10-1: SFCC Collaborative Use of College-Owned and -Leased Property Policy

Policy Overview

Santa Fe Community College (SFCC or College) and the Santa Fe Higher Education Center want to serve as recognized and valued community resources. SFCC and the Higher Education Center are open campuses that welcome visitors and requests to utilize space and to explore its programs and facilities. SFCC and the Higher Education Center are committed to supporting the community and to developing and establishing collaborative relationships with neighbors and partners across the region. In support of these commitments, SFCC will at times provide partners free or discounted rates for the use of College facilities and grounds for individuals, neighbors and groups to hold meetings, activities and special events. This policy provides guidelines on how to reserve and how to apply for Collaborative Use of SFCC property and lists SFCC’s priorities for collaborative use requests.

Scope and Applicability

This policy covers all College-owned and -leased property, including the Santa Fe Higher Education Center and any other location not on the main campus. This policy applies to community members, applicants for collaborative use, and all employees. Recognized student organizations as well as students and employees who host events for educational purposes are exempt from this policy; SFCC Foundation is exempt from this policy when scheduling Foundation events on campus. Most local, state and federal government entities are also exempt.

Policy Statement

SFCC is committed to being a participatory and supportive member of the Santa Fe community. One way in which the College demonstrates this is to provide free or discounted rates to its partners for use of College-owned and -leased property. The College receives a high number of requests for free or discounted rates, and must weigh these requests against its educational and public service mission.

Definitions

1. Benefit is something that supports the educational mission and/or enhances the visibility, image, reputation, reach or other value advantageous to the College.
2. Collaborative Use for the purpose of this policy, is when SFCC provides College-owned or -leased property free or at a discounted rate to an individual, neighborhood association, organization or entity that helps support the College’s mission and public service priorities.
3. College Facilities/Property/Space means all interior or exterior property leased or owned by SFCC including buildings, classrooms, laboratories, conference rooms, hallways, meeting rooms, parking lots, grounds, outdoor areas, tennis courts, ropes course, etc.; these exist to support academic achievement; includes SFCC assets and real estate, whether leased or owned, including the Santa Fe Higher Education Center and any other location not on the main campus.
4. Partner/Partnership Partner is an entity in a partnership with the College. Partnership is a relationship between the College and another entity (partner) that is mutually beneficial.
5. Recognized student organization One that has been formed for educational, professional, social, recreational, or other lawful purposes, derives the majority of its membership and all of its leadership from the student body of SFCC, has been approved for recognition by the Office of Student Development and maintains a current registration.
6. Special Event A cultural, sporting, business or other type of unique activity occurring for a limited or fixed duration, (one time, annual).

Policy Process

The primary purpose of SFCC property is to strengthen the educational mission of the College in an environment that supports teaching and learning. As a community service and acknowledging public support, the College may allow facilities and grounds to be available through a lease approved by the Conference Services Office or the Higher Education Center or through collaborative use.

1. The College welcomes collaborative use requests based on these priorities:
   1. Educational merit
   2. Community Service
   3. Social Responsibility
   4. Sustainability
   5. Health and Safety
   6. Food Security
   7. Diversity
2. The College will accommodate Collaborative Use requests when:
   1. The College is open.
   2. Space is available.
   3. The event supports the College’s mission to Empower Students and Strengthen Community. Empoderar a los Estudiantes, Fortalecer a la Comunidad and its strategic plan (www.sfcc.edu).
   4. The event does not negatively impact the delivery of educational services or offer courses or programs that compete with the College’s.
   5. The event does not present any risk that could negatively impact students, employees, finances or operations.
   6. SFCC’s support of the event is consistent with New Mexico anti-donation laws.
   7. The organization is one of SFCC’s partners or one that supports College programs or services.
3. SFCC academics and student activities receive top priority in use of College property.
4. All persons requesting collaborative use of College property must submit a Collaborative Use of College Property Application Form to the Conference Services Office or the Higher Education Center.
5. The College will prioritize approval of requests for activities and events that are consistent with SFCC’s Mission, Vision and Goals.
6. Requests are accepted on a first-come, first-served basis.
7. When there are multiple requests for the same facility at the same time, these priorities will guide the decision on which request is approved:
   1. Academics and Student Activities
   2. Student Services
   3. Institutional Support Services
   4. SFCC Library
   5. SFCC Foundation
8. Scheduling of collaborative use requests will take place after academic, continuing education and contract training classes have been scheduled.
9. Upon receipt of the request form, the Conference Services Office and the Higher Education Center will contact the appropriate departments, offices and programs for approval to avoid interrupting instruction and scheduling conflicts and ensure that there are sufficient resources to accommodate the request (budget, operations, custodial, security, technical, audio visual, employees, etc.).
10. The Conference Services Office and the Higher Education Center may refer approval to the Executive Team when appropriate (e.g. when the event/activity has campus-wide implications). Executive Team members shall share approved requests from their departments, programs, offices at the weekly meeting.
11. Alcohol is not allowed on campus unless expressly approved by the President (Policy 4-17 Drug-Free Workplace and Campus).
12. All external parties that use College property must assume their own liability and must maintain liability insurance throughout the period of use in an amount of at least one million dollars ($1,000,000) for bodily injury liability arising out of each occurrence and in an amount of at least one million dollars ($1,000,000) for property damage liability arising out of each occurrence. The College and the State of New Mexico and their officers, employees, and agents shall be listed as insured under the policy. Prior to the date of use, the user shall provide to the College a certificate of insurance verifying the existence of the necessary liability coverage.
13. All catering on the Main Campus must be provided through SFCC’s Food Services Office or the Culinary Arts Program; exceptions must be approved by the Vice President of Finance/Chief Financial Officer or designee.
14. The Conference Services Office or the Higher Education Center will communicate approval of the request to the applicant.
15. All approved entities must designate one person who is responsible for adhering to College policies and who will be present for the duration of the event.
16. The College may charge a fee to cover costs (custodial, labor, security, after-hours events, information technology equipment, media services, etc.). Fees are posted at sfcc.edu.
17. The College may seek reimbursement where appropriate (e.g., in the case of damages or unanticipated expenses).
18. Arrangements for payment of fees must be made in advance.
19. In certain circumstances, the College may require a deposit.
20. All users must be in compliance with College policies as well as local, state and federal laws and regulations.
21. The President shall review requests as appropriate and has final authority on approval.
22. SFCC reserves the right to move or reschedule approved events to meet College needs and will notify the applicant in a timely manner.
23. This policy does not apply to College partners who have a contract or a long-term relationship with SFCC.
24. External entities that rent space from the College should refer to SFCC Policy 8-2 Space Rental, Political Activity, Solicitation and Vending on Campus.

Statement of Accountability and Responsibility

The President, through the Executive Director of Marketing and Public Relations and the Marketing and Public Relations Department, shall be responsible for enforcing policies and procedures related to Collaborative Use of College-Owned and -Leased property. The Marketing and Public Relations Department shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention and remediation.

Authority

New Mexico Constitution, Article IX, Section 14 (anti-donation clause)
SFCC’s Mission, Vision and Goals
SFCC Policy 4-1 Workplace Ethics and Code of Conduct (Procedure: Z. Drug and Alcohol Use)
SFCC Policy 4-17 Drug-Free Workplace and Campus
SFCC Policy 5-4 Facilities Allocation, Use and Management
SFCC Policy 8-2 Space Rental, Political Activity, Solicitation and Vending on Campus
Request of Use of College Facilities Online Form
Request of Use of College Facilities PDF Form

Approval

SFCC Governing Board approved: 12/4/18