Academic Space and Scheduling
Regulations for Use of Academic Space for Activities Other Than Scheduled Classes
1. All reservations for academic space are made on a space-available basis and only if space is not available in the Oglesby Union, Student Life Building or Student Services Building. Academic classes and sanctioned University events such as Orientation, testing, departmental advising, etc. have first priority. The University reserves the right to adjust, change, cancel or refuse a reservation as needed. For the purpose of this policy, academic space refers to the general-purpose classrooms controlled by the Office of the University Registrar. It does not include conference rooms, seminar rooms, special-purpose laboratories, auditoria, or certain classrooms controlled by individual academic units.
2. Reservation requests for academic space must be submitted no later than seven (7) full working days prior to the date of an event. Reservations submitted less than seven (7) full working days prior to an event will not be considered.
3. Requests must contain complete information including the complete contact information for the designated event coordinator (faculty advisor) and club officer as specified on the contract; however, only one of these individuals is required to be present for the entire duration of the event. Further, only these individuals will be given the security access authorization for the event. Requests submitted with incomplete information will not be processed.
4. For security purposes, student groups may request classroom space for meetings or events ONLY in the following buildings: Bellamy, Fisher Lecture Hall, Milton Carothers (restrictions apply), and Williams. Requests for space in other buildings will not be considered. The University reserves the right to add, change or delete buildings or classroom space from this pool.
5. All parties reserving academic space (e.g., classrooms, laboratories, auditoria) are subject to the Student Code of Conduct and the "A Summons to Responsible Freedom" statement in the University General Bulletin.
6. All state statutes, rules, regulations and policies governing public buildings are in effect and will be enforced. This includes, but is not limited to, a prohibition on smoking, fire, fireworks, overnight camping, burning candles, incense or other items or products, and non-service animals in the buildings.
7. No food or drink is allowed within any academic space.
8. Academic space may only be scheduled and used during the hours of 7:00 am to 10:00 pm seven (7) days a week. Those areas designated as joint use (e.g. theatres) may be used after 10:00 pm by the agreement of both parties claiming ownership of the academic space. All other regulations still apply.
9. The club president, vice president and faculty advisor reserving the space assume responsibility for the equipment and facilities on behalf of the student group. At least one of these individuals must be present for the duration of the event and be able to produce the event confirmation notice upon request.
10. Furniture in the academic space reserved may not be altered, rearranged or supplemented in any manner.
11. When using a room with a whiteboard, dry erase markers are the only approved writing tool for use on this surface. Do NOT use permanent markers, pencils, pens, acetate (wet erase) markers or other such products.
| Fine: | ||
| Chalk or white board replacement | $200 + cost of board (may range from $200-$2,500) | |
12. Any doors or windows opened during the event must be closed and secured when the group leaves. Damages or theft resulting from open windows or doors will be charged back to the group. This may include, but is not limited to, replacement of carpet, new paint, replacement or repair of furniture or equipment.
| Fines: | ||
| Excessive cleaning | $50 /hour | |
| Steam cleaning | $50/hour + cost of equipment and materials | |
13. If a group plans on using any technology currently installed in the room, prior training must be scheduled and completed through ACNS. The LCD projector must be turned off at the end of the event if it was used. Failure to do so may result in a fine assessed for each hour of excess use. See the ACNS TEC website at http://tecs.fsu.edu/training for information on how to schedule an appointment for training.
| Fines: | ||
| Excess lamp charge | $25/hour, to maximum of $500 | |
| Replacement of peripheral computer equipment | Cost of equipment | |
| Replacement of computer | Cost of computer | |
| Replacement of monitor | Cost of equipment | |
| Replacement of document camera | Cost of equipment | |
| Repair of any AV or computer equipment | Cost of parts | |
| AV or TEC repair time | $75/hour | |
14. Student groups must have a copy of the reservation confirmation and approval of any exceptions on hand and available for review by University staff during the event. Failure to produce the reservation confirmation upon request may result in immediate termination of the event.
15. The University reserves the right to ask any group to cease immediately any activities in violation of these regulations. The University further reserves the right to ask any group in violation of these regulations to leave the assigned space prior to the scheduled end of the event.
16. Failure to follow any of these rules may result in the following: 1) immediate termination of the event and expulsion from the space; 2) loss of University scheduling privileges on campus for the group for a semester or more; 3) charges via the student code of conduct; and/or 4) financial charges
Penalties
1. Failure to pay fines in total after 45 days from the date that the student group is notified of a charge or charges will result in a cancellation of any and all scheduled space and a hold on any requested reservations until the fines are paid. This will include requests for space reservation in a future semester. Once the fine has been paid in full, the student group may resubmit any and all requests for space reservations. No space will be held in anticipation of payment. Since space is scheduled on a first come-first serve basis, student groups should be aware that the original space reservation may no longer be available.
2. Repeated violations will result in a loss of the privilege to schedule University space for the next semester. Any requests or reservations for the current semester and next consecutive semester will be canceled immediately. For the purposes of this policy, the semester begins with the first day of classes, includes the break and ends at midnight the day before the start of classes for a new semester.