Hamline Policies

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Classroom and Space Reservations - Rental Fee Policy

Department responsible: Classroom and Space Management

Adopted by: Administrative Cabinet

Owner: Classroom and Space Management

Description: This internal document is to establish policy and guidelines in determining a consistent approach to fees for the use of Hamline University property, partially excluding venues such as Sundin Music Hall, the Anne Simley Theatre and Athletics Facilites, each of which set their own fees.

Details:

Purpose

This internal document is to establish policy and guidelines in determining a consistent approach to fees for the use of Hamline University property, partially excluding venues such as Sundin Music Hall, the Anne Simley Theatre and Athletics Facilites, each of which set their own fees.

Definition (if applicable)

There are two broad categories of RENTERS: Internal and External groups. The latter includes three separate sub-groups: External-Hamline; External- nonprofit; External- for profit.

Policy

This policy applies to all staff, faculty and students of Hamline University, as well as any outside person or group with a desire to use space on campus.

The elements of the policy (these points apply in all cases - the space is available, and that the space is booked through Classroom and Space Management):

Internal Groups

  • Internal groups are not subject to a fee for the use of any space on the Hamline University campuses, provided that the following is observed:
    • That the space usage is for University or Department sponsored events only (including student organizations). These events must be generated within Hamline University and predominantly for the Hamline University communities. The consortia that Hamline is affiliated with qualify as an internal group(Groups such as UMBUG, ACTC, Mn Private Colleges, etc).

External Groups

  • External-Hamline groups are subject to a reduced fee for the use of space on campus provided the following is observed:
    • that the space usage is for Hamline Staff and Faculty Sponsored Activities that are free to the Hamline University community
    • requires a definitive point of contact with full responsibility for the event, typically the sponsor
    • requires a Hamline University budget number
    • may require a contract or agreement
    • liability is assumed through Risk Management by Hamline University
    • if the group charges a fee for registration or admission, it does not qualify for the reduced fee
  •  External-non-profit is subject to a reduced fee (non-profit rate to be established) for the use of space on campus provided the following is observed:
    • is for the use of a registered Non-Profit group or agency – an ST-3 form must be provided
    • must sign a contract with Hamline University, which spells out the policies and guidelines for using the space on campus
    • must provide proof of liability insurance to Risk Management before event can be confirmed, according to the  requirements of the contract
  • External for-profit is subject to the full fee (rate to be established), or negotiated fee to be approved by the Chief Financial Officer, for the use of space on campus provided the following is observed
    • must sign a contract with Hamline University, which spells out the policies and guidelines for using the space on campus
    • must provide proof of liability insurance to Risk Management before event can be confirmed, according to the requirements of the contract

Issues of liability need to follow the standards of the Hamline University Risk Management Office. Invoicing and Fee Recovery are the provenance of the Finance Department, and not Classroom and Space Management.