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Guidelines for the Use of University Facilities

About This Policy

Effective Date Supersedes N/A Issuing Authority N/A Responsible Officer N/A

Guidelines for the Use of University Facilities

1. For the purpose of these Guidelines, the following definitions apply:
a. A University facility is one that is primarily academic, social, dormitory
residential, or noncommercial in nature. Excluded from the scope of these
Guidelines is space within a University facility used for offices of faculty, staff, or
other employees; nondormitory residences (e.g., Silver Towers apartments); or for
commercial purposes (e.g., space rented to a public restaurant).
b. A University organization is an organization whose membership is limited
exclusively to students, faculty, administration, staff, or alumni of New York
University. A non-University organization is any organization whose membership
is not so limited.
c. Members of the University community are persons who are currently students,
faculty, administration, staff, or alumni of New York University.
2. The use of University facilities shall be limited to lawful purposes consistent with the
educational purposes of the University. The assignment of space within University
facilities shall be determined within the Guidelines by the primary function of the facility,
the attendant priority in its use, and the purpose for which the space is designed and for
which it is suitable.
3. It is recognized that the assignment of space in University facilities for academic and
administrative use is not covered by these Guidelines, and is the responsibility of
administrative officials designated by the President.
4. Reasonable charges, including overhead, for the use of space and related equipment,
facilities, or amenities may be made to users of University facilities.
5. For each University facility the President shall designate the appropriate Dean or Officer
(hereinafter, the local office) who shall be primarily responsible for allocating space
available for nonacademic purposes and for coordinating the nonacademic use of such
space with its academic use. A local office may be responsible for more than one facility.
a. The local office shall prepare a list of space within the facility available for
nonacademic use, which shall be determined in accordance with the purposes for
which the space was designed and its customary use. Such space may include
classrooms or seminar rooms when not in academic use or held in reserve for
academic use.
b. The Office of Vice President for Administration in consultation with the local
offices shall prepare and publish, consistent with these Guidelines, a schedule of
fees, if any, for the use of space within the facility for nonacademic purposes. The
schedule may include the requirement of a deposit according to the proposed use
of the facility.
c. The local office shall prepare a reservation form1 and a summary of special rules
and regulations governing the use of space for nonacademic purposes within the
facility. The reservation form shall indicate the persons assuming responsibility
for the use of the space and the nature of the responsibility for charges, extra
expenses, and damages. The form shall also indicate whether persons other than
members of the University community are to participate, whether by invitation or
otherwise, in the use of the facility. The summary of the rules and regulations shall include notice of legal limitations on the number of persons who can be
accommodated in the given space, as well as opening and closing hours.
6. The assignment of space listed as available for nonacademic use will be governed by
these Guidelines. If an applicant, otherwise qualified to reserve and use space within a
University facility, is denied requested space by the local office on the grounds that the
proposed use is inappropriate, the Office of the Vice President for Administration shall
endeavor to find alternative space suitable for the user’s purpose.
7. All space assignments for nonacademic purposes must be made in writing on the
appropriate reservation form and approved by the local office responsible for the facility.
8. Assignment of the use of space within a University facility available for non-academic
purposes may be made to a non-University organization on meeting the following
a. The applicant must be sponsored by a unit of the University administration or
faculty, by a faculty organization, or by a registered student organization that will
assume responsibility, including financial obligations, for the non-University
organization in connection with the application.
b. The purpose and objectives of the non-University organization must be consistent
with the educational purposes of the University and not conflict with any legal
restrictions on the use of University facilities.
c. The organization must qualify as a nonprofit organization eligible for tax
exemption under section 421 of the New York Real Property Tax Law. The
burden of establishing eligibility rests with the organization, but doubtful cases
shall be referred to the Office of General Counsel for decision.
9. An application for assignment of space for one or more occasions made by a member of
the University community or in the name of a University organization shall be deemed to
be made by a non-University organization and subject to all the requirements of those
guidelines applying to non-University organizations when, for any occasion, the expected
attendance of persons who are not members of the University community exceeds the
expected attendance of persons who are members of the University community.
10. The acceptance of reservations and the assignment of space within a University facility
available for nonacademic purposes will be made in accordance with the following
schedule of priorities:
a. Members of the University community for whose use the facility was primarily
designed, e.g., The Steinhardt School of Education administration, faculty, or
students in Pless Hall; Weinstein residents in Weinstein; student organizations at
Kimmel Center.
b. University organizations of faculty, administration, staff, or alumni and registered
student and student-faculty organizations.
c. Meetings (limited to two) to organize a University organization, as defined above,
sponsored by a member of the student body, faculty, or administration.
d. Other use by students, faculty, and administration.
e. Non-University organizations meeting the requirements of paragraph 8 above.
11. Recognizing the need to create conditions in which people of all shades of political
opinion are given an opportunity to meet and discuss their views, University facilities
may be used by members of the University community for the purposes of engaging
in political activities when those activities are directed to and conducted within the University. However, the University cannot under its charter and the obligations of a notfor- profit educational institution in New York State become a source of subsidy for
strictly political action groups. University facilities are not available to non-University
organizations for use in political activities. Questions of appropriate use of University
facilities for political activities should be referred to the Office of Legal Counsel.
12. The use of University facilities for the purpose of raising funds whether through charter admission to an event, by soliciting voluntary contributions, or otherwise, is permitted only under the following conditions:
a. By University organizations, provided the funds raised are intended for purposes
consistent with the purposes of the University and its exemption from registration
under the New York Social Services Law, and in no event are intended to be used
for the support of political activities.
b. By non-University organizations, qualifying under paragraph 8 above to use
University facilities, provided the funds are to be used for the purposes upon
which their eligibility for tax-exempt status is based.
13. Local offices may designate areas within University facilities for the distribution of
literature or other materials by students as long as such activity does not (a) impede the flow of traffic or (b) disrupt the normal functions of the facility. Salespersons, advertising distributors, or other persons not members of the University community are prohibited from soliciting or distributing literature in University facilities at any time.
14. The University Senate Committee on Public Affairs shall be responsible for the review of these Guidelines and for developing additional Guidelines, if needed, for approval by the Senate; for hearing grievances and arbitrating disputes; and for determining violations of the Guidelines. Appeals from decisions of the Committee may be made to the Senate.
15. Any violation of University regulations, including these Guidelines, shall be sufficient
cause for the cancellation of, or limitation on, assignment of space without prejudice to any other sanctions that may be imposed by any disciplinary body within the University.

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  1. Dates of official enactment and amendments: Not Available
  2. History: N/A
  3. Cross References: N/A