Facility Use Policy

FACILITY USE POLICY

THE UNIVERSITY OF MICHIGAN 
EDWARD AND ROSALIE GINSBERG BUILDING 
1024 Hill St 
Ann Arbor, MI 48109-3310

Home to the
EDWARD GINSBERG CENTER
FOR COMMUNITY SERVICE AND LEARNING

The Ginsberg Center is a community and civic engagement center with a mission to cultivate and steward equitable partnerships between communities and the University of Michigan in order to advance social change for the public good.

Please note: Reservations for space in the Ginsberg Building are limited to Ginsberg staff and programs, Ginsberg-approved student organizations, community partners in our network, Ginsberg-approved faculty/staff affiliates, and Student Life units. These entities may request the large meeting room space during normal business hours, if it is available. 

In addition, Ginsberg-approved student organizations may request the StuOrg Hub for meetings, or use it with no reservation when it is open. 

Please submit your request using the brief form linked here, and allow up to 7 business days for a response. 

Please contact us at [email protected] if you have any questions.

 

  1. INTRODUCTION

    1. This policy is intended to facilitate the fair allocation and efficient use of facilities within the Edward and Rosalie Ginsberg Building (hereafter Ginsberg Building or BERG) and to provide for the uniform and consistent administration of the BERG facility usage. The BERG is home to the Edward Ginsberg Center for Community Service and Learning (Ginsberg Center or GC), and the facility and its Facility Use Policy are administered by the Ginsberg Center administrative staff.
    2. The Ginsberg Building Facility Use Policy applies to the temporary use of the BERG 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.
    3. As used in this policy, unless the context otherwise requires:
      1. "Event" means any use or planned use for no more than five consecutive days of the Ginsberg Building facility.
      2. "Group" means a student organization or group, individual student, University department, non-University individual or group.
      3. "Student Organization" is defined as a student organization currently registered with the University of Michigan's Center for Campus involvement (CCI) as a Voluntary Student Organization (VSO) or Sponsored Student Organization (SSO) and in possession of an account with Student Organization Accounts Services (SOAS).
      4. "S.O.A.S." refers to the Student Organization Accounting Service, with whom registered student organizations must have an active account in order to reserve space in the Ginsberg Building facility.
      5. "University Affiliate" refers to an individual student, staff, or faculty member independent from a Student Organization or University of Michigan unit.
      6. "Non-University Affiliate" refers to any individual who is not a student and is not affiliated with a University of Michigan unit.
      7. "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.
    4. Users of the Ginsberg Building facility must agree to comply with the University's Facility Use Policy, as laid out in the Standard Practice Guide (SPG 601.41)
    5. In addition to the specific Ginsberg Building policies enumerated below, users of the Ginsberg Building facility may not:
      1. Violate any laws or University protocols.
      2. Disrupt University activities, operations, or the lawful activities of others.
      3. Obstruct human or vehicle traffic, including pathways, stairs, aisles, and other access points.
      4. Fail to cooperate with Division of Public Safety and Security officers or other University-authorized officials.
      5. Use facilities for purposes other than those designated by the University.
         

  2. GENERAL GUIDELINES

    1. Reservations for space in the Ginsberg Building are limited to Ginsberg staff and programs, Ginsberg-approved student organizations, community partners in our network, Ginsberg-approved faculty/staff affiliates, and Student Life units. These entities may request the large meeting room space during normal business hours, if it is available.
    2. In addition, Ginsberg-approved student organizations may request the StuOrg Hub for meetings, or use it with no reservation when it is open. 
    3. The GC Administrative Staff is the official agency responsible for coordinating the use of the Ginsberg Building. All requests for the use of facilities must be submitted to GC administrative staff, using the designated form, or directly via email at [email protected].
    4. GC reserves the right to decline reservation requests for events that do not align to the mission of the center and its core work, or are / appear partisan in nature.
    5. Except with respect to Ginsberg staff and Student Organizations as provided in Sections 4.b of this policy, requests to use the Ginsberg Building facility are considered in the order in which requests are received, with consideration being given to the size of the group, type of program, and space available.
    6. No guarantees will be made for specific requested spaces in the GC (e.g. large meeting room, outdoor patio, etc.). 
    7. The Ginsberg Building 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.
    8. GC may remove and/or reschedule any Event in order to host a GC-sponsored Event.
    9. Advertising an Event prior to Event confirmation is prohibited.
       

  3. RESERVING SPACE IN THE THE GINSBERG BUILDING

    1. Regular meetings will be scheduled on a first-come first-serve basis. Ginsberg Center events and student groups sponsored by the Ginsberg Center have priority in event scheduling.
    2. All Event reservations must be scheduled to occur during building operation hours. Please visit the GC website for hours of operation and upcoming closures.
    3. Reservations should be submitted no fewer than 10 business days prior to an Event.  Reservations by external parties that are requested outside that time frame will not be considered.
    4. Groups may only reserve use of the Ginsberg Building meeting rooms. Groups are not allowed to move chairs from offices into the meeting rooms, nor access the staff offices or workspaces.
    5. Use of the catering support space as part of an event must be approved by the GC Administrative Staff.
    6. Users may schedule space to ‘table’ (do outreach for a specific purpose) in the Rosalie Ginsberg Community Commons (multipurpose first floor space) under the following conditions:
      1. The sale of any product or service offered as a fundraiser must be directly provided by the department or student org. No sponsorship of commercial groups or solicitors is permitted. The sale or promotion of cellular devices and credit cards are specifically prohibited. (see section 9 for more information on fundraising)
      2. The sale of food items is limited to items that are commercially prepared and individually packaged (like cookies, brownies, muffins, etc.).
      3. Commons table space is limited to one (5x2') table with two chairs.
      4. Commons tables must be staffed by U of M students from the organization or department staff with University identification.
      5. Commons users must remain behind their table.
      6. The use of sound amplification equipment is not permitted.
    7. Ginsberg Center reserves the right to remove or reschedule any group or event to host a Ginsberg Center sponsored event or meeting.
    8. Ginsberg Center reserves the right to move a scheduled event to a different room in order to maximize space use.

    9. Scheduling requests beyond the scope of this procedure may be brought to the Ginsberg Center staff for special consideration.

       

  4. PARTISAN POLITICAL ACTIVITY IN THE GINSBERG BUILDING

    1. Under Michigan law, faculty, staff, and students cannot use public resources to engage in political activities for or against a candidate or ballot initiative. Here are some examples of political activities that use public resources in a manner that would generally not be permitted under Michigan law:
      1. Sending out a campaign mailing using University stationary or postage purchased by the University.
      2. Using an official University email list or listserv to campaign for or against a ballot initiative or candidate running for office.
      3. Using University equipment to copy material supporting or opposing a ballot initiative or candidate, subject to existing departmental policies regarding personal use.
      4. Using a University office or other University facility, or using other University resources, such as a University-provided telephone, computer, email address, social media account, Zoom or other web conferencing service account, etc., to support or oppose ballot initiatives or candidates running for office, even if – per the Michigan Secretary of State – you do not state or imply that you are speaking on behalf of the University in doing so.
      5. Purporting to carry on a political campaign in the name of the University or purporting to speak on behalf of the University when supporting or opposing a candidate or ballot initiative, whether in speech, writings, or social media postings.
      6. See this Public Affairs FAQ page for more information.

    2. The Ginsberg Building is considered a public resource as it pertains to the above policy, and thus cannot be used to engage in political activities for or against a candidate or ballot initiative. GC reserves the right to decline reservation requests for events that are or appear partisan in nature.

       

  5. ADDITIONAL SCHEDULING CONSIDERATIONS

    1. Requests are reviewed in the order in which they are received. Final approval is dependent upon criteria listed below.
    2. Ginsberg Center events and student groups sponsored by the Ginsberg Center have priority in event scheduling.
    3. Setup changes for a confirmed event need to be requested one (1) week in advance. All requested room configurations must comply with room capacity limits. Same day setup changes may be subject to additional fees.
    4. All food, beverages, and associated catering equipment must be provided by either Michigan Catering or an approved restaurant or catering organization identified at this link.
    5. With permission and supervision from the GC administrative staff or its designee[s], Groups may decorate their reserved space for the duration of their reservation as described in Section 8 of this policy. Groups will be charged for any damage to the room or special cleaning as a result of this decoration.
    6. 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. 
    7. Service Animals, as set forth under the Americans with Disabilities Act, for guests with disabilities are welcome in the Ginsberg Building. All other animals, including emotional support animals, are not permitted inside the Ginsberg Building.
    8. Posting of fliers, etc. can only be done on public cork or posting boards. Please see the desk staff for more information.
    9. Food should only be consumed in the reserved meeting rooms, or at table space that is not shared by a computer (e.g. a stool/coffee table, a cafe table in the Commons, outside patio table).
    10. The Group scheduling the Ginsberg Building 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.
    11. The Ginsberg Building 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.
    12. All Groups using the Ginsberg Building are expected to adhere to all published University and Ginsberg Building policies, regulations, guidelines, and all Local, State, and Federal laws.
    13. The Group sponsoring an event in the Ginsberg Building may determine the participants at the event. The Group is responsible for the actions of the participants.
    14. If the Group would like to display (or remove) their meeting or event on the GC website and Happening@Michigan calendar, they may ask Ginsberg Center staff to do so.
    15. The Ginsberg Building is a smoke-free, drug-free, and alcohol-free facility. The consumption of tobacco, drugs, vaping products, illegal substances or alcohol (unless specifically approved ahead of time with the facility, and managed by University catering as part of an event), is not permitted in the space

    16. The Ginsberg Building is not responsible for any lost, stolen or damaged property belonging to users of the facility.

       

  6. CANCELLATIONS AND NO SHOWS

    1. Cancellations of all Events, as well as any meetings listed on the public calendar, must be sent to [email protected] three (3) business days prior to the event.
    2. Regular GC group meetings not listed on our public calendar do not require prior notice when being cancelled. 
    3. University department and Student Organization Events must be canceled by an authorized signer from the department or organization. Failure to do so will result in the assessment of a cancellation fee. For student organizations, this fee will be $25.00. For all other departments/organizations, the fee assessed will be equal to the agreed upon room rental fee.
    4. All Groups will be held responsible for all charges incurred by any financial or contractual commitments made to facilitate the Event.

     

  7. USE OF ELECTRONICS

    1. General use computers in the public spaces of the Ginsberg Building may be accessed using the public username and password provided by the Ginsberg Building, or a personal uniqname and password. Computers in the staff offices and workstations are not for public use and may not be accessed.
    2. Personal files should not be saved on the desktops or documents folders of public computers when using the shared account.
    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.
    4. University computers or accounts may not be used to support or run a political campaign, ballot initiative, or private business. See this Public Affairs FAQ page for more information.
    5. The monitors in the meeting rooms, and related presentation technology, are available for Groups to use. GC staff or the Ginsberg Student Building Coordinators will assist with the use and shutting down of equipment.
    6. Food and drink should not be consumed or stored near the electronics.

 

  1. CHILDREN

    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/.
    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.
    3. Children of visitors to the Ginsberg Building must be accompanied by an authorized adult.

 

  1. DECORATIONS, EXHIBITS, AND DISPLAYS

    1. Decorating may be executed through the use of blue masking tape only.
    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 GC administrative staff or its designee[s].
    3. Decorations and/or displays must not compromise public safety or increase the risk of property damage.
    4. Any special needs or specific methods for placing decorations, exhibits, and displays beyond the scope of this procedure must be approved by the GC administrative staff or its designee[s] prior to the Event date.
    5. All Groups are responsible for the non-furniture elements of set-up and clean-up of their Event unless a prior arrangement has been established.
    6. Decorations, exhibits and displays must be removed immediately following the Event or activity unless other arrangements have been approved by the GC administrative staff or its designee[s]. If it becomes necessary for staff to remove materials left by a Group, the sponsoring organization will be billed for all costs of removing the materials.
    7. "Special effects" equipment, such as smoke, fog and fire machines are not permitted in the Ginsberg Building.
    8. Candles are strictly prohibited.
    9. Use of paint of any kind, tie-dye and tie-dye events are not permitted.
    10. Use of adhesives, hydrated beads, glitter, sand weights, confetti, rice, dance wax, powder, gel beads, or similar materials is strictly prohibited.
    11. Doorways, hallways, corridors, staircases and fire exits may not be blocked or obstructed during an event or meeting.
    12. Materials or tools found in the Ginsberg Building meeting rooms may be used by groups using these spaces. Some additional items may be available for use (paper, markers, etc); please contact GC staff to reserve.
    13. The Group scheduling the Ginsberg Building is financially responsible for the reservation and any damages or additional cleaning resulting from the Event.

 

  1. FUNDRAISING, SOLICITATION, AND SALES

    1. Sales or solicitations are permitted in the Ginsberg Building only as part of the legitimate fundraising activities of a student organization or community partner, as approved during the reservation process.
    2. All funds generated by a sale or solicitation conducted in the Ginsberg Building must be used for the activities of the sponsoring student organization, Community partner, or their publicly stated cause (e.g. a charitable organization); in the case of student organizations, all funds must be handled in compliance with SOAS policies, as noted in the SOAS guidebook.
    3. Requests for sales or solicitations by non-University groups and individual students may be brought before the administrative staff for special consideration; no solicitation is allowed without prior approval.
    4. All advertising for fundraisers sponsored by a student organization or community partner must prominently display the name of the student organization or community partner, and the intended use of funds.
    5. Requests for sales, fundraising, or solicitations must be brought before the GC administrative staff for consideration. Otherwise, no group may engage in Fundraising during Events held at the Ginsberg Building.
    6. All fundraising, sales, or solicitations must be conducted using electronic services. The exchange of physical cash, check, or money order is prohibited.

 

  1. PARKING

    1. There is no designated parking available at the Ginsberg Building. See the resources page of the Ginsberg Center website for parking resources while visiting the building.
    2. Absolutely no blocking of emergency entrances and rampways, and no parking in the designated delivery/loading zones. Users who do so risk being ticketed and towed at their own expense.

 

  1. RENTAL RATE CATEGORIES AND PROCEDURES

    1. There is currently no charge to individuals, groups, or student organizations for room usage.
    2. Should charges be implemented, the following categories shall be used in determining room and equipment rental rates for the GC:
      1. Student Organization (CCI-registered student organizations with a SOAS account)
      2. University Departments
      3. Community Groups (e.g., Nonprofit Organizations)
    3. In order to ensure that organizational funds are committed appropriately for an affiliate, an authorized signer is required to confirm a reservation.
    4. Student Organizations must have the funds necessary to cover all estimated charges deposited in their account at the SOAS office prior to the final confirmation of the Event. Any Event scheduled in the Ginsberg Building will be canceled if the funds are not deposited appropriately at the SOAS office.
    5. Non-University Affiliates must make applicable payments directly to the Ginsberg Center. Any required deposits must be made at least five (5) business days prior to the Event.
    6. University departments must provide the appropriate shortcode number and the name of the authorized signer in order to reserve the facility.

    7. Student organizations may not use their organizational status to sponsor non-organizational individuals or groups.

       

  2. POLICY VIOLATIONS

    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:
      1. (a) All groups shall be warned in writing and assessed for any costs incurred due to the scheduled event or meeting.
      2. (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 Building for up to one semester, in addition to being assessed for any costs incurred due to the scheduled event.
    2. If any group violates any part of this policy, they may be sanctioned up to and including loss of scheduling privileges.

 

  1. STANDARDS FOR REVIEW

    1. These policies will be reviewed at the end of every fiscal year (June), by the Ginsberg Center administrative staff.

 

 

Please contact us at [email protected] if you have any questions.