FACILITIES USE POLICY AND PROCEDURAL GUIDELINES _________________________________ ______________________________ Emmit L. Williams Mary Ann Rodriguez Director of Procurement, Contracts, Logistical Vice President, Administration & and Support Services Finance/Chief Fiscal Officer ADMINISTRATIVE POLICY FOR FACILITIES USE TABLE OF CONTENTS SECTION PAGE 1.000 Purpose 6 2.000 Scope 6 3.000 Use of the University Name 7 4.000 Compatibility with the Mission of the University 7 5.000 Protection of Instructional Mission of the University 8 6.000 Priorities 8 7.000 Scheduling of Activities 9 8.000 Resolution of Conflicts 10 9.000 Facilities Use Group 10 10.000 Facilities Lease Agreement 11 11.000 Facilities Rates and Service Charges 11 12.000 Solicitation Policy- also see pg 3 thru 5 12 13.000 Vendor Permits 12 2 PURPOSES OTHER THAN SCHEDULED INSTRUCTION USE OF STATE UNIVERSITY BUILDINGS AND GROUNDS This regulation is issued by the university, pursuant to California Code of Regulations, Title 5, Sections 42350-42354, and concerns the use of university buildings and grounds for the purpose commercial transactions and commercial solicitation and non-commercial solicitation events at CSUDH. It applies to students student organizations, faculty, faculty organizations, staff, staff organization, campus-affiliated organizations, and other-campus groups or persons while on campus grounds, including commercial vendors or solicitors. AUTHORITY Campus policies and regulation are adopted pursuant to the authority of the University President, who is responsible for the general welfare of the campus over which he/she presides (Title 5, California Code of Regulations, Section 42402). VIOLATIONS Violations of this policy constitute a violation of an order of the University President, CSUDH, and applicable statutes and regulations. Policy violations may result in removal of the offending party or parties from the campus, as well as possible loss of further use of campus facilities and grounds and personal liability for any cost incurred by the campus due to the improper use (California Education Code Section 89031). DEFINITION As used in this regulation the following definitions apply: 1. “Solicitation” means to request, or endeavor to persuade or obtain by asking, but does not include “commercial solicitation.” 2. Commercial solicitation” means any direct and personal communication in the course of a trade or business reasonably intended to result in a sale. 3. “Commercial transaction” means selling or purchasing or both selling and purchasing by any person in the course of employment in, or in the carrying on of, a trade or business. 4. “Sale”, “selling” or “purchasing” means an activity creating an obligation to transfer property or services for a valuable consideration. 5. “Private sale” means occasional selling between persons who are campus students or employees. 6. “University President” means those persons referred to as “Campus President” in Title 5, Section 42355 and includes their designees. 3 USE OF UNIVERSITY BUILDINGS, FACILITIES OR GROUNDS The use of campus buildings, facilities or grounds for purposes of solicitations, commercial solicitation or transactions and similar events is contingent upon the agreement of those engaging in such activities to assume responsibility for observing the following university polices: 1. The activities must be conducted in an orderly and lawful manner. 2. The activities must not unreasonably interfere with the instructional program or operation of the campus. 3. The activities must conform with the time, place and manner restrictions established by this policy. 4. The activities must be conducted in conformance with all applicable federal, state and university laws, policies and regulations. 5. Prior written authorization must be obtained for the display of commercial advertising. COMMERICAL TRASACTIONS AND COMMERCIAL SOLICITATION 1. Commercial transactions and the display of property or services for sale in and around the Student Union (and shall be exclusive to the Student Union area) are prohibited unless proper written authorization has been obtained from the Executive Director of the Student Union. Persons or organizations wishing to engage in commercial transaction or to display goods or services for sale in and around the Student Union grounds may be granted permission to do so if the proposed activity aids achievement of the educational objectives of the campus and is conducted in accordance with the time, place and manner regulations established below, unless such commercial transactions would be in violation of law. Private sales are excluded from this section. 2. Commercial solicitation on a campus is prohibited unless prior written authorization has been obtained from the University President or designee. Persons wishing to engage in commercial solicitation on campus grounds may be granted permission if the proposed activity is conducted in accordance with the time, place and manner regulations established below, unless such solicitation would be in violation of law. For clarification contact the Executive Director, Loker Student Union, 310/243-3854. TIME: Monday through Friday, during operations hours designated by the University Student Union and University Bookstore. PLACE: Designated by the University Student Union. MANNER: Commercial transactions and commercial solicitation must be conducted in a manner that does not unreason ably interfere with classes or other normal university functions or obstruct the free flow of pedestrian and vehicular traffic and must be carried out without voice amplification or other unduly loud noise, and without provocation, harassment or disturbance or person in the area. 4 REFERENCE Education Code, Sections 66600, 66606, 89030, 89031, and 89035. California Code of Regulations, Title 5, Section 42350.1, 42350.6). Marketers of student credit cards are prohibited from offering gifts to students for their filling out credit card applications (California Code of Regulations, Title 5, Section 42350.6). NON-COMMERCIAL SOLICITATION 1. Persons or organizations wishing to engage in non-commercial solicitation on campus may do so subject to the time, place and manner regulations established below. Soliciting in violation of established campus directive and necessary written approvals is prohibited. 2. Solicitation for monetary donations is also subject to these provisions and must also carry and be permitted by Los Angeles County. TIME: Monday through Friday, 8 a.m. to 7 p.m. PLACE: Solicitation may take place only in the designated area of the Sculpture Garden and the South Walkway of the student. (See campus map). MANNER: Solicitation must be conducted in a manner that does not interfere with classes and other normal university functions or obstruct the free flow of pedestrian and vehicular traffic and which is carried out without voice amplification or other unduly load noise, and without undue provocation, harassment or disturbance of person (s) in the area. PERMIT: For the issuance of the requisite permit for non-commercial solicitation on campus grounds of CSUDH, Contact the Office of Procurement, Contracts, Logistical and Support Services, WH-485, 310/243-2231 or X3799. REFERENCE: Education Code, Sections 66600, 66606, 89030, 89031, and 89035. California Code of Regulations, Title 5, Section 42350.5. Authority to Confirm Withdrawal of Consent to Remain on Campus: The President or his/her designee may withdrawal consent under Sections 626.4 or 626.6 of the California Penal Code. 5 1.000 Purpose 1.100 California State University, Dominguez Hills has a primary responsibility to offer instructional programs to its students. Instructional and instructionally related use of the physical facilities must, therefore, have highest priority. At the same time, the university has a strong commitment to support the intellectual and cultural life of the campus and the surrounding community. 1.200 These regulations are intended to a. establish general guidelines for use of university facilities b. protect the mission and the image of the university c. ensure the safe use of university facilities d. provide a mechanism to resolve conflicts concerning the use of university facilities and procedures to advise the campus president. 1.300 A major goal of this policy is to ensure protection for all participants and property during special events that may be expected to bring people to campus or may present a substantial risk to the campus community. 2.000 Scope 2.100 This policy applies to all use of university facilities by groups from the community as well as use by university groups for activities other than scheduled instruction, scholarly and creative activity, testing, and administrative meetings. 2.200 For purposes of this policy, "university facility" shall include all spaces under the jurisdiction of the university or of its auxiliaries whether on or off campus. 2.300 The university shall set forth in writing the procedures for using university facilities, and shall provide assistance in arranging such use to those individuals requesting use of university facilities. 2.400 The President has delegated the authority to lease university facilities, including exterior space, to the Office of Procurement, Contracting, Logistical and Support Services. 2.500 Where use of specific facilities is covered by separate agreement approved by the President, the procedures adopted by the separate agencies shall be followed for lease of those facilities. This provision includes buildings and grounds leased by: a) CSUDH Foundation b) California Academy of Math and Science c) Anschutz Entertainment Group (The Home Depot Center) 6 d) CSUDH Associated Students Incorporated (ASI) e) Loker University Student Union 3.000 Use of the University Name The right to use university facilities does not confer the right to use the University name or to imply university sponsorship or endorsement of an event. All agreements for use of university facilities shall include terms to ensure that the university name is protected. 4.000 Compatibility with the mission of the university 4.100 The President of the University has the authority to decide whether a proposed use of university facilities is in accordance with the mission of the university. 4.200 The President of the University has the authority to refuse use of University facilities for events that would pose an unacceptable level of risk to people or property. 4.300 The President may seek the advice of various groups, including the Facilities Use Group (FUG), as discussed in Section 9.000, before making a decision about whether a proposed use is in accordance with the mission of the University. 4.400 The President has delegated this authority to the Office of Procurement, Contracts, Logistical and Support Services (PCLSS) and the Facilities Use Group (FUG). The FUG consists of the Director of Procurement and Contracts, Director of Risk Management and Director of Physical Plant. (Situational representation by University Chief of Police). 5.000 Protection of Instructional Mission of the University 5.100 The primary use of university facilities shall be for scheduled instruction. 5.200 Every effort shall be made to ensure that special events do not displace scheduled classes. If, for an exceptional reason, it is necessary for a special event to displace a scheduled class, the planners must secure the permission of the department chair, notify the course instructor and must make arrangements in advance to reschedule the class meeting to an alternate location that provides adequate space and facilities to conduct the class. 5.300 Access to classrooms and other instructional space shall not be impeded. 7 5.400 Regulations for use of amplification shall minimize interference with scheduled classes. Amplification shall be regulated by this document and measured by the Office of Risk Management. 5.500 When it is necessary to block off a substantial portion of parking spaces for use by visitors when classes are in session, appropriate notice shall be given in advance to warn people that space in the parking lot will not be available. At no time shall such a large part of the parking spaces be committed that students, faculty, and staff are denied a reasonable opportunity to get to classes or workplaces. 6.000 Priorities 6. 100 Priorities for use of university facilities shall be: a. Instruction and instructionally-related uses 1. Regular university instructional-programs including summer, spring and winter sessions. 2. Broad university academic programs, including visual and performing arts, intercollegiate meets and activities, College for Extended and International Education, grants and contract activities, scholarly and creative activities, and other programs and administrative activities that are an integral part of the instructional program. b. Activities which contribute to the intellectual and cultural life of the campus and the community. 1. Activities not directly related to the academic program but sponsored by university-recognized organizations and intended primarily for a campus audience. 2. Programs and activities sponsored by established and recognized support groups of the university, designed to enhance campus life. 3. Activities sponsored jointly by an on-campus group and off-campus group. 4. Activities sponsored by off-campus groups which directly complement the university's mission and/or enhance campus life. 6.200 Any request by a non-CSUDH group to lease space for an instructional program must be approved by the office of the Provost and by the Dean of College of Extended and International Education to ensure that the program is not in competition with instruction offered by the university either through the regular instructional programs or through the College for Extended and International Education. 8 7.000 Scheduling of Activities 7.100 Arrangements for a special activity shall include arranging for use of facilities and notifying the offices listed in Section 7.300. 7.200 The university shall maintain a master list of all university facilities with information about what department is responsible for scheduling each facility. 7.300 The Office of Procurement, Contracts, Logistical and Support Services,( who will in-turn notify the Facilities Use Group (FUG)) must be notified in advance of all proposed activities that are expected to bring visitors to the university. The FUG may recommend or rule that an event not be authorized to use university facilities if the proposed event would unduly interfere with normal use of the facilities or with other previously scheduled events, or if the event would pose an unacceptable risk to the University. For events where the advance approval of the State Fire Marshall's Office is required or for events where extensive record keeping or approval is required, a detailed, written plan must be provided to the Office of Procurement and Contracts/Facilities Scheduling Office at least four weeks in advance or earlier. 8.000 Resolution of conflicts 8.100 The Office of Procurement, Contracts, Logistical and Support Services and /or the Facilities Use Group has responsibility for identifying potential conflict such as when two activities are proposed for the same space, when noise or crowds from one activity would interfere with another activity in the same vicinity or when two activities would require the same parking spaces. The FUG shall assist the groups to find a resolution to the conflict, e.g. by choosing an alternate date or location for one of the events. 8.200 If no informal resolution of a conflict is possible, the decision shall be made by the President of the University. The President may seek the advice of the Facilities Use Group (Section 9.000), if it has not previously made a decision on the matter as well as of other campus groups. 9.000 Facilities Use Group 9.100 The university shall establish a Facilities Use Group. 9.200 At the request of the President or other university official, the Facilities Use Group shall advise on issues related to matters covered by these regulations. 9.300 The President or other university official may ask the Facilities Use Group to 9 review and give advice on unresolved conflicts or on appeals against decisions made by an officer of the university. In any case, the decision of the campus president shall be final. 9.400 The membership of the Facilities Use Group shall be: The Director of Procurement and Contracts The Director of Risk Management The Director of Physical Plant The Chief of University Police (situational representation) 9.500 The President or other university official may seek the advice of others as appropriate to the venue. 10.000 Facilities Lease Agreement 10.100 In all cases where university facilities are used within the provisions of this policy the lessee shall sign a facilities lease agreement. 10.200 All parties to a co-sponsored event are responsible for the event and subject to any liability associated with the event. (See Co-sponsorship definition) 10.300 All persons or groups using university facilities must abide by university policies regarding the use of facilities. 10.400 Approval for the use of facilities is subject to the availability and suitability of the space requested. The event must be in compliance with university policy. 10.500 (a) The President of the University through his/her delegated office of authority shall maintain the right to rescind space previously confirmed if the facilities in question are needed by the university for university purposes but will do so only under extreme circumstances. (b) The university reserves the right to impose limits on the time, place, manner and size of an event. The university will terminate reservations for any facility during an activity if it is determined that damage is resulting from its use, or that activities are taking place which endanger the health or safety of other persons or property. Activities scheduled for campus facilities may not interfere with the operation of the university or infringe negatively on the surrounding community. Events must be conducted in a manner consistent with existing laws and university policies. 10.600 The university shall provide a written statement setting forth the specific requirements for insurance, deposits, fee payments, contingency fees, rules covering cancellation of a rental agreement, and any other rules governing the agreement. 10 11.000 Facilities Rates and Service Charges 11.100 The Vice President for Administration and Finance shall establish through the Office of Procurement, Contracts, Logistical and Support Services a schedule of rental rates and other charges for use of campus facilities, equipment, and services. In developing this schedule, the Vice President shall consult with the appropriate Deans for use of facilities that come under the jurisdiction of Academic Affairs, or other responsible officials for other facilities. 11.200 The Vice President for Administration and Finance shall periodically review the rate schedule and recommend changes as needed. The Vice President for Administration and Finance shall annually review items listed in 11.300 and make appropriate changes as needed. 11.300 The schedule of fees shall include reimbursement of the costs of materials and upkeep and repair, additional custodial services and supplies needed to restore facilities to normal use, police and parking services, technical services, and other types of assistance as needed for the particular event. 11.400 Under circumstances where it is demonstrably in the best interests of the university, the Vice President for Administration and Finance (or designee) may reasonably reduce or waive the facility rental fee charged to the lessees of certain facilities. Such reduction or waiver shall normally be made only where: a. The Office of Procurement and Contracts in consultation with theVice President for Administration and Finance or the President, may reasonably calculate the value of certain benefits to the university resulting from the lease of campus facilities, or b. The Dean of an academic department provides a signed statement that the department is a co-sponsor of the event. If there is a question of whether co-sponsorship is appropriate the Facilities Use Group shall have the final decision. c. A Vice President of the university requests the waiver for an event where some other university entity is the co-sponsor. 12.000 Solicitation Policy The University does not endorse or encourage monetary solicitations on campus. 11 13.000 Vendor Permits All off-campus groups using University facilities, including but not limited to: individuals, co-sponsored groups, filming and production vendors, demonstrating parties or groups handing out literature within the free speech area, must apply for and be given a Vendor Permit to be allowed on campus. Vendors should remain in a respectful distance (approximately 10 feet) from each other so as to allow each group the right to exercise their presence on the campus. While permission may be granted to allow group presence, the groups are not permitted to use state property and/or equipment without prior written authorization from the Facilities Lease and Scheduling Office. The lessee may be required to show their permits to University Police or authorized University personnel. The Facilities Leasing and Scheduling Office will issue only those permits within its responsibility and in accordance with these policies. End of Administrative Policy for Facilities Use 12 FACILITIES USE PROCEDURAL GUIDELINES TABLE OF CONTENTS PAGE INTRODUCTION 13 OUTLINE OF FACILITIES USE PROCESS 13 I. University Facilities Use Procedures 14 A. Facilities Use Priorities 14 B. Facilities Use Procedures 14 C. Standard Terms of a Facilities Use Lease Agreement 15 D. Facilities Rates and Service Charges 15 E. Facility Rental Fee Adjustments 17 F. Insurance Requirements 17 G. Indemnification 17 II University Facilities Use Responsibilities A. The President 17 B. The Vice President For Administration and Finance 17 C. The Director of Procurement, Contracts, Logistical and 18 Support Services D. The Facilities Lease and Scheduling Coordinator 18 E. The Facilities Lease Coordinator, in association with University Depts. 19 F. The Scheduling Office in the University Student Union 19 G. The Academic Scheduling Coordinator 20 H. The College for Extended and International Education Scheduling 20 Coordinator I. The Designated Coordinator of Assigned Space 20 J. The Director of Physical Plant 21 K. The Student Life and Development Office of the Division of Student 21 Services L. University Police 22 M. Parking and Transportation Services 22 N. Office of Risk Management and Environmental Health and Safety 22 O. Audio Visual / Learning Resources 22 13 P. Office of Procurement, Contracts, Logistical and Support Services 23 TABLE OF CONTENTS PAGE III. Definitions A. Campus Organizations 23 B. Recognized Student Organizations 23 C. Active Student Organizations 23 D. Off-Campus Organizations 23 E. Co-Sponsored Event 23 F. Master Calendar 24 G. Maintenance, Upkeep and Repair (MUR) 24 H. Facilities Lease and Scheduling Coordinator 25 I. Academic Scheduling Coordinator 25 J. Scheduling Office located in the University Student Union 25 K. Incremental Costs 25 L. Lease Agreement for Use of Campus Facilities 25 SCHEDULE OF RENTAL CHARGES / Attachment A 26 FACILITIES & UNIVERESITY VENUES / Attachment B 27-28 FILM POLICY AND PROCEDURE / Attachment C 29-37 LEASE AGREEMENT / Attachment D 38-39 14 FACILITIES USE PROCEDURAL GUIDELINES Introduction: As set forth in the Administrative Policy for Facilities Use University Facilities are available for use when it relates to and enhances the life of the institution, its activities and when used for commercial purpose. To provide for the administration of the Facility Use policy, all leasing of university facilities and space is the responsibility of the Director of Procurement, Contracts, Logistical and Support Services. All leasing of facilities controlled by the various auxiliary organizations and auxiliary enterprises is subject to the terms of their master leases, by delegation of authority, the appropriate statutes, as well as the terms of the Administrative Policy On Use of University Facilities. Outline of Facilities Use Process: The university has established the Office of Procurement and Contracts/Facilities Leasing and Scheduling Office as a first-stop service center to assist community members with the steps necessary to lease campus facilities and space. The Facilities Leasing and Scheduling Office provides individuals with information concerning availability of facilities and short term space and the requirements for their use. It is the responsibility of the Facilities Leasing and Scheduling Office to assist the community lessee from initial inquiry to final signing of the short term lease. The Facilities Leasing and Scheduling Office is also responsible for maintaining the Facilities Use Resource Calendar which is located at http://pclass.csudh.edu/schedule and for providing accurate information about campus events to both the community and the campus. Although the university is willing to make its facilities available for use, users must reimburse the university for costs associated with such use. In addition to the facility costs, additional charges may be required in categories such as: insurance, labor, parking, utilities, services, maintenance and repairs, food, equipment charges, support/technical staff and specialized equipment. Depending on the type of the event, other charges may also be necessary. Prior to the event, a formal agreement outlining the terms and conditions of facility use must be executed by the following: - by the group using the facility, - by the Facilities Lease Scheduling Coordinator, - and signed by the Director of Procurement and Contract All submissions, signatory approvals, deposits, and payments called for in the lease must be provided in a timely fashion. The Facilities Lease Coordinator is responsible for the preparation of the lease for final signatory approval by the Director of Procurement and Contracts. 15 All student groups must make their requests for university facilities through the Facilities Leasing and Scheduling Office unless space being requested is located in the University Student Union in which case the group will be required to adhere to the procedures described in the Student Union handbook. All scheduling requests for university instructional space from on-campus faculty and staff must be made to the Academic Scheduling Coordinator I. University Facilities Use Procedures A. Facilities Use Priorities The priority for use of university facilities are set forth in Section 6.000 of the Administrative Policy on the Use of University Facilities. B. Facilities Use Procedures 1. Off-campus groups or campus groups co-sponsoring an event with a non- university group may submit an application for use of university facilities to the Facilities Lease and Scheduling Coordinator. In order to allow sufficient time for processing, an application for use of facilities should be filed at least three weeks in advance of the event. Longer lead time is advised if publicity for the event is required. No publicity may be released until an appropriate facilities use agreement has been fully executed. 2. The Facilities Lease and Scheduling Coordinator will determine the availability of University facilities, an estimate for the costs or fees associated with the use of facilities, and the terms and conditions for the lease of the requested facility. 3. If the Director of Procurement and Contracts determines that a proposed event poses an inordinate risk for the university the FUG will be convened. The lessee shall be informed of the concerns and every effort will be made to resolve the issues in question. If resolution is impossible the lessee will be informed and the application for use will be denied. 4. The Facilities Lease and Scheduling Coordinator will prepare the final facilities lease agreement and secure the necessary signatures. 5. The Facilities Lease and Scheduling Coordinator will secure payment and obtain the proper certificate of insurance from the Lessee. 6. The Facilities Lease and Scheduling Coordinator will be responsible to enter the event and its pertinent details onto the Master Calendar System. 16 C. Standard Terms of a Facilities Lease Agreement 1. Lessee is required to sign a facilities lease agreement in all cases where University facilities are used. 2. All persons or groups using university facilities must abide by university policy regarding the use of facilities and grounds. 3. Approval for the use of facilities is subject to the availability and suitability of the space requested and conformity of the proposed event with university policy. 4. The university reserves the right to rescind space previously confirmed as stated in section 10.500 of Administrative Policy on Use of University Facilities. 5. Cancellation of a facility rental by the Lessee must be communicated in writing and received by the Facilities Lease and Scheduling Coordinator a minimum of five working days prior to the scheduled event. The Lessee assumes financial responsibility for any labor and/or other direct costs related to the cancelled event. 6. A certificate of insurance is required of Lessee except for those California State agencies eligible for interagency agreements (for details of insurance requirements. See Paragraph F, Section 1). 7. A permit is required for all leases with off-campus groups. The permit will be issued to the Lessee once the lease is final. D. Facility Rates and Service Charges The following fees relate to University held facilities only. Facilities controlled by the various auxiliaries under the terms of their master agreements may have additional or substitute fees. 1 . Facility Rental Fees Facility rental fees are charged and deposited to the General Fund Current Year Support Budget in accordance with The Education Code. The fees are listed in Attachment A. 17 2. Maintenance, Upkeep, and Repair Fees The maintenance, upkeep, and repair fees are assessed against all events scheduled in university facilities. Funds are deposited to replace and refurbish facilities and equipment in accordance with an approved expenditure plan. The fees are listed in Attachment A. These fees may be adjusted by the Director of Procurement and Contracts if the events are campus-wide or the event is considered waivable as described in Section 11.400 of the Administrative Policy for Facilities Use. 3. Other Special Fees Service fees may be required subject to the needs of the event. It is the responsibility of the Lessee to inform the Facilities Lease and Scheduling Coordinator of the costs to be included in the contract. These costs may include, but are not limited to the following: Set up fees Custodial support (including paper goods) Technical support (electrical connections, etc.) Police/Security Parking Fees Event Manager Fees Support Equipment (e.g. audio visual equipment) Student Assistants (i.e., supervision, labor, removal of notices from kiosks; and bulletin boards) Utility fees (when clearly related to use) Contingency fees 4. Cancellation Fees If an event is cancelled, the Facilities Lease and Scheduling Coordinator will determine from the university departments what costs, if any, has been expended to support the event up to the date of cancellation. If costs are present, the Facilities Lease Coordinator will invoice the event sponsor or retain any such cost from the deposit already made. 5. Deposits The university may require a deposit equal to or above the estimated charges from individuals or organizations requesting use of facilities or equipment. However, the minimum deposit shall not be less than 40% of the total cost to lease the facilities. All deposits not used will be returned to the lessee no later 18 than 14 working days after the event. E. Facility Rental Fee Adjustments Requests for a facility rental fee adjustment are made through the Facilities Lease Scheduling Coordinator. When it is determined that an adjustment to facility rental fees is approved per section 11.000 of the Administrative Policy on Use of University Facilities, the Facilities Lease Coordinator will notify the requestor of any adjustments or updates. F. Insurance Requirements LESSEE shall furnish to the University, prior to commencement of the term of the Lease, an underwriter's endorsement with a certificate of insurance stating that there is liability insurance presently in effect for the LESSEE with a combined single limit of not less than $1,000,000 per occurrence, and $2,000,000 aggregate; and that vehicle insurance (where applicable) is in effect with a minimum coverage of $1,000,000 per occurrence. The endorsement shall name as additional insured: The State of California, the Trustees of the California State University, the California State University, Dominguez Hills and the employees, officers, agents, and auxiliaries of each of them. G. Indemnification Lessee agrees to indemnify and hold harmless the State of California, California State University Trustees, California State University, Dominguez Hills and the officers, agents, and employees of each from any and all loss, damage, or liability, including attorney fees, arising out of, or in any way connected to the use of the premises and facilities or its event. The Director of Procurement and Contracts may reduce the amount of and/or document the waiving of the insurance required if the event is considered minimal risk to university. The University may assist the Lessee in arranging for special event insurance. II. University Facilities Use Responsibilities A. The President will submit proposed rental schedules to the Trustees as required in SUAM. B. Vice President for Administration and Finance responsibilities: 1. The Vice President for Administration and Finance shall recommend to the President a schedule of rental rates and other charges for use of campus 19 facilities, equipment, and services. In developing this schedule, the Vice President shall consult with the appropriate Deans for use of facilities that come under the jurisdiction of Academic Affairs, or other responsible officials for other facilities, if necessary. 2. The Vice President for Administration and Finance shall periodically review the rate schedule and recommend changes as needed. 3. The Vice President for Administration and Finance shall establish guidelines for expenditure of revenues generated by these procedures. C. The Director of Procurement, Contracts, Logistical and Support Services will: 1. Offer appropriate consultation, recommend rates and charges for university facilities, equipment and services to the Vice President for Administration and Finance. 2. Approve or deny requests for reduction or waiver of facility rental charges. 3. Establish the required expenditure and revenue accounts and exercise oversight of expenditures. 4. Review proposed uses of facilities for compliance to University guidelines and procedures. 5. Review, sign, and approve the final Facilities Lease Agreement D. The Facilities Lease and Scheduling Coordinator will: 1. Respond to initial contacts from off-campus or co-sponsored organizations 2. Verify the availability and suitability of facilities requested 3. Estimate costs (rental, MUR) and service cost estimates (labor, services, utilities) 4. Explain insurance requirements to prospective lessees 5. Coordinate off-campus lessees with the appropriate campus office to finalize the facilities lease agreement. 6. Monitor completion of the agreement process and assist the Lessee as necessary. 20 7. Notify appropriate departmental offices i.e., Parking, Public Safety, Food Services, and other departments through the Master Calendar of the event details. 8. Conduct periodic customer satisfaction surveys, and make recommendations to improve the Facilities Use Procedures. 9. Periodically call for and publish revisions to Facilities Use Procedures. E. The Facilities Lease and Scheduling Coordinator, in association with others, will: 1. Determine actual costs (rental, MUR) and service cost estimates (labor, services, utilities) from appropriate campus organizations. 2. Request, review and approve certificate of insurance. 3. Ensure that proper clearances are obtained for special food or alcohol requests, posting, solicitation, amplification and special event signs or barriers. 4. Prepare Facilities Lease Agreement and secure lessee's signature on lease. 5. Present signed Facilities Lease Agreement to the Director of Procurement, Contracts, Logistical and Support Services for final review and approval. 6. Collect fees, prepare receipts, and make deposits into appropriate accounts. 7. Input event information in the Master Calendar. 8. Maintain Lease Agreement files and update as necessary F. The Scheduling Office located in the University Student Union will: 1. Maintain a master calendar for University Student Union and ASI events and facilities. Notify appropriate campus offices of upcoming events. 2. Assist groups seeking to lease University Student Union facilities. 3. Schedule and coordinate student groups with using University Student Union. 4. Coordinate with the Facilities Lease and Scheduling Coordinator or the Academic Scheduling Coordinator as appropriate for all prospective groups seeking to use university facilities. 21 5. Determine set-up requirements, secure cost estimates, and assist in making special arrangements for use of the University Student Union. 6. Assist in routing reservation application forms for required approvals. 7. Distribute copies of the confirmed reservation forms as required. 8. Notify the Facilities Lease and Scheduling Coordinator of all confirmed agreements for the use of the University Student Union. G. The Academic Scheduling Coordinator will: 1. Schedule classrooms and other university facilities for all faculty and staff for instructional purposes only and for on-campus meetings. H. The College for Extended and International Education Scheduling Coordinator will: 1. Inform the Facilities Lease Scheduling Coordinator of any outside group inquiries prior to the event scheduled at the College for Extended and International Education Building. (COEE) 2. Provide information about proposed events in order to ensure adequate and timely planning and approval processes are accomplished. 3. Secure actual costs and service cost estimates for facilities in the COEE. 4. Ensure that proper clearances are obtained for special food or alcohol requests. 5. Ensure the Facilities lease agreements are forwarded and completed by and through the Facilities Lease and Scheduling coordinator at least three (3) weeks prior to the proposed event. 6. Direct all fees to be collected by the Facilities Lease and Scheduling Coordinator. 7. Coordinate with the Facilities Lease and Scheduling Coordinator to ensure all leases are listed on the Master Calendar located in the Facilities Lease and Scheduling Office. 8. Ensure that Lessees comply with the requirements of the University's Administrative Policy for Facilities Use 22 I. The Designated Coordinators of Assigned Space will: 1. Refer student groups, on campus staff and faculty groups or outside groups to the appropriate offices for scheduling University facilities: a) Academic Scheduling Coordinator; b) Facilities Lease and Scheduling Coordinator. c) University Student Union Scheduling Office 2. Upon request provide cost estimates for services, labor, and equipment to the Scheduling Office located in the University Student Union, Academic Scheduling Coordinator, or the Facilities Lease and Scheduling Coordinator as appropriate. 3. Attend planning meetings with the requesting party as required by the Facilities Leasing and Scheduling Office. 4. Arrange for representation at scheduled events to monitor the use of facilities and equipment. 5. Immediately report the misuse or damage to any facility to the Facilities Lease and Scheduling Coordinator. J. The Director of Physical Plant will: 1. Provide estimate costs for services, utilities, and labor. 2. Assist the Director of Procurement, Contracts, Logistical and Support Services in determining appropriate fees and charges for use of facilities. 3. Perform inspection of facilities prior to and after the event as requested by the Director of Procurement and Contracts. K. The Student Life and Development Office of the Division of Student Services will: 1. Coordinate and approve all student organization requests for use of university facilities and grounds. (See "Campus Life Policies and Procedures" Brochure and website.) 2. Approve all student campus event publicity and posting. (See "Campus Life Polices and Procedures”). 23 3. Approve exceptions to scheduling policies under its jurisdiction and for university policies governing fundraising activities, solicitation, rallies, commercial advertising, posting of publicity, food sales and service of beer and wine. 4. Approve exceptions to security and planning regulations for major student events. 5. Approve any exception to campus amplification policies in association with appropriate campus authority. L. University Police will: 1. Perform risk assessment of events as requested by FUG 2. Seek advance approval of the State Fire Marshall for the event, if required 3. Require written plans from the organizers of those events whose nature holds inherent concerns and where an audit trail is desirable. 4. Provide oversight of all special events held on campus; take intervention measures as appropriate to provide protection for participants and attendees as well as appropriate measures for the security of university property. 5. Provide cost estimates related to security and police duties. M. Parking and Transportation Services will: 1. Advise and assist groups with special event parking needs which minimize the disruption of university operations. 2. Provide signs and barricades for campus organization events as requested. 3. Provide cost estimates related to Parking and Transportation Services N. Office of Risk Management and Environmental Heath and Safety: 1. Provide information regarding low cost special event insurance coverage to qualifying groups. 2. Issue Certificate of Insurance - Special Event Liability Program, if required. 24 O. Audio Visual/Learning Resources will: 1. Provide specialized equipment for on-campus events as appropriate. 2. Provide cost for use of equipment by off-campus and co-sponsored organizations and those university recognized events which will charge admission, registration or other fees. All costs, including deposits, for equipment provided by the AVLR shall be paid to the Office of Facilities Leasing and Scheduling prior to the event. . P. Office of Procurement, Contracts, Logistical and Support Services (PCLSS) 1. The Director of Procurement and Contracts, Facilities Lease and Scheduling Coordinator, or his designee will coordinate the preparation of short term lease activities and scheduling as described in this document. a. The Director of Procurement and Contracts will review, approve and sign all lease documents b. The Director of Procurement and Contracts will chair and or convene the Facilities Use Group in all matters as necessary. III. Definitions A. Campus Organization: A university recognized student, faculty, staff, alumni and development/support organization. B. Recognized Student Organizations: Those student groups that have completed the required process to gain university recognition. They may be active or inactive. C. Active Student Organizations: Those recognized student organizations which annually register in the Student Life and Development (SLD) Office by filing an Organization Registration Card and whose officers have attended a mandatory orientation. The organization name appears on the rosters of active student organizations published and maintained by the SLD Office, and they are eligible to schedule campus facilities. D. Off-Campus Organizations: Any outside group which holds a function on campus that is not sponsored by the university. As defined in SUAM, the following types of groups may use university facilities: governmental agencies; nonprofit, charitable, educational or character-building organizations; and groups or individuals who will use the facility for education or non-commercial uses. 25 Use of campus facilities for commercial purposes is prohibited. Use of facilities by off-campus organizations for political rallies or fund raising is also prohibited. Picnics, dances, parties, dinners, concerts and other activities of primarily a social nature are also normally prohibited. Non-recognized student organizations are considered off-campus organizations for purposes of these guidelines. E. Co-Sponsored Event: An event co-sponsored by an off campus organization and an instructional department or other recognized campus organization. Off campus organizations are categorized as profit groups (Businesses/Corporations) and non-profit groups (501(c)). The groups may or may not be charged depending on the following conditions: 1) Profit Groups may be charged the profit rate identified in the rate schedule if the group charges an admission fee, if other fees or donations are required, or if group receives sales or commission from the event. If none of the above occurs, then Profit Group may use the facilities at no charge if co- sponsorship is appropriate. 2) Non Profit Groups may be charged the non-profit rate if the group charges an admission fee, if other fees or donations are required, or if group receives sales or commission from the event. If none of the above occurs, then the Non-Profit Group may use the facilities at no charge if co-sponsorship is appropriate. Both groups may be required to provide insurance for the co-sponsored event. Co-sponsorship is appropriate when there is a clear connection with or contribution to the university. The educational mission of the co-sponsoring campus unit must be enhanced by the co-sponsored event. The recognized campus organization must attend the event and shall be responsible for ensuring the off campus group complies with the terms and conditions of the lease. The status of the co-sponsorship relationship between organizations as far as the event is concerned will be reviewed and/or approved by the Facilities Use Group. The university will not be responsible for events not meeting a clear connection with or contribution with the university. F. Master Calendar: A daily university calendar of all non-academic activities scheduled on campus maintained by the Office of Procurement, Contracts, Logistical, Facilities Leasing and Support Services. G. Maintenance, Upkeep and Repair (MUR): Fees charged to users for university facilities, materials and/or services supplied by the university in connection with an activity or event. Revenues generated are deposited in a university trust account and may be expended for the maintenance, upkeep and repair of university facilities and equipment. All expenditures of MUR funds will be approved by the Vice President of Administration and Finance and in cases where 26 an academic department is concerned and The Vice President/Provost of Academic Affairs. A replacement/repair plan must be reviewed and approved on an annual basis by the department and Vice President and submitted to the Facilities Use Group for approval. 27 H. Facilities Lease and Scheduling Coordinator: Individual within the Office of the Procurement, Contracts, Logistical and Support Services who coordinates the leasing of short term campus facilities to campus groups, off-campus and co-sponsored organizations. I. Academic Scheduling Coordinator: Individual in the Office of the Vice President/Provost for Academic Affairs who schedules the use of University facilities (Classrooms) for instructional use only. J Scheduling Office located in the University Student Union: Individuals in the Student Union Office (USU) will be responsible for confirming all uses of USU-controlled facilities by students. Also responsible for authorizing the use of USU-controlled facilities by on-campus faculty, staff, and auxiliary groups as well as co-sponsored and off campus groups and ASI events. K. Incremental Costs: Increase or decrease in total costs which occur as a direct result of the activity. Incremental costs are usually of a direct cost but may include indirect costs. These indirect costs will be estimated and collected in advance of the event. If over estimated the costs will be returned to the lessee not later than 30 days after the event. L. Lease Agreement for Use of Campus Facilities: The document used by the Facility Lease and Scheduling Coordinator that contains all terms and conditions for use of facilities by an outside or co-sponsored group. The form must be signed by the organization representative and the Director of Procurement, Contracts, Logistical and Support Services. End of Facilities Use Procedural Guidelines 28 Attachment A – Rental Charges SCHEDULE OF RENTAL CHARGES California State University, Dominguez Hills Responsible Facility Department Amount Per (Unit of Time) THIS SCHEDULE WILL PROVIDE INFORMATION AS TO THE RATES TO BE CHARGED FOR THE RENTAL OF UNIVERSITY FACILITIES, RATES FOR MAINTENANCE, UPKEEP AND REPAIR OF UNIVERSITY FACILITIES. SEE SECTION I., ITEM D 29 Attachment B THIS ATTACHMENT WILL LIST ALL FACILITIES AND VENUES AND THE APPROPRIATE DEPARTMENT CONTACTS. A request for use of facilities not listed on this attachment must be directed to the Facilities Lease and Scheduling Coordinator. Facility Dept. Responsible EAC Classrooms (East Academic Complex) Facilities Leasing and Scheduling ERC Classrooms (Educational Resource Center) Facilities Leasing and Scheduling LCH Classrooms (La Corte Hall) Facilities Leasing and Scheduling SAC Classrooms (South Academic Complex) Facilities Leasing and Scheduling SBS Classrooms (Social & Behavioral Sciences) Facilities Leasing and Scheduling SCC Classrooms (Small College Complex) Facilities Leasing and Scheduling Conference Rooms in the . Facilities Leasing and Scheduling ERC, LCH, SBS, WH Recital Hall (LCH A103) Facilities Leasing and Scheduling ERC Forum (ERC Patio) Facilities Leasing and Scheduling Sculpture Garden Facilities Leasing and Scheduling University Theatre Facilities Leasing and Scheduling Japanese Garden (Lower Level SBS) Facilities Leasing and Scheduling Soccer Field (South of the Gym) Facilities Leasing and Scheduling Unimproved Areas Facilities Leasing and Scheduling Parking Lots Facilities Leasing and Scheduling Gymnasium Facilities Leasing/Athletics Dept. Dance/Combative Room Facilities Leasing/Athletics Dept. 30 Locker Rooms Facilities Leasing/Athletics Dept. Track Facilities Leasing/Athletics Dept Running Course Facilities Leasing/Athletics Dept Baseball Field Facilities Leasing/Athletics Dept. Softball \Field Facilities Leasing/Athletic Dept. Activity Field (Soccer Field) Facilities Leasing/Athletic Dept. Pool Facilities Leasing/Athletics Dept. Tennis Courts Facilities Leasing/Athletics Dept. University Theatre Facilities Leasing and Scheduling Edison Theatre Facilities Leasing and Scheduling Art Gallery Facilities Leasing and Scheduling Computer Labs Facilities Leasing and Scheduling Freedom of Expression Area Facilities Leasing and Scheduling Loker Student Union Scheduling Office (USU) Phone Numbers: 1. Facilities Leasing and Scheduling: 310/243-2231 2. Office of Procurement, Contracts, Logistical and Support Services 310/243-3799 3. Loker Student Union, Scheduling Office 310/243-3854 31 Attachment C – Film Policy and Procedure GUIDELINES TO MOTION PICTURE/VIDEO/PHOTOGRAPHY It is the policy of California State University, Dominguez Hills to allow filming when and where possible while adhering to this mandate. The University establishes the following guidelines as they relate to commercial activities on campus. UNIVERSITY REQUIREMENTS: 1. Filming Permit Requirement: A filming permit is required when filming on the campus of California State University, Dominguez Hills. The permit is coordinated by the Facilities Scheduling Office and the Foundation department and enforced by University Police. Permits are issued for commercial filming or photography. Permits are also issued for documentaries that promote University programs, policies, or philosophies. Bona fide news or editorial photography is exempt from permit requirement, however, coordination with the Facilities Scheduling Office is required for a review of campus impact. The University has a selective process of reviewing filming permits, as the filming criteria must fit within the needs of our academic priorities. Proposed filming under any circumstance may not displace CSUDH students or employees. CSUDH STUDENT FILMING: Filming Permits are generally not required for students involved in filming projects as a course requirement. However, students must obtain permission through their academic department. The department must then notify University Police with pertinent information concerning the student filming project. Film projects that are not part of the University course requirement is subject to the policies set forth in these guidelines, Attachment C. 2. Filming Company Information: The University requires communication with an authorized representative from the filming company. This person must be able to make decisions for the filming vendor and will be held accountable for compliance with University requirements stated within these guidelines and on the filming permit. For contractual purposes, the University cannot change the primary contact person(s) after an application has been filed with the University. Failure to adhere to this requirement may result in denial of a filming permit application. Filming lessees are required to provide current and validated information about the company and the filming project as requested by the University. Failure to do so may result in application denial or automatic cancellation of a filming permit. 32 3. Filming Process and Time line Anyone planning to film commercially in any area of the University will need to obtain a filming permit from the University. Information on filming permits may be obtained at any time. However, all permits requested must be made at least two ( 2) weeks before the first date of arrival on campus for the filming project. Requests not meeting the minimum time requirement may be considered if: a) no on-campus activities are scheduled, b) no permanent impact to resources is anticipated, c) staff are available to prepare and monitor the permit. Requesting parties should not expect approval for permit applications submitted after the two ( 2) week minimum time would be approved. The following documents must be submitted with the Application and filed with the University prior to filming: a) A signed copy of a Statement of Intent , b) Certificate of Insurance and Endorsement page, c) the Script. Inclusions for the required review by the State Fire Marshall (Section 8) is outlined in this time line recommendation. The University will review your application, conduct a Pre-permit Conference within the first week and conduct a walk-through at that time. By the first week we will complete coordination for facility usage and required support services. By the second week, the University will process a filming permit for approval. You will be notified upon approval within the 2 week of the filming permit process. 4. Script Review and Prohibited Screen Elements: A copy of the final script or storyboard must be submitted for University and State Fire Marshall review. Review approval from both agencies must be granted prior to signing the contract. Any script changes or additions (including title change) must be brought to the attention of the University once approval has been granted. Nudity and pornographic filming is prohibited on campus. Profanity is also discouraged if filming takes place in an open and/or in close proximity to the nearest instruction facility or office. Guidelines concerning special effects involving pyrotechnics are reviewed closely. Simulated car chases or scenes involving gunfire are also elements that take highest priority during the script review period. 5. Locations: Authority to film in a specific location does not allow the lessee to restrict the university community from any location, unless exclusive arrangements are made. Specific venues may not be available for filming and photography. The University has delegated certain separate authority for the management of certain facilities and its appropriate contact for the venue. These venues have similar but separate operation protocols from the 33 University in general. Check with the Office of Facilities Leasing and Scheduling for the most current list of University facilities available for filming. Filming is normally not permitted at or around: Building signage and familiar landmarks Administrative Offices Undeveloped acreage Anywhere during the first two weeks of school and during the week of final examinations Any areas that adversely impact safety and access A highly impacted period of time for the University Computer and science laboratories (require additional approval from the respective College 6. Pre-Permit Conference A meeting is required with the Facilities Office and potential lessee once the required documentation (Statement of Intent, Application, and Insurance) is on file with the University. This meeting will involve an in depth review of the filming project. A visit to the potential filming site will usually be made at this time, unless other visiting arrangements are required. 7. Insurance requirements Unless greater coverage is requested by the University, the Lessee agrees to furnish to the University an underwriter’s endorsement with certificate of insurance stating that there is liability insurance presently in effect for the Lessee with a combined single limit of not less than $1,000,000.00 per occurrence, and $2,000,000.00 aggregate; and that vehicle insurance is in effect with a minimum coverage of $1,000,000.00 per occurrence. Additional insured endorsement shall read: The State of California, the Trustees for the California State University, The University, Campus Auxiliaries if applicable, and employees, officers, agents, and volunteers of each of them. Policy cannot be canceled without fifteen (15) days prior written notice to University. Cancellation fees and or other direct cost are assessed if Lessee cancels within fifteen (15)days. Lessee further agrees to provide evidence in the form of certificate that he or she has in effect for the entire period of permit, a bond from a third party property damage insurance of at least $500,000.00, covering property in their care and control that may be damaged during permit period. It is agreed that University shall not be liable for the payment of any premiums or assessments on any insurance required in this agreement. In the event premiums or assessments on any insurance required by this agreement is not paid, University may terminate the permit upon the occurrence of such events. 34 8. Safety Regulations As a component of applying for a film permit on campus, vendor must submit an effective Injury and Illness Prevention Plan, as required of all employers conducting business within the State of California (ref. CCR, Title 8 section 3203.). The University requires your compliance with all California Occupational Safety & Health Administration (Cal OSHA) General Industry and Construction Industry Safety Orders with any production company pre-filming, filming, and post filming activity on special effects by the production company on or in close proximity to the campus. The Office of Facilities and Leasing will also assess and identify where the location of film equipment will be placed on campus during the film shoot. Filming equipment (i.e. cameras, trucks, props, generators, and electrical cords, etc) shall be set up in a fashion that does not create safety hazards, fire hazards, blocked exits, or other safety concerns. Protective matting is required over all cords, which cross walkways. Generators must meet university noise-level and voltage requirements. Fueling of generators must be carried out so as to eliminate any spills of fuel. Any releases of fuel or other fluids from generators or other internal combustion engine driven equipment must be prevented from entering university catch basins, and must be cleaned up promptly. Generator exhaust and emissions must be in compliance with the South Coast Air Quality Management District clean air regulations. The University must approve use of open flames or fire in advance. The University also requires compliance with all federal, state and local laws and regulations. 9. Public Notices Filming notices to the public are required around the area of your production. The signage must be placed in highly visible locations where pedestrian traffic is expected. The placement of signage and signage equipment shall be set up in a fashion that does not create safety hazards i.e. tripping hazards, fire hazards, blocked exits, or other safety concerns. The signage may not be posted on buildings, walls, rails, posts, poles or any fixture on campus. The signage must be placed on standing frames. These may be provided to you upon request or must be provided by vendor at his/her expense. All signage must be removed and disposed properly before you leave the area. Failure to do so will result in cost assessment against your deposit. Where simulated car chases or scenes involving gun fire are to be employed, University Police must be notified in advance and the signage must also reflect this information. Signage Language: By default the signage should read “ Filming in Progress Today”. For arrangements with exclusive access, the signage should read, “This area Closed to the Public - Filming in Progress”. Additional Public Notices may also be required upon review of your filming request. 35 10. Campus Access Regulations The University shall retain the right to inspect the premises covered by the permit at any or all times there are high peak traffic hours on campus when school is in session. Our office will advise you of these periods, which range from early morning to late afternoons. For major productions, we will require that all vehicles arrive before 7:00 am and depart the campus after 10: 00 p.m., unless otherwise indicated. All drivers must have a valid drivers license and must adhere to all driving safety laws. Driving on campus is restricted to campus roadways and parking facilities only. Driving is prohibited on sidewalks, special access roads, and on the lawns. Loading zones are available in some facilities and may be used for loading and unloading purposes only. Vehicles may not park in loading zones for more than 30 minutes at a time. Some driving areas on campus have height and weight restriction. Skateboarding is prohibited in all areas of the campus. While on campus, it is important to adhere to permanent and temporary signage for accessing approved areas. Unless exclusive use of area is requested and approved, lessee may not close off any areas to the campus community. Full and complete access must be maintained at all times unless specific arrangements have been made and indicated on your filming permit. The University enforces the City of Carson noise ordinance from 7:00 a.m to 10:00 p.m. Filming is prohibited before 7:00 am and after 10:00 p.m. 11. Alterations to Property You may not make alterations, place or attach any fixtures, signs, or equipment in, about or upon University property except those alterations, fixtures, signs and equipment described in advanced and approved by the University. Any fixture, signs and equipment provided by you shall remain your property and shall be removed by you from University property prior to the termination of the filming permit. If required, you must renew or restore property to the same condition as that existing at the time you entered University or upon receiving your filming permit, whichever is sooner. Temporary construction shall be conducted in a fashion that shall neither damage university property nor in any way endanger faculty, staff, students or visitors. No construction and alteration of the university building’s interior or exterior is allowed at anytime. The University must approve the erection of building facades and other construction that could impede fire lanes or otherwise affect the safety of pedestrians or building occupants. All construction, equipment set-up, and other activities associated with filming must be conducted safely and in accordance with Federal, State and local standards. As such, employees associated with the film project must use required protective equipment and apply safety procedures that will ensure their safety as well as that of university employees, students and visitors. 36 12. Dining Regulations The University Campus Dining reserves the rights to any commercial sales of food items and beverages on campus, therefore, commercial catering trucks are not authorized on campus, unless approved by the University. If you are providing your own meals and drinks, dining areas shall be set up only in areas determined and approved by the Facilities Scheduling Office. The section of such areas will take into consideration the suitability of the location, the safety of pedestrians, the obstruction of emergency exits and fire lanes, and damage to the grounds. Production companies are required to maintain and control litter in designated and or available dumping bins. Dining facilities are available on campus during normal operating hours. Alcohol consumption is prohibited on campus. You may not bring or consume alcohol on campus unless purchased and consumed in approved campus alcohol services dining facilities. 13. CSUDH Film Students Available: The University encourages the involvement of CSUDH film/production students in all filming projects held at the University premises. If you have a need for temporary production assistant please contact the Facilities Leasing and Scheduling Coordinator at 310 243-2231 14. Required Fees: The costs below provides you with a general idea of how fees are assessed. Please note that these are estimates only and should not be considered actual quotes. Each filming/photography application is assessed on an individual basis. Filming Permit Motion Picture/Video $500.00 /4 hours - Minimum required Still Photography (more than 2 people) $500.00 /4 hours - Minimum required Still Photography (1 to 2 people) $250.00 /4 hours - Minimum required 37 Parking Services Fees (Varies) Parking fees are required on campus seven days a week for organized events. The Parking office must certify your request prior to the approval of your film permit. This office will assess the best parking facilities and arrangements for your use based on university parking priorities. Generally, each parking space occupied is $2.50 with a minimum of $100.00 per film shoot, plus additional fees assessed on a case by case basis. Flat fees are based on required attendances and reservations, lot signage, parking lot impact, technical support, and the nature and scope of parking lot usage. The following information will be required: Number of vehicles expected, time of first vehicle expected, time of last vehicle departure, description and size of vehicle (cube trucks - 5-ton truck, etc), nature and scope of lot usage, your parking preference and handicapped individual requirements. A supplemental application may be required by the Parking Office for additional information. Facilities Leasing Fee (Varies) The Facilities Leasing and Schedule Coordinator will assess required services based on the extent of impact on campus facilities. These fees include but are not limited to: 1. Custodial support 2. Grounds prep and recovery (irrigation, flagging for tents, aeration, etc) 3. Trades and technical support 4. Assessment of weight sensitive areas 5. Industrial signage 6. Post-production repairs or replacement of facilities. 7. Facilities Leasing Administrative Fee A. Environmental, Health & Safety, Risk Management Fees ($50.00 per hour minimum) This office must certify and approve your filming permit for all special effects and potential risk factors surrounding your permit application. The review and approval process is a minimum of $50.00 per hour, and is only assessed when needed. B. University Police Fees & On-site Supervision (Varies) The University Police Department may endorse the filming permit and certify your request prior to the approval of the film permit. They will assess all security concerns and advise our office of required fees. A University Police 38 representative will serve as the University’s official designee for managing the University filming permit during the filming process. All information relevant to the filming must be secured in advance by the Facilities Lease and Scheduling Coordinator for transmittal to University Police. The University Police will also be responsible for submitting the filming application for approval by the State Fire Marshall. University Police fees include but are not limited to: 1. Officer $86.00 per hour 2. Dispatcher $55.00 per hour 3. Administrator $100.00 per hour 4. Community Service Officer $15.00 per hour 5. Cancellation fees for scheduled supervision Varies C. E.O. Expediting Fee (25% of Film Permit fee) An expedited surcharge will be assessed for requests made less than 1 week prior to the arrival date on campus. This percentage is imposed on the film permit only and is not a combination of all fees related to the filming. D. E.O. Coordination and Processing Fee ($250.00) The Facilities Scheduling Office will coordinate and process the lessee’s request through appropriate University protocols: such as managing your request, assisting the film company personnel with a walk-through, handle contract negotiation. An initial assessment of campus facilities is available at no cost to location scouts, after which a processing fee is required prior to coordination of the filming permit. E. Cancellation Fee ($500.00) A minimal permit fee will be charged if the cancellation occurs after the contract has been signed or within 48 hours of the scheduled shoot (excluding weekends), regardless of whether a contract is in effect. F. Non Compliance Fee ($500.00) A minimum permit fee will be charged for set dressing and/or striking on the day(s) not included in the permit. This non-compliance penalty will be assessed on your security deposit for any violation of the filming permit. The University may also terminate the contract at that time of the filming and/or photography session(s) taking place. 39 G. Security Deposit/Overage Deposit $500.00 min. (refundable) A deposit check must be received immediately or prior to the signing of the contract. The damage deposit may increase depending on the size of the shoot and will be refunded in full after satisfactory inspection of the filming location by the University. An overage deposit check may or may not be utilized and will be returned if there are no overage fees due. H Supplemental Requirements 1. Noise Ordinance The campus adheres to Chapter 5, Section 5500 to 5503 of the Carson City Municipal Code, which mandates certain noise levels that may not be exceeded at any time. California State University, Dominguez Hills is within this District of the Carson City Noise District Map. This district has the following noise restrictions and times: Night: 10:00 p.m. - 7:00 a.m. 55 decibels (d.b.a.) Day: 7:00 a.m. - 10:00 p.m. 60 decibels (d.b.a.) Noise levels are monitored selectively throughout the year, at all times during university operations. University Police enforces the noise standards. I. State Fire Marshal Review Process The State of California Fire Marshall requires approval of proposed CSUDH filming permit applications. Generally, the State Fire Marshall can approve filming activities on this campus within 24-48 hours. If the activities involve pyrotechnics, it requires a minimum of 4 days and an on-site of inspection during filming. If pyrotechnics are proposed, the special effects operator must contact the State Fire immediately. The California Film Commission Application is required by the State Fire Marshall of all CSUDH filming permit lessees and is attached with this guideline as Appendix C. J. Special Effects / Pyrotechnics The University requires compliance with Title 19 of the California Code of Regulation concerning the types of special effects involving pyrotechnics that are approved for use and the appropriate special licenses required by operators of those devices. Appropriate documentation and certifications on all production company employee, contractors or sub-contractors that will handle, rig, and / or detonate pyrotechnic device is required at the time of the University film permit review process. 40 The University Police will serve as the primary liaison to the State Fire Marshall. With the exception of pyrotechnics, the University Police will submit all other required information to the Fire Marshall of your behalf. The University recommends the three-week time line required by the University as ample time to meet Fire Marshall terms and be able to respond to additional requirements. 41 Facilities Lease for CSUDH Attachment E – Facilities Lease LEASE NUMBER ACCOUNT NUMBER FACILITIES LEASE FOR CALIFORNIA STATE UNIVERSITY DOMINGUEZ HILLS TAXPAYERS FEDERAL / EMPLOYER IDENTIFICATION NUMBER THIS AGREEMENT, is made and entered into this day of , 20 , in the State of California, by and between the Trustees of the California State University, which is the State of California acting in a higher education capacity, through its duly appointed and acting officer, hereinafter called California State University Dominguez Hills (UNIVERSITY) and hereafter called the LESSEE, WITNESSETH: In accordance with the General Provisions hereinafter described on Page 2, and in consideration of the covenants, conditions, agreements, and stipulations of the University hereinafter expressed, the parties do hereby agree to the following terms and conditions: LESSEE is a a governmental agency a non-profit, charitable or educational institution a group or individual who will use the facilities for educational or non-commercial purposes. _______ a group co-sponsored by a University organization /department Other PROPERTY: Description of premises to be leased TERM OF LEASE: . RENTAL RATE: Basic $ per event or unit of time. MUR (Facilities) $ 758102-2270 Plus special charges for: MUR (Theatre) $ __________ 758103-2270 MUR (Sports/Rec) $ __________758104-2270 Custodian Service $ 119940-2270 Parking $ 770105-1036 Deposit Fee $_______________ Public Safety $ 758120-2270 (40% of total) Personnel $ 119940-2270 Admin Fee $ 119940-2270 Athletics $___________758142-2270 Other $___________ TOTAL RENTAL: $ PAYMENT DUE DATE: PURPOSE FOR WHICH PROPERTY WILL BE USED: _______________________________________________________________________ NO. OF PERSONS ATTENDING: FIXTURES, SIGNS, AND EQUIPMENT (if applicable): FILMING PERMIT NO. (if applicable) ________________ OTHER COMMENTS:____________________________________________________________________________________________________ NAME OF INSURANCE CO : POLICY NO. ____________________________________ (LESSEE must submit a Certificate of Insurance for Liability and an Endorsement with the following description: “The State of California, The Trustees of the California State University, California State University Dominguez Hills, and the employees, officers, agents, volunteers, and auxiliaries of each of them are included as additional insured” ) CALIFORNIA STATE UNIVERSITY DOMINGUEZ HILLS LESSEE Date: __________________________, 20______________ Date: ____________________________________, 20 _______________ By By: _______________________________________________________ Emmit L. Williams, Director of Procurement and Contracts Cal State Univ. Dominguez Hills Signature ___________________________________________________ 1000 E. Victoria Street Address ____________________________________________________ Carson, CA 90747 Tel: Tel: 310 243-3799 Fax: Fax: 310 516-3305 Receipt No. _____________ Permit No. ______________ Facilities Lease for CSUDH GENERAL PROVISIONS (1) The LESSEE shall use the said property only for the purpose specified in the lease. (2) The UNIVERSITY agree to furnish all necessary utilities for the said property, including heat, water, and also light if the property is specified to be the "with lights" except when such service be supplied for causes beyond the control of the UNIVERSITY and except when there is a failure or defect in the physical plant or utility lines, whether or not such failure or defect is beyond the control or the UNIVERSITY, if the failure or defect cannot reasonably be remedied in time for use by the LESSEE during the term hereof. (3) The LESSEE may not make alterations or place or attach any fixtures, signs or equipment, in or about, or upon the said property except those alterations, fixtures, signs, and equipment described in the Lease. Any fixtures, signs and equipment provided by the LESSEE shall remain the property of the LESSEE and shall be removed by the LESSEE from said property prior to the termination of this Lease. The LESSEE, if required by the UNIVERSITY, shall, upon the expiration of this Lease, or renewal thereof, restore said property to the same condition as that existing at the time of entering upon the same under this Lease, reasonable wear and tear, and damages by the elements or by circumstances over which the LESSEE had no control, excepted. (4) University-owned furniture or apparatus may not be removed or displaced by LESSEE or any agent, employee or invitee of the LESSEE without permission of the UNIVERSITY. The LESSEE shall cause any furniture or apparatus displaced to be replaced to the satisfaction of the UNIVERSITY immediately after any event or occasion for which the property is used by LESSEE. (5) The LESSEE agrees that the property shall not be used for the commission of any act intended to further any program or movement, the purpose of which is to accomplish the overthrow of the Government of the United States or of the UNIVERSITY by force or any other unlawful means. (6) The LESSEE agrees to abide by all state laws, local ordinances, and rules of the TRUSTEES and of the UNIVERSITY. (7) It is understood and agreed that the UNIVERSITY and its agents shall have the right to enter the said property or any part thereof at any time for the purpose of examination or supervision, or for the purpose of making repairs and alterations thereto as may be determined necessary by the UNIVERSITY. (8) The LESSEE agrees to indemnify and save harmless the UNIVERSITY, its officers, agents, employees, volunteers, and auxiliaries from any and all loss, damage or liability that may be suffered or incurred by the UNIVERSITY, its officers, agents, and employees, volunteers, and auxiliaries, caused by, arising out of, or in any way connected with the use by the LESSEE of the said property. (9) It is mutually understood and agreed that this Lease is not assignable by the LESSEE either in whole or in part, nor shall the LESSEE sublet any part of the said property without the written permission of TRUSTEE. (10) This agreement may be terminated by either party upon written notice to the other party of this Lease. LESSEE shall be responsible for all costs incurred during planning, and during the term of the Lease. (11) LESSEE shall provide all materials, publications, advertisements, handouts, for review and approval by UNIVERSITY prior to the event. This shall include a detailed description of any and all presentations, experiments to be displayed, conducted or performed by LESSEE. UNIVERSITY reserves the right to cancel this Lease if UNIVERSITY ,in its discretion, determines it is in violation of University policy. (12) LESSEE agrees to assume responsibility for the actions and activities of its minor participants during their presence on UNIVERSITY premises. In this respect, LESSEE agrees to provide necessary supervision of any minor attending or participating in its event or who is connected with the use by LESSEE of said property.
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