Ohio Administrative Code|Rule 3342-5-12.4 | Administrative policy regarding event registration and use of university facility and grounds.

                                                
(A) Purpose. This policy serves to provide the
		  administrative process for event registration of university facilities and
		  grounds, as well as the conditions under which unregistered, non-exclusive use
		  of university grounds may be permitted. Each regional campus shall comply with
		  this rule as it may apply to event registration and use of its facilities
		  and/or grounds.
(B) Scope. This policy applies to members of the university
		  community (students, employees, registered student organizations, departments,
		  and affiliates) as well as to individuals outside the university community
		  (i.e., non-university parties) engaged in non-instructional use of university
		  facilities and/or grounds. 
(C) Definitions. The following definitions shall apply to
		  this policy: 
(1) Event. Any use of university facilities or grounds the
			 must be registered under this policy. 
(2) Registration. The formal process for reserving use of
			 university facilities and/or grounds. 
(3) Registered student organization. A student organization
			 registered with the university pursuant to rules 3341-4-11, 3342-4-11.2, and
			 3342-4-11.201 of the Administrative Code. 
(4) Department. A general term used in this policy to refer
			 to the relevant office, department, center, school, college, division, etc. of
			 the university. 
(5) Affiliates. Non-university entities that have a formal,
			 recognized affiliation with Kent state university and provide support and
			 services essential to the mission of the institution. 
(6) Sound amplification equipment. Any device used to
			 amplify sound. Sound amplification equipment as defined in this policy is
			 further regulated by rule 3342-4-03.303 of the Administrative Code.
			 
(7) Facility. A general term used in this policy for any
			 building, structure, or facility owned or operated by Kent state university.
			 
(8) Grounds. A general term used in this policy for any
			 outdoor areas on Kent state university property. "Certain available
			 university grounds" shall mean areas identified by university events and
			 conference services as available for exclusive use upon registration as
			 provided for in this rule. 
(9) Non-university party. Members outside the university
			 community including, but not limited to: alumni, visitors, non-students,
			 non-employees, and entities or organizations not registered through the Kent
			 state university center for student involvement. 
(D) Implementation. Any individuals or entities, including
		  but not limited to registered student organizations, university departments,
		  affiliates, and/or non-university parties, shall comply with this rule
		  regarding use of university facilities and/or grounds. 
(1) Use of university facilities for instructional purposes
			 takes precedence over all other uses. The office of the registrar is
			 responsible for scheduling university facilities for instructional purposes.
			 
(2) The vice president for student affairs, through the
			 office of university events and conference services ("UECS"), shall
			 be responsible for developing, implementing, posting, and revising the policies
			 and procedures for registering use of all available university facilities
			 and/or grounds on the Kent campus of Kent state university. Each regional
			 campus dean shall be responsible for creating similar policies and procedures
			 consistent with this rule. 
(E) Application. 
(1) An event requiring use of university facilities or
			 grounds shall not be considered "registered" until approved by UECS
			 and such approval is communicated to the applicant. 
(2) Inside. UECS, or the equivalent regional campus office,
			 shall be responsible for the registration of all non-instructional events in
			 university facilities. All non-instructional use must be registered through
			 UECS, or the equivalent regional campus office. 
(a) All events occurring
				inside a university facility must be: 
(i) Sponsored by a registered student organization or
				  university department. The registered student organization or university
				  department sponsoring the event shall be responsible for such facility use fees
				  as currently published by UECS, or equivalent regional campus office;
				  
(ii) Registered through the process provided by UECS, with
				  the request submitted in accordance with the time periods as published on the
				  UECS or the equivalent regional campus office website. Material changes to
				  registered events must be communicated to UECS, or the equivalent regional
				  campus office, in writing no later than the date provided by UECS at the time
				  of approval; and 
(iii) Organized and conducted in compliance with applicable
				  provisions of the Revised Code and Administrative Code, including but not
				  limited to section 2917.40 of the Revised Code, as well as any applicable
				  university policies. 
(b) Signs attached to
				rigid supports or framework are prohibited inside university facilities.
				
(3) Outside. Events occurring outside on university grounds
			 shall be subject to the following provisions: 
(a) Exclusive use. In
				order to secure exclusive use of certain available university grounds for an
				event, the event must be registered through the process provided by UECS, or
				the equivalent regional campus office. 
(i) The university department, registered student
				  organization, affiliate, or non-university entity, registering the event shall
				  be responsible for such facility use fees as currently published by UECS, or
				  the equivalent regional campus office on the website. In the case of an
				  individual, the individual registering the event is personally responsible for
				  such fees. 
(ii) Requests for exclusive use of certain available
				  university grounds for an event must be submitted to UECS in accordance with
				  the time periods published on the UECS, or the equivalent regional campus
				  office website. Material changes to registered events must be communicated to
				  UECS, or the equivalent regional campus office, in writing no later than the
				  date provided by UECS at the time of approval. 
(iii) The event must be organized and conducted in compliance
				  with applicable provisions of the Revised Code and Administrative Code,
				  including but not limited to section 2917.40 of the Revised Code, as well as
				  any applicable university policies. 
(iv) Priority for registration of events on university
				  grounds shall be reserved for registered student organizations and university
				  departments. 
(b) Unregistered,
				non-exclusive use. Members of the university community and non-university
				parties may engage in unregistered, non-exclusive use on university grounds
				provided that no sound amplification equipment is utilized, no temporary or
				semi-permanent structures are constructed or erected, and the use of university
				grounds is not intended to be exclusive. Individuals or entities engaged in
				unregistered, non-exclusive use must also comply with the following provisions:
				
(i) Time blocks. Unregistered, non-exclusive use of
				  university grounds shall be regulated by one hour blocks of time. Should a
				  registered event not assert or assume use of the space at the beginning of its
				  registered period of time, the unregistered, non-exclusive use may continue for
				  an additional one-hour block of time, or until such time as the registered
				  event asserts or assumes its registered use, whichever is shorter. Time blocks
				  begin with the beginning of the hour. 
(ii) Notice. When possible, individual and/or entities
				  engaging in unregistered, non-exclusive use should provide advanced notice to
				  UECS, or the equivalent regional campus office, so as to avoid scheduling
				  conflicts regarding existing registered events on campus. Events registered
				  through UECS, or the equivalent regional campus office, have priority and
				  exclusive use of university grounds over unregistered, non-exclusive use of
				  university grounds. 
(4) Prohibitions. Any use of university facilities or
			 grounds may not: 
(a) Significantly
				obstruct ingress and egress from any accessible point in a building, facility,
				or public way; 
(b) Significantly
				obstruct or disrupt the functions of the university including, but not limited
				to, teaching, research, administration, public service or other registered
				events; or 
(c) Significantly
				obstruct the free flow of pedestrian or vehicular traffic. 
(5) Suspension and termination. Any use of university
			 facilities or grounds under this policy may be temporarily suspended or
			 immediately cancelled at the discretion of the director of public safety, or
			 designee, in the occurrence of one or more of the following conditions:
			 
(a) The event or a
				participant at the event threatens to immediately and materially disrupt the
				normal activities and/or functions of the university; 
(b) The event or a
				participant at the event engages or threatens to engage in immediate unlawful
				criminal activities; 
(c)  The event or a
				participant at the event threatens the immediate health and safety of others,
				or poses an immediate and credible danger to the university community.
				
(F) Violation and sanctions. Events or use in violation of
		  any provision within this rule as determined by a university official appointed
		  by the vice president for student affairs or regional campus dean may be
		  immediately cancelled upon notice. Any person failing to comply with a lawful
		  order following such cancellation may be subject to applicable legal action
		  and/or disciplinary sanctions. 
(G) Appeal. Any individual, registered student
		  organization, university department, affiliate, or non-university party may
		  appeal a decision made under this policy to the vice president of student
		  affairs in writing no later than thirty days following the date of the
		  applicable decision was communicated to the aggrieved party. The decision by
		  the vice president for student affairs shall be final.