Use of Non-University Facilities
|Definition:||California State University San Marcos will use its physical resources to meet the needs of all campus units in support of the mission of the university. When a campus unit finds that adequate work or classroom space is not available on campus to meet its needs, the Office of Planning, Design & Construction will be informed and asked to examine the space needs of the unit and recommend appropriate alternatives. All needs for warehousing space will be managed by Materials Management. University units may not enter into contracts for the use of non-university facilities. Such authority is reserved to the President and delegated to the Vice President for Finance and Administrative Services.|
|Authority:||SAM 1431-1445; Executive Order 669; and CSU Policy Manual for Contracting & Procurement.|
|Scope:||This policy and any related procedures apply to all areas and members of the campus community.|
|Responsible Division:||Finance & Administrative Services|
|Signature Page/PDF:||View Signatures for Use of Non-University Facilities Policy|
ProcedureI. FACILITIES USE OF NON-UNIVERSITY PROPERTY - OCCASIONAL
A) Occasional, One-Day Use
Due to limited space availability on campus, many departments are finding it necessary to use non-university owned property to meet their temporary needs for meetings, workshops, and social gatherings. In most instances, the use of off-site facilities is limited to one day.
Scheduling of these facilities for limited use requires the approval of an appropriate administrator with Department Director standing or above. The requesting department funds the cost/s related to the off-site facilities use.
B) Department Responsibilities
- For occasional one-day use, the department determines the need for off-site space, locates appropriate facilities to use, and arranges the cost with the property owner/manager.
- The department prepares a Purchase Requisition to include: event date, purpose of event, chosen location, and cost, and forwards the completed Requisition to Procurement, Contracts, & Materials Management.
- If the chosen location requires completion of any forms, these documents are to be sent with the Requisition. The department is responsible for providing any event information required to complete the form. The department representative does not sign the form.
C) Procurement, Contracts & Materials Management Responsibilities
Procurement, Contracts & Materials Management will:
- Review the requisition for completeness, check the availability of designated account funds, and convert the requisition to a Purchase Order/ contract.
- Review the terms and conditions of any facilities use document to ensure they do not individually, or as a whole, conflict with the university's current policies and procedures for such transactions. Procurement, Contracts & Materials Management will work with Business Services & Risk Management, as necessary, during the review process.
D) Business Services & Risk Management Responsibilities
When requested by Procurement, Contracts & Materials Management:
- Business Services & Risk Management will review the event and facilities use document for terms, conditions and activities that may unreasonably obligate the university's resources, now or in the future. In order to reduce the risk exposure, risk management recommendations may be made which include, but are not limited to, the following:
a) Evidence of Insurance with specific limits (currently requesting $1 mil/ $2 mil).
b) Endorsement amending an insurance policy to include CSUSM as an Additional Insured.
c) Verification/certification of workers' compensation insurance.
d) Indemnification and hold harmless agreements.
e) Purchase of Special Event Insurance.
f) Obtaining special permit.
g) Signing of waiver / release document.
h) Identifying another organization's insurance as "primary".
i) Revising the activity (an actual event or the preparation of contractual documents).
- Business Services & Risk Management will work with the department and Procurement, Contracts and Materials Management in preparing necessary requesting and/or contractual documents when it is determined that any of the above techniques are necessary for the use of off-site facilities.
- If required by the property owner/manager, Business Services & Risk Management will obtain a Certificate of Insurance or provide proof of insurance.
II. FACILITIES USE OF NON-UNIVERSITY PROPERTY - EXTENDED USE
- When approval is obtained for use of non-university facilities, Procurement, Contracts & Materials Management will:
a) Send the original facilities use document/s to the property owner/manager, accompanied by a purchase order or check, if necessary.
b) Send a copy of the authorized facilities use documents to the requesting department.
- When authorization is withheld for use of non-university facilities, Procurement, Contracts & Materials Management will notify the requesting department and will advise the department of any alternate options.
A. Extended Use
Departments wishing to use an off-site facility for extended periods of time must follow the review and approval processes listed below. Each of these specific uses, items B. 1), 2) and 3) below, requires the review and approval by the individuals in order as shown:
- INITIATING UNIT UNIVERSITY SPACE COMMITTEE
- APPROPRIATE VICE PRESIDENT PRESIDENTOR HIS/HER DESIGNEE
- PLANNING, DESIGN & CONSTRUCTION
B. Purpose for Extended Use
- Campus Approved Instructional Classes
When a critical need is identified requiring the use of off-site space for classrooms, the Vice President for Academic Affairs will notify Planning, Design & Construction of the need and request assistance. Planning, Design & Construction will assess the need and recommend alternatives to the University Space Committee. The University Space Committee, after consultation with the Vice President for Academic Affairs, will recommend a solution to the President for approval.
If the use of an off-campus site is approved, Business Services & Risk Management will assist with risk management review and the drawing of lease documents. Funding options will be reviewed and authorized by the President or his/her designee.
- Relocation of Department/Division Units
When a critical need for office space is identified requiring the relocation of department/division units to off-campus facilities, a request and/or recommendation may be made by the respective division vice president or the University Space Committee. In both situations the requests and/or recommendations are to be directed to Planning, Design & Construction for needs assessment and recommended options. Planning, Design & Construction will present this information to the University Space Committee for review and consultation with the requesting Vice President. The solutions recommended by the University Space Committee will be forwarded to the President for approval.
If the use of off-campus facilities is approved, Business Services & Risk Management will assist with risk management review and the drawing of lease documents. Funding options will be reviewed and authorized by the President or his/her designee.
- Warehousing of Materials
Materials Management is responsible for identifying the need for warehouse space as defined in the Campus Storage policy and procedure.