THE UNIVERSITY OF MICHIGAN EDWARD GINSBERG CENTER FOR COMMUNITY SERVICE AND LEARNING
FACILITY USE POLICY
1024 Hill St
Ann Arbor, MI 48109-3310
The Ginsberg Center’s mission is to cultivate and steward equitable partnerships between communities and the University of Michigan in order to advance social change for the public good.
1.1 This policy is intended to facilitate the fair allocation and efficient use of facilities within the Ginsberg Center and to provide for the uniform and consistent administration of the Ginsberg Center facility usage.
1.2 The Ginsberg Center Facility Use Policy applies to the temporary use of the Ginsberg Center that is made available for meetings, activities, and events. This policy also applies to the regular use of the space on an annual or semester-long basis.
1.3 As used in this policy, unless the context otherwise requires:
- “Engaged in fundraising” means (1) charging admission, (2) conducting a sale, or (3) soliciting contributions at an event where one of the purposes of the event is to obtain funds.
- “Event” means any use or planned use for no more than five consecutive days of the Ginsberg Center facility.
- “Group” means a student organization, individual student, University department, non-University individual or group.
- “Student organization” means a student organization currently recognized by the Center for Campus Involvement.
2.1 The Ginsberg Center staff is the official agency responsible for coordinating the use of the Ginsberg Center. All requests for the use of facilities must be submitted to Ginsberg Center administrative staff.
2.2 The Ginsberg Center facility is reserved in the order in which requests are received, with consideration being given to the size of the group, type of program, and space available. The Ginsberg Center reserves the right to assign, and if necessary, reassign space to assure the maximum and most appropriate utilization of the space. A courtesy call or email will be given before any necessary changes take place.
2.3 Groups may only reserve use of the Ginsberg Center meeting rooms. Groups are not allowed to move chairs from offices into the meeting rooms, and are asked not to use the personal offices or intern office for meetings.
2.4 Sales or solicitations are permitted in the Ginsberg Center only as part of the legitimate fundraising activities of a student organization or University department.
2.5 All of the profits generated by a sale or solicitation conducted in the Ginsberg Center must be used for the activities of the sponsoring student organization, University department, or their publicly stated cause (e.g. a charitable organization).
2.6 Requests for sales or solicitations by non-University groups and individual students may be brought before the administrative staff for special consideration.
2.7 All advertising for commercial sales sponsored by departments or student organizations must prominently display the name of the sponsoring department or student organization.
2.8 There is no charge to individuals, groups, or student organizations for room usage. Student organizations may not use their organizational status to sponsor non-organizational individuals or groups.
2.9 Decorating may be executed through the use of blue masking tape only.
2.10 Posting of fliers, etc., is prohibited.
2.11 The group is required to restore the room furnishings back to their original order. This includes returning chairs to their original positions, and turning off lights and electronics. If the group desires to pay for the set-up and/or break-down of a room’s furnishings, pre-arrangements may be made to accommodate this request.
2.12 Food should only be consumed in the kitchen or meeting rooms, at table space that is not shared by a computer (e.g. a stool/coffee table, an empty desk, empty space on the big table, etc.).
2.13 The group scheduling the Ginsberg Center will be held financially responsible for any special clean-up, maintenance, or repair, resulting from the meeting, event, or activity, including any lost or stolen items.
2.14 The Ginsberg Center reserves the right to require fire, police or other security personnel for events in the facility. The need shall be determined based on the time, place and type of event.
2.15 All groups using the Ginsberg Center are expected to adhere to all published University and Ginsberg Center policies, regulations, guidelines, and all Local, State, and Federal laws.
2.16 The group sponsoring an event in the Ginsberg Center may determine the participants at the event. The group is responsible for the actions of the participants.
2.17 The Ginsberg Center is a smoke-free and alcohol-free facility. The consumption of alcohol, tobacco, or illegal substances is not permitted in the space.
2.18 The Ginsberg Center is not responsible for any lost, stolen or damaged property belonging to users of the facility.
USE OF ELECTRONICS
3.1 Public computers in the public spaces of the Ginsberg Center may be accessed using the public username and password provided by the Ginsberg Center, or a personal uniqname and password. Computers in the staff and intern offices should not be accessed.
3.2 Personal files should not be saved on the desktops or documents folders of public computers when using the shared account. Unless you are signing in with your own uniqname and password, the best place for storage is personal cloud drive, such as MFile, MBox+, or Google Drive.
3.3 Computers should not be used to view or download inappropriate or illegal media. This includes, but is not limited to, pornography, illegally downloaded music/movies, etc.
3.4 The televisions and related presentation technology are available for any group to use. Treat these items with care. Turn the television off when you are done using it, and shut down other electronic equipment.
3.5 Food and drink should not be near electronics. Only eat or drink on surfaces that are not occupied by electronics.
SCHEDULING THE GINSBERG CENTER
4.1 Student organizations, University departments, and non-University groups may reserve the Ginsberg Center. Space may be requested by filling out the Ginsberg Center Room Reservation form.
4.2 In order to ensure our ability to enforce this policy, University departments and student organizations must provide the appropriate account number and the name of an authorized signer in order to secure the facility.
4.3 Non-University groups may be asked to submit a $50 (refundable) damage deposit and usage fee to finalize reservation of the space. This will be returned to you at the end of the event, semester, or year if no damage has been done to the space.
4.4 The purpose of the student organization and intended use for the space must be clearly stated on the room reservation request.
5.1 Regular meetings will be scheduled on a first-come first-serve basis. Ginsberg Center events and student groups housed in the Ginsberg Center have priority in event scheduling.
5.2 Ginsberg Center reserves the right to remove or reschedule any group or event to host a Ginsberg Center sponsored event or meeting.
5.3 Scheduling requests beyond the scope of this procedure may be brought to the Ginsberg Center staff for special consideration.
6.1 Any programs or events that will involve minors that are not registered students of the University shall adhere to the University’s policy on Children on Campus. Details of this policy are available at http://childrenoncampus.umich.edu/.
6.2 A completed and signed copy of the Third Party Acknowledgement of Responsibilities must be on file with the Ginsberg Center before a non-University program or event involving minors will be approved. This form outlines criminal background check and insurance requirements.
7.1 If a group would like to add or remove their meeting or event to our public calendar, they may ask Ginsberg Center staff to do so.
7.2 For event or group cancellations, please tell us at least three (3) business days prior to cancelling the event so we may have ample time to update our public calendar and notify our staff.
8.1 Regular group meetings not listed on our public calendar do not require prior notice when being cancelled.
8.2 Cancellations of all events, as well as any meetings listed on the public calendar, must be given to the Ginsberg Center Staff three (3) business days prior to event.
ODDS & ENDS
9.1 Doorways, hallways, corridors, staircases and fire exits may not be blocked or obstructed during an event or meeting.
9.2 Decorations may not be attached to ceilings, light fixtures, walls, floors, woodwork, draperies, windows, curtains or any painted or papered surface unless approved by the Ginsberg Center staff.
9.3 Light bulbs may not be placed where the heat from the bulbs might create a fire hazard. “Special effects” equipment, such as smoke, fog and fire machines are not permitted in the Ginsberg Center.
9.4 Confetti, rice, glitter, wax, and similar materials may not be used in the Ginsberg Center.
9.5 The kitchen refrigerator may be used to store food and drink. Please label these items, and take any additional food items with you when you leave. There is a University supported compost bin in the kitchen area for food waste.
9.6 Materials or tools found in the Ginsberg Center meeting rooms may be used by groups using the public space. Some additional items may be available for use (paper, markers, etc); please contact Ginsberg Center staff to reserve.
10.1 Any group which violates any section of this policy, and any group which fails to pay within thirty (30) days after receiving a bill for debt legitimately owed to the Ginsberg Center resulting from a scheduled event will be subject to the following action:
(a) All groups shall be warned in writing and assessed for any costs incurred due to the scheduled event or meeting.
(b) If a group violates one of the sections enumerated above for a second time during the same academic year (Sept.-Aug.), this group shall be denied the privilege of using the Ginsberg Center for up to one year, in addition to being assessed for any costs incurred due to the scheduled event.
STANDARDS FOR REVIEW
11.1 These policies will be reviewed at the end of every academic year (August), by the Ginsberg Center staff.
Please do not hesitate to contact us at firstname.lastname@example.org if you have any questions.