Revised: July 30, 2001
Original Number: 119 Original Date of Issue: April 5, 1983
The purpose of this document is to provide guidance for the Community College of Philadelphia facilities. Facility use is governed by the overall mission of the College.
Community College of Philadelphia is committed to ensuring the full use of its facilities for the education of its students and where economically possible and appropriate for community advancement.
Coordination for facilities usage is determined by the nature of the event based on the following priorities:
Regularly scheduled credit, non-credit classes, and college-wide instructional activities, e.g., faculty meetings and College workshops. These activities require the approval of the designated division Deans and the Vice President of Academic Affairs.
The responsibility of coordinating such activities will be handled by the College scheduler and requester. The Special Events and Community Relations Coordinator will be consulted when appropriate.
Student activities and co-curricula activities sponsored by the Student Government Association and recognized student clubs/organizations require approval from the Director of Student Activities, Division Dean an /or Vice President.
The responsibility for scheduling such activities will be handled by the Director of Student Activities.
Institutional events are events sponsored by the President and/or Administrative departments. The Special Events and Community Relations Coordinator is available for consultation when necessary. The responsibility of coordinating such activities will be handled by the Special Events and Community Relations Coordinator.
Staff wishing to schedule any special events involving non-College participants, or use of College facilities when they are normally not open are expected to follow the same procedures as outside organizations spelled out in Priority 4.
Confirmed facility users will receive a complete meeting-planning package which will include:
The Special Events and Community Relations Coordinator will be responsible for communications with the appropriate offices at the College. All work-orders will be completed and submitted at least five (5) business days prior to the event to ensure that the client's needs can be accommodated.
Use of the facilities for special events require an expense recovery cost payment. These cost encompass fees for the following: setup, electricity, housekeeping, and minimal security expenses. Audio-visual equipment and catering needs are additional. A distinction is identified on the Facilities and Rate Schedule between regular and business hours and weekend hours. Expense recovery cost shall be applied to all requests. Exceptions require the approval of the Vice President of Communications & Government Relations and/or the President.
A Facilities and Rate Schedule may be obtained from the Special Events and Community Relations Coordinator.
Special Events will not be scheduled on the following days: