Use of Campus
Property and Facilities
The purpose of this policy is to provide a uniform basis upon which the
institutions and area vocational-technical schools governed by the Tennessee
Board of Regents can regulate the use of campus property and facilities by
affiliated and non-affiliated groups, organizations and individuals. The policy
is intended to provide a system of regulations calculated to promote the orderly
conduct of activities on campus property and in campus facilities: to prevent
interruption of or interference with normal missions, processes and functions of
the institutions and schools; to promote an educational rather than commercial
atmosphere on campus; to prevent commercial exploitation of students; to
preserve residential tranquility and to prevent use of campus property and
facilities contrary to federal, state, or local law or regulation, or policies
or regulations of the Tennessee Board of Regents, or the institution and
schools.
(1) For The Purposes Of These Regulations, The
Following Definitions Shall Apply:
(a) “Student”—a person who is registered for a credit course or courses or a non-credit course
or program at Tennessee Technological University, including any such person during
any period which follows the end of an academic period which the student has completed
until the last day for registration for the next succeeding regular
academic period.
(b) “Guest”—person invited by a student, official or employee of the institution or school to
visit the campus at a specific time and place.
(c) “Affiliated Group or Organization”—an officially registered group or organization, or a
group or organization funded by and/or sponsored by the institution or school or a group
or organization of faculty or other employees of the institution or school approved by the
President or area school director. The term shall include any alumni association, booster
club, etc., which is organized and operated for the benefit of the
institution or school.
(d) “Non-Affiliated Group or Organization”—any group or organization which is not an
“affiliated group or organization.”
(e) “Affiliated Individual”—persons connected with the University, including the institutions
students, faculty, staff, and guests.
(f) “Non-Affiliated
Individual”—any person who is not an “affiliated individual.”
(a) The campuses and facilities of the institutions and schools are restricted to students,
faculty, staff and guests, of the institutions or schools, except when part or all of a
campus, its buildings or facilities are open to the general public for a designated time
and purpose, or when use by non-affiliated groups, organizations or individuals has
been granted or approved pursuant to the provisions of this policy or the policy of
the individual institution or school.
(b) All persons on the campus of any institution or school shall be subject to all rules and
regulations of the institution or school, and the Tennessee Board of Regents which are
applicable to the conduct of students on campus, and to all applicable federal and state
laws and regulations. In addition, all persons who operate motor vehicles on the campus
of any institution or school agree by such operation to be subject to institution or school,
and Board rules, regulations, policies and procedures on traffic and
parking.
(c) All persons on the campus of any institution or school shall provide adequate
identification upon request to appropriate officials and security personnel of the
institution or school. Personnel and students of the University who refuse to provide such
identification may be subject to disciplinary action. Other persons who refuse to provide
such identification shall be requested to leave the campus, and if they refuse, may be
subject to lawful removal and
prosecution.
(3) General Conditions For Use Of Property Or Facilities
(a) Use of campus property and facilities, pursuant to prior approval as hereinafter required
for meetings or other activities, is subject to limitations on the number of persons who
may attend in accordance with appropriate building and fire codes and
safety standards.
(b) Regulations of the individual institutions and schools which relate to the conduct of
assemblies, meetings and demonstrations of affiliated groups, organizations and
individuals shall apply to assemblies, meetings and demonstrations of non-affiliated
groups, organizations and individuals.
(c) Sound amplification equipment may be used by groups, organizations and individuals at
assemblies, meetings and demonstrations only when prior approval has been granted
by the appropriate officials of the institution or school; provided, however, that such
sound amplification is subject to reasonable regulation by the institution or school with
respect to
time, place, manner and volume.
(d) Institution or school equipment may be used in connection with the use of campus
property and facilities only with the approval of, or under the supervision of approved
institution or school personnel.
(e) Each institution and school shall establish a system whereby affiliated groups,
organizations and individuals are given priority in the use of property and facilities.
This system may result in a request for use submitted by a non-affiliated group,
organization or individual being held in excess of the seven (7) day period referred to in
Rule 0240-1-1-.03 (3) Such requests will be held and considered in the order received.
The decision to grant or deny the requests will be made at least ten (10) working days
prior to the date of the requested use.
(f) Campus property and facilities may not be used by any non-affiliated group, organization
or individual for the conduct of profit-making activities except when a rental or lease
agreement is negotiated and the institution or school receives a fair rental value for the
property or facilities used. Rental or lease agreements may be required for non-profit
activities of non-affiliated groups, organizations or individuals provided that rental
charges for such use may be reduced or waived in the discretion of the institution or
school depending upon the nature and extent of the proposed use.
(g) Rental rates may include the fair market value of providing the property or facilities which
may include overhead, depreciation, maintenance and security expenses. Rental charges
may be based in part upon a fixed percentage of the gross receipts of the activity with a
minimum rental charge for use of the facilities.
(h) In utilizing campus property or facilities, non-affiliated groups, organizations and
individuals shall provide:
(1) adequate bond or other security for damage to the property or facilities during the
period of the use;
(2) personal injury and property damage insurance coverage.
(3) a performance bond or insurance guaranteeing or insuring performance of its
obligations under the contract; and,
(4) other types of insurance in such amounts as are designated by the institution or school:
provided, that the institution or school may waive the requirements of security,
performance bond or insurance coverage.
(i) All non-affiliated groups, organizations and individuals agree, by making application for
registration of an activity and by subsequent use after approval by the institution or
school, to indemnify the institution or school and hold it harmless from any and all
liabilities arising out of such group’s, organizations or individual’s use of the property
and/or facilities of the institution or school, including, but not limited to, personal injury,
property damage, court costs, and attorney fees.
(j) Affiliated groups, organizations and individuals may be assessed the cost of providing
maintenance and/or security required as a result of their use of campus property or
facilities.
General
Procedure-Application for use of Property or Facilities (0240-1-1.03)
(1) Regular or special meetings of affiliated groups or organizations may be planned and
scheduled according to procedures established by this policy, or according to
procedures established by the individual institution or school. All other gatherings at
a central location on campus property which are sponsored or instigated by affiliated
groups, organizations or individuals may be permitted without prior registration only at
such times and locations as may be designated by the President of the institution or the
director of the area school, or his or her designee.
(2) Any affiliated group, organization or individual desiring to use campus property or
facilities at any time, and/or location other than those designated pursuant to paragraph
(1) above, and all non-affiliated groups, organizations or individuals desiring use of
campus property or facilities must submit a written application for registration of the
proposed activity at least fourteen (14) days in advance (excluding weekends and
holidays) to the appropriate official at the institution or school; provided, however,
that the President of the institution or director of the area school, or his or her designee,
may approve applications for registration filed at a later time upon such official’s
determination that the use of property requested can be reasonably accommodated and
that adequate cause exists for late filing of the application for registration. Approval of
late applications shall be within the sole discretion of the President of the institution or
the director of the area school, or his or her designee. The decision of such official is
final. Applications shall be submitted on a form designated by the Chancellor of the
Board of Regents, or his or her designee.
(3) With the exception of the provision found at Rule 0240-1-1.02(3)(e), written notice of
approval or disapproval of the proposed use of campus property or facilities shall be
made available to the applicant group, organization or individual within seven (7) days
(excluding weekends and holidays) from the time an application for registration is
submitted to the appropriate official at the institution or school, at the office of the
designated official at the institution or school. Notice of disapproval of the proposed
use shall include the grounds for disapproval. Notices will not be mailed or delivered:
it shall be the responsibility of the applicant to inquire at the office of the designated
official as to the decision concerning the application, and the time and location in which
the activity is authorized.
(4) No assembly, meeting, demonstration or other activity shall be authorized or permitted
on any property or in any building or facility, and an application for registration may be
denied when:
(a) A determination by an appropriate official or body of the institution or school is made
that the requested use would cause substantial disruption or interference with the
normal activities of the institution or school conducted in the course of its lawful mission,
processes and functions.
(b) A determination is made that the requested use would be contrary to federal, state, or
local law or regulation, or policies or regulations of the Tennessee Board of Regents, or
the institution or school.
(c) The applicant or sponsor of the activity has not fully provided accurate or complete
information required on the application for
registration.
(d) The applicant or sponsor of the activity has been responsible for violations of
subparagraphs (a), (b) or (c) above during a previously registered use of campus
property or facilities, or has violated any conditions or assurances specified in a previous
registration application and the institution or school has reasonable cause to believe
such violation will reoccur.
(e) Approval for the use of the property or facilities has previously been given to another
group, organization or individual for the time(s) and
location(s) requested.
(f) Use of the property or facilities requested would be impossible due to the set-up time
and/or take down time required for other previously scheduled activities at the requested
location immediately before and/or after the requested use, or due to other extenuating
circumstances.
(g) The activity is of such nature or duration that it cannot reasonably be accommodated in
the particular area for which application is made, provided that in such event, an
alternative on campus site, if available for the activity, may be proposed by the institution
or school.
(h) The activity creates or would create a danger, or dangerous condition impacting on the
health, safety, and welfare of others:
(i) Such use conflicts or would conflict with existing contractual obligations of the
institution or school.
(5) Any group, organization or individual whose timely application for registration for use of
property or facilities of the institution or school is denied for reasons cited in paragraphs
(a), (b), (d), (g), (h) or (i) of paragraph (4) above shall have the right to appeal that denial
to the President or area school director, or his or her designee.
made in writing during normal business hours of the institution or school no later than five
(5) days (excluding weekends and holidays) prior to the time of the proposed event. The
decision of the President or the area school director, or his or her designee, shall be made
at least four (4) days before the time of the event.
(6) Affiliated and non-affiliated groups, organizations, or individuals may sell or distribute
literature only in conjunction with their authorized presence on campus after such
proposed sale or distribution has been registered with and approved by the appropriate
official of the institution or school as specified in paragraph (2) above. Any application for
registration shall include, but not be limited to, the name of the applicant; the name of the
organization, if any; the date, time, duration and location of the proposed sale or
distribution, and the number of participants, and shall be on a form which has been
designated by the Chancellor of the Tennessee Board of Regents, or his or
her designee.
(7) Applications for registration by affiliated and non-affiliated groups, organizations or
individuals required in the paragraph (6) above to distribute or sell literature shall be
denied in the event that:
(a) a prior application for registration for the same time and location has been made which
has been or will be granted;
(b) the location is or will be in use for the same time by an affiliated group, organization or
individual;
(c) the activities would not
reasonably permit multiple occupancy of the particular area;
(d) the sale or distribution will present a clear and present danger to the public health or
safety;
(e) the number of persons engaged in the sale or distribution exceeds the number that can
reasonably be accommodated in the particular location applied for; or,
(f) the activity would constitute a violation of applicable law or regulation, or any other
provision of this policy.
(8) No demonstration, distribution or sale of literature, or solicitation unless otherwise
permitted elsewhere by this policy shall be permitted within: 1) classrooms, Library or
other academic buildings or facilities; 2) administrative and employee offices and work
areas; or, 3) student residence halls, dormitories or apartment buildings. However, an
institution or school may permit distribution or sale of literature in designated locations
within the lobbies or other general use areas of the above buildings or other campus
facilities designated for the placement of literature
for distribution or sale.
(9) Any group, organization or individual whose application for registration required by
paragraph (6) above is denied shall have the right to appeal that denial to the President
or area school director, or his or her designee. Notice of appeal shall be made in
writing during normal business hours of the institution or school no later than five (5) days
(excluding weekends and holidays) prior to the time of the proposed sale or distribution.
The decision of the President or area school, or his or her designee, shall be made at
least
four (4) days before the time of the proposed sale or distribution.
(a) The use of campus property or facilities for speaking engagements by candidates for
political office or for other political activities whether at the request of an affiliated or
non-affiliated group, organization or individual shall be subject to the registration
requirements and procedures specified above and shall be subject to the regulations of
the institution or school concerning other types of meetings or activities on campus
property or in campus facilities.
(b) When campus property or facilities are used for political purposes, reasonably equal
opportunity shall be provided for presentation of all sides or views or reasonably equal
access to the property or facilities shall be provided all sides.
(c) No campaign posters, signs or other items of campaign or political advertising may be
placed on campus property or facilities, except as specified in subparagraphs (d) and
(e) below.
(d) Students may place campaign posters, signs or other items of campaign or political
advertising, whether pertaining to a campus or general election within his/her
dormitory residence provided such placement is made in such a way as to not
damage or destroy campus property.
(e) Affiliated and non-affiliated groups, organizations or individuals, with the exception of
state employees, may place campaign posters, signs or other items of campaign or
political advertising, whether pertaining to a campus or general election, on bulletin
boards or other locations on campus specifically designated for such use by the
institution or school. Any distribution of such material may be made only subsequent to
the registration and approval process.
(a) Campus property and facilities may be utilized by affiliated groups or organizations for
the purpose of religious worship or evangelical activities subject to the specified
registration requirements and procedures.
(b) Non-affiliated groups, organizations and individuals may utilize campus property and
facilities on a temporary basis for the purpose of religious worship or evangelical
activities subject to the specified registration
requirements and procedures.
(3) Literature Distribution or Sale
(a) Any proposed distribution or sale of literature by an affiliated or non-affiliated group,
organization or individual, is subject to the specified registration requirements and
procedures.
(b) Any literature which is proposed to be distributed or sold shall comply with all
applicable federal, state, and local laws and regulations, and with the regulations and
policies of the institution or school, and the Tennessee Board of Regents. No
obscene literature or material shall be distributed on any property owned or used by
an institution or school.
(c) No literature, material or other printed matter shall be sold or distributed within: 1)
classrooms, library or other academic building or facilities; 2) administrative and
employees offices and work areas; or 3) student residence halls, dormitories or
apartment buildings. However, an institution or school may permit such sale or
distribution in designated locations within the lobbies or other general use areas of
the above-noted buildings or other campus facilities designated for placement of
literature for distribution or sale. Further, this shall not restrict a faculty member
from distributing within the classroom material related to the particular course of
subject matter.
(d) Each institution and school shall designate the locations on campus which are
available for the sale or distribution of literature. In addition to those areas
designated in subparagraph (c), the institution or school shall prohibit the sale or
distribution of literature in all areas where such would: 1) cause injury or damage to
campus resources; 2) unreasonably impair the academic atmosphere of the campus;
3) unreasonably interfere with the academic program and other activities of the
institution or school or with the administrative functions of the
institution or school.
(e) No person, whether distributor or recipient of literature, shall cause any litter to occur
on the campus of an institution or school, and literature shall only be discarded in trash
receptacles on campus.
(f) Persons engaged in the sale or distribution of printed matter shall not obstruct or
impede pedestrians or vehicles, harass other persons with physical contact or persistent
demands, misrepresent the purposes or affiliations of those engaged in the sale or
distribution, or misrepresent whether the printed matter is available without cost or
donation.
(g) The institution or school shall have the right to terminate the distribution or sale of
literature by any group, organization or individual which violates the provisions of this
policy.
(h) Literature may not be
placed on automobiles or under windshield wipers.
(a) Except as is otherwise permitted by this provision, solicitation for purely commercial
purposes is prohibited on all property owned or used by an institution or school,
provided that solicitations by the institution or school and solicitations by vendors
incidental to the vendor providing services on behalf of the institution or school pursuant
to a contract between the institution or school and the vendor are permissible.
“Solicitation” will not be considered to include activities or events engaged in by
affiliated groups, organizations or individuals for the purpose of raising funds to meet