Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Office of the Provost
No. 2.2.01

Use of Facilities at the Medical College of Georgia

Purpose
To implement procedures governing use of facilities at the Medical College of Georgia.

Responsibility
The overall responsibility rests in the offices of the President and the Provost. For practicality however, the following authorized designees are suggested. These individuals will assume the responsibility for allocating specific space on a temporary basis for defined purposes.

Procedure
Requests for the use of the facilities of the Medical College of Georgia are to be submitted to the Authorized Designee. In the event that there is no such designee, the "Use of Facilities Form" (see Exhibit 1) should be submitted to the Office of the Provost. Requests for the use of the Student Center and the Student Center Parking Deck are to be submitted to the Authorized Designee utilizing the "Facilities Use Form for the Student Center and Parking Decks" (see Exhibit 2). It is recognized that although in most instances a "first come, first served" basis will be honored, certain circumstances may dictate otherwise.

I. Philosophy and Purpose
Property of the Medical College of Georgia shall be used only for institutional purposes.

II. Scope
This policy shall apply to all facilities located on the campus of the Medical College of Georgia and other facilities under the administrative authority of the President of the College, to include all buildings and structures, grounds, sidewalks, recreation areas, and streets considered to be part of the campus of the College. This policy shall apply to all faculty, staff, residents, interns and students of the Medical College of Georgia. Part- time and special term employees as well as students in special, short-term and continuing education programs shall be similarly governed. In addition, persons who are not students or employees of the College, while on College property, are required to abide by all pertinent policies and campus regulations.

In addition to faculty, students, residents, interns and staff of the College, access to the facilities on the campus of the Medical College of Georgia shall be limited to those persons present as authorized visitors, to include all clinical patients and invited guests, or as a result of an officially recognized campus-oriented function or activity.

III. General Policy Governing Use of Facilities

1. The primary jurisdiction over all institutional facilities shall rest with the Office of the President and those to whom he delegates authority to assign and control campus facilities.
2. The use of Medical College of Georgia academic facilities, classrooms, seminar spaces, laboratories and auditoria for scheduled instructional purposes shall take precedence over all other uses of such spaces. It should be understood that some exchanges of facilities may be required for specific needs engendered by certain scheduled instructional purposes, e.g., the utilization of the small auditorium in the Auditoria Center for MCG Continuing Education courses. (It is suggested that such exchanges could be handled on a person-to-person basis). Hospital and clinical facilities designated for teaching, research, and patient care purposes shall not be used for these purposes unless the expressed approval of the President, or his authorized designee, for its use is obtained in writing.
3. The Medical College of Georgia requires that campus organizations or individuals who are planning to use the facilities will submit notification of such an event to the appropriate division or divisions that would be expected to provide services, e.g., Physical Plant, Health Communications, one week prior to the ensuing event.
4. The Medical College of Georgia expects and requires the principal focus of all activity on and within the facilities of the College will be directed toward and essentially restricted to the faculty, staff, students, residents, interns and alumni of the Medical College of Georgia as defined herein.
   1. Programs or activities sponsored by recognized, nonprofit service or health organizations for which it can be clearly demonstrated that a major public or institutional benefit will be rendered.
   2. Programs or activities sponsored by recognized health or health related professional organizations when it can be clearly demonstrated that a major benefit will be rendered in enhancing the professional competence of recognized practitioners of the health professions.
   3. Programs or activities sponsored by recognized service and/or social organizations composed of members of the families of students, staff, residents, interns, faculty or alumni of the Medical College of Georgia. It must be clearly demonstrated that a major institutional benefit will be rendered by such programs or activities.
   4. Programs or activities necessary for the provision of health care to the people of this community, district, state and region when such programs and activities are within the capability of the college and/or essential for the educational purposes of the College.
5. The use of College offices or other space shall not be granted to any organizations or groups who propose to use such facilities for any unlawful activity or for the purpose of organizing or aiding any unlawful activity.
6. The use of College offices or other space shall not be granted to groups, including community organizations who are not affiliated with the Medical College of Georgia for:
   1. any commercial or business enterprise.
   2. political campaigning or fund raising for political purposes.
   3. social, recreational, and athletic programs or activities.
7. Nothing in this policy is intended to restrict in any way the use of institutional facilities for:
   1. regularly scheduled classes.
   2. provision of hospital and clinical services to the community.
   3. professional society meetings including student chapters.
   4. authorized consulting, contract or sponsored research.
   5. extra or rescheduled classes.
   6. seminars, meetings, special instructional lectures of in-service training sponsored by administrative, academic alumni or continuing education units of the Medical College of Georgia.
8. Before any commitment is made for institutional facilities to be used for activities of an organization, the accompanying form entitled "Use of Facilities" or "Facilities Use Form for Student Center and Parking Decks" must be completed by the applicant and approved by the authorized designee.
9. Use of recreational facilities is limited to students and faculty. These include on-campus outdoor facilities (tennis courts, putting green, and a multipurpose outdoor basketball/racquetball court) and facilities in Pavillion II (weight room), and the Student Center (table tennis, billiard tables, photography dark room, piano room, locker rooms and showers, and television room and lounges). As a means of determining those authorized to use recreational facilities, all students and faculty are required to have possession of their photo identification badges while using these facilities. Public Safety officers and supervisory personnel responsible for assigned areas may stop individuals with or without visible identification to determine or verify their authority to use recreational facilities. (Also see Section 1.6.11 of Administrative Policies and Procedures).

IV. Policy Governing Use of Facilities by Campus Organizations
Campus organizations, including formally registered student organizations, shall have access to Medical College of Georgia facilities for regular meetings and other events related to the stated objectives and purposes of the organization.

Student organizations, to be eligible to use campus facilities, shall be formally registered with the Office of Campus Activities and the Student Government Association. Formal registration criteria is established by the Division of Student Affairs and the Student Government Association, with approval by the appropriate faculty committee and the President. Such criteria is published by the Student Government Association.

V. Policy Governing Use of Facilities for Fund-Raising Events
Campus organizations, faculty, or other institutional personnel may use their offices or other campus facilities for the development or implementation of activities for which an admission fee is charged or other funds are solicited, provided that the fund- raising events are held only to benefit recognized charities. Approval will be granted only for use of facilities for fund-raising events or other purposes which are consistent with institutional policies and health related purposes. Organizations, faculty, or other personnel using offices or other facilities of the institution for the development or implementation of approved income-producing events will be required to pay the institution for the expenses incurred because of the event. The accompanying form entitled "Request for Use of Institutional Facilities" must include the plans for all income-production related to the proposed activity and must be approved in advance by the Office of the Provost. Within three weeks following the event, an itemized income and expense statement must be submitted to the Office of the Provost with a copy sent to the Vice President for Administration.

VI. Policy Governing Use of Facilities for Presentations by Outside Speakers

1. The freedom of speech and assembly guaranteed by the first and fourth amendments to the United States Constitution are confirmed and are to be enjoyed by those affiliated with the Medical College of Georgia; therefore, students, residents, interns, faculty, staff and alumni of the College shall be permitted to have the opportunity to hear off-campus or outside speakers on the campus.
2. As there is no absolute right to assemble or to make or hear a speech at any time or place regardless of the circumstances, content of speech, purpose of assembly, or probable consequences of such meeting or speech, the issuance of invitations to outside speakers shall be limited, but only in manner set forth herein:
   1. An invitation to an outside speaker shall be made by any organized campus group recognized by the President or his designee, or by a formally registered student organization.
   2. The President has the authority to deny the presentation by an outside speaker under the following circumstance when after proper inquiry, it has been determined that the proposed speech will constitute a substantial likelihood of danger to the institution's orderly operation by the speaker's advocacy of such actions as:
      1. the willful damage or destruction, or seizure and subversion of the College's buildings or other property; or
      2. the forcible disruption or impairment of, or interference with, the College's regularly scheduled classes, provisions for patient care, research, services and similar operations; or
      3. the physical harm, coercion, intimidation, or other invasion of lawful rights, of the College's officials, faculty, staff, residents, interns, students or alumni; or
      4. the violent overthrow of the government of the United States, the State of Georgia, or any political subdivision thereof; or
      5. other campus disorder of a violent nature.
   3. Where the presentation by a speaker is denied, the sponsoring organization thereby allegedly aggrieved may make written application to the Board of Regents for a hearing. The Board of Regents shall have the power to grant or deny the request, and its decision will be final.
   4. Approval of a presentation by a speaker shall not be construed, through advertising or other means, to imply that the speaker's views are endorsed by the College. The President or his designee may require that all public advertising concerning the speaker specifically state that the speaker's view's on any issue do not represent the views of the Medical College of Georgia.
   5. When deemed to be in the best interest of the College, the President or his designee may require that any meeting be closed to all persons other than faculty, staff, students, residents, interns and/or alumni of the Medical College of Georgia.
   6. The College has no responsibility to provide facilities for outside speakers. Therefore, facilities will not normally be provided for nonaffiliated or nonsponsored speakers.

VII. Policy Governing Use of Facilities for Distribution of Materials and Use of Amplified Sound

1. Any use of campus facilities or grounds shall always be subject to the preservation of orderly conduct, noninterference with College functions or activities, and identification of sponsoring groups or individuals. The preservation of a suitable environment for study, research and patient care is of paramount importance. In this respect:
   1. Amplified sound may be used, but the privilege may be withdrawn if it interferes with the function of the College.
   2. Placing of posters or displays may only be done on bill boards or other areas approved for this purpose. Erecting, posting or displaying signs or other similar materials in any and all other locations is prohibited without the written permission of the President or his designee.
   3. Noncommercial materials or literature may be distributed at any outdoor location which is not closer than 25 feet to the entrances of a building, providing such distribution does not interfere with regularly scheduled classes, patient care or similar activities or does not infringe upon the privacy of individuals.
   4. The distribution of materials and literature within campus buildings or facilities shall be confined to areas prescribed for such activity. All distributed material must be clearly identified by the name of the organization or sponsoring persons and, except for official College announcements, shall be removed from posted areas after ten days.

VIII. Policy Governing Use of Facilities for Activities Involving Alcoholic Beverages

1. The use or possession of alcoholic beverages on the campus and institutionally sponsored off- campus events shall comply at all times with Federal, State and local Laws governing use, manufacture, distribution, possession, sale and transportation of alcoholic beverages.
2. The use or possession of alcoholic beverages in campus clinics, classrooms, auditoria, laboratories, seminar spaces, and offices is prohibited.
3. The use or possession of alcoholic beverages in the Hospital shall be as defined in this policy, except that patients in the Hospital may use alcoholic beverages when prescribed by their attending physicians. Other use of alcoholic beverages by patients in the hospital is prohibited.
4. The use or possession, except for inconspicuous transporting of alcoholic beverages in public areas of the campus, to include grounds, lounges, T.V. rooms, recreational facilities, hallways, foyers, stairways, and similar areas, is prohibited except as set forth in paragraphs 5 and 6 to follow.
5. The use of alcoholic beverages in student rented rooms is permitted. The student, students or other persons assigned to the room or apartment shall be responsible to insure that the use of alcoholic beverages in the room does not interfere with the right of other individuals to enjoy reasonable peace and quiet.
6. The President or his designee may authorize alcoholic beverages to be used in lounge areas, the Student Center, cafeteria facilities, and similar areas provided that such use is in conjunction with an event sponsored or supervised by the College, a school or department of the College or a campus organization to include registered student organizations . It is the responsibility of the Vice Presidents or Deans, and the persons/organizations who sponsor any event at which alcohol is made available to adhere to Section items VIII a-m below and the guidelines as published in the Campus Activities office.

   These requirements also apply to any institutional (faculty, staff or student organization) sponsored events off campus.

   1. Persons under legal drinking age can not use or possess alcoholic beverages.
   2. Persons/organizations that sponsor an event are responsible for insuring that participants who consume alcoholic beverages are of legal drinking age.
   3. Persons of legal drinking age must not provide alcoholic beverages to underage persons.
   4. Persons must not present false identification, either written or oral, in order to obtain alcoholic beverages.
   5. The sale of alcoholic beverages is illegal on campus and expressly prohibited. (Also, the collection of funds at the door is prohibited.)
   6. No alcoholic beverage should be given to any person who is in an obvious state of intoxication. Alcoholic beverages may not be distributed after 11:30 p.m. and all events must end by 12:00 midnight.
   7. All on-campus events must be approved by the appropriate administrative officer (President, Vice President, Dean, or appropriate designee according to their areas of assignment).
   8. Public advertising of any event must not include the mention of alcohol.
   9. Food and free non-alcoholic beverages must be available at each event.
   10. Open containers of alcoholic beverages cannot be carried outside the area of the event.
   11. Drinking contests in any form with alcoholic beverages is prohibited.
   12. The flagrant display of any alcoholic beverage is prohibited.
   13. A student, resident, intern, staff member, faculty member, or their guests who are in an intoxicated condition as manifested by boisterousness, rowdiness, obscene or indecent conduct or appearance or by vulgar, profane, lewd or unbecoming language, shall be subject to removal from the event and may be subject to disciplinary action.
7. The "Facility Use Form For Student Center and Parking Decks" is available from the Division of Student Affairs (see Exhibit 2). These forms include guidelines for serving alcoholic beverages and for arranging housekeeping services and security in these areas.

Date: 16 Sept. 1985 | Rev. No: 90-2 | Rev. Date: 1 April 1990 | No. 2.2.01