6.4 Applications for Use of Institute Facilities

6.4.1 Use by the Institute

Nothing in this policy is intended to restrict in any way the use of Institute facilities for:

  1. Regularly scheduled classes;
  2. Extra or rescheduled classes;
  3. Seminars and special instructional lectures sponsored by an administrative or academic department or Georgia Tech Professional Education, or
  4. Authorized consulting, contract or sponsored research;
  5. Institute-wide initiatives approved by an Institute Vice President, College Dean, or the President.

The use of Institute facilities for scheduled academic instructional and research purposes shall take precedence over all other uses of such spaces, and will not be displaced without the express approval of the President or the Provost.

6.4.2 Applications and Processing of Applications

  1. Requests for the use of Institute facilities should be directed to CPSM, with the exception of those buildings listed in Section 6.11.
  2. All requests should be submitted at least five (5) business days in advance of the proposed use, to permit adequate time to effect the necessary coordination and arrangements. If requests are made less than five (5) working days in advance of the event, the Institute will make every reasonable effort to consider the request, but reserves the right to deny the request.
  3. Upon receipt of requests from any Institute person or organization, CPSM or the appropriate scheduling officer will, upon approval of the request, coordinate the use of facilities with appropriate Institute offices and, confirm in writing the requested assignments. If the requested facilities are unavailable, the requesting individual or organization will be advised of other options for space on campus.
     

6.4.3 Limitations on Use

The health, safety and general welfare of the members of Georgia Tech must be preserved. Therefore, the following policies have been established.

  1. Dues, Initiation Fees and Admission Charges
    1. Dues or initiation fees for an Institute organization may be collected during scheduled meetings.
    2. Admission may not be charged nor other funds solicited at such meetings or sponsored events unless specifically approved in advance by the responsible scheduling officer.
    3. If admission or fund solicitation is approved, the sponsoring organization will pay the Institute for the use of space at the rates established for such use and published by the responsible scheduling officer, plus any other direct costs incurred as may be required for the meeting or scheduled event.
  2. Amplified Sound
    The use of amplified sound outside buildings must be approved in advance by CPSM. Amplified sound may be allowed on Tuesday and Thursday from 11 a.m. to 12 p.m., Monday through Friday after 5:00 p.m., and on weekends. The privilege may be withdrawn if it interferes with regularly scheduled classes or other educational functions, or with other scheduled events.
  3. Posters and Printed Materials
    1. Any Student or chartered student organization may place posters or printed materials on bulletin boards or kiosks provided by the Institute for that purpose. No one shall post or display signs or other similar material in any other location without prior written approval from CPSM. All posted material, except for official Institute announcements, shall be removed within ten (10) days of posting. Failure to remove such material shall be considered sufficient cause to deny future requests.
    2. Campus spaces may be used by students, faculty, staff, and affiliates to distribute free literature in such a way as to avoid interference with those entering or leaving buildings or with building occupants. The permission granted does not extend to distribution within any buildings or enclosed areas.
    3. The process of distribution must not interfere with regularly scheduled classes, other approved events, or similar activities, nor infringe upon the privacy of individuals. Off-campus persons and organizations, including recognized candidates for public office, may distribute literature or non-commercial materials at locations on the campus that are designated by CPSM for such purposes (i.e., Amphitheater area).
    4. Political campaign and commercial advertisements, other than for student government elections or as provided for in a Board of Regents or Georgia Tech advertisement policy shall not be displayed on the Campus.
    5. Distribution or posting on the campus of commercial materials (which for these purposes are items, other than newspapers, offered for sale or to induce sales) is prohibited, with the following exceptions:
      1. Vendors offering services to the Institute under contract may solicit the sales of goods or services consistent with the contract.
      2. Newspapers may be distributed only by vending machines and/or other approved distribution device approved by and at locations designated by CPSM or appropriate scheduling officer.
      3. Items specifically for use in conduct of official Institute activities or items normally ordered and delivered in support of on-campus residency.
      4. Items offered to the general public in conjunction with authorized campus events.
    6. Facilities leased by the Athletic Association may permit commercial advertisement as it deems appropriate.
  4. Displays and Exhibits
    1. Institute persons and organizations may erect exhibits, subject to the policies in this subsection. An academic or administrative unit may authorize indoor exhibits in a space that it occupies and controls. In all other cases, advance permission is required from CPSM.
    2. CPSM shall advise each applicant how to correct, if possible, any conditions that preclude approval of his or her application. Even if an applicant is entitled to have its application approved as submitted, CPSM may give advice about other possible locations, or about modifications to the exhibit, that would avoid potential problems or make the proposed exhibit more workable.
    3. An outdoor exhibit may be displayed for up to five (5) consecutive days. The exhibit must be removed at the end of each business day and may be re-erected each morning. Institute persons and organizations may request an extension beyond the initial five-day period, subject to space availability. This does not apply to academic or administrative units. 
    4. All requests for the construction of displays, exhibits or similar structures shall be reviewed by CPSM for safety compliance prior to construction. Sites for the construction of displays shall be coordinated with CPSM.
  5. Security of Speaker and Audience.
    The Institute may require that adequate measures be taken to provide protection for persons seeking attendance, persons in attendance at an event, and for the Institute property involved. Where a proposed event presents a particular risk to the health and safety of the applicant, the Institute community or the public, or a danger to Institute property or facilities, the Institute may require insurance, a bond, a security deposit or security costs to be paid by the event sponsor adequate for the protection of those who may attend such an event and the Institute facilities involved. In determining whether such a requirement shall be imposed, the Institute shall consider (1) the number of anticipated attendees, (2) whether the proposed event involves activity that poses an inherent risk of personal injury or property damage, (3) whether the sponsor intends to charge for admission to the event; and (4) any prior incidents of personal injury or property damage during similar events at the Institute or other institutions. All fees shall be based on the number of officers required for an event of the same size and kind, in the same place and at the same time of day, handling the same amount of cash. No fee shall be charged for police officers assigned because of political, religious, philosophical, ideological, or academic controversy anticipated or actually experienced at the event.

    This section is not to be interpreted as a denial of the right to peaceful meetings, protests, or petitions for redress, nor is it a denial of the right to have such meetings, protests, or petitions taking place in the vicinity of those to whom they are directed.

6.4.4 Non-Institute Speakers Invited by Students and Student Organizations

 

  1. Procedure for Chartered Student Organizations
    1. Any chartered student organization or SGA may invite a guest speaker to address their membership without prior authorization.
    2. Any chartered student organization or agency of student government wishing to present off-campus speakers to persons beyond the organization’s membership in Institute facilities may do so by complying with the following procedures:
      1. An authorized officer of the organization shall submit notice in writing to the appropriate scheduling officer via email.
      2. The notice shall state:
        1. The speaker's name and the organization represented, if any
        2. The proposed date and time of meeting;;
        3. The audience to be addressed; and
        4. The Institute facility requested.
        5. Information that will satisfy the scheduling officer for the desired facility that funds are on hand to pay all expenses involved.
  2. Procedure for Invitation by Student Petition
    1. In the absence of sponsorship by a chartered student organization or other Institute authority, a petition to the Vice President of Student Life may initiate invitation of a speaker.
    2. The petition shall bear the signatures of at least fifty (50) currently enrolled students of Georgia Tech. In addition, three (3) students shall identify themselves as taking responsibility for the program.
    3. The first five signers of the petition shall constitute a committee responsible for arrangements, and the first signer shall be chairman.
    4. The petition shall contain the following information:
      1. The speaker’s name and the organization represented, if any;
      2. The proposed date and time of meeting;
      3. The audience to be addressed;
      4. The Institute facility requested; and
      5. Information that will satisfy the Vice President of Student Life that funds are on hand to pay all expenses involved.
  3. Procedure after Approval of Request for Non-Institute Speaker
    1. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by him/her while he/she is on campus.
    2. The sponsoring organization shall not, in any of its invitations, advertisements or other correspondence, imply that the Institute or the Board of Regents of the University System of Georgia approve or are in agreement with any of the positions espoused by the speaker. The approval of the use of instructional facilities by the Institute shall not necessarily imply that the Institute or the Board of Regents of the University System of Georgia approves or are in agreement with any of the speaker’s statements.

 

6.4.5 Non-Institute Speakers Invited by Faculty, Staff, or Faculty or Student Organizations

  1. Procedure for Instructional Faculty
    1. Any member of the teaching faculty may invite an off-campus speaker to address the registered students of their regularly scheduled class, or a special session of their scheduled class or seminar in the assigned classroom space. For additional information concerning normal academic use of Institute facilities see Section 6.4.1.
    2. A faculty member reserves a room or facility for an off-campus speaker by notifying CPSM or the appropriate scheduling officer in writing as soon as possible, with the requested date and time of meeting, the speaker's name and the organization represented, the expected size of the audience, and the requested Institute facility, so that appropriate space can be arranged.
  2. Faculty and Staff Organizations
    Any recognized faculty or staff organization wishing to invite an off-campus speaker to address the membership of the organization is free to do so. An authorized officer of the organization shall submit in writing to the appropriate scheduling officer the speaker's name and the organization represented, if any, the proposed date and time of meeting, the audience to be addressed, and the Institutional facility sought to be used.
  3. Procedure after Approval of Request for Non-Institute Speaker
    1. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by him/her while he/she is on campus.
    2. The sponsoring organization shall not, in any of its invitations, advertisements or other correspondence, imply that the Institute or the Board of Regents of the University System of Georgia approve or are in agreement with any of the positions espoused by the speaker. The approval of the use of instructional facilities by the Institute shall not necessarily imply that the Institute or the Board of Regents of the University System of Georgia approves or are in agreement with any of the speaker’s statements.
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