Facilities Office

Use & Rental Policy for A&S Facility Space - for Non-Credit Activities

Overview

This policy outlines how Trinity College of Arts & Sciences (TCA&S) will manage the use, rental and reservation of facility space for non-credit activities. Our goal is to enable the maximum use of facilities while maintaining a cost neutral impact on the college. Facility space will be made available when it is not needed for our undergraduate and graduate student classes and Continuing Studies programs. This policy covers non-credit activity use of facilities space during the fall and spring semesters, and the summer months.

The demand for summer enrichment program space in particular now exceeds available facility space. Non-Trinity programs and units who have used our facilities in the past cannot be guaranteed space in the future. First priority will be given to TCA&S academic needs: Summer Session, Continuing Studies and Trinity College Camps.

Policy

TCA&S will make space not needed for our undergraduate and graduate student classes, Continuing Studies, and meetings or programs available in accordance with the Provost’s Principles Governing Internal Room Use Fees, made effective July 2011. All individuals, units or programs using TCA&S space must comply with the Terms of Use defined below, subject to the disclaimer and liability described below.  

Right to Refuse or Cancel Bookings

TCA&S reserves the right to deny or cancel any booking that conflicts with the priorities of our academic, for-credit programs or which in the opinion of the Dean of Academic Affairs or Director of Summer Sessions, conflicts with our mission and/or policies, whose function is not suitable for the requested space, or which may be unlawful, present a risk to public safety or persons using the facility, or be contrary to public policy. Refusals and cancellations are final.

Reservation Authorization & Timeframes

Academic Year Reservations: All reservations during the fall and spring semesters are at the discretion of the Dean of Academic Affairs. Reservation requests will not be processed until all academic classes have been assigned. Reservations are processed 30 days prior to the start of the fall and spring semester.

Summer Reservations: Reservations for the summer months are at the discretion of the Director of Summer Session. Such reservations will not be processed until all summer academic and Continuing Studies classes have been assigned, generally after March 1st for the summer session.

Restrictions on Space Use

  • Classes will not be re-scheduled to accommodate events. Events taking place during the academic semesters must be such that the event does not disturb or disrupt the education or research programs in the buildings, including final exam periods.
  • We do not allow non-TCA&S units to block reserve space.
  • TCA&S space may not be used for programs involving children under 9 years of age. This includes offering child care services in support of an event. This is a university policy aimed at reasonable youth protection.
  • TCA&S space may not be used for student social events during the academic year. Exceptions must be authorized by the Dean of Academic Affairs.

Criteria for Rental Fees and Other Charges

Duke Schools & Units Reservations

Official Duke University-approved student groups, professional school faculty and staff, departments, centers and university institutes may reserve space for non-credit, non-revenue generating programs with no rental fee. However, all units may incur charges for additional housekeeping, special security, audiovisual support, or damages.

Non-Duke, Duke-sponsored Organization Reservations

Non-Duke, external organizations (see definition below) may rent TCA&S space only if sponsored by a Duke department, unit or faculty member who is integral to the program to be offered. Non-Duke organizations will be charged a reasonable rental fee (see Rental Fee Rate Structure below) for use of TCA&S space. In addition, such organizations are liable for the full cost of any damages.

Revenue Generating Event Reservations

TCA&S will charge a rental fee (see Rental Fee Rate Structure below) for space reservations for revenue generating events. (See the definition for revenue generating event below.) The TCA&S space reservation fee will encompass the cost of the maintenance and operations (M&O) of the space. 

Rental Fee Rate Structure

Type of Facility
Rental Charge for 4 hours or less (4 hour minimum charge)
Rental Charge for 4 to 8 hours
Auditorium $600 $1,200
Class Labs* $400

$800

Classroom 300 sq. ft. or smaller $50 $100
Classroom 301-800 sq. ft. $130 $260
Classroom 801-1000 sq. ft. $240 $480
Classroom 1000 sq. ft. or larger $325 $650

* Teaching lab space carries a usage fee from departments

Definitions

After-Hours Cleaning Fee: This is an actual cost incurred when use of a space prevents the normally scheduled cleaning service that TCA&S is already paying for as the owner of the space. The fee will be passed on to Duke units using the space.

Common Space: Non-classroom lobbies and meeting spaces.

Damage Fee: This is an actual cost charged when damage to space and equipment exceeds normal wear and tear already factored into TCA&S facility maintenance. Examples of damage include broken or damaged furniture or equipment that cannot be used without repair/replacement; ripped, soiled or otherwise damaged flooring or upholstered furniture; damaged walls, windows, doors or restrooms; missing electronics cords, dongles, monitors or remotes, etc. It is the responsibility of the renting unit to ensure adequate supervision so as to prevent facility damage.

Duke Schools and Units: Official Duke University-approved student groups, professional school faculty and staff, departments, centers and university institutes.

Non-Duke, Duke-Sponsored Organization: External organizations such as community groups, youth outreach programs, professional societies, etc. These organizations must be sponsored by a Duke unit or employee (faculty or staff) who is an integral part of offering the program in the proposed rented TCA&S facilities space. The space request must come from an affiliated Duke individual with a Duke NetID.

Revenue Generating Event: Any event for which participants are charged a fee to attend. Revenue generating denotes events for which participants are charged a fee to attend. This may be a performance, conference fee, materials fee, etc.

Student Social Event: During the academic year, student social events may not be held in TCA&S space. Exceptions may be made at the discretion of the Dean of Academic Affairs.

Terms of Use

All units who reserve and use TCA&S space agree to comply with the following terms of use:

Health and Safety
  • Room capacity may not exceed seating capacity as posted by A&S Facilities.
  • No smoking or use of tobacco products is permitted.
  • Animals, with the exception of service animals, are not permitted in classrooms.
  • To ensure student safety and prevent theft of classroom equipment and furniture, classroom doors may not be propped open. 
  • Program Managers reserving space must ensure that all staff comply with laboratory access requirements. See Duke's Occupational and Environmental Safety Office requirements.
Food and Drink
  • Room signs indicated whether food and/or drink are allowed in a space. Groups renting the space are required to comply with these posted instructions.
  • Trash without food must be bagged and left in hall outside classroom or common area. For trash containing food, arrangements for removal must be made with University Housekeeping (919-382-4515).
  • Alcohol use at Duke and in the classroom must strictly follow the University Alcohol Policy (http://studentaffairs.duke.edu/conduct/z-policies/alcohol-policy).
Monetary Issues
  • No sales or solicitations are permitted.
  • No admission fees can be charged for meetings or events within a classroom (with the once/year exception for approved student groups without financial support from DSG for annual fund-raising).
Working with Minors
  • Program Managers reserving space are responsible for ensure compliance with Policy for Minors in Duke University Programs. This involves registering the program with Corporate risk Management, obtaining a background check for all staff, and ensuring that staff members complete online training prior to interacting with minors.
Restrictions for Use
  • Furniture in the classroom must be returned to its proper arrangement by the event organizers.  (This data is found in a plastic sleeve inside the classroom near the entrance door.)
  • After 5:00 pm, the person who reserved the room is responsible for securing it by turning off lights and equipment, as well as for closing all windows and doors.
  • Classrooms are offline from 3:30 am- 8:00 am for cleaning.
  • Smith Building Bay 6 classrooms, Allen Building and LSRC A247 are not available for reservation or for use that ends after 7:30 pm; and no weekend use.
  • Students may not reserve Interactive Computer Classroom (ICC) facilities.
  • Classrooms and commons areas cannot be scheduled during reading and exam times.
  • Buildings may not be available at certain dates or times based on sustainability measures or for maintenance upgrades.

Disclaimer & Liability

Duke Police, the University Registrar Office, and TCA&S Facilities Office reserve the right to move an event, to cancel an event that disrupts the educational, research, or administrative functions of Duke University, or for emergency maintenance related situations.

TCA&S is responsible for the quality of its classroom facilities and reserve the right to deny request privileges, based upon prior usage.

TCA&S spaces are used at the sponsors’ own risk. Users will be held responsible for the condition of the room and all furniture and equipment within. TCA&S is not responsible for damage or loss of personal effects or personal equipment, nor injury to users or participants.

Procedures

  1. Reserve A&S Space - Non-Credit Use - Fall/Spring Semesters
  2. Reserve A&S Space - Non-Credit Use - Summer Sessions
  3. Reserve A&S Common Space, Teaching Labs & Specialized Spaces