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Facilities Use and Rentals Policy

Ref. No. Executive sponsor Policy steward Approval authority First approved Last reviewed Effective date Next review
61.01 Vice President, College Services and Strategy Director of Facilities Executive Council Sept. 2016 Jan. 31, 2023 Jan. 31, 2023 Jan. 2028
  1. Purpose
    1. The Nova Scotia Community College is guided in its mission by a Strategic Plan that defines its specific goals. In pursuit of these goals, the College provides approximately 2.8 million square feet of facility space equipped for teaching, learning and research in campuses and learning centres throughout the Province.
    2. The purpose of this policy is to ensure:
      1. The consistent management of College space which conforms to the core mission of the College.
      2. The College is adequately protected from liability and disruption when external users are permitted to sue College facilities.
      3. Guiding principles for the use of space and the conditions under which the College may choose to allow its facilities and equipment to be used by external users are specified.
  1. Scope
    1. This policy applies to any person who is booking space for events that are not academic classes on NSCC campuses. Academic class scheduling is addressed with the Academic Scheduling policy (26.01).
    2. This policy applies to all Nova Scotia Community College facilities.
  1. Definitions
Term Definition
External User Any user booking space for a purpose other than primary use. This includes NSCC employees who are booking space for a purpose unrelated to their job duties. When a request for facility use is for a primary purpose requiring the competencies of a third party, the third party contracted will be considered an external client.

 

  1. Policy
    1. Priorities for Use of Facility
      Booking of academic space cannot be done prior to the completion of the Academic Schedule. The use of facilities is prioritized in the following order:
      1. NSCC academic program delivery.
      2. NSCC student services and support initiatives.
      3. NSCC sponsored meetings, events and official College functions.
      4. External user requests.
    2. Primary Uses
      The primary use of the College’s facilities and equipment is for purposes related to the College’s mission in the provision of academic programs, student services and College business.
    3. External Users
      The College reserves the right to refuse or cancel agreements for facility use when it deems the usage is not in its best interest. Facilities may be made available for rent to external users when the request:
      1. Is not in conflict with nor in competition with the College’s primary purpose.
      2. Is consistent with the objectives and philosophy of the College.
      3. Complies with all Facilities Use and Scheduling policies and procedures.
    4. Minimum Standards for Approved Requests  
      1. The use can be accommodated without displacing primary uses of the space or equipment.
      2. Risk is assessed using the College risk/benefit assessment checklist.
      3. An application form, rental and/or lease agreement is completed and signed by all necessary parties.
      4. All required certificates, licenses and permits are obtained by the requestor and copies are retained by the campus.
      5. Rental and other fees are applied to the client’s account according to the campus’ schedule of facility and equipment fees.
  1. Policy Supports

Associated Procedures, Forms and Documents

61.02 Facilities Use and Rentals Procedures (login required)
Appendix A: Application for Use of College Facilities
Appendix B: Facility Use and Rental Agreement
Appendix C: Risk/Benefit Assessment
Appendix D: Standard Form of Lease
Appendix E: Memorandum of Understanding
Appendix F: Schedule of Fees
Appendix G: Waiver Form
Appendix H: Fire and Emergency Evacuation Guide

Samples
Certificate of Insurance - Sample
Certificate of Insurance – How to Get
Facility Orientation - Sample
Internal Facility Booking Protocol - Sample

NSCC Strategic Plan
NSCC Facilities Equipment Management Plan
NSCC Accident/Incident Report
NSCC Student Risk Assessment
NSCC Access to Campus After-Hours Procedure
Student Insurance Program (SIP)
NSCC Scheduling Procedure
NSCC Protocol Political Parties and NSCC Involvement

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