Oklahoma State University-Oklahoma City
Student Center and Campus Events

Policy Governing Use of Student Center

This Oklahoma State University - Oklahoma City (OSU-OKC) Student Center policy has been developed as part of the OSU-OKC policies and procedures.

 
  1. As a publicly supported institution, campus facilities are available, not only to its students, faculty and staff, but to the general public, as well; however,
     
  2. Facilities of the campus are not available to persons whose presence does not contribute to the institution's educational mission.


AVAILABILITY OF STUDENT CENTER SPACE

 
  1. In general, the space of the OSU-OKC Student Center is intended primarily for use by students, faculty, staff, alumni and guests of the campus for programs which will enhance the educational (non-credit), social, cultural and recreational development of individuals. As space is available, it may be reserved by organizations not affiliated with OSU-OKC provided approval is obtained by the Scheduling Office. Therefore, in keeping with this policy, the use of the Student Center space will be available for:
     
    1. Student groups which have membership representation at OSU-OKC and the meetings of which have a relationship to academic programs or to campus activities;
    2. Educational meetings sponsored by departments, divisions or management units of the OSU-OKC campus.
    3. Educational meetings sponsored by departments, divisions or management units of OSU-OKC in conjunction with outside organizations and approved for sponsorship by the appropriate Vice President or the President.
    4. Professional, scientific, and learned organizations having state or national recognition;
    5. Educational organizations which are professionally recognized or have a direct relationship to elementary or secondary schools or to colleges and universities, either public or private;
    6. Organizations other than educational which present programs that make use of the academic resources of the institution as deemed appropriate by the authorizing Vice President or the President;
    7. Meetings, short courses, institutes, and conferences requiring facilities unique to those of the institution;
    8. Local activities which contribute to the mission of OSU-OKC.
       
  2. All use of the Student Center space must comply with applicable laws, policies and Student Center bond requirements.
     
  3. Any exception to these guidelines must be approved in advance by the Vice President for Finance and Operations or the President.


RENTAL OF STUDENT CENTER SPACE

 

As a general rule, Student Center space will require direct or indirect compensation to the Student Center. This principle will be administered as follows:

 
  1. As the Student Center is not compensated through the OSU-OKC fee structure for use by groups not directly affiliated with or employed by OSU-OKC, there will be a direct charge for the use of Student Center space by off-campus groups. This will include all meetings/conferences, short courses, institutes, activities or events sponsored by or for non-OSU-OKC groups or persons.
     
  2. As the Student Center is partially compensated through the OSU-OKC fee structure for general building use by OSU-OKC students, faculty and staff, there is normally no charge for space used for OSU-OKC related meetings and events when each of the following criteria is met:
     
    1. The meeting or event is sponsored by OSU-OKC recognized or registered student, faculty, or administrative groups authorized by the appropriate Vice President or the President;
    2. The nature of the meeting or event is within the recognized purposes of the group and is intended for members of the sponsoring group, or for students, faculty and staff of OSU-OKC;
    3. There is no admission charge. Registration fees and donations which generate revenue in excess of direct program costs will be viewed by the Student Center as profit from which a rental fee will be charged.
       
  3. In addition to a rental fee, technical charges or setup fees may be assessed for use of the Student Center facilities when the sponsoring group requires equipment, staging, or settings beyond that which is normally provided for the facility being reserved.
     
  4. Some public events, which are judged by a campus Vice President or the President as a desirable contribution to the general welfare of the OSU-OKC community, may be co-sponsored by OSU-OKC and thereby be exempted from rental charges. Technical or additional charges will normally not be waived. Any such exception must be approved in advance by the appropriate Vice President or the President.
 


RESERVING STUDENT CENTER SPACE

 
  1. All use of Student Center space must be reserved through the Scheduling Office. All reservations will be made on a first-come, first-served basis based on availability of space, number of attendees and compliance with the guidelines of this policy.
     
  2. Requests for space by groups not affiliated with OSU-OKC may require additional time for confirmation and require a reservation fee at the time of confirmation. An immediate response may not be the rule, as scheduling must be compatible with the OSU-OKC master calendar and availability of Student Center space.
     
  3. The Scheduling Office reserves the right, if necessary, to make room changes to better accommodate scheduling conflicts. Considerable care will be given to insure comparable meeting space. If a room change is necessary, the customer will be notified in advance.
 

Approved by Executive Council 4/29/94 Revised 4/28/00

 

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