Temporary Use of University Space Policy – May 25, 2020

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TEMPORARY USE OF UNIVERSITY SPACE

POLICY

Policy Type:

Management

Initially

Approved:

May 25, 2020

Policy Sponsor:

Vice-President,

Finance and

Administration

Last

Revised:

Primary Contact: Event and

Theatre Services

Review

Scheduled: May 25, 2025

Approver:

Board of Governors

OVERVIEW

Space on campus is valuable, sought after, and required by multiple competing demands. Campus

spaces have high use periods and low use periods that can often result in underutilization. Booking

of spaces across campus is complicated due to multiple booking systems, departments, and

processes for booking space and there is limited cross-campus coordination when it comes to

space bookings, Events, and Event planning.

This policy is intended to help the University make better use of space overall, simplify the high-

level booking process, increase shared access to all space and better accommodate academic

programs and students. The policy also includes how the University identifies and mitigates risks

associated with Events on campus.

Space is a costly asset and it is the responsibility of the University to use space in a responsible

manner. Scheduling data shows that the more space that is dedicated for specific uses or

departments, the more that space will sit empty. For this reason, this policy reflects the importance

that all space belongs to the University and should be managed in a holistic manner.

PURPOSE

The objectives for this Policy are to:

•

Increase the availability and utilization of bookable Spaces;

•

Decrease the complexity of booking space on campus;

•

Promote a culture of shared Space;

•

Promote equitable use of Space

•

Identify and mitigate risks associated with Events held on campus; and

•

Increase coordination of Event approvals and planning.

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SCOPE

This Policy applies to all bookable University Space.

POLICY STATEMENT

SPACE PRINCIPLES

1.1

Space is a critical resource and ownership of all allocated and unallocated University

Space remains under authority of the University.

1.2

The University strives to create an environment where individuals and groups can

express their points of view and discuss their opinions and beliefs openly and freely.

While approval to book Space is assessed in accordance with the University’s

Expression and Free Speech policy, approval does not imply that the University

agrees with or condones any points of view expressed within its Space.

1.3

The University reserves the right to control access and impose conditions or

limitations on the Temporary Space Use, and to withdraw or deny access to Space

if its use may interfere with the University’s normal operations or poses a safety or

security concern.

1.4

The primary purpose of a Teaching Space is to accommodate the University’s

academic scheduling needs in accordance with the Academic Timetabling policy and

all academic programming and instruction in alignment with the academic mission.

In cases where a booking request is made to use a Teaching Space for a purpose

other than as a Teaching Space, the following prioritization will be used:

a. academic and research purposes;

b. academic invitee;

c. internal administrative users;

d. all other booking requests.

BOOKING AUTHORITY

2.1

All Open Meeting Rooms will be accessible through a centralized booking system.

It is the responsibility of the individual booking an Open Meeting Room to manage

the booking appropriately, including cancelation if no longer required.

2.2

All Event requests will be booked through Event and Theatre Services. Approval

for use of Space for an Event is subject to appropriate consultation with Secondary

Booking Authorities, as applicable, in accordance with the Procedure for Booking

and Assessing an Event.

2.3

Requests to book space for activities other than Events will be booked through the

applicable Primary Booking Authority.

2.4

The University, through Event and Theatre Services, will establish and maintain a

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Campus Events Group that will coordinate all Event information between booking

authorities.

2.5

Booking authorities may assess a booking request and suggest alternative Space

to accommodate both the needs of the requestor with the obligations of the

University.

EVENTS

3.1

Core Institutional Events will be given priority over other Space bookings. They will

maintain complementary bookings, free of space rentals, and Incremental Costs will

be applied in alignment with the Schedule of Fees. A list of Core Institutional Events

will be maintained by Event and Theatre Services and revisions to the list must be

approved by the Executive Leadership Team.

3.2

The University may charge Incremental Costs for bookable Space including but not

limited to ancillary charges for presentation technology and media, food services,

cleaning, set up, waste removal, security and other charges as may be appropriate.

Incremental Costs associated with the use of Space for Events will be managed in

accordance with the Schedule of Fees for Booking a Space, as approved by the

Executive Leadership Team.

3.3

The University will establish a Campus Events Group under Terms of Reference

approved by the Executive Leadership Team to advise and provide guidance on

the booking of Events.

3.4

All booking requests to use Space for Events must be requested by an Event

Sponsor. Event Sponsors for Internal Events (budget owners) may designate an

event contact to act on their behalf in coordinating requests with Event and Theatre

Services.

3.5

For All External Events, and in cases where there are Incremental Costs associated

with an Internal Event, Event and Theatre Services is responsible for coordinating

the booking of the requested Space with the Event Sponsor and the appropriate

booking authority.

PUBLIC SPACE

4.1

The University maintains designated Public Spaces that may be booked by members

of the University community and the general public. These Public Spaces are

available to be booked for Events in accordance with the Procedure for Booking and

Assessing an Event.

4.2

Any activity conducted in a Public Space must not:

a. interfere with the intended use of that Public Space;

b. disrupt the educational, research, service, housing or other legitimate functions

of the University;

c. impede the normal flow of pedestrian or vehicular traffic in that Public Space;

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d. restrict access to the Public Space for members of the public, unless specifically

authorized by the University in an Event booking; and

e. be unsafe or harmful to others who may access the Public Space.

4.3

The University’s Security Services department may assess the degree of risk

arising from the use of Public Space booked for an Event and the corresponding

level of security arrangements that may be required to ensure the Event remains

safe.

a. For External Events, the individual or organization booking or using the Public

Space is responsible to pay the University for the cost of any security

arrangements assessed by the University’s Security Services and arrangements

are subject to staff availability.

4.4

Where Public Space is booked for the purpose of publicly demonstrating a point of

view, the Public Space is also reserved for any members of the public who may

assemble to support or oppose that stated point of view.

4.5

Individuals who use Public Space continue to be subject to the University’s

applicable collective agreements and policies which regulate conduct on campus.

DEFINITIONS

(1)

Core Institutional

Event:

means an Event that is hosted by the University for the

purposes of advancing its core function as an academic

institution. These Events take priority over all other Events on

campus. They will maintain complementary bookings, free of

space rent and Incremental Costs will be applied in alignment

with the Schedule of Fees.

(2)

Event:

means all internal and external bookings (on Campus) such as

convocations, conferences, seminars, public lectures, cultural

Events, banquets, receptions, socials, weddings, concerts,

fundraisers, festivals, promotion displays, commercial sales

and trade shows.

(3)

Event Sponsor:

means the individual requesting Space for the purposes of

hosting an Event and is responsible for all associated costs. In

the case of an Internal Event, the Event Sponsor is the budget

owner for the costs associated with the Event.

(4)

External Event:

means an Event where the individual or group requesting

Space is external to Mount Royal University

(5)

Incremental Cost:

means any approved costs incurred by the University as a

direct result of an Event booking that are over and above the

time spent by employees during their regular working hours

(6)

Internal Event:

means an Event where the Event Sponsor is an Employee of

the University, which includes where external speakers are

invited and hosted on campus by an Employee

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(7)

Open Meeting

Room:

means any meeting Space that has been designated as openly

available to all Employees for conducting University business

(8)

Policy:

means the Temporary Use of University of Space policy

(9)

Primary Booking

Authority:

means a University group assigned authority to administer

bookings for a set of spaces and who works directly with the

requester.

(10)

Public Space:

means Space that is generally open to the public during the

University’s operating hours

(11)

Secondary Booking

Authority:

a University group assigned authority to administer bookings for

a set of spaces that works with the primary booking authority to

coordinate space bookings and does not work directly with the

space requester or Event Sponsor.

(12)

Space:

means all indoor and outdoor space under the control, care, or

custody of the University

(13)

Teaching Space:

means a space typically utilized for student instruction activities

such as lectures led by faculty members, in spaces such as

classrooms, labs, and specialized learning areas

(14)

Temporary Space

Use:

means when bookable spaces such as meeting rooms,

classrooms, and event spaces, are secured (as documented

through the appropriate booking software) for a set period.

(15)

University:

means Mount Royal University

RELATED POLICIES

•

Academic Timetabling Policy

•

Expression and Free Speech Policy

•

Space Management Policy

RELATED LEGISLATION

RELATED DOCUMENTS

•

Event Assessment Checklist

•

Event Information Sheet

•

Procedure for Booking and Assessing an Event

•

Schedule of Event Fees for Booking a Space

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REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)