Policies and Procedures

SP 16-60 – Facilities Use

COLORADO COMMUNITY COLLEGE SYSTEM
SYSTEM PRESIDENT’S PROCEDURE
Facilities Use

SP 16-60

EFFECTIVE: August 26, 2016
REFERENCE: BP 16-60, Facilities Use

APPROVED:

/ Nancy J. McCallin /

Nancy J. McCallin, Ph.D.
System President

Application

This procedure applies to the Community Colleges within the State System of Community Colleges (“CCCS”).

Basis

Board policy states that providing a well-managed and appropriately utilized learning and working environment throughout the State System of Community Colleges is of paramount importance. The Colleges shall take measures reasonably necessary to optimize efficient use of buildings, grounds, space, property and other facilities throughout the system. This includes, but is not limited to, all residence halls, buildings and the spaces within and between buildings, parking lots, athletic facilities, sidewalks, lawns, fields, shelters, amphitheaters, and all other spaces where events may be held, activities may take place, or that may require services.

Colorado Community College System (CCCS) Facilities owned and controlled by CCCS (“CCCS Facilities”) are State property, and their use is subject to all applicable state laws, rules, and regulations.

Procedure

All CCCS Facilities are subject to assignment and reassignment to meet campus facilities use plans and the overall needs and best interests of CCCS. To promote efficiency and optimal utilization, this procedure is designed to ensure (1) effective decision making, (2) accurate record keeping, and (3) communication among users, service providers and decision makers concerning utilization of CCCS Facilities.

Facilities use plans, proposed uses of new facilities, changes in uses of existing facilities, and changes to existing facilities, including structural and equipment changes shall be reviewed by the System President, College President, or designees, as appropriate.

Use of Publicly Available Spaces

CCCS Facilities are, first and foremost, for use for official College activities related to CCCS’ mission (“official College activities”) and by recognized student groups and CCCS-affiliated entities for authorized activities (“authorized Campus Community Activities”).

Definitions

For purposes of this procedure, the following definitions apply:

Authorized Campus Community activity means any activity of a recognized student group that is within the group’s mission, and any activity of CCCS-affiliated entities that are in support of CCCS’ mission.

CCCS-affiliated entity means any foundation, partner, governmental agency or nonprofit service provider acting in support of CCCS’ mission in accordance with prior approval by the System or College president or designees.

Official College activity means any College or System activity undertaken by or under the authority of a College or System official within the scope of his or her duty as part of CCCS’ mission.

Recognized student group means any student group recognized through the College specific protocol for recognition.

Solicitation means the act of:

  • distributing solicitation materials including flyers, handbills, leaflets, placards, bulletins, newspapers, and magazines, coupon books, samples, and promotional items;
  • marketing for commercial purposes, and offering information about services or sales;
  • seeking petition signatures or a donation (whether money, services, or tangible item).

Vending means any transaction that involves the exchange of money for services and/or goods.

Publicly Available Space

Students, employees, recognized student groups and CCCS-affiliated entities (“the Campus Community”) may use publicly available space in accordance with this procedure. Members of the Campus Community wishing to use publicly available spaces for an activity or program shall make arrangements through their usual campus contact.

CCCS Facilities identified as publicly available spaces may also be used for activities by members of the general public in accordance with this procedure. Each College shall provide on its website, contact information (“Facilities Use Contact”) for obtaining campus specific protocols and information for members of the public to reserve publicly available space.[1]

Publicly available space includes: 1) indoor and outdoor space that the College identifies as available for public rental in accordance with campus specific protocols for facilities rental and protocols for solicitation and vending; 2) outdoor space that the College identifies as conducive to and available for non-commercial expressive activity.

Publicly available spaces are made available by reservation and are not, and have not, traditionally been permanently designated as publicly available. They may change based on CCCS Facilities use planning and needs. Users of publicly available spaces are responsible for any applicable fees and costs. No one may camp in a publicly available space or occupy a publicly available space beyond the time they have reserved.

Publicly available outdoor space identified by the College as available for non-commercial expressive activity is available for use by the Campus Community and members of the public by reservation in accordance with business hours and expectations set forth in college specific protocols for use of publicly available outdoor space for non-commercial expressive activity consistent with this procedure. Upon arrival on campus, those intending to use publicly available outdoor space for non-commercial expressive activity are expected to have a reservation and must check in with the campus office identified in the campus specific protocols before commencing any activity. If the magnitude of the public use exceeds available staffing and resources, the use may be cancelled, moved or rescheduled as appropriate to avoid conflicts with other uses and to protect the Campus Community, participants, property and the mission of the College.

Example of uses for publicly available outdoor space identified by the College as available for non-commercial expressive activity include, but are not limited to, speech-making, vigils, discourse, debate, carrying signs, conducting voter registration and non-partisan get-out-the-vote activities; so long as those activities do not disrupt the normal functioning of the campus, or interfere with official CCCS activity or a previously scheduled use.

Amplification is not permitted in any publicly available outdoor spaces unless prior arrangement has been made with the Facilities Use Contact for the activity to take place at a time and place and in a manner where the amplification will not interfere with official College activities or the space is being rented and the rental agreement provides for amplification. No individual or group will be permitted to use amplification that interferes with official College activities.

Outdoor athletic facilities or parking lots may be available for rental or use by reservation for certain activities compatible with maintaining the space for its intended use.

Campuses shall determine, as part of their facilities use planning, the extent to which, they will have publicly available indoor spaces. Publicly available indoor spaces may be used by reservation in accordance with campus specific protocols for facilities rental.

Examples of uses for publicly available indoor spaces include, but are not limited to, group meetings, trainings, discussion groups, study groups, and similar activities.

Streets and Sidewalks

Streets and sidewalks abutting campus property that are under a local government’s jurisdiction are generally available to all members of the public for expressive activities in keeping with Federal and State laws and local ordinances. Internal campus controlled streets and walkways are for public ingress and egress for activities open to the public, for public use in conjunction with reservations in accordance with this procedure and campus specific protocols, and for official College activities and authorized Campus Community activities.

Fair Campaign Practices Act

Because CCCS Facilities are State property, their use must comply with the Fair Campaign Practices Act and federal laws governing tax exempt entities involvement in campaign activities. Therefore, CCCS Facilities cannot be used for campaign fundraising.

In addition, CCCS Facilities use must not give the appearance that CCCS is advocating for or against a candidate for an elected office, or a ballot issue or referred measure. If CCCS Facilities are made available to a candidate for elected office or to an advocate or group for, or against, a ballot issue or referred measure, even-handed access to CCCS Facilities must be provided to opposing candidates and advocates. To avoid the appearance that CCCS is advocating for or against a candidate, ballot measure or referred measure, anyone wishing to collect signatures for a ballot initiative, referred measure or candidate petition must pay the appropriate fee for facilities use rental or for reservation of solicitation or vending space in accordance with College specific protocols. City and county streets and sidewalks abutting campus property that are under a local government’s jurisdiction are available for signature collection in accordance with Federal, State and local law.

Recognized student groups may invite a candidate to speak without inviting opposing candidates, so long as other recognized student groups are afforded even-handed opportunities to invite opposing candidates to speak. Candidates may not use recognized student groups to directly or indirectly secure free or reduced-cost space for campaign events on campus in violation of the law.

When CCCS Facilities are reserved for an activity by a candidate or by a group or individual advocating for or against a candidate for an elected office, or a ballot issue or referred measure, a disclaimer is required on printed material announcing the event and at the location that CCCS does not endorse the candidate, ballot issue or referred measure. Any opposing candidate or advocacy group will have a similar opportunity to reserve CCCS Facilities.

Compliance with Law, Policies and Procedures

CCCS Facilities may not be used for any activity that impedes the flow of pedestrian or vehicle traffic across any CCCS campus or access to any CCCS facilities or for any activity that defames, is obscene, incites violence, or threatens physical harm. Those using CCCS Facilities assume responsibility for compliance with all Federal, State and local laws and CCCS policies, procedures and campus specific protocols, including the Colorado statute on riot offenses (C.R.S. § 23-5-124).

Anyone who refuses to vacate CCCS Facilities when directed to do so by a CCCS employee or law enforcement officer acting in the performance of his or her duty may be subject to arrest. Violations of this procedure and college specific protocols implementing this procedure may result in disciplinary actions up to and including suspension or expulsion for students, employment termination or dismissal for employees, and being barred from campus for any individual.

Solicitation and Vending

Each College shall determine, as part of its Facilities use planning, the extent to which solicitation and vending space is to be provided. If provided, the following requirements for solicitation or vending on campuses apply to all individuals and entities except business representatives who have been invited or approved by CCCS Human Resources as part of an employee benefits plan acting in accordance with such invitation or approval, CCCS-affiliated entities and recognized student groups engaging in authorized Campus Community activities and CCCS service contractors in accordance with their contracts. Student groups should work with their advisors to secure space for solicitation or vending related to authorized projects.

Individuals or groups, including students and employees, who are interested in solicitation or vending activity as defined above are expected to make a reservation for a space through the Facilities Use Contact.

No reservation for solicitation or vending will be granted for the following activities:

  • Any activity that competes with official College activities or businesses with which CCCS has entered into an exclusive contract (e.g., food service, beverage/snack vending); or
  • Any activity prohibited by local, state and/or federal laws (e.g., solicitation for campaign contributions, credit cards, sales or promotion of tobacco and tobacco-related products and marijuana or marijuana-related products.)

Solicitors and vendors will be assigned a location. The vendor or solicitor must adhere to the reserved location and campus-specific protocols for vending and solicitation.

Locations are allocated based on space available and space appropriate to the proposed activity.

Solicitors and vendors shall not disrupt official College activities or impede pedestrian or vehicle traffic or access to buildings. Continuing to approach anyone who has indicated a lack of interest or stopping anyone, shouting, or using an amplifier of any kind is prohibited.

Violation of these expectations may result in being asked to leave immediately without refund. CCCS reserves the right to refuse to grant future applications to individuals or groups in violation of this procedure.

Revising this Procedure

CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.

 

[1] For the Community College of Denver, Auraria Higher Education Center (AHEC) manages most facilities. AHEC facilities use protocols govern activities in spaces that it manages and in the event those protocols are in conflict with this procedure, AHEC protocols control.