in College Operations section).
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