Facility Use Policy

Approved March 2001

Facilities and equipment of ENMU-Portales are for use by its students, faculty and staff for activities and programs that are directly related to the educational functions of teaching, research and preparation of scholarly material.

The highest priority for use of University facilities is for carrying out the University's educational functions.

Cultural, social and recreational events officially sponsored by the University community have priority in scheduling before outside groups.

The general public may or may not be invited to attend activities that are sponsored by the University.

Special use facilities (Buchanan Hall, Becky Sharp Auditorium, University Theater Center, Athletic Complex) may be scheduled and used for educational, cultural, recreational and organizational activities which are sponsored by the University community.

General use facilities (classrooms and meeting rooms) may be scheduled by faculty and staff members for educational, cultural, recreational and organizational activities provided for the University community.

The general public may be invited to attend special programs that are scheduled, sponsored, and controlled by the faculty members or staff. Such programs will be for the benefit of the University community.

University facilities may be scheduled and used by nonprofit agencies and educational institutions which conduct education or research programs. These agencies may or may not have an affiliation with Eastern New Mexico University.

As a state institution with a basic service function, the University may grant use of its facilities to educational institutions; city, state, or federal agencies; political organizations; and community, sectarian or religious organizations when such use does not conflict with University programs and is not of a personal nature.

All facilities shall be scheduled in advance. Academic and student use have first priority.

Conditions for Use of University Facilities

The facilities of the University may be scheduled by members of the University community (faculty, staff and sponsored organizations). Formal scheduling of activities shall be in the name of the sponsor who shall be a member of the University community. The sponsor shall:

  • Accept responsibility for sponsoring and supervising the program
  • Accept responsibility for assuring that the scheduled facilities are used for the purposes for which they were scheduled
  • Accept responsibility for reimbursing the University for damage to University property and facilities, including cleanup costs, that might occur in connection with the scheduled activity
  • Assure that all promotion and advertising of events involving the use of University facilities shall identify the individual or group sponsor of the event
  • Take all reasonable steps to ensure that the use of scheduled facilities comply with local, state, and national laws and University policies
  • Assume responsibility for the use of University facility which includes protecting the rights of speakers to be heard, the rights of the University community to hear speakers and the reputation of the University as a center of free speech and scholarly inquiry
    • Potential for disruption may occasionally arise at events held at the University. On such occasions, the vice president for Student Affairs and/or the vice president for Academic Affairs may appoint a presiding officer for the event who will be empowered to take necessary steps to see that participants are treated with courtesy and to ensure reasonable conduct of the event. In addition, it may be required that insurance and/or bond, or security personnel be furnished which are adequate for the protection of those who may attend such events and for the protection of the University facilities involved.
  • Determine whether their event will be open or closed to the public and shall be stated at the time of scheduling
    • If such meetings are open to the public, they are open to the press. Unobtrusive use of media devices is permitted during any public meeting, provided such use is consistent with contractual and scheduling agreements. The presiding officer shall judge whether such use is obtrusive and may request persons to stop using their cameras or recording devices.

General Limitations on Use of Facilities

University facilities may not be used for commercial, personal or private financial gain or for commercial advertising. Solicitors, sales persons, peddlers and canvassers seeking student contact are not permitted to operate within any building except the CUB. Students may not arrange sales conferences for other students. The vice president for Student Affairs may authorize distribution of student-oriented promotional materials.

The University will contract with an individual, group or firm to provide services on the campus which result in financial gain for the vendor or contractor providing such services. Such arrangements are excluded from this limitation provided they are made by a college department, organization or activity having a college account.

University facilities may not be used for fundraising events except through programs scheduled and sponsored by students, faculty or staff, for such events shall be for educational, charitable or on-campus organizational purposes, or for cultural programs presented for members of the University community. Student groups or individual students using University facilities for such fundraising events may contract for these program services and collect monies with oversight from the Business Office. Arrangements for proper control of monies raised must be made with the Business Office at least two weeks in advance of the event. Monies must be deposited in the account with the University. Groups using student funds will work with the director of Student Activities and Organizations in complying with this policy.

University facilities may not be used in any manner to involve the University as endorsing a partisan, political, sectarian or religious position.

University facilities may not be used in ways which interfere with the University's own teaching, research, administrative and service activities. Illustrative but not definitive of such kinds of interference are the following:

  1. Violence
  2. Damage to property
  3. Persistent noise at a level clearly or repeatedly disruptive of classes, research, administrative, business, study, etc.
  4. Protests that extend into academic administrative or student offices, classrooms, laboratories, study centers that are not considered part of or adjuncts to public corridors, except by permission or invitation

This section is not a denial of the right to peaceful meetings, protests or petitions for redress that take place in the vicinity for whom they are directed.

Facilities may be denied to individuals of organizations whose activities on this campus or elsewhere have established a pattern of causing interference with the University activities, property damage or personal injuries. In such cases final approval rests with the president's core staff. This section is not a censorship device to prevent unpopular speakers from presenting views on this campus, but is solely designed to protect the University from involving itself in situations which may present danger to the institution.

Classrooms and special facilities may be assigned for nonacademic and off-campus use when they are not being used for the academic program. Request for space are outlined in the "Procedures for Request of Academic Facilities".

Request for Office/Storage Space

The Office of Planning Services has the responsibility to allocate offices and storage for academic personnel. Such requests should be in memo form and should include details such as personnel affected, definitions of space needed, intended use and other pertinent factors. Each change in office assignment and function must be coordinated through this office.