1.0 Policy Purpose
The purpose of this policy is to define the allowable use of University Facilities and Spaces.
2.0 To Whom the Policy Applies
This policy applies to all faculty, staff, students, and contractors, as well as any other registered affiliate using University Facilities or Spaces. Individuals and organizations outside the University are subject to the Policy on Use of Campus Space by External Third-Parties.
3.0 Policy Statement
Brown University is a private nonprofit institution, and University Facilities and Spaces are critical resources dedicated to advancing the University’s mission. University Facilities and Spaces are primarily reserved for use by students, faculty and staff to support teaching, research and campus life. University Facilities and Spaces belong to the University – rather than individuals, units or departments – and space in those facilities is assigned for specific functions that support the strategic goals set by the University, including its educational mission, research, medical administration functions, and other campus activities.
The University sets the terms for the use of all University Facilities and Spaces and may make alterations to the use of University Facilities and Spaces at any given time. Visitors are generally free to make use of open spaces on the Brown campus and facilities that are open to the public, such as the bookstore, cafes, exhibits, museums, ticketed events, and open dining facilities.
Use of University Facilities and Spaces is limited to those individuals with permission to access the facility or space and during designated hours of operation. The administrative or academic unit responsible for the facility or space is responsible for determining the designated hours of operation, and such hours may differ for individuals who need to perform job responsibilities outside of the hours when the facility or space is otherwise in operation. Some facilities and spaces require a Brown ID to access.
Public nudity is not permitted on the Brown campus unless part of a University-approved event, instruction, performance, or research.
Camping or sleeping, beyond incidental napping, in University Facilities and Spaces is prohibited with exception of sleeping in residential housing.
3.1 Reservations and Use Requirements
3.1.1 Reservation Requirement
Any Event in a University Facility or Space, must have an approved space reservation through the University Scheduling Office or other appropriate academic unit or administrative unit and must be Sponsored by a recognized academic unit, administrative unit, or student organization.
Brown employees who are members of a collective bargaining unit may, as a group, request the use of University Facilities and Spaces on the same terms as other recognized units or groups and are subject to all University rules, policies, and procedures.
3.1.2 Legal, Policy, and Contractual Requirements
At all times, all uses of University Facilities and Spaces must comply with all applicable legal, policy, and contractual requirements, including but not limited to, anti-discrimination, accessibility, technology, parking, safety, security, and fire safety laws and policies. University Facilities and Spaces are not available and may not be used for Events or Activities that discriminate against any person on the basis of race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law. Events, Activities, and other uses of University Facilities or Spaces must be open to all regardless of a participant’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, with only those exceptions permitted or required under Title IX of the Education Amendments of 1972, other applicable federal or state law, or any agreement between the University and any federal or state government.
Use of University Facilities or Spaces by external organizations without a University contract or approval is prohibited.
3.1.3 Responsibilities of Sponsoring Organization
The Sponsoring academic unit, administrative unit, or student organization with approval to use a University Facility or Space is responsible for its use and care. University Facilities and Spaces should be cleaned after use and left in the same condition as found. Event organizers are responsible for requesting and funding any necessary services through Facilities Management. Failure to ensure cleanup will result in the billing of the Sponsoring academic unit, administrative unit, or student organization for the associated costs and may result in disciplinary action. The Sponsoring academic unit, administrative unit, or student organization is also responsible for costs associated with any damages.
3.1.4 Misuse of University Facilities and Spaces
Use of a University Facility or Space shall not disrupt, interfere with, or impede the University’s educational, research, or administrative functions or other campus activities and may not impede ingress or egress to the campus, any University property, parking lot, building, facility, or event. Unless part of a University-sponsored Event, use inconsistent with the intended function of a University Facility or Space is prohibited without registration and approval.
3.2 Adherence to University Policies
Any recognized academic unit, administrative unit, or student organization requesting the use of a University Facility or Space for a purpose that could, in any way, be construed as political activity or protest or demonstration must review the Political Activity Policy and the Protest and Demonstration Policy and confirm that the Event will comply with these policies.
All Activities in University Facilities or Spaces must abide by all applicable University policies, rules, and procedures, including but not limited to the University Code of Conduct, Nondiscrimination and Anti-Harassment Policy, the Title IX Policy, Sexual Misconduct Policy, and Statement of University Values and Voice. Events that have the potential for disruption are subject to the Event Disruption Protocol.
3.3 Reservation of Rights
The University reserves the right to:
- manage and administer all University Facilities and Spaces in furtherance of its educational mission and related business or administrative purposes;
- establish and enforce through policies and binding contracts reasonable and appropriate rules and requirements for the use of University Facilities and Spaces;
- enter all University Facilities and Spaces at any time while being used to enforce applicable rules and requirements, to perform any assigned functions or duties, or for any other reasonable purpose; and
- reassign, substitute one University Facility or Space for another, cancel permission to use, or terminate the active use of any University Facility or Space when the University determines it is in the best interests of public safety or the University’s interests to do so.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Activities:
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Informal, unstructured use by individuals or groups of individuals such as lawn games, small study groups, leisure activities, etc.
- Camping:
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Use of any part of the campus for purposes such as overnight sleeping activities, making preparations for overnight sleeping (including the laying down of bedding for the purpose of sleeping), storing personal belongings, making a fire, digging or earth breaking, and/or carrying on cooking activities. Such activities constitute camping when it reasonably appears, in light of all the circumstances, that the participants, in conducting these activities, are in fact using the area as a living accommodation regardless of the intent of the participants or the nature of any other activities in which they may also be engaging. Registered Events requiring the use of a temporary structure may be permitted with an approved space reservation. Camping tents (or similar structures) are never permitted other than for brief training exercises registered and approved through the Student Activities Office.
- Event:
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Any occurrence, regardless of size, which contains programming or social aspects including but not limited to conferences, exhibits, fundraisers, performances, philanthropies, social gatherings, rallies, speakers, tabling, rallies, etc.
- Sponsored/Sponsoring:
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An event is sponsored by an organization, unit, or entity – whether a member of the Brown campus community or an external third party – through support that includes investment in any or all of the following: funding support; organization, planning, or staffing; hosting by reserving or allotting space; or being named on event programs or materials as a host or sponsor. Any or all of these sponsorship acts reflect stakeholder accountability for the event, program or activity.
- University Facility and Space:
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Any and all buildings, spaces within buildings, and properties owned, leased, or controlled by the University, including outdoor greens, quads and other areas.
- University Officials:
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Individuals employed by the University in an administrative and supervisory capacity with authority to implement and enforce University policy. For the purposes of this policy, University Officials are: members of the President’s Cabinet, Vice Presidents and Deans, Assistant and Associate Vice Presidents and Deans, Officers and Personnel of the Department of Public Safety, and others designated by the President, Provost, Executive Vice President for Finance & Administration or the Vice President for Campus Life with responsibility under this policy.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
University Officials have authority and responsibility to implement and enforce this policy. University Officials will apply this policy in a nondiscriminatory manner in making determinations under the policy.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures. University community members who fail to comply with this or related policies are subject to disciplinary action up to and including suspension or expulsion for students; suspension or de-recognition for student organizations, University-recognized groups, and athletic teams; and banning from campus for volunteers. Parties external to the University who violate this policy may lose the privilege of using University Facilities and Spaces may be required to pay related fees and fines, and are subject to trespass from University grounds.
7.0 Related Information
Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures
7.3 Related Forms
7.4 Frequently Asked Questions
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7.5 Other Related Information
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Policy Owner and Contact(s)
Policy Owner: Provost and Executive Vice President for Finance and Administration
Policy Approved by: President
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
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