Pine Technical College
Policy and Procedure

Policy Number: 105 Date: 3/27/00 Revision Date:
Division/Department: General Administration Author: Garland Kotek/Lynette Olson
Subject: Facility/Equipment Use Agreement

Authorities:

Purpose:
Pine Technical College encourages groups and organizations to use the facilities. To ensure the interest and safety of each participant attending a function at PTC, the following guidelines must be adhered to. All non-profit entities are exempt from facility use charges, except for equipment use, satellite and custodial services.

Definitions:
Contractor: A person signing a formal agreement
User: A person(s) using the facility
Vendor: A person/business that sells food, etc.
For-Profit: A business for profit
Non-Profit: 501C3 designated

Policy:
1. The Facility Use Agreement/Contract must be completed with required signatures prior to the event.

2. A fee will be charged over and above the facility use fee for any personnel/technician/equipment services requested.

3. Facility hours:

    Academic Year:

        Monday thru Friday 7:00 am - 10:00 pm
        Saturdays 7:30 am - 4:00 pm

    Summer Break:

        Monday thru Friday 7:00 am - 5:00 pm
        After 5:00 pm or Saturday by request/agreement only

4. Meals and/or refreshments are to be contracted locally or with PTC's food service vendor. It is the responsibility of the user(s) to make all of the arrangements.

5. All requests for custodial services should be made in advance.

6. The contracting group/organization must provide their own insurance coverage. (A copy must be on file with the contract)

7. All requests for telecommunications activities (including the room reservations) should be made through the Media Center. (Telephone #320-629-5145)

8. Any materials/equipment brought in by a group/organizations must be brought in the same day of the event and removed at the end of the scheduled time unless prior arrangements with administration are approved. Compatibility with PTC's system(s) must be established in advance of the event.

9. The facility meets the Americans with Disabilities Act regulations. Only animals used as service animals (e.g. guide dogs) are allowed inside the campus facility.

10. PTC is a tobacco free facility. Also, no alcohol is allowed on the premises.

11. Any damage to the facility will be the responsibility of the group/organization.

12. Activities that compete with PTC offerings and activities will be denied.

13. Cancellations are to be made 24 hours prior to the event.

14. Each group/organization that request use of the facility must complete and sign a Facility/Equipment Use Agreement. The person signing this document is responsible for damages done to buildings, the grounds, or equipment and for any personal injury incurred by participants during the event. The person is responsible for informing the group/organization of all regulations.

15. The following spaces are available by arrangement:

 

 

VCR

 Video
Monitor		 Overhead
Projector		 Slide
Projector		 Networked
Pentium
based
PC
computers
for
student
use		 Data/video
Projection
Unit		 Laser
Printer		 Network
ports
for
student
use		 Network
ports
for
instructor
use		 Scan
Converter
(used
top
display
computer
output
on a
video
monitor		 Interactive
television
capabilities
(call
for
details)
Auditorium -- 20          
ITV Classrooms
50, 53, 175, 177		            
Classrooms
250-260-270		              
Classrooms
51-52		          
Computer Labs 70-71                  

    Information in the above table may change. Please contact the Media Center at 320-629-5145 for details.

    Computer services requiring network access must be arranged prior to the scheduled event.

The following AV Equipment may be made available by request.

Procedure:
Inquiries for facilities and equipment use should be routed to the Administrative Assistant to the Vice President of Academic Affairs of the Academic Affairs office. ITV and satellite program reservations are to be routed to the Communications Technician of the Media Center. The agreement will be completed with required attachments and sent to contractor for signature. The agreement will then be forwarded to the Vice President of Academic Affairs for approval. Once approved the agreement will be forwarded to the appropriate Account Clerk Senior of the Business Office for billing.

Responsibilities:
The Administrative Assistant to the Vice President of Academic Affairs is the primary contact for room and equipment reservations. The VPAA will delegate secondary contact as appropriate. The ITV room and satellite program reservations are to be coordinated through the Communications Technician.

Dissemination:
Dissemination of the form will be as follows:

    White - Business Office
    Yellow - Academic Affairs
    Pink - Client
    Gold - Department

Policy will be routed to all faculty and staff.

Reviewed by Leadership Team:04/10/00
Reviewed by Academic Affairs:06/30/00
Reviewed by Administration: 08/23/00
Approved: 09/25/00

Pine Technical College is an equal opportunity educator. Persons shall have equal access to its programs, facilities and employment regardless of race, color, creed, religion, gender, national origin, sexual preference, veterans' status, marital status, age, disability, political affiliation/belief, status with regard to public assistance, or inclusion in any other group or class against which discrimination is prohibited.