Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 2 of 21 Page ID #:311

Number:

Admrinistrative
Procedure

ffim

505

Effective:

Supersedes:

515106

Page:

1 of2Q

Subject: USE OF FACILITIES AND EQUIPMEN"I
1.0. PURPOSE:
To establish the policies and procedures gyoverning the use of Univeru;ity and non-University
facilities, equipment, services, and amplifirsd sound.

2.Q.

ORGANIZATIONSi AFFE.]TED:

2.1. All University units;, including auxilirary organizations.
2.2. All recogni:zed University affiliated rcrganizations.
2.3. Off-campus groups or individuals.
3.0I.

REEERENCES:

3.1. lntegrated ,California State University Administrative Manual (IOSUAM), Section 5000,
Policy Manual for (]ontracting and lrrocurement.

3.2.

Education (lode, Sections 89035. €t9036, 89048. 89700, 897211. 89721(o), 89046 and
89901.

3.3. Los Angeles Munir:ipal Code (LAM0), Sections 41.32, 41.57, 115.01, and 15.02.
3.4. Office of thr; Chanr:ellor Executive Order 669 : Leases.
3.5. Otfice of the Chant:ellor Executive Order 1069 - Risk Manaoennent and Public Safetv.
3.6. California Sitate Univetsitv, Los Anoreles (Cal State LA). Facultv. Handbook.
3.7. Cal State.LA Admir:tglgflygPIggeglufe 01.9 - Use of Alcoholic Eleveraqes on Campus.
3.8. Cal State LA Admiriistrative Procedure 402, Parkino and Traffic; Reoulations.
1

3.9.

' Cal State LA Admirristrative Policv P007, Time. Place. and Manner of Free
Expression.

3.10.

Collecjive Eiargainirrq Aqreements - Unit 1-Article 6 & 7; Units 2, 5, 7 & 9-Article 5; Unit
3-Article 6; Unit 4-lrrticle 8, Unit 6-4rticle 7; Unit 8-Article 5; as rJetailed in the
respective l\rticle in the Agreement in effect at the time.

Exhibit A-3

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 3 of 21 Page ID #:312
Itlumber: 505

Itage:
4.0.

2 of 20

POLICY:
Un

iversity Facilitties

4.1.

Use - Univ'ersity facilities are provided primarily for the purpose of conducting
instructional programs, but may be, used for events of an educational nature and
closely reliated to the mission of the University. Time, place, and manner of noninstructional evenlis and activities srhall be determined by the Llniversity in
accordance with r,elevant statutes, policies and procedures.
Use of University facilities is normerlly granted in the following order:

4.2.

4.1.1.

The regu,lar University instructional program and relal.ed administrative
activities

4.1.2.

The broad University academic program, e.9., drama and musical
programri, intercollegiate meets and activities, extended education
programri and other programs that are an integral part of the
instructional program.

4.1.3.

Activities not directly relatred to the academic progranr, but sponsored
by University recognized organizations and intended primarily for a
campus audience,

4.1.4.

Events concerned with pnlfessional, cultural, or recreational phases of
campus life.

4.1.5.

University co-sponsored activities.

4.1.6.

Activities sponsored by oflicampus organizations.

Except wherre otherwise noted, these procedures apply to Univrarsity facilities.
Non-University facllities such as ther University-Student Union, l'{arriet and
Charles Luckman l:ine Arts Complerx (Luckman), Golden Eagle building,
University {itudent Housing, Los Angeles County High Schoolfor the Arts
(LACHSA), Marc and Eva Stern Math and Science School (MATSS) and the Anna
Bing Arnolcl Child Oare Center may have policies and procedures that, while
complementary to University policy, are separate.

The Luckman

4.3.

Use - The L.uckmarr is a performing and visual arts faciliiy. Scheduling priority is
for the performing and visual arts. I{eceptions in the Luckman (3allery are
possible as long as;there is no confllict with the Lucknnan exhibition schedule.
Receptions in the Oallery are deterrnined on a case-by-case basis depending on
availability of the sl)ace, staffing, and resources.

The Luckman Theatre is not availabrle for graduation ceremonies, conferences,
conventions, or meetings. Exceptions to this policy are events of University
significance, as detrirmined by the President.

Exhibit A-4

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 4 of 21 Page ID #:313
Number: 505

Page:

3 of20

Use of thre Luckrnan is normally glranted in the following ordelr:

4.3.1. The Lucllman's regular performance
4.3.2.

season.

Rentals.

4.3.3. Performing

and visual arts events produced by the University.

Amplified Sound

4.4.

While music, sperakers, festivals ilnd other such activities contribute to the quality
of campus life, uriversity facilities and equipment may not be, used as a venue for
activities that unreasonably disrupt the academic rnission of thp University or the
quiet enjoyment of student housing or residential ilreas adjac;ent to the
Universitlr.

4.5,

Events with amplified sound may he held in locatklns that will not interfere with
instructiorr or sturJy or unreasonallly disrupt student housing and residential
areas adjracent to the University. Such events sharll be permillted during the
hours of 112:00 p.m. - 2:00 p.m. arnd 5:00 p.m. - 7:00 p.m. and limited to one (1)
event per day anC two (2) per week.

4.6.

Amplified sound is prohibited at times or in any manner that is likely to
unreasoniably disturb the use of classrooms, the Liibrary, or other University and
non-Univelrsity facilities, including but not limited to student housing and
residential areas adjacent to the Llniversity. Exceptions to this policy may be
made on ia case-by-case basis. T'hese exceptions shall be linnited to Universitywide evenrts such as commencement, convocation, and other similar type events.

4.6.1. Amplified Sound Permit rerquests may not be approved in areas

adjacent

to student housing during {'inals periods in observance of University
Student Housing's quiet hclurs.
4.7.

Scheduling of sperce for amplified sound events will not be penmitted if such a
performanrce would disrupt or pre-empt another preiviously scheduled event or
function.

4.8.

5.0.

The use of limitecl amplified sound for speeches, d,ebates and other educational
activities nnay be iallowed in main traffic areas.

DEFINITIONS:

5.1.

Administrertive Fe,=_- A7.5o/o fee, based on all costs which are invoiced, or $50,
whichever is grealer, will be chargr::d to all lease aE;reements.

5.2

Amplified lSound - lncludes, but is not limited to, bands, bull horns, microphones,
CD players, amplifiers, DVD/TV sertups, cassette drecks and DJ systems
including radio stertion promotions.

5.3.

Auxiliarv C)roanizartiOns - Any entity which operates a commeroial service for the
benefit of the Unir,'ersity on the cannpus or other property of Cerl State LA. Any
Exhibit A-5

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 5 of 21 Page ID #:314
Itlumber: 505

l,age:

4 of 20

entity whose goverrning instrument provides in subs;tance that its purpose is to
promote and assist Cal State LA, or to receive gifts, property and funds to be
used for the benefit of such campLts or any person or organizertions having an
official relationshi;r therewith; and iany of its directors, governors or trustees are
either apppjnted or nominated by, or subject to, approval of arr official of Cal
State l#dlor sele'cted, ex-officio from membership of the student body or faculty
or the a'dKrinistratrve staff of such oampus (Educatircn Code S 89901 (c) & (d)).
Current recognized auxiliary organizations are: the Cal State LA University
Auxiliary Siervices, Inc.; the Univensity-Student Union; Associated Students, Inc.;
and the Cal State LA Foundation.

5.4.

Calendar of Evenlg - A computer-generated calendar of all non-instructional
activities schedulerd on campus marintained by the Office of Communications and
Public Afferirs. Th,e calendar describes each event lby date, stetrt and end times,
location, event typ'e and title, estimated attendance, and sponsior.

5.5.

Campus Orrqanizations - All University departments and auxilietry organizations,
as well as University recognized faculty, staff, studernt, alumni, and
developmernVsupprort organ izations.

5.6.

Charqes - University facility rental, Nflaintenance, Upkeep and llepairs (MUR),
parking fees, labor charges, and aciministrative fees; shall be clrarged for all
associated facilities and equipment according to ther Rates & Oharges Schedule
for University Facilities, Equipment and Services (Appendix 8.11.) authorized by
code and plolicy arrd reviewed and approved by the President. These charges
and rates are subject to change without prior notice.

5.7. Charqebac;k - An irterdepartmentall charge issued for the cost ,of work or services
provided.

5.8.

Co-sponsored Evernt - Events initiarted and coordinated by Unil'ersity
departments or reoognized student organizations, Outside entities involved shall
be requirecl to sigrr a Lease by Canrpus President (l\ppendix 8.4.) prepared by
the Facilitiers Use ()oordinator and provide a ceriificilte of insuriance as detailed in
Section 9.Cf 1. of thrs Agreement.

5.9.

Deposit - The Univ'ersity may require a deposit of up to 100o/o a'f the estimated
charges from individuals or groups requesting use of facilities or equipment.

510.

Emplovee tSrqanizations - Representatives of employee organizations may use
University facilities as outlined in the respective Collective Bargaining
Agreements.

5.11.

Equipment Charqeg - Charges ass<lssed for the us€r of equipmrent per the Rates
& Charges Schedurle for University Facilities, Equiprnent, and Siervices (Appendix
8.1.). These charges will not be made to faculty, starff, and recognized campus
organizations for any equipment utilized, unless considered special or out of the
ordinary, or if there, is a fee levied f<lr any program that can be identified as an
admission fee, registration fee, or any other fee that might be c,onstrued as
restricting access to any program at which such equripment is used'

Exhibit A-6

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 6 of 21 Page ID #:315

Number:

505

Page:

5 ot20

5.12. Event Sponsor - Any individual or group which holds a non-instructional.activity
on campus. An event sponsor cian be specified els a campus organization, a
recognized student organization, or an off-campus organization.

5.13. Facilities

Work Ftequest Form - Fiorm used to request servicrgs and equipment
from Fac;ilities Senrices related to specialevents. Facilities \tVork Requests
(Appendix 8.5.) rmust be approved by the acadenric or administrative department
head authorized to approve deparrtment expenditr.rres. Deperrlments will be billed
via chargeback.

5.14.

Facilities Use Coordinator - Individual in the Officra of the Vice President for
Administnation and Chief Financiral O-fficer responsible for thel coordination of all
requests by off-campus groups f<rr use of:University facilities. The Facilities Use
Coordinartor is rersponsible for thel preparation of the Lease by Campus President,
securing a certificate of insurance, and other rnabrials associated with the use of
Universit'y faciliti,es.

5.15.

Facilities Use Plilnninq Committep - A group chai'ed by the Facilities Use
Coordinator and comprised of thel appropriate facility manager(s), and a
:Univers'ity Police, Parking Services,
representative from each of the following:
Office of Communications and Public Affairs, Facilities Services, Golden Eagle
Hospitality, RMIHHS, and lnformation Technology' Services (lTS). This group
provides assistatrce with coordinating and plannirrrg non-instructional activities'

5.16.

Facilitv MlanareI - Individual responsible for coorclinating facility use and
reservations in a given area, and acting as a liaison to the Fetcilities Use
Coordinator. Faroility managers will be appointed for the followinE areas:
Department of Kinesiology and Nutritional Science, Intercollegiate Athletics,
College of Arts and Letter.s, University Student Housing, University-Student
Union, Luckman MASS, LACHSI\, and University'Auxiliary Siervices, Inc.

5.17.

Facilitv Mlonitors - Underthe supervision of the Farcilities Use Coordinatorthe
facility monitors are positive attenrdance employeers responsible for insuring the
safety and security of University facilities, their contents, and facility users during
special er,rents.

5.18.

lncrementat gosls - lncremental costs are usually of a direct cost nature (e.g,,
labor, damage, e,tc.), resulting from the activity. They do not include any element
of fixed crosts sur;h as rent and MIUR. These costti shall not be waived.

5.19.

lnstructional Events - Any event tlhat is part of or is directly related to the
curriculurn of the University. Exarnples include: retgularly scheduled classes,
practices and competitions for Unriversity athletic events, grant and sponsored
program iactivitiers, rehearsals ancn performances for Universil,y
musical/tlreatre/ciance productions. Any activity that is not an instructional event
must be c;leared'lhrough the Office of Communications and F'ublic Affairs.

5.20.

Labof Charoes - Charges ossossed for all labor costs incurred. An estimated
labor charge will be given to a group or individual prior to an event. lnvoices will
reflect aotual hours, wages, and benefits and other appropriate overhead of each
employee working an event.
Exhibit A-7

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 7 of 21 Page ID #:316
lYumber: 505

ftage:

6 of 20

5.21.

Lease bv Campurs President - Lease required for all off-campus organizations
sponsorinlg oi co-sponsoring non-instructional activities. (Appendix 8.4.)

5.22.

Luckman lFacilitv Manaoer - Under the supervision of the exec;utive director, or
designee, the Luc;kman facility manager will act as liaison to the Facilities Use
Coordinator.

5.23.

MUR - Fer:s charl;ed to users for facilities and/or erquipment supplied by the
University in connection with non-instructional activity or event. Revenues
generated are deposited in a University trust account and are expended for the
maintenance, upkeep, and repair of the facilities anrd equipment. MUR may be
waived for co-sponsored events asi determined by the Vice President for
Administrertion and Chief Financial Officer.

5.24. Non-Univerrsitv Facilities -

For the purpose of this prrocedure, the UniversityStudent Union, the Golden Eagle building, University Student llousing, the
Luckman, LACHSA, MASS, and the Anna Bing Arnold Child Care Center.

5.25.

Off-Campus Orqanizations - Any olrtside group which holds a function on
campus that is nolla campus orgarlization.

5.26. Public Forum Areils - Certain Univrersity facilities are designaterd
areas. Policies arrd procedures re$arding use thereof are

as public forum

statred in Cal State LA

Administrative Policy P007, Time, lPlace, and Manner of Free lixpression.

5,27. Public Safetv

Work Request Form - Form used to request Public Safety services
related to r;pecial revents. Public Safety Work Requests (Appendix 8.7.) must be
approved by the academic or admirristrative deparhnent head authorized to
approve departme,nt expenditures. Departments will be billed 'uia chargeback.

5.28. Recognized Student Orqanizations - Those organizations

whose names appear
on the roster published and maintained by the LJnivrarsity-Student Union's Center
for Student Develctpment and Programs.
Level - Usirrg a sound level meter with "A" weighting and set to "slow"
response, the dechbel (dB) reading must not exceecl:

5.29. Sound

81 dB fromr 80 feel: away
87 dB peal<s for a maximum duration of five (5) minutes per hour

5.30. Student

Filminq - I:ilming by a current Cal State L.A. student to meet class
requirements.

5.31.

Temporary Food F:acilitv Permit - Permit issued by the University Environmental
Health and Safety o'Ffice to all on-cilmpus and off-cermpus organizations that
request to sell or give food andlor f,ood related items to the general public.
(Appendix 8.8.)

5.32.

Universitv llacilitieg - For the purpose of this procedure, all builrCings and
properties, except the University-St,udent Union building, the Golden Eagle
Exhibit A-8

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 PageNumber:
8 of 21 505
Page ID #:317

Page:

7 of20

building, University Housing, the Luckman, and the Anna Bing Arnold Child Care
Center.

5.33.

Tables and Chaitg - Faculty, staff, and recognizerJ campus orrganizations may be
charged the rental and labor cost (delivery, set-up, pick-up) lbr tables and chairs
when rec;uested from Facilities Services. With thre exceptionr of student
organizaitions, all arrangements for tables will be made throurgh the Facilities
Services Work Control Center onr a first come, first serve basis, with five (5)
working days prior notice. Student organizations will make arrrangements
through the University-Student Union Reservations Office. Tlre areas normally
scheduled for talcles are the University-Student Union walkway, Salazar Hall
walkway, and the west walkway of King Hall. Ther main walkway between the
Golden Eiagle Building and the Ciareer Center may be reserved on a case-bycase basis, with the approval of tlle Facilities Use Coordinator.

6.0. RESPONSIBILIl-IES
6.1. The President will:
6.1

,1. Approve

schedule of rental rates for the use of campus property as
required in SUAM Section 2710.04.
ia

6.1.2. Delegate signature authority for the

Lease by Campus President to the
Vice President for Adminisitration and Chief Financial Officer or designee.

6.2.

The Vice President for Administration and Chief Financial Officer or desisnee
will:

6.2.1. Review and submit recommended rates anrd charges

1lo

the President for

final approval,

6.2.2. Establish the required accounts

and exercise oversighrt of expenditure of

rer/enues.

6.2.3. Assume final responsibility' in authorizing

or denying the use of facilities
by off-campus groups, andl assessment of charges as appropriate.

6.2.4.

Rerview and sign the Lease by Campus Prersident on hrehalf of the
Unriversity.

6.2.5. After review and consideration of all campus

events/a<;tivities, approve or
deny Amplified Sound Permit requests (Appendix 8.2.) for non-student
events.

6.2.6. Approve exceptions to the use of amplified sound as defined in Section
4.€i., after appropriate consiultation.

Exhibit A-9

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 9 of 21 Page ID #:318
Itlurnber: 505

Itage:
6.2.7.

8 of 20

Fonrvard a copy of the approved Amplified $ound Permit to the offices of
ther

vice presidents, Public Safety, the event sponsor and the facility

marnage(si).

o.J.

The Vice Presiderrt for Student AffrAlgg -eg-des.ig-nee shall:

6.3.1. Approve or deny Amplified Sound Permit requests (Appendix 8.2.) for
student events, after review and consideration of all campus
events/activities.

6.3.2. Approve

e:xceptions to the use of amplified sound as defined in Section
4.6., after iappropriate cons ultation.

6.3.3. Foruard a copy of the apprroved Amplified Sound

Permit to the offices of
the vice pnesidents, Public lSafety, the event sponsor, and the facility
manager(s).

6.4.

The Office of Com

mun

ications and.-Pu blgAffa!$

wi

  

:

6.4.1. Schedule and maintain the Calendar of Events for non-instructional use of
facilities.

6.4.2. Review recluests for

use of lJniversity facilities and non-Uni'uersity
facilities for non-instructionerl activities to determine suitability of the space
requested and conformity of the proposed e'rent with University policy.
Requests hy off-campus organizations for University facilities will be
refelrred, alter approval, to the Facilities Use Coordinator. Flequests by
canrpus and student organi:eations will be referred, after approval, to the
aPFrropriatel facility manager to reserve the desired faciliity.

6.4.3.

Info,rm the Office of the President of any special or unusual circumstances
concerning special events.

6.4..4. Assign a departrnent representative to attend Facilities Use Planning
Cornmittee meetings to disc'uss a detailed plan with the sponsor of the
event.

6.4.5.

Rev'iew requests for commerrcialfilming/taping and/or still photography in
Unirrersity facilities to deternnine suitability of the space requested and
conformity of the proposed event with Univetsity policy.

press conferences and filming of University ,events and/or
programs by the news media.

6.4.6. Coordinate
6.5.

The Facilitiras Use Coordinator will:

6.5.1.

Crtnvene and chair the Facilities Use Flanning Commiittee to determine
s€)t-up requirements, fixed costs (rental anrl/or MUR), incremental cost
esitimates (labor, supplies, etc.), and to make special arrangements.

Exhibit A-10

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 10 of 21 Page ID
Number: 505
#:319

Page:

9 of2Q

6.5.2.

Prepare the fi-ease by C]ampus Fresident for use ol'Unfiversity facilities
and obtain appropriate signatures.

6.5.3.

Collect and process deposits as required by the Lease by Campus
President.

6.5.4.

Assist off-campus organizations with
event prlanning.

6.5.5.

Notify the Office of Communications and Public Affirirs 'when an event
sponsored by an off-campus organization has beenr confirmed or
cancelled.

6.5.6.

Notify erppropriate offices of any special or unusual circumstances
concerrring events sponsored by off-campus organizations.

6.5.7.

Approve reservation requests for space ,on University walkways,
courtyards, and plazas in aciordance with relevant statutes, policies
and procedures.

6.5.8.

Enforce all scheduling deadlines in this procedure.

6.5.9.

ther

coordination of all aspects of

Collect and process employee overtime iassociated with off-campus
,events.

6.5.10.
6.5.1

1

.

6.5.12.

Reques't invoicing of userrs following events sponsorcd by off-campus
rorganizations.
lNlaintairr files pertaining

to use of University facilities;.

l-{ire, train, schedule, and maintain a pool of positive atterndance

employees as facility monitors, to work special events.

6.6.

Facilitv Manaqerri will:

6.6.1.

Attend f:acilities Use Planning Committee meetings to dlscuss a
<jetailed plan with the sp,onsor of the events scheduled in their
rcsoective areas.

6.6.2.

l\fter approval by the Office of Communications and Pubrlic Affairs,
respond to contacts from campus evelnt siponsors and rerserve the
requestr:d facility.

6.6.3.

Oheck the facility reservation schedule and reserve facilities at the
request of the Facilities [Jse Coordinator for events sponsored by offcampus organizations.

6.6.4.

llotify the Facilities Use Planning Cornmilitee of evenrts scheduled
their respective facilities.

in

Exhibit A-11

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 11 of 21 Page ID
hlumber: 505
#:320

Itage:

6.7.

6.6.5.

!{/hen requiredr attend soheduled events
rnonitor use of facilities and equipment.

6.6.6.

Obtain appropriate signatures and submit required docurnents, (i.e.,
crhargebiacks, overtime, etc.), to Facilities Use Coordinator within one
(1) week, following the evrent.

xlo

represent thel University and

Public Safgfy will:

.1.

Aissign a department representative to attend Facilitiels Use Planning
Committee meetings to diiscuss a detailed plan with tlhe sponsor of the
event, as; required.

6.7.2.

Provide security, parking, and/or crowd co'ntrol as ner:ded upon receipt
of Public Safety Work Rerquest Form (Appendix 8.6.).

6.7.3.

Submit appropniate docurnents for applicable charges for events
sponsoreld by off-campus groups to the Facilities Use Coordinator, and
fclr University events to the appropriate approving authorilly, within one
(11) week following an event.

6,7,4,

Perform ia risk assessment of each event to determine appropriate
staffing levels and assign personnel as required. The, ass;essment will
terke into account the type of event, profile of attendees, historical, or
arry other relevant considc*rations.

6.7.5.

Determine the type of security necessary based on the public safety
needs of the event being held. Each event will be considered on a
cilse-by-oase b,asis to determine appropriette staffing.

6.7.6.

Arssess parking fees and select appropriatra parking farcilities.

6:7.7.

Pnepare parking passes for purchase by etrent sponsors.

6.7

6.8.

10 of 20

RM/EHS will:

6.8.1. Assign a department representative to attend Facilities

lUse Planning
plan
with the sponsor of the
Cornmittee meetings to disouss a detailed
event, as required.

6.8.2. Perform a risk assessment of each event

and notify the fire marshal to

obtain nec€)ssary approvals.

6.8.3.

6.9.

Proroess fe,mporary Food Fiacility Permits (Appendix 8.€).), ars necessary.

lnformation Technoloqv Services (l'.[S) will:

6.9.1. Assign a delpartment representative to attend Facilities lJse Planning
Connmittee meetings to discuss a detailed plan with the sponsor of the
event, as relquired.
Exhibit A-12

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 12 of 21 Page ID
Number: 505
#:321

Page:
6.9.2.

11 ot20

F'rovide audio-visual equiipment and/or te,chnicians as nereded.

6.9.3. Deliver equipment for evelnts as requested.
6,9.4.

6.10.

Siubmit appropriate documents for applicable charges for events
sponsored by off-campus groups to the Facilities Use Coordinator, and
for University events to thre appropriate approving authority within one (1)
ureek following an event.

Facilities Servict2r will:

6.10.1. Assign

a department representative to arttend Facilities Use Planning
Committee nreetings to discuss a detailed plan witfr the sponsor of the
event, as required.

6.10.2.

Providel equipment and/or services upon receipt of Facilities Work

Request Forrn (Appendix 8.5.).

6,10.3.

Notify the individual mal<ing the request upon receipt of a Facilities s
Work Request form, if set-up arrangem€rnts cannot be provided as
requested.

6.10.4. Submit appropriate documents for applicable

charges to the Facilities
Use Coordinator within one (1) week following an errent.

6.11. The Universitv Schec!-Ulinq

Offige will:

6.11.1. Confirnr available instrur;tional space for non-instructional use as
requested by the Facilities Use Coordinertor or campus organizations.

6.12. The Luckman Executive

Direclor yvill:

6.12.1, Review and submit reoonrmended Luckrnan rates

and charges to

appropriate adm inistrators for approval.

6.12.2 Establish the required accounts and exencise oversight

rof

expenditure

or revenues for the Luokman.

6.12.3.

,Assume final responsibillity in authorizing or denying user of Luckman

facilities.

6.12.4.

6.1

3.

Review and sign the Lease by Campus tlresident on behalf of the
Luckman, and fonryard to the Vice President for Administration and
,Chief Financial Officer for final approval.

The Luckman Adldnislgflyg_Officp under the supervision of the Eixecutive
Director or desigrree will:
6.1 3.1

.

ll/lake arrangements for use of the Luckman based Ltpon an Application
for Use of Facilities form, The Luckman associate executive director,
Exhibit A-13

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 13 of 21 Page ID
lrlumrber: 505
#:322
F

age:

12of20

theatre rnanager, facility rnanager, ticket office manager and other
Luckman staff will meet t<l determine set-up requirements, fixed costs,
incremental cost estimaters and all other special neecls.

6.13.2.

F'repare the Lease by Carmpus President lor use of all Luckman
facilities.

6.13.3. Prepare a menlorandum of understanding for use of the l-uckman
facilities by carnpus users and have it signred by the etpprrcpriate
administrator and Luckmern executive director.

6.13.4.

Ensure that off.-campus organizations renting Luckmetn faLcilities have
provided a certificate of insurance as detaiiled in Sectiion 9.01 of the
Lease by' Campus Presidr:lnt (Appendix 8. Z.).

6.13.5. Assist ofl.campus

organiz:ations with the coordination of L.uckman
e,rrents by contacting the Fiacilities Use Corordinator, Lfnivetrsity Police,
Parking Siervices, RM/EHll}, Facilities Services and the OlTice of
Communications and Public Affairs, when any special or unusual
services are required.

6.13.6. Attend Facilities Use Planning

Committee meeting wl"ren scope of

Luckman event necessitates,

6.13.7.

Make sure all forms and rr:lquired approvals are secured hy the
appropriate on-campus ofl'ices in the evenlithat food or ak:ohol service
is desired at a l-uckman event.

6.13.8.

Notify the Office of Communications and Public Affairs when a Luckman
event has been contractecl or canceled.

6.13.9.

Enforce all scheduling deetdlines in this procedure for Lucl<man events.

6.13.10. Collect and process all enrployee hours and overtime associated with
Luckman events.
6.'t3.1

1

.

Collect and immediately pnocess all payme,nts requirerC of off-campus
users of L.uckman facilities including preparing and delivering invoices.

6.13.12. Mraintain

iall

files pertaining to use of the Luckman facilities.

6.1 3.1 3. Hire, trainr, schedule, and rnaintain a pool of positive attenrdance

ernployees as crew, ushers, gallery attendilnts, reception managers,
and all otlrer necessary ennployees to work events held at the Luckman.

6.14.

The Univerrsitv-Student Union BoarQl of Directors. will:

6.14.1.

Periodica{ly review the rates and charges srchedule for UniversityStudent Union facilities, equipment, and services.

Exhibit A-14

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 14 of 21 Page ID
#:323
Number: 505

Parge:
6.15.

13 of 20

The Universitv-Student Union lnliormation and Event Servict2g will:

6.15.1. Accept reservation requests for

University facilities frorn recognized
student organizatiohs d:hd send to the Facilities Use Coordinator for
approval.

6.15.2. Forward requests to the Otfice of Communications and Public Affairs for
review as outlined in Serction 6.4.2.

6.15.3. Notify student

6.16.

organizaiiions regarding status of recluest.

Golden Eiasle Hospitafitv will:

6.16.1. Assign a department representative to aLttend Facilities Use Planning
Committee meetings to discuss a detailed plan witfr the sponsor of the
event, as required.

6.16.2. Approve

or deny requesits by event $ponsors to serve/sellfood and/or
beverages using a caterer other than Golden Eagle Hospitality.

6.17

.

The Business Financierl Services.Office_ will:

6.17.1. Prepare

and forward an invoice to the individual and/or organization
after receiving a listing of all charges incurred for th,e event from the
Facilities Use Coordinator.

6.17

.2. Notify tlre Faoilities Use Coordinator of invoices not paid within ninety
(90) davs frorn date of invoice so Section 7.16. of thris pnocedure may be
enforced.

6.18.

Departments. individuals. and/or,on-campus qrqatrizations requesting use of
Universitrr facilities wil l:
6.18.1

.

,Contact the Ctffice of Communications and Public Affairs prior to the
revent for review and incllusion in the Calendar of Events. In order to
maintain a coordinated Calendar of Hverrts for the camprus, all

individuals and/or group{B must notify the Office of Comrnunications and
lPublic Affairs of non-instructional use of University ernd non-University
liacilities in acaordance with the following timeline.
AT]ETLDANCE

0-200
201 - {t00
501 - 1000
1001 - 5000
15001+

MINIMUT\/I NOTICE

15 Working days
30 Working days

45 Working days
60 Working days
90 Worlking days

'fhis timeline rnay be shortened only with the approval of the Office of
Communications and Pu'blic Affairs, Faciiities Use Coordinator,
lJniverslty Police, Parking Services, and liacilities Services, in total.
Exhibit A-15

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 15 of 21 Page ID
ftlumber: 505
#:324

Itage:

14 of 20

!:xemptions - Programs vuhich are a part of the florrTral instructional
arctivities held in regularly scheduled classirooms, as well as department
arnd faculty meetings, need not be cleared for inclusion in the Calendar
of Events.

6.18.2.

Fleserve desireld facility(ies) by contacting the appropriate facility
manager.
Cilassrooms, Lrecture

Halls

Scheduling Office

Arena
Halls,

State Playhousie, Music Eiuilding,
Theatre, Renegade Theallre, Dance
PE 128
Giym, Stadium, Fields,

Courts

Intercollegiate
Athletics

Swimming Pool, P.E. Actiirity Rooms

University-Student Union, Union

Kinesiology and
Nutritional
Science
Department

Walkway,

Union Plaza

(Theatre,

Luckman Fine r\rts Complex
Amphitheatre, Gallery, Street of the Arts,
Intimate Theatre)
Golden Eagle

Etuilding

University Student
Union Information
and Event
Services
Luckman Office

Golden Eagle
Hospitality

,&

Main Walkway, Greenlee Plaza, King l'lall
Salazar Hall Courtyards, Fierguson
Music ldg. Quad Area, Engineering, Computer
S<;ience and Technology Courtyards, and Parking
Lots.

Courtyard,

Housing Dorm lRooms, Housing

College of Arts &
Letters

Lounge

Facilities Use
Coordinator

lUniversity Student
lHousing

6.18.3. Request an Amplified Sound Permit, if applicable.
6.18.4. Contact the Fac;ilities

Use Coordinator to request attendance at the
Fercilities Use Planning Committee meetingl, if necessary. lf an event is
co-sponsored by an off-campus organizaticln, a lease iagreement
prrepared by the Facilities l.Jse Coordinator will need to, be signed. The

ofl-campus organization will also need to provide a certificate of
Exhibit A-16

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 16 of 21 Page ID
#:325
Number: 505

Page:

15

of20

insurance as detailed in Section 9.01. of the Leaser by Campus
President (Appendix 8.'/.).

6.18.5.

Comply with all Univers'ity, University-Student Union, and/or auxiliary
organizations policies arnd pay 11; scsrurad costsas invoiced.

6.18.6

Request audio-visual erquipment from ll-S.

6.18.7. Request senrices and equipment from

Flacilities Services by submitting

a Facilities !\/ork Requerst Form.

6.18.8. Notify Public Safety of erll University events

and specify whether a
Request to Serve Alcoholic Eeverages (Appendix 8i.8.) has been

submitted.

6.18.9. Submit Temprorary Food Facility Permit (Appendix

13.9.)when food and
beverages will be served to the public by anyone other than Golden
Eagle Hospitiality.

6.18.10. Reimburse all incrementalcosts through the appropriate service
provider, if aprplicable.

6.19. Student orqanizations
Un

iversity-Student

Un

i

must arrange for the use of' University facilities through the
on Reservintions Office.

6,20.

Students filmino on carnpus as piilf! o'f a glasglpect will conrtact the Office of
Communications and F ublic Affairs, the appropriate service providers, and facility
managers.

6.21.

Off-campus qroups will:

6.21.1.
6.21.2.

Contact the Crffice of Communications and Public Alfairs.
Fill out the Event Resenration and Regisliration Fornn for Off-Campus
,Groups (Appelndix 8,3.) rand submit to the Facilities Use Coordinator.

6.21.3.

,Attend Facilities Use Plarnning Committer: meetings, if necessary.

6.21.4.

IRequest an Amplified Sound Permit, if applicable,

6.21.5.

lSign the Lease by Carnprus President (Appendix 8.7.) prepared by the

Facilities Use Coordinator.

6.21.6.

ltrrovide deposit as requircd in the Lease by Campus President.

6.21.7. Provide a cert,ificate of irrsurance,

as detailed in Section 9.01 of the
l-ease by Canrpus President (Appendix 8.7.), to the Facilities Use
0oordinator.

6.21.8. r\bide by allterrms and conditions

as written in the Lease by Campus

[]resident.
Exhibit A-17

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 17 of 21 Page ID
llumber: 505
#:326
F

6.21.9. Fay balance due within thirty (30) days

7.O

up'en receipt

age:

rof

16 of20

invoice.

PROCEDURES:

.1.

Individuals, campus organizations, departments, auxiliaries, re,cognized student
organizations, and off-cirmpus organizations shall contact the Office of
Communic;ations and Public Affairsi to request use of Universit'y facilities for noninstructionial activities. l\fter appro'ual, campus orgetnizations arre referred to the
appropriate facility manager and olf-campus organi:zations are referred to the
Facilities Llse Coordinator,

7.2.

Individuals or groups wishing to serve alcoholic beverages must submit a
Request to, Serve Alcoholic Beverages Form (Appendix 8.8.). llhis form also can
be found irr the Office of the Associiate Vice President for Administration and
Finance/Financial Servic;es. Admirristrative Procedure 019 (USe of Alcoholic
Beverages on Campus) must be a<Jhered to at alltimes. The lJniversity reserves
the right to remove any person or pr@1ssns from the premises for violation of this
policy.

7.3.

The Facilities Use Coorclinator will:

7

7

.3.1. A'fter approval by the Offic;e of Communicartions and Public Affairs, send
an Event Reseruation and Registration Form for Off-Oampus Groups
(hppendix 8.3.) to the off-campus organizattion. Also provide an
Armplified Sound Permit rerquest (Appendix 8.2.),if applicable.

7.3.2.

Advise off-campus organi:i:ations of the feasibility of neserving the facility
for the date and time requested and take arvailable details.

7.3.3.

C,onvene a Facilities Use lPlanning Cornmilltee meetirpg to discuss a
detailed plan wiith the event sponsor and s,ecure co$t estimates and
required approvals.

7.3.4.

Rrequest, from all off-campus organizations, a certificAte of insurance
dcltailed in Section 9.01. of the Lease by Campus President (Appendix
8.4.). The certificate must be provided prior to the evpnt.

7.3.5.

Prepare the Lease by Cannpus President for use of tf niversity facilities
blr off-campus organizations and obtain appropriate signatures. All
appropriate areas will be informed of signed lease.

7,3.6.

Notify the Officel of Comrnrunications and Public,Affai4s when an event
spronsored by an off-campus organization has been oonfirmed or
carncelled.

7.3.7.

Notify Public Serfety of all university facility use by o{f+campus
organizations.

7.4. The responsible facility manager or designee will attend eventg, as required, and
be responsible for deternrining and enforcing the stipulations qf all agreements.

Exhibit A-18

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 18 of 21 Page ID
Number: 505
#:327

Page:

17

of20

7.5.

Following the event, the responsible facility manager will s;ulbmit, if necessary, to
the Facilities Use Coordinator within one (1) week a report cletailing any damage
or misuse and any chiarges to ber assessed.

7.6.

For events sponsored or co-sponsored by on-campus depraftmsnls.
7

7.7.

.6.1.

Facility man€tgers and/or responsible perrsonnel from Public Safety,
lnformation 1-echnology' Services, and Fracilities {iervices will process
overtime under their normal <Jepartmental procedlurcs.

7.6.2.

The sponsoring departrnent will submit a Facilities'Work Request form
(Appendix 8.15.) and Pulclic Safety Work Request form (Appendix 8.6.) to
determine estimated puhlic safety and facilities senrices and equipment
costs associated with thre event. Once c;osts have lceen determined
Facilities and Public Salfety Work Request forms rnust be approved by
the academic;or administrative department head authorized to approve
department expenditures. Departments will be billerd via chargeback.

7.6.3.

The sponsoring department will provide appropriarter staffing for the
event.

For evenlls sponsored by other than on-campus departrnents:

7.7.1.

Facility managers and/on responsible personnel will submit to the
Facilities Use Coordinatrrr overtime inrcurred by University employees
associated with an event for processing within onr= tl1) week following
the event.

7.7.2.

Upon receipt of event charges, the Facilities Use Ooordinator will submit
to the Business Financial Services office, a listing olf all charges
incurred tbr the event.

7.7.3.

'The

Business Financial l3ervices office

vr,'ill

prepare and foruvard an

iinvoice to the individual iand/or organization.

7.8.

Monies derived from rental of University facilities are depositeld in a University
Trust Fund. Fees for maintenance, upkeep, and nepair (ML,FI) are assessed
against all non-instructional eventrs scheduled in University facilities. Funds are
carried fonryard in order to replacer and refurbish facilities and equipment in
accordanr:e with the ap'proved expenditure plan.

7.9.

The Busirress Financian Services office will notify the Facilities Use Coordinator of
invoices rrot paid within ninety (90) days from date of invoice iin order to enforce
Section 7 ,,16. of this document.

7.14.

Charges lvill be assessed for any damage that has occurred in relation to an
event.

7

.11.

Cancellation of a facility rental by the lessee must be communicated in writing to,
and received by, the Fercilities Use+ Coordinaton a rninimum of seven (7) calendar
Exhibit A-19

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 19 of 21 Page ID
#:328
Number: 505

lPage:

18 of 20

days prior to the scheduled beginning of the event. The les,sere assumes
financial n:sponsibility f,or any labor and/or direct costs accruerd as a result of a
schedulecl event prior to the cancelllation of that event. Res;ervations cancelled
after the established deadline will lbe assessed a crancellation fee of 30% of the
charges apportioned to that use.

7.12. Separate rctes and charges scheolules lrave been developed

for users of other

than Univelrsity facilities.

7.12.1. Llniversity-Student

Union facilities and eqr.ripment rates and charges are
available in ther Universityr-${uclsnt Union lReriervatlorrs Office
(lJniversity-Student Union Facilities and Capacities Chart, Appendix
8.10.). The Uniiversity-Sturdent Union l3oard of Direr:t<lrs establishes
rates for the University-Student Union facilities.

7.12.2.

Urniversity Auxiliary Services, Inc. (UAS) facilities and equipment rates
and charges arc availabler by contacting Giolden Eagle Hospitality
directly,

7.12.3. University Studlent Housing facilities

and equipment rates and charges

ane available b'y contacting University Stuclent Housinrg directly.

7.13.

Individuals or groups using Universrity facilities, the University-Student Union,
University lStudent Housing, the Golden Eagle ESuilding, the l.ur:kman, or the
Anna Bing Arnold Child lSare Centerr must adhere kr the resprective policies
regarding the use of each of those I'acilities.

7.14.

Approval for the use of Llniversity fcrcilities is sulcject to the availability and
suitability of the space requested and conformity of the proposed event with
University policy.

7.15. The University reserves the right to rescind

space previously confirmed. Only in
extreme instances and after every etfort has been made to ar:commodate the
requesting party will any confirmation of space be rerscinded.

7.16.
7

.17

.

Prior event charges that are unpaid must be paid in full beforr: iany subsequent
request for facilities by thre same group will be approverJ.

Schedulinq of the Luckman Theatrer, lntimate Tl^Egle-and Gallegy - All
individuals, groups and orrganizations must arrange for rental thrrough the
administratiive office of the Luckman.
7

.17.1.

In all cases of Luckman faoility rental an Application For Use of
Farcilities includr-.d in the Luckman Rental Facket (Appendix 8.11.) must
bercompleted.

7.17.2. The lessee is rerquired to c:omplete

and sigrn the Leaser by Campus
(Appelndix
.2.),
submit
ia technical rider and a
.
8\
8.7
President
8.7
Certificate of Insurance lisliing the University as additional insured.

Exhibit A-20

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 20 of 21 Page ID
#:329
Number: 505

Page: 19 of20
7.17.3. All individuals, groups, and organizations must ardhere to University
policies regarrding the use of the Luckman (Apperndix E.11.).
7

.17.4. Approval for the use of the Luckman far;ilities,

otlherr than for exceptions
stated in Sec;tion 4.11., is at the discretion of the Luckman's executive
director and is subject to availability and conformrity of the proposed
event with University pcllicy.

7.17.5. Charges for the rental of the Luckman, including

rates for rental of
equipment, arre specified in the Lease by Campu,s President, These
charges and rates are subject to change without prior notice.

7.17.6. Cancellation of a Luckman rental event by the les;sree must be in
accordance with the cancellation policy as specifiied in the Lease by
Campus President.
7

.18.

Use of Amplified Sound

7.18.1. The Event Sponsor must state the intentto

use amplified sound at the
time of making the initial reservation by subrmitting an Amplified Sound
Permit request (Appendfx 8.2.).

7.18.2. Reservations will be taken on a first con're,

llirst serrv'ed basis. The Event
Sponsor will lre notified at the time of makinrg the reservation if the
maximum number of amplified events for that day, vveel<, or time slot
have been allocated and suggest an alterrnertive timr:.

'

7.18.3. Reservations may be ohranged from

non-amplifiecl

tro

amplified on an as

available basis.
7

.18.4.

Sound checks will be limited to a 1O-minute period prior to the event
ruvill assist in setting
the acceptable levels as outlined in this prooedurer.

time. During the sound r:heck the facility monitor

'The

7.18.5.

Event Sponsor agreles to assist with monitoring the sound level of
the event.

7.18.6.

lf the sound lervel exceecJs the acceptable levels as rcutlined in this
procedure, a warning wilI be given to the event sp,onsor to lower the
volume. l\o nrore than one (1) minute will be allowed to lower the
volume.

.

7

.18.7

7

.18.8.

lf a second warning is issued, an additional one (1) rninr.rte will be
allowed to lower the volurme to an acoeptable level.
f:ailure to resplond immediately will result in revoc;rtion of the Amplified
{iound Permit, and may result in shutting do'wn thel prower source for the
siound equipment. The elvent sponsor should be awrare this process
rnay damage r:quipment and that the University assumes no
responsibility 1or repairs/replacement of erquipment oaused by this
Exhibit A-21

 Case 2:16-cv-03474-DSF-JPR Document 42-2 Filed 07/14/16 Page 21 of 21 Page ID
#:330
Itlumber: 505

I,age:

20 of 20

action. Approval of futurel reservation reques;ts may lbe suspended for a
period of one (1) year.

8.(].

APPENDICES:

8.1.

Rates and Charoes Schedule for Llniversitv Facilitiqs-Egim!2g!-and Services
(Subiect toiChanqeL

8.2.
8.3.

Amplified {iound Permit.
Event Resrervation, and Reqistratiorr Form for Off-Ciryflus-grelJp.

8.4. Facilitv/PropertvUseRequest.
8.5. Facilities \l/ork Request Form.
8.6. Public Safetv Work Request Form.
8.7. Lease bv Campus Presi<jent.
8.7.1. $pgcial Provisions for Univerrsitv Facilities.

8.7.2.

Spercial Provisions for Luckrnan Fine Arts Complex.

8.8. Request to Serve Alcoholic Beverar;es.
8.9. Temporary Food Facilitv Permit.
8.10. University-litudent
8.1

1

.

Unionr Facilities [:ees and Capacitiesi Chaft tlSubject to Change).

The Luckman Rental Paoket (Subjer:;t to Change).

Exhibit A-22