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6.1.5 Use of Sports and Recreational Facilities

(Horton Fieldhouse, Horton North Gym, Norton South Gym, Horton Pool, Hancock Stadium Redbird Football Practice Field, Kaufman Football Building, Tennis Courts, Redbird Arena, Redbird Softball Field, Redbird Baseball Field, Redbird Soccer Field, Horton Outdoor Track)

**For policies, procedures & guidelines pertaining solely to the ISU Golf Course, please contact the ISU Golf Course directly**

General Policies

  1. These facilities are primarily for use by the University, its departments and student organizations. These facilities shall not be open and available unless special arrangements are made with the Assistant Athletic Director - Facilities & Operations.
  2. Although physical facilities are for general University use, the academic and extracurricular programs which require use of these facilities for their basic operation --Kinesiology & Recreation, Athletics, Campus Recreation Services--normally shall take precedence over other uses of these facilities. In general, the development of the annual clock-hour schedule by the Assistant Athletic Director-Facilities & Operations--in consultation with the Facilities Coordinating Council--shall be done according to the following priorities:
    1. Kinesiology & Recreation classroom instruction (i.e. classes for credit)
    2. Intercollegiate or University High School athletic competitions
    3. Intercollegiate athletic practices
    4. Campus Recreation Services
    5. University-sponsored events (i.e. University student organizations, University non-student organizations, non-University organizations)
    This priority list particularly applies to only those facilities that are utilized by Kinesiology & Recreation, Campus Recreation Services, and Athletics (i.e. Horton Fieldhouse, Horton North Gym, Horton South Gym, Hancock Stadium, Horton Outdoor Track, and the Tennis Courts).
  3. For all user groups, the purpose of using these these facilities must be consistent with the activities permitted within the complex, and must not duplicate and/or detract from the functions normally provided by other departments or organizations within the University.
  4. These facilities may be used by non-University organizations upon request and upon approval from the Assistant Athletic Director - Facilities & Operations for such events that are consistent with activities permitted within the complex )"organization" is here interpreted as a relatively permanent, duly constituted, or formally structured group with officers and evidence of fiscal stability). Contracts with non-University organizations for the use of these facilities shall be reviewed by the Assistant Athletic Director - Facilities & Operations and approved in conjunction with the Director of Athletics via the Sr. Associate Director of Athletics.
  5. A request to displace a scheduled user group shall be received by the Assistant Athletic Director - Facilities & Operations. If consent from the scheduled user group cannot be obtained by the Assistant Athletic Director - Facilities & Operations, the request shall be denied.
  6. No sale of food, beverage, apparel, or other items by any group or individuals is permitted in these facilities unless prior approval has been granted by the Assistant Athletic Director - Facilities & Operations.
  7. Established policies regarding eating, drinking, smoking, etc., will be followed within these facilities. Any organization repeatedly violating these policies will be denied further permission to use these facilities.
  8. These facilities shall not be open for use prior to 6:00 a.m. and shall be closed by 11:00 p.m. daily. Exceptions to this schedule shall require the approval of the Assistant Athletic Director - Facilities & Operations.

Administration of Policies

  1. Assistant Athletic Director - Facilities & Operations
    1. The Assistant Athletic Director - Facilities & Operations will report to the Director of Athletics via the Sr. Associate Director of Athletics.
    2. The Assistant Athletic Director - Facilities & Operations, in conjunction with the Assistant Facilities Manager, is responsible for: is responsible for:
      • Coordinating the scheduling of these facilities
      • Establishing facility rental rates
      • Invoicing user groups
      • Securing these facilities
      • Facilities key control
      • Initiating requests for needed repairs
      • Supervising the maintenance crew and support personnel
  2. Facilities Coordinating Council
    1. The Facilities Coordinating Council shall consist of the Dean of Students (or designee), Director of the School of Kinesiology & Recreation, Director of Campus Recreation Services,  and Assistant Athletic Director - Facilities & Operations
    2. The Facilities Coordinating Council shall convene periodically to make decisions regarding:
      • Priorities for scheduling
      • Distribution of times for facility use (i.e., KNR class time, athletic practice time, campus recreation time) that reflects a minimum of interference with established priorities and the needs of user units
      • Other policies and procedures pertaining to these facilities
    3. University groups (i.e. SGA) and non-University groups are welcome to attend Facilities Coordinating Council meetings.

Charges for Using the Facilities

  1. The rental rates for these facilities are available from the office of the Assistant Athletic Director - Facilities & Operations.  In addition to a rental fee, user groups will also be responsible for all direct expenses resulting from the event.  Direct expenses are not limited to, but may include:  personnel services for cleaning, emergency personnel, sound equipment technicians, security, ushers, police, ticket takers, ticket sellers, set-up/takedown crew, and parking services.  The Assistant Athletic Director - Facilities & Operations reserves the right to waive any of theses charges for any University or non-University user group.These charges will be paid by all except:
  2. A deposit (refundable or non-refundable) may be    required and will be determined by the Assistant       Athletic Director - Facilities & Operations.  If a refundable deposit is required, the refundable deposit will be returned to the organization when the Assistant Athletic Director - Facilities & Operations certifies that the facility has been left in the same condition as it was before it was used by the organization.
  3. The Assistant Athletic Director - Facilities & Operations is ultimately responsible for the assignments of all necessary ushers and other supportive help (ticket takers, ticket sellers, security, etc.) for all University and non-University events at these facilities.
  4. The Assistant Athletic Director - Facilities & Operations will invoice each organization for rental fees and/or direct expenses resulting from the organization's event.
  5. All rental fees and/or direct expenses collected from the organization shall be deposited in the appropriate University account(s).  If refundable deposits are forfeited, these monies shall help defray costs for making repairs which are a result of any damages resulting from the organization's event.  If the refundable deposit does not cover the cost of the damages, the organization will be charged the difference.
  6. A signed facility rental contract --along with a Certificate of Insurance naming Illinois State University as additional insured for a minimum $1,000,000 -- shall be required in advance for all events sponsored by non-University organizations and approved by the Assistant Athletic Director - Facilities & Operations in conjunction with the Athletic Director via the Sr. Associate Director of Athletics.
  7. In lieu of a facility rental contract, a standard facility request form is to be used by University student groups and University non-student groups requesting use of these facilities.  Facility request forms can be obtained from the Office of Campus Recreation, the Office of the Assistant Athletic Director - Facilities & Operations, or vai the University website.  (NOTE: Recreation users shall comply with "6.1.6 POLICIES FOR RECREATIONAL USE OF UNIVERSITY RECREATIONAL FACILITIES")

Initiating body: Vice President Student Affairs

Contact: Campus Recreation (309-438-5742)

Reviewed 01/17/2007


2012-02-21T11:38:46.663-06:00 2012
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