1. Organization Information
If the hourly fee for use of the facility is waived, actual out-of-pocket expenses for custodial charges for preparation for and clean-up after the activity and maintenance services may still be assessed at the discretion of the university. Estimates of these charges shall be included in the agreement.
Availability of parking for participants in approved programs is not guaranteed by the university. Large groups should consider shuttle service or carpooling. The Office of Conference & Event Services will work with Public Safety to secure parking permits for external events. The Organization should notify the Office of Conference & Event Services of the number of parking permits it needs for its attendees at least 14 days prior to the event. There will be a $2 charge for each permit.
Organizations using the pool are required to have certified lifeguards present to supervise their activity. These lifeguards shall be considered part of your group and must be covered under your liability insurance. The organization is responsible for any amount due for their services which is payable on the date of your activity. The athletic department can provide groups with a list of individuals that they know to be certified. If you are supplying a lifeguard that is not on this list then you must submit proof of certification to our office prior to your use of the facility. If these requirements are not met your group will be denied access to the pool.
Only university security personnel may be used at scheduled events without prior written consent of the university.
The university reserves the right to assign a university representative to be present at the event when it deems such additional supervision is necessary and advisable.
Light and switch panels, staging, electrical, electronic and public address systems shall not be operated without the direct approval of the Director of Facilities Management or designee.
The organization is restricted to the use of those areas specified in the agreement.
No alcoholic beverages are permitted on campus.
Serving of food and refreshments is restricted to areas approved in advance by the Office of the Vice President for Student Affairs.
Clarion University reserves the right to remove any individual(s) for unruly behavior. The Department of Public Safety in consultation with university administration will determine the appropriate actions to be taken.
All advertising for this activity must be approved in advance by the Vice President for Student Affairs. All advertising must contain the statement, "This is not a Clarion University - affiliated event." This information is to be submitted to the Director of Auxiliary Operations, 206 Egbert Hall.
If minors are present at event and are not in direct supervision of parent or legal guardian, then all adults with direct contact must be included on the External Organization Clearance Verification form. (Available from the Conference and Events office). If the event is open to the general public, it is exempt from this policy.
The organization is to make all adults working with the event aware of the Clarion University Authorized Adult or Program Staff Code of Conduct and the expectation that it shall be followed (see below).
Supervision Ratio- for groups with minor participants or attendees, it is the program administrators responsibility to ensure the following supervision ratios must be met:
Program Administrators shall retain all records of program documents including but not limited to participant forms, clearances, trainings, mandated reporter training, etc. for no less than 25 years from the conclusion of the event.
The above listed requirements will be incorporated by reference as part of the formal agreement for use of facilities if this request is approved. Required signatures on the agreement will be designated at time of execution.
This Request for Use of University Facilities and Services must be returned by 15 WORKING DAYS PRIOR TO EVENT to Clarion University Office of Conference & Event Services. The Office agrees to hold the space listed in this agreement on a tentative basis until 15 DAYS PRIOR TO THE EVENT. If this request is not fully executed by the above date, the Office of Conference & Event Services will release the requested space.
The undersigned confirms that he/she has read the above terms and conditions for use of University facilities and acknowledges responsibility for complying with these requirements for the organization listed (see Item No. 1) if this request for use is approved by the university:
c. Do not touch minors in a manner that a reasonable person could interpret as inappropriate. All personal contact should generally only be in the open, and in response to the minor’s needs, for a purpose that is consistent with the program’s mission and culture, or for a clear educational, developmental, or health-related purpose (e.g., treatment of an injury). Any refusal or resistance from the minor should be respected.
d. Do not use harassing language that would violate Board of Governors’ Policy 2009-03: Social Equity, or university harassment policies.
e. Do not be alone with a minor. If one-on-one contact is required, meet in open, well- illuminated spaces or rooms with windows observable by other authorized adults or program staff, unless the one-on-one contact is expressly authorized by the program administrator or is being undertaken for medical care.