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Use Lease or Rental of College Facilities and Equipment Policy

Use, Lease or Rental of College Facilities and Equipment Policy Information

Date Approved: May 5, 2021
Effective Date: May 5, 2021
Date Reviewed: Winter 2021
Replaces: Version 2006

Purpose

The purpose of this Use, Lease or Rental of College Facilities and Equipment Policy (the “Policy”) is to ensure that Cambrian College (the “College”) facilities and equipment are used, leased or rented in an approved, consistent manner that adequately protects the College against loss and disruption.

Definitions

College Equipment: includes items such as multi-media, classroom apparatus, equipment and vehicles owned or under the control of the College.

College Facilities: includes, but is not limited to, grounds, all classrooms, labs, conference and meeting rooms, cafeterias, parking lots, playing fields, and gymnasiums, including change rooms owned or under the control of the College.

External Users: includes, but is not limited to, institutions, companies/firms, associations, and community groups.

Application/Scope

This policy applies to all College Facilities and College Equipment.

All users of College Equipment and College Facilities are required to comply with all applicable College policies, as well as all federal and provincial legislation and regulation and municipal by-laws relating to private property and the rights of individuals and the College.

Policy Statements

  1. The primary purpose for use, lease or rental (‘use’) of College Facilities and College Equipment is to meet the College’s education and strategic objectives.
  2. The College permits the use of College Facilities and Equipment provided such use does not conflict with the College’s Mission and Values and:
    1. does not cause interference with the orderly functioning of the College or infringe on the rights or privileges of others. These rights include the right to peaceful pursuit of campus activities and to enjoy the rule of law;
    2. does not advertise, promote or operate programs or services that are in competition with College programs, and does not compete with any College commercial activities or otherwise conflict with current contracts or agreements related to the use of facilities;
    3. does not directly or indirectly contravene provisions of any law, statute, regulation, by-law, enactment, policy, or otherwise, of Canada, of the Province of Ontario, of any municipality in which a campus is located and of Cambrian College.
  3. The availability of College Facilities and Equipment is prioritized as follows:
    1. Academic program delivery;
    2. Student services and support initiatives;
    3. College sponsored meetings, events and official College functions;
    4. Ancillary business opportunities and use.
  4. The College offers the use of College Facilities and Equipment through established procedures and guidelines.
  5. External Users are responsible for all conduct related to their activities and are held financially responsible for any damages that may be incurred as a result of their activity.
  6. The College may decline an application or cancel any booking of College Equipment or College Facility including but not limited to where:
    1. The use or activity contravenes this Policy;
    2. The use or activity is inconsistent with the designated specific purpose of the equipment or space;
    3. The user:
      1. Has misrepresented their intentions for the use;
      2. Has previously misused College Facilities or College Equipment;
      3. Has amounts owing from a previous booking;
      4. Intends to provide a service or sell goods without proper licence or qualification;
      5. Does not sign applicable College agreements;
      6. Does not comply with required advertising or merchandising guidelines;
    4. The College does not have the required resources to appropriately accommodate the booking request; or
    5. Where the College cannot accommodate the request.

Responsibilities and Accountability

Vice President International, Finance and Administration has the responsibility for

  • Ensuring the development, review and availability of this Policy.
  • Establishing, maintaining and making available procedures to communicate and ensure compliance with the requirements of this Policy.

Administrators have the responsibility for

  • Being familiar with the requirements of this Policy.
  • Ensuring their staff are familiar with the requirements of this Policy
  • Ensuring full compliance with the requirements of this Policy.

Staff have the responsibility for

  • Being familiar and complying with the requirements of this Policy.