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• 2025 Facilities Master Plan

Facility Use Guidelines for SJECCD employees and students

When should a "Facilities Use Request" form be completed and submitted to the Events Planning Group?

• The event is not regular district classroom instruction.
• The Campus/District Community or the public will be invited to the activity.
• Event will require special area/room configuration, furnishings, equipment, equipment operators, or other support services.
• Event is proposed to be held in a lobby or hallway of any building.
• Event is proposed to be held in public areas outside of buildings.
• Event is proposed to be held in whole, or in part, outside of normal campus business hours (8 a.m. to 10 pm. Monday -Thursday and 8 to 5 on Friday) or on week-ends.
• A fee will be charged to those participating in the event, whether by SJECCD or other individual or organization.
• The event is for the purpose of fund raising.
• The event is for the purpose of promoting an external organization, a commercial activity or charitable solicitation.

NOTE: If the use will actually be by another entity, they may be charged rent as well as all direct personnel charges. An individual or department may not "sponsor" an outside organizations' use of the facilities. In addition, only the President (or designee) can waive rental fees, and then only in certain circumstances. A different form is used by groups outside of the District.

What is the procedure for "Facilities Use Request"?

• Please fill the “Internal Facilities Use Request Form”.and submit at least two weeks before the event.
• The Events Planning Group meets twice a month, on Thursday afternoons. After the group reviews the request there will be a confirmation sent via email. If there are any charges involved (custodial, grounds, campus police, etc.) there will be an estimate of cost.

All internal requests are given a priority over requests from external groups.

When is the Senior Division Admin Assistant or Schedules Tech contacted to request a room?

• Need is for an alternate space for a class or a meeting.
• Attendees are either District employees, students, College advisory groups or other invited professional groups or associations. And the meeting or class is during the regular business hours (8 am to 10 pm Mon-Thurs, 8 am to 5 on Friday) and the meeting involves campus/district business.

SJECCD employees, Governing Board members, or their relatives or associates may not use SJECCD facilities for personal or business purposes or for non-SJECCD activities without complying with the standards and procedures specified in the administrative procedures applicable to non-SJECCD parties. That includes compliance with the requirements for insurance coverage and the payment of rent.

5/1/09