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Usage of Facilities

Forms:

• Facilities Reservation Form (Word File)

General Information

Wytheville Community College, in upholding its commitment to maintaining accessibility and building community partnerships, makes its facilities available for use by non-college groups and organizations on a first-come, first-served basis. College-owned equipment (including audio-­visual equipment) may be made available for use by individuals and groups not related to the college through the loan process described elsewhere in this document.

College facilities are available for use by community organizations for functions consistent with the college’s mission and values statements. Facilities may be used by non-profit community organizations, governmental agencies, etc. at no charge. Individuals may not request the use of campus facilities unless they are bonafide representatives of a community organization, government agency, etc., and the facilities are to be used for an event sponsored by the community organization which is consistent with the usage policies set forth in these guidelines. Companies may use WCC facilities for in-service training and related functions. However, the college does not normally allow usage of its facilities for profit-making events by outside groups. WCC does not rent its facilities for any purpose.

Types of Facilities & Resources Available

Whenever possible and practical, the following facilities are available for use by community groups:

• College grounds
  • Arboretum/Picnic area
• Outdoor athletic fields
• Auditoriums
  • Commons
  • Galax
• Conference rooms
  • Carroll Hall: Carroll Hall Conference Room
  • Galax Hall: Nursing Dept. Conference Room
  • Grayson Hall: Management Training Center Conference Room
  • Smyth Hall: Continuing Education Conference Room and WCC Library Student Group Study Room/Conference Room
• Lecture and Electronic Classrooms
• Tent Canopies
• Tables and Chair

The educational and co-curricular activities at Wytheville Community College take prece­dence in assignment of all space in buildings and on the grounds of the campus.

Scheduling Procedure

Non-College Groups (External)

All facilities reservations must be made through the Facilities Coordinator in the Office of the Vice President of Finance and Administrative Services, located at 239 Bland Hall (ext. 4763). Requests will be checked against the college’s master facilities schedule by the Facilities Coordinator to determine if space on campus is available at the date and time of the proposed event. It is the responsibility of Facilities Coordinator to determine the most appropriate space that is available for use by the requesting individual/group and to officially reserve it. Use of campus conference rooms by outside groups is scheduled through the Facilities Coordinator. The Facilities Coordinator will contact the individuals responsible for scheduling campus conference rooms to schedule use of those spaces by outside groups. (Internal groups may directly contact those individuals responsible for scheduling conference rooms. See the section below entitled "College Personnel/Organizations (Internal)".)

Once an event is placed on the master schedule, a representative of the community group is required to submit a completed Facilities Reservation Form to the Facilities Coordinator. A copy of this form may be obtained from the Facilities Coordinator.

Arrangements for any room set-up, audio-visual equipment, etc. must be made at the time the room reservation is made. If these arrangements are not made in a timely fashion (at least seven working days prior to the event), the user group may be required to handle any room set-ups, placement of tables and chairs, etc.. Likewise, the college may not be able to honor late requests for audio-visual equipment.

The Facilities Coordinator is responsible for disseminating a Facilities Utilization Memo (FUM) to the appropriate offices/individuals on campus.

In unusual circumstances, cancellation of a scheduled event may be necessary to accommodate a late-scheduled college activity. The cancelled event may be rescheduled as facility availability allows. If other adequate facilities are available on campus, the group may be moved in order to avoid canceling the event.

College Personnel/Organizations (Internal)

Any faculty or staff person arranging for a special seminar, program, short course, etc., should contact the Facilities Coordinator to place the event on the college’s master facilities schedule. At the time room reservations are made, the faculty or staff person should also make arrangements for room set-up and audio-visual needs by completing Internal Facilities Reservation Form. (See Appendix) Decisions on facilities reservations and resources scheduling will be made by the Facilities Coordinator or designee, except where otherwise indicated in these guidelines. Any requests for use of the electronic classrooms need to be made through the Audio Visual Dept. head, Mr. Don Early.

Faculty or staff wishing to use conference rooms on campus should contact the individual responsible for scheduling the use of those spaces. They are:

• Carroll Hall -- Carroll Hall Conference Room, Beth Baker
• Galax Hall -- Nursing Dept. Conference Room, Karen Hawkins
• Grayson Hall -- Mgt. Training Center Conference Room, Linda Newman
• Smyth Hall -- Smyth Hall Conference Room, Gerald Goad; Student Group Study Room/Conference Room, George Mattis

Student Activities (Internal)

All student activities will be scheduled through the Student Activities Office. One hour, from 11 a.m. to 12 noon, on Mondays, Wednesdays, and Fridays is set aside specifically for student activities. All student activities, irrespective of time, must have prior approval from the Student Activities Office. Student Groups will be responsible for scheduling of their functions through the Facilities Coordinator.

Events officially sponsored by student organizations must be cleared through the Student Activities Office. Should the Student Activities Office believe the nature, location, and timing of the event might lead to uncontrollable behavioral problems, the organization may be advised, or even required, to employ off-duty law enforcement personnel to provide adequate security. Presence of uniformed personnel will encourage compliance with “standards of student conduct” as stated in the Catalog and Student Handbook. Students issuing invitations to non-students will be responsible for the behavior of their guests.

Facilities Reservation Form

Campus facilities may be reserved using the college’s Facilities Reservation Form (see the Appendix), which is available from the Facilities Coordinator. This form must be completed and signed by a representative of the user group. Information pertaining to set-up requirements and audio-visual needs should be noted on the Facilities Reservation Form. The audio-visual and public address equipmentitems listed on the form are the only items available through the college. In the event that audio-visual or other equipment is not available, the user group will be expected to provide its own audio-visual or public address equipment. The completed Facilities Reservation Form or Internal Facilities Utilization Request, must be returned to the Facilities Coordinator at least seven working days prior to the event.

Scheduling Events at Regional Education Centers

Use of facilities at the Smyth County Education Center or the Crossroads Institute must be scheduled through the facilities coordinator of that center.

• Smyth County Education Center (276) 783-1777
• Crossroads Institute (276) 744-4970

The use of regional education center facilities by community groups may be restricted during hours when the facilities are normally closed. Center directors may deny the after-hours or weekend use of facilities when college personnel are not available to adequately staff either center.

Types of Events Which May Be Held On Campus

WCC’s facilities are available for a variety of events, including meetings, workshops and seminars. Classrooms may be used only during times when no classes are scheduled. Athletic fields may be used except during those times when WCC intramural sports and Wytheville Recreation League games and practices are scheduled. The softball fields, tennis courts, etc. may not be used for tournaments when an entrance fee is charged, unless the event is sponsored by a recognized charitable organization and all proceeds will be donated to that organization. In these instances, use of the athletic fields must be arranged by a bonafide representative of the non-profit organization which is benefiting from the event. Entrance fees may be charged by the college and approved organizations such as the Wytheville Recreation Department for specific events which make use of the college's athletic facilities. Tennis courts may be used by individuals on a first-come, first-served basis when no WCC or high school matches or team practices are scheduled. This policy also pertains to the college’s volleyball courts and the Disc golf course. Overnight camping is not allowed on the college grounds, except for college-approved events. College facilities may also be used by local businesses and industries for in-service training and related programs.

Fees Which May be Charged by User Groups

Admission may be charged for events sponsored by non-profit users when all proceeds will be used to benefit the sponsoring organiza­tion. Freewill collections may be taken if all donations will be used solely for the benefit of the non­-profit organization.

Use of Facilities by Private Colleges and Universities

Wytheville Community College’s service region is one of the very few such regions in Virginia which does not have a four-year college or university within its boundaries. Because of the demand for upper division (third or fourth year) and graduate study in this area, WCC will continue to broaden service to its citizens by providing classroom space for private colleges and universities wishing to sponsor courses beyond the level offered by the community college.

Space Availability and Room Charges

Colleges/universities sponsoring courses and wishing to use WCC facilities, may schedule rooms on a space available basis through the on-campus Facilities Coordinator. Courses to be held at the Smyth County or Galax Education centers must be scheduled through the facilities coordinator of that center. A nominal charge of $2.00 per hour per classroom and $4.00 per hour per laboratory to cover overhead associated with the use of the facilities will be billed to the sponsoring college/university.

Program Identification

Sponsoring colleges/universities using WCC facilities may not use the Wytheville Commu­nity College name in association with the external program to state or imply WCC sponsorship, cooperative programming, or endorsement.

Advertising

Wytheville Community College’s name may not be used in advertising or marketing programs, except as needed to indicate class locations.

Student Inquiries

All announcements and advertising soliciting student inquiries must clearly note that the students must contact the sponsoring college/university, not WCC. Any forms, financial, course, or other information, must be supplied directly to the student by the sponsoring college/university.

Book Sales

Any books or materials that are required for sponsoring college/university course work must be sold directly to the students by the sponsoring college/university.

Library Use

Area citizens are encouraged to use the WCC library as are registered students. Students enrolled in other than WCC course work may use existing WCC library resources. In the event that additional resources and assistance are required by sponsoring college/university students, services will be provided by WCC, when possible, or students will be referred to their sponsoring colleges or universities for interlibrary loan services.

Audio-Visual Equipment Use

Policies pertaining to the use of WCC audio-visual equipment and a fee schedule are detailed under the section “Utilization of College Equipment.”

Student Records

All sponsoring college/university student records will be collected, maintained, and stored by the sponsoring college.

Student Conduct

Sponsoring colleges/universities are responsible for the conduct of their students while in WCC-managed facilities, but Wytheville Community College reserves the right to overrule the sponsoring college or university in settling conduct issues involving non-WCC students. It is the responsibility of the sponsoring college/university to coordinate all activities with appropriate WCC campus personnel, including campus security.

Refreshments and Other Services

Food and refreshments may be served in certain facilities. The user group is responsible for providing refreshments, for cleanup, placement of trash in containers, and for repair of any damaged or soiled furniture, floors or walls. The user group is also responsible for the cleanup of any outdoor areas which are utilized. College personnel will not assume responsibility for any aspect of food and refreshment service. Items such as table cloths, water pitchers and glasses, etc. must be provided by the user group. In keeping with WCC's status as a "drug free zone," no alcoholic beverages may be served at events held on campus.

Parking and Security

Ample parking is available around the WCC campus. Outside groups should avoid parking in yellow curb zones, which are reserved for the college faculty and staff. Handicap spaces are clearly marked and should be utilized only by vehicles bearing official handicapped driver designation. Arrangements should be made with Security to obtain visitors parking passes, (540) 223-4713.

Availability of campus security personnel is limited and cannot be used to provide services for non-college users of the facilities. Security needs for parking, and crowd control, etc. are the responsibility of the facility user.

Security policies for events officially sponsored by student organizations may be found on Page 2 of this document under the heading, Student Activities (Internal). Reserved parking may be scheduled by the Facilities Coordinator or the Security Office.

Distribution of Information on Campus

Certain profit-making groups have the legal right to distribute informative or newsworthy information on campus. The college reserves the right to review each request on an individual basis and determine the manner, time and place for the distribution so as to avoid interference with the educational mission of the college. Items approved for the college bulletin boards, must have a "Student Services Stamp", visible.