FCC Academic Catalog 2016-2017

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2016/2017 fcc catalog
Use of Facilities Policy and
Procedure
I. Philosophy and Scope
The primary use of Frederick Community College
(“FCC”or the“College”) facilities is in support of
College instruction. The procedures outlined below
are designed to ensure proper scheduling of credit
and non-credit course offerings and to reduce
conflicts with scheduling of internal College and
community group events.
Members of the College faculty, staff, and student
body may request non-instructional use of College
facilities for College activities/business when they are
not in use for College instruction.
The Facilities Planning Office is charged with
managing the most efficient use of campus space
and as such, also maintain a comprehensive single
source, campus calendar. These procedures are
created to provide for a one-stop clearinghouse
for all campus use of space and the scheduling of
all campus events, both for internal and external
requestors/users.
Scheduling of College facilities will follow the priority
order as listed below:
• Credit and Non-credit Course Offerings
• Internal College Meetings and Events
• College Co-Sponsored Events
• Public/Community Use
The President of the College is authorized to establish
administrative procedures and regulations related to
the use of College facilities by the public/community.
Actual costs of operation must be covered by public/
community users. Fees as established by the Board
of Trustees shall be charged for use of College
facilities by public/community groups. Non-profit
organizations may be eligible for discounted rates.
Annual leases of College facilities may be considered
and are subject to review and approval by the Senior
Leadership Team.
II. Definitions for the Purpose of this
Policy and Procedures
A. “Internal College Meetings and Events”
are meetings or events that are organized and
conducted by College faculty, staff, Trustees, or
students for College activities/business.
B. “College Co-Sponsored Events” are events
where Frederick Community College and/or the
Frederick Community College Foundation, Inc.
partners with outside groups or organizations. All
College co-sponsored events must be approved
by the Senior Leadership Team. Co-sponsorship
approval is based upon whether the event
is deemed to be beneficial for the College to
co-sponsor the event.
C. “Public/Community Use” refers to paid use
of College facilities by individuals, organizations,
associations, or businesses not affiliated with
Frederick Community College.
D. “25Live” refers to the web-based College
scheduling optimization and space database
software. All faculty and staff have access to view
space availability and make requests for space
use through this software.
E. “HEGIS Code of 210” refers to a Higher
Education General Information Survey (HEGIS)
designation for spaces that are used primarily
for regularly scheduled classes that require
special purpose equipment or a specific
room configuration for student participation,
experimentation, observation, or practice in an
academic discipline.
F. “Senior Leadership Team” refers to the
President’s leadership group comprised of
the President, the Provost/Vice President for
Academic Affairs, the Vice President for Learning
Support, the Vice President for Continuing
Education & Workforce Development, the Vice
President for Finance and Human Resources, the
Special Assistant to the President for Institutional
Effectiveness, and the Chief of Operations.
G. “Workdays” means Monday through Friday
and does not include weekends, holidays, or
days the College is closed.
III. Procedures
The use of Frederick Community College facilities will
be prioritized in the following manner:
A. Use of Space for Credit and Non-credit
Course Offerings
In each academic term, credit and non-credit
courses will be given first priority in scheduling.
The specific facility spaces having a HEGIS
Code of 210 may be preassigned by the Space
Planning Manager. Other room assignments
will be made based on available room features,
course requirements, and room capacity, as
approved by the Space Planning Manager.
Additional preassignments may be considered to
accommodate the needs of specific instructors or
courses, and these must be approved by the Space
Planning Manager.
The Academic Affairs and Continuing Education &
Workforce Development (CEWD) teams will submit
their course schedules to the Space Planning
Manager according to a published schedule each
semester. Room assignments for courses will be
determined by the 25Live optimizer software.
A draft schedule of room assignments will be
provided to the Academic Affairs and CEWD teams
for review.
The Senior Leaders of the Academic Affairs and
CEWD teams will have the opportunity to submit
requests for consideration of relocation of room
assignments in the draft schedule to the Space
Planning Manager. If possible, these requests will
be accommodated.
The Space Planning Manager will submit a
final credit and non-credit schedule of room
assignments to the Senior Leaders of the Academic
Affairs and CEWD teams.
For courses added outside of the published
schedule for a typical semester, the Academic
Affairs and CEWD teams will submit their
schedules to the Space Planning Manager for room
assignments as classes are added. Timelines for
these additions will be established on an individual
basis. The Space Planning Manager will submit the
final room assignments to Academic Affairs or the
CEWD team scheduling the course.
B. Use of Space for Internal College Meetings
and Events
All internal College meetings and events must have
a space reserved in 25Live. College faculty and staff
must make a request for all spaces, excluding JBK
Theater, in 25Live
frederick). For best consideration, the request must
be made well in advance of the meeting or event
to ensure that a space is approved and reserved
in 25Live. Student groups wishing to request
space must make their requests through the
Student Engagement Office. Space requests will be
reviewed and approved by the Facilities Planning
Office.
The Arts Center Director is responsible for
scheduling all events in the JBK Theater in
cooperation and collaboration with the Facilities
Planning Office. To request an internal College
meeting or event in the JBK Theater, contact the
Arts Center Director at .
C. Use of Space for College Co-Sponsored
Events
An employee of the College must submit a request
for approval of co-sponsorship of an event to the
Space Planning Manager using the Co-Sponsored
Event Request Form. The Space Planning Manager
will forward requests for final approval to the
Senior Leadership Team. The employee will be
responsible for adhering to all conditions set forth
on the Co-Sponsored Event Request Form. Upon
approval for a co-sponsored event, the employee
should then request space as described in Section
III.B.
Co-sponsored events may be scheduled up to
twenty-four months in advance if the event takes
place in non-instructional space and if approved by
the Senior Leadership Team.
When required by the College, co-sponsoring
organizations must present to the College a
certificate of liability insurance naming Frederick
Community College as an additional insured in an
amount deemed appropriate in the sole discretion
of FCC.