Use of University Premises and Facilities

Introduction

The premises and facilities comprising the campus of Northern Illinois University are the property of the Board of Trustees, a public corporation of the State of Illinois. Under the laws of Illinois, the Board and Northern Illinois University must exercise regulatory management of such property for the purpose of fulfilling the mission of Northern Illinois University as a state supported institution of higher education. Accordingly, the use of university premises and facilities is subject to all applicable state and federal laws, the regulations of the Board of Trustees, and the policies and procedures of Northern Illinois University.

Regulations for the Use of University Premises and Facilities

The use of university premises and facilities by individuals or organizations for any purpose other than in connection with the university's educational or research programs is not permitted except with the approval of the appropriate university authorities and in accordance with the following regulations.

The Vice President for Administration and Finance or his/her designees shall establish the availability, terms, conditions, and charges for the use of university premises and facilities. The rental of university premises and facilities shall be negotiated and arranged by the Director of Conferences and Institutes in accord with the aforesaid established availability, terms, conditions, and charges.

The Office of University Programming and Activities shall coordinate the use of all university premises and facilities, and shall be responsible for maintaining a schedule of use of space, provided that such scheduling authority may be delegated to the administrators of various facilities as appropriate.

Rental and scheduling shall be in accordance with those regulations and directives issued supplemental to or in accordance with these regulations. Organizations or individuals appealing actions of the Director of Conferences and Institutes and/or the Office of University Programming and Activities must file such appeal in writing within five (5) days with the Assistant to the President setting forth in detail the basis for such an appeal. The decision of the Assistant to the President shall be final.

Subject to approval by the Office of University Programming and Activities and in accordance with these regulations, university premises and facilities such as the field house and stadium (with the approval of Intercollegiate Athletics), Holmes Student Center, and outdoor areas, as well as classrooms on weekends and after 8:40 p.m. on weekdays, may be used by faculty, staff, recognized student organizations and allied organizations such as the University Foundation and Alumni Association for purposes other than in connection with the university's educational or research programs. In no case may an admission fee be charged, products sold, contributions solicited or funds otherwise raised on university property, except when permission is granted in accordance with these regulations. Such permission shall be given only:

1. to recognized student organizations when the proceeds are used to defray the expenses of the meeting or event or to generate a reserve to meet the organizations' stated objectives. In all such instances written approval to undertake the meeting, event, or activity must be obtained from the Office of University Programming and Activities.
2. to faculty and staff organizations when the proceeds are used to defray the expenses of the meeting or event.
3. to allied organizations such as the University Foundation and the Alumni Association.
4. to all-university boards, commissions, and committees involved in the presentation of events which have a student, faculty or staff appeal.

Subject to approval by the Office of University Programming and Activities and in accordance with these regulations, University premises and facilities may be used by non-University organizations, for purposes other than in connection with the university's educational or research programs, provided that such organizations and the meetings or events are concerned primarily with matters of educational or public significance. In granting permission for the use of University premises and facilities by non-University organizations, the following conditions and restrictions shall apply:

1. The use of university premises and facilities shall not be permitted for any purpose which, although in accord with the general purposes of the university, is of such a character or occurs at such a time or in such circumstances that it is likely to interfere with any aspect of the functions and purposes of the university.
2. Use of university premises and facilities by university organizations shall take precedence over use by non-university organizations during the advanced room request process (room reservations scheduled 2 years prior to the event or activity). Otherwise, the Office of University Programming and Activities will schedule university premises and facilities on a first-come, first-served basis.
3. In no case may an admission fee be charged, products sold, contributions solicited, or funds otherwise raised by non-university organizations, except upon permission previously obtained from the Office of University Programming and Activities, and then only to defray the expenses of the meeting or event upon approval of the Office of University Programming and Activities, non-university organizations may sell and offer for sale on university premises items peculiar to their meeting activity, provided that such items may not be sold or offered for sale outside the assigned meeting area and further provided that no such item may be sold or offered that is then currently for sale by the University. University premises and facilities are not available to non-university organizations for presentation of public events when any part of the admission fee or funds otherwise raised is sought to accrue to the benefit of such organizations or any individual, even though such funds may also be used for charitable or public purposes.

The university may charge rent, service charges, or other fees to users of its premises and facilities and shall levy such charges whenever an admission fee is collected or funds are otherwise raised by the user. The university may charge admission and solicit public patronage for use of its premises and facilities.