Booking and Use of University Space Policy

Purpose

The lands and buildings of the University are private property and the University reserves the right to control access to its campuses, and to control the use of its space and facilities.   The University endeavours to provide a safe environment, conducive to personal and intellectual growth, not only free of discrimination, injustice and actual or threatened violence, but also characterized by understanding, respect, peace, tolerance, trust, openness and fairness.

In furtherance of the University’s mission of learning, teaching and research, the University endeavours to make Space available to members of the University community and the public for their use (“Bookable Space”).   In doing so, the University must ensure that any such usage is undertaken in a manner that ensures the safety of the University community and facilities, and is in accordance with the University’s legal obligations, values, and reputation.  The University is fully committed to promoting and advocating academic freedom and freedom of expression.  At the same time, it has a responsibility to ensure that all members of its community can reasonably expect to pursue their work and studies in a safe and civil environment.

The purpose of this Policy is to establish parameters and guidance for the booking and use of space at the University, and to establish terms and conditions for the temporary use of Bookable Space for the purpose of Events.

Definitions

1. For the purposes of this Policy the following definitions apply:

“Academic” means activities of an educational, research and student support nature within the University, other than Academic Course Scheduling.

“Academic Course Scheduling” means the use of Bookable Space for activities related to the delivery of University programs and curricula, including classes, laboratories, tutorials, and seminars.

“Administrative” means the use of Bookable Space for activities related to the ongoing management and operation of the University, including the maintenance of the University facilities.

"Bookable Space" means a Space forming part of the property of facilities of the University, that is made available by the University, in its sole discretion, for use by the University community, such as conference rooms, meeting rooms, classrooms, gymnasiums, lecture halls, breakout rooms, the theatre, atriums, and outdoor spaces.

“Event” means any short-term organized gathering, meeting, display, activity, or form of public address that occurs outside of the University’s primary scheduled academic and operational activities. Primary activities include, but are not limited to, classes, lectures, labs, tutorials, seminars, examinations, coursework, research, study, administrative or academic meetings, and office work. Events may include, but are not limited to, conferences, performances, non-credit lectures or public addresses, displays, banquets, film screenings, and activities open to the public.

 “External” means a User that is not a current faculty or staff member or student of the University.

“Open to the Public” means an Event that permits individuals from the general public to attend without a formal specific invitation.

“Space” means any location owned, leased, rented or otherwise occupied by the University.

“Student Organized” means an activity that is hosted or sponsored by a recognized Student Organization, as that term is defined in the Policy on the Recognition of Student Organizations.

“User” is any organization or individual that has been granted permission to use Bookable Space.

Scope and authority

This Policy applies to all members of the University community including faculty, staff, and students, as well as visitors and external organizations seeking to use Space.

This Policy is to be read in concert with other University policies that pertain to acceptable conduct, including the Student Conduct Policy and Respectful Campus Policy and does not supersede or restrict the application of them, or applicable laws, including municipal by-laws.

The Vice-President, Administration is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of this Policy. A decision under this Policy may be reviewed by the Vice-President, Administration or their delegate.

Policy

The lands and buildings of the University are private property. The University reserves the right to control access to its campuses and the use of its lands and facilities. The University shall manage the use of its lands and facilities in accordance with the University’s core mission and objectives, the academic plan, and the University’s policies, procedures, and guidelines.

The University has sole discretion on the purpose for which Bookable Space, University lands and University facilities can be used, and may, in its sole discretion, accept or decline a request for Bookable Space, impose any conditions on use of Bookable Space, assign an appropriate alternate space for any Event, and revoke or terminate permission to use Bookable Space.

Individuals must obtain prior permission to use University property as set out in the Procedures.

The priority for the allocation of Bookable Space will depend on the type of space, activity, and location.  Where there is competition for Bookable Space, the University will consider the following priority ranking for use of Bookable Space (in the descending order beginning with the highest priority):

1. Academic Course Scheduling
2. Academic
3. Administrative
4. Student Organized
5. External

Users are required to comply with all conditions, restrictions and obligations placed by the University on the use of a particular Bookable Space.

No individual may, in University Space: (i) impede access to University property, any building, office, or room or; make any modifications that alter or otherwise damage the Space (including drilling or the use of tape that damages surfaces); (ii) permit the inclusion of pets or other non-service animals; or (iii) undertake activities on University property within the hours 11:00pm and 7:00am; without the specific prior permission of the University obtained through the Director, Risk Management.

All signage and advertisements in University Space must be approved pursuant to the Postering in University Spaces Procedures prior to being posted or published.  Use of any University logos or official marks requires the express written permission of University Communications. No advertisements or signage may state or imply the endorsement or approval of the University for an Event, cause, speaker, or group.  No third-party advertisements or signage may state or imply an official affiliation or connection with the University.

All Users and attendees granted permission to use University Space are required to comply with all applicable University policies, federal and provincial statutes and municipal by-laws relating to private property, the rights of individuals, and the University while on University Space.

Where the costs for the use of Space would exceed the costs of normal University operations, those costs will be the responsibility of the User, 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. The University is not responsible for subsidizing the costs of the use of Space.

COMPLIANCE

The University manages compliance and enforcement of this Policy in accordance with existing processes in place.  Non-compliance with this Policy by an individual may constitute trespass or a violation of other applicable law.   Non-compliant Students, faculty and staff may be subject to discipline under the applicable policy instrument, such as the Student Conduct Policy, the Freedom of Expression Policy, or the Ethical Conduct Policy, and visitors may be asked to leave or be otherwise removed from campus.

Monitoring and review

This Policy will be reviewed as necessary and at least every three years.  The Vice-President, Administration, or delegate, is responsible to monitor and review this Policy.

Relevant legislation

Human Rights Code, R.S.O. 1990, Chapter H.19

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Liquor Licence Act, R.S.O. 1990, Chapter L.19

Occupational Health and Safety Act, R.S.O. 1990, Chapter O.1

Trespass to Property Act, R.S.O. 1990, c. T.21

Related policies, procedures & documents

Booking and Use of University Space Procedures

Freedom of Expression Policy

Policy on the Recognition of Student Organizations

Risk Management Policy

Administrative Guidelines for Determining the Academic Schedule

Access Control Policy and Procedures

Postering in University Spaces Procedures

Respectful Campus Policy

Student Conduct Policy

Student Sexual Violence Policy