Policy #47

Coordination of the Use of University Facilities
by Off-Campus Groups

When Western Carolina University permits the use of its facilities by off -campus groups, it has the responsibility of providing proper coordination to assure that visiting groups have a pleasant and profitable experience, the activity functions smoothly and effectively, and the normal on-going operations of the University are continued efficiently and without interruption.

There are a number of benefits which will accrue from having one administrative unit primarily responsible for coordinating these activities. Communication with all offices involved such as housing, traffic and security, and food services will be enhanced; pricing will be consistent; scheduling will be improved; publicity will be better coordinated; and reporting will be more complete.

The Office of Continuing Education and Summer School is the administrative unit responsible for coordinating special programs during the academic year with the exception of athletic events, lectures, concerts, dramatic presentations, and other entertainment programs. The Office of Continuing Education and Summer School has special responsibility during the summer session to approve and administer all programs where academic credit is to be given, to approve and administer all programs and activities that are nonacademic credit in nature, and to administer any and all recreational programs that are designated for the benefit and pleasure of summer school students and their families and paid from summer school funds.

Any individual or office at the University considering the development of a special program or an invitation to an outside group to participate in an activity involving the use of University facilities must contact the Dean of Continuing Education and Summer School as soon as planning begins. Forms for requesting the use of facilities are available from the Office of Continuing Education and Summer School.

Formerly Executive Memorandum 93-103
Initially approved January 10, 1980
Revised March 1, 1993
Administering office: Continuing Education and Summer School

Posted June 08, 1999