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South Florida State College
Administrative Procedures

Procedure: 7050

Title: Use and Scheduling of College Facilities

Based on Policy: 7.05 - Use of Facilities

Office of Primary Responsibility: Vice President For Administrative Services


  1. Purpose:

    To establish a procedure for the use of college facilities
  2. Procedure:

    South Florida State College (SFSC) encourages the use of its facilities by individuals and organizations outside the college community when facilities are not being used for a college activity or an activity that is being sponsored by the college.  The cost of using college facilities will be determined by the following facility user categories and the facility use rate schedule.
    1. Facility use categories:

      Category 1:  Facility use is fully sponsored by SFSC.  Specific SFSC events and district-wide school board events, such as graduations, are in this category.

      Category 2:  Facility use is sponsored in part by SFSC.  The facility user is charged a fee intended to cover facility operation and personnel costs.

      Category 3:  Facility user is a “not for profit” entity with an IRS 501-C-3 Letter of Determination on file with SFSC.

      Category 4:  Facility user is a “for profit” entity or an organization that is not included in the above categories.
    2. Facility use rate schedule:  A rate schedule for facility and equipment use is maintained for all events managed by the Cultural Programs Department.
    3. Liability insurance:  Facility users in categories three and four must provide proof of liability insurance with a minimum of $1 million coverage or secure liability insurance through the college.  Depending on risk level, category two facility users may also be required to provide proof of insurance.  The Cultural Programs Department should be contacted for required insurance levels and rates.
    4. The vice president for administrative services or designee will negotiate and administer annual, multi-year, and recurring rental/lease agreements.
  3. Facility scheduling

    The facility scheduling procedure contained herein relates specifically to the Highlands Campus.  Facility scheduling for other college or SFSC Foundation, Inc.-owned facilities is handled by a representative for each facility.  When facility use requires a rental agreement, the same process regarding contract issuance, insurance coverage and other required documentation will be used at all facilities.

    Due to the specialized nature and specific needs for certain college programs, the procedure for scheduling facilities differs according to the type of facility request (classroom, athletic facility, conference room),  and whether the request is internal (SFSC) or external.
    1. Internal requests for all facilities except conference rooms and athletic facilities
      1. Contact the registration data specialist for availability.  When requests involve the following rooms, the registration data specialist will check with the designated contact person for availability.

        Space Contact
        All PSA rooms Public Service Academy
        Citrus Center Emergency Medical Services
        University Center           University Center
        H 110 Registration Data Specialist
        H 112 e-Learning Department
        Building T Corporate and Community Education
        Theatre Cultural Programs Department


      1. If space is available, a Room Request form is completed and submitted to the registration data specialist electronically, if possible.  The form is available in Panther Central under the Forms tab.
      2. The request is approved and logged into Banner by the registration data specialist.
      3. The Room Request form is forwarded by the registration data specialist to college personnel who will take care of specific needs (equipment, media, security, maintenance, custodial, etc.).  It is recommended that the user follows up with college personnel providing specific needs.
      4. Exceptions: Classroom scheduling and Banner input of classes for the following programs is completed independently by program staff:
        1. Adult Education
        2. Corporate and Community Education
        3. Public Service Academy
        4. SFSC University Center (except UC 100, 102, 207, 209)
    2. Requests for athletic facilities
      1. Contact the athletic administrative assistant for facility availability.
      2. If space is available, the request is approved and logged into the local calendar by the athletic administrative assistant.
      3. A Room Request form is completed by the athletic administrative assistant and forwarded to the registration data specialist for Banner input. 
      4. In the case of external requests that require a Facility Use Agreement issuance, insurance coverage, etc., the Room Request form will be forwarded by the athletic administrative assistant to the registration data specialist for banner input and copied to the cultural programs associate who will process the facility use agreement.
      5. The Room Request form is forwarded by the registration data specialist to other college personnel who will take care of specific needs (equipment, media, security, maintenance, custodial, etc.).  It is recommended that the user follow up with college personnel providing specific needs.
    3. Requests for conference rooms
      1. Contact the designated person (see list below) for availability.
      2. If space is available, the date is approved and logged into the local calendar by the designated contact person.
      3. A Room Request form is completed by the user requesting the room and submitted to the designated contact person electronically, if possible.  The form is available in Panther Central under the Forms tab.
      4. The Room Request form is forwarded by the designated contact person to the registration data specialist and logged into Banner
      5. The Room Request form is forwarded by the registration data specialist to all college personnel who will take care of specific needs (equipment, media, security, maintenance, custodial, etc.).  It is recommended that the user follows up with college personnel providing specific needs.

        Space Contact
        F 102 (Board Room)           Office of the Presdient
        F 118 Office of the Presdient
        H 110 Registration Data Specialist
        I 101 Human Resources
        B 214 Office of the Dean of Arts and Sciences
        B 275 Office of the Dean of Student Services
        HSC 129 Office of the Assoicate Dean of Allied Health
    4. External requests for all other events
      1. Contact the cultural programs associate for facility availability.
      2. If space is available, a Rental Request form is sent electronically, if possible, to the user to be completed and submitted to the cultural programs associate.
      3. The request is approved and logged into the local calendar by cultural programs associate.
      4. A Room Request form is completed by the cultural programs associate and forwarded to the registration data specialist for Banner input.
      5. The Room Request form is forwarded by the registration data specialist to other college personnel who will take care of specific needs (equipment, media, security, maintenance, custodial, etc.).  It is recommended that the user follow up with college personnel providing specific needs.
      6. Contracts, insurance requirements and other required documentation will be coordinated by the cultural programs associate.
      7. Rental fees for facility use by external individuals or organizations will be set by the Department of Cultural Programs with input from administration.
  4. Special consideration for the use of the Theatre for the Performing Arts
    1. Accessibility of theatre areas
      1. Depending on the number of anticipated patrons, the balcony and box seat areas may not be available for occupancy by patrons for a given event.
      2. Accessibility will be determined by the Cultural Programs staff based on the type of event, the history of previous similar events, and in consultation with the facility user.
    2. Usher staffing for events
      1. For the safety and well-being of the patrons, a sufficient number of ushers will be required to work each event.
      2. The required number of ushers for each event will be determined by the Cultural Programs staff according to the anticipated areas of use for the event, the type of event, and the anticipated number of patrons.
      3. Ushers will be scheduled for all Category 2, 3, and 4 events with the facility user paying the cost of the ushers.
      4. For Category 1 events, ushers will be provided free of charge.

History: Last Revised: 11/13/12

Adopted: 8/15/1989

Reviewed: 1/31/05, 1/31/08, 5/01/12

Revised: 9/1/94, 1/22/02, 9/29/09, 9/27/11, 11/13/12