CAMPUS CENTER USE POLICIES & PROCEDURES
The Marjorie L. Hinson Campus Center is the hub of activity for De Anza students, faculty and staff. The lower level of the Campus Center is the town hall for the De Anza Associated Student Body (DASB) and the Inter Club Council (ICC). The lower level also houses the Office of College Life, Health Services Office and several offices for EOPS/CARE Program. In addition to the above student activities and services, Le Café is located on the lower level of the Campus Center.
On the upper level of the Campus Center are De Anza Dining Services, the cafeteria, staff and faculty dining room, the Fireside Room and seven conference and meeting rooms (Conference Room A and B, El Clemente, Don Bautista, Santa Cruz, Meeting Rooms 1 and 2). During the academic year the Campus Center is open Monday-Thursday from 7 a.m. - 10 p.m. and on Fridays from 7 a.m. -5 p.m. Dining Services is open Monday-Thursday from 7 a.m.- 8:30 p.m. and 7 a.m.- 2p.m. on Friday. Summer hours for the Campus Center are 7 a.m. to 5 p.m. Monday- Thursday. The Campus Center and Dining Services are closed on Fridays during the summer.
Operations in the Campus Center are overseen by the Campus Center Director who is responsible for Dining Services, facilitating and coordinating the meeting room needs of students, faculty, staff and community groups/organizations and ensuring the building and its furnishing are maintained. The Campus Center operates as a stand-alone enterprise that is expected to be self-sustaining. As a self-sustaining enterprise the Campus Center Director is constantly balancing the business operation of the Campus Center with the needs of the campus community for meeting and activity space. As a result, facilitating and coordinating the meeting room needs of the college community and interested community groups is a fine balancing act. The demand for conference and meeting rooms during the prime time of 11 a.m.-2 p.m. is often much greater than the available space.
CAMPUS CENTER USE POLICY
In order to ensure an equitable use of the facility by college groups, organizations and individuals, the following room reservation policy and procedures have been established. DASB chambers and Council Chambers have been reserved for the use of student groups and organizations. The six standing committees of the DASB, (Student Rights and Services, Administration, Finance, Marketing, Environmental Sustainability, and Diversity and Events) will be given priority in booking meeting space in the Santa Cruz, Don Bautista and El Clemente rooms each academic quarter. The Campus Center Director will also give scheduling priority to club meetings in the Santa Cruz Room. To receive priority booking for DASB and student clubs, the Office of College Life must provide the Campus Center Director with the request for meeting space the last week of the proceeding quarter. Once the request is received, the Campus Center Director will work with the Office of College Life to confirm the requested bookings.
In June of each academic year programs, student groups, clubs and organizations that have annual events shall provide the Campus Center Director with a list of the annual events e.g. Career Day, Blood Drive and dates so that s/he can book these events on the next year’s Campus Center academic calendar. Failure to provide the Campus Center Director with this information may result in the loss or of the date or booking.
CAMPUS CENTER PATIO & MAIN QUAD USE POLICY
The Main Quad and Campus Center Patio are hubs of campus life and student interaction. When unscheduled, these areas are to be made available to recognized student and staff organizations at no cost. The exception to “no cost” is the need or request for special equipment and/or staffing. With this in mind, it should be remembered that the Campus Center operates as a stand-alone enterprise, offering many services to the college and the community, with limited resources. Activities cannot interfere with the business operation of the Campus Center, including the use of rooms by students, staff and community groups; the business operation of Dining Services, including the sale, preparation and consumption of food; or the administration of the various services in the Campus Center such as Office of College Life, EOPS/CARE, Health Services and Police Department.
The Main Quad is the area between the Administration Building on the south and the Campus Center Patio fencing on the north. The west boundary for the Main Quad is the elevated landing just outside of the doors to the Library, while the east boundary is the first set of steps leading down to the L Quad including the landing. The Campus Center Patio is the area outside of the west end of the Campus Center that is enclosed by fencing and has tables, chairs and a stage. Student groups wishing to use one or both areas should submit a request through the Office of College Life.
Faculty, staff, and organizations other than student clubs that wish to use the Main Quad should submit A Facilities Application Contract to the Campus Facilities Rental Coordinator. The Facilities Application Contract can be obtained from the Campus Facilities Rental Coordinator office located in the Administration Building. The Campus Facilities Rental Coordinator will review the application and coordinate with the Office of College Life to ensure that there are no conflicting events scheduled in the Campus Center Patio.
CAMPUS CENTER PATIO & MAIN QUAD USE PROCEDURE
Students wishing to reserve the Campus Center Patio or Main Quad for an activity must complete an Event Planning Request Form at least 10 days prior to the event and submit it to the Dean of Student Development or her/his representative for approval. The request form must also be reviewed and signed by the Campus Center Director for use of the Campus Center Patio and by the Campus of Facilities Rental Coordinator for the Main Quad. The Event Planning Request Form may be obtained from the Office of College Life.
Use of the Campus Center Patio stage must also be reserved through the Office of College Life. An Event Planning Request Form must be completed for use of the Campus Center Patio stage.
RULES FOR PATIO USE
- Location for the event will be in the patio area or Main Quad. During a rainy period, or when the temperature drops below 50 degrees, the event may be relocated to an available space in the Campus Center with the approval of the Campus Center Director.
- Foothill DeAnza Board policy 3217 states “… smoking is prohibited in all indoor and outdoor campus locations, with the exception of designated smoking areas.”
- An event may not exceed a total of 90 minutes. The exception to this rule is approved annual events such as Club Day.
- Events that are held or extend after normal business hours or occur on the weekends must have an advisor who is a contracted Foothill-De Anza Community College District employee.
- Amplified events will be limited to four per week during the day and two per week during the evening.
- Amplified music and voices will be allowed only between the hours of 11:30 a.m. to 1:30 p.m. and 5:30 p.m. to 8:00 p.m. This will be strictly enforced, to the extent that power will be cut at 1:30 p.m. and/or 8:00 p.m., even if the event started late.
- Events on the Patio or in the Main Quad with amplified music or voices, are not to exceed 80 decibels at a distance of 50 feet from the speakers between 11:30 am. and 1:30 p.m.. After 5 p.m. the decibel level must not exceed 65 at a distance of 50 feet from the speakers. If the event is moved into the Campus Center due to inclement weather the decibel level is not to exceed 50 decibels at a distance of 25 feet or more. If after one warning, the sound level is out of compliance, the activity may be terminated. The Dean, Student Development, her/his designee, or the Vice President, Student Services will make the determination to end the amplification. In the absence of these staff members, the Campus Center Director will make such determination.
- Vendors and professional entertainment groups should bring their own public address system if needed. The Office of College Life may provide a PA system for authorized student activities. Damage or loss to Office of College Life equipment will be paid by the sponsoring organizations. In some cases a certificate of insurance and hold harmless provisions may be required.
- Arrangements for loading and unloading of equipment and supplies are to be made with the Office of College Life or with the Assistant Chief of Police of the FHDA Police.
- All unloading and loading should be from behind the Patio stage area or close to the vendor table(s). No vehicles will be allowed to park in the Patio or Quad area. Groups must obtain a permit to unload equipment from the Office of College Life or the Campus Facilities Rental Coordinator. Unloading/loading permits must be clearly displayed on the vehicle. Once the vehicle is unloaded the vehicle must be move and park in a designated parking area. Vehicles not in compliance with this rule will be cited.
- A sign designating sponsorship of the event must be posted and visible at the site of the event during the activity. The Office of College Life must approve all student signage. *
Exceptions to the above rules may be requested in writing from the Dean, Development or her/his designee who will call a meeting with the DASB and/or ICC representatives and the Campus Center Director and/or Campus Facilities Rental Coordinator to discuss the request and make a determination.
Campus Center Patio and Main Quad Use Charges
Generally there will be no charge assessed to student groups and organizations for the use of the Campus Center Patio or Main Quad. Charges may be incurred, however, for requests requiring on-going staffing, additional staff or the rental of furniture and/or equipment. If there will be charges associated with an event the Campus Center Director and/or Campus Facilities Rental Coordinator will identify these charges during the planning process for the event. In some cases, charges may be assessed after the event to cover unanticipated expenses. If it is necessary to levy charges for unanticipated expenses the Campus Center Director and/or Campus Facilities Rental Coordinator will provide the group with an itemized bill for the charges.
*Signage will be allowed to the extent that the sign advertises the event or the name of the sponsoring organization. Leafleting of dining services customers at tables is not allowed.