Procedure for Facility Rental

Procedure for Facility Rental

Before proceeding, please review the Facility Rental Rules for our campus.

PLEASE NOTE: The District requires a certificate of Insurance in the amount of $1,000,000 for one person, one accident and $100,000 property damage.  An endorsement naming the San Jose/Evergreen Community College District as additional insured and granting the college or District 3 days notification in the event of cancellation of the policy.  The insurance documentation is due no later than seven (7) days before the first date of use.

 

  1. STEP ONE – Application and Reservation of Facility

    Applications for use of facilities during the current academic year (July 1 – June 30) must be submitted on the form Facility Use Request Form below. All requests are reviewed by the campus Events Advisory Group, which meets twice a month.


  2. STEP TWO – Coordination

    If necessary, joint meetings between the renter and San JoseCity College staff will be scheduled to clarify renter’s needs, and the ability of our staff to meet those needs. There will be clear documentation about responsibilities.



  3. STEP THREE – Facility Fees

    Fee Categories: There will be three categories:

    • Group 1 – Those which are named in CA Ed Code 82542; ]Student clubs and organizations; fundraising entertainments where admission or funds raised benefit the students of the district; Parent-teacher organizations; School-community advisory groups; Camp Fire Girls, Girl and Boy Scout troops; Senior citizens organizations; and public agencies

    • Group 2 – All other Non-profit groups (exceptchurches) 

    • Group 3 – Private companies/groups and churches.

      Group 1 will pay direct costs only. Direct costs of the facilities include, but are not limited to: supplies, services of employees and energy costs Group 2 will pay a rate which is reduced by 40% from the “Fair market Value” rate.

      Group 3 will pay “Fair Market Cost”Requests for use must be submitted no later than 5 weeks prior to the event. A $25 non-refundable application fee will be applied to all approved contracts.



  4. STEP FOUR – Contract, Payment, and Agreement

    If requested usage is approved, renter will be receive a “Facility Use Contract and Permit” from the Business Services office. This form
    will confirm the dates, times and locations for use. There is also an
    estimation of fees for rental and direct personnel costs. A signed Contract, payment for the amount as indicated on the Contract and a Certificate of Insurance with an endorsement naming the District as additionally insured and signed copy of Rules and Regulations must be received by the Business Services office no later than 7 working days before the event. Non-compliance with this section may result in the cancellation or rescheduling of the event.


  5. STEP FIVE – Final Billing

    In some instances, labor required by SJCC staff is a larger volume, or requires more staff than originally estimated, or facilities are
    used longer than agreed. In these cases the renter will be contacted  by Business Services, and a Final Billing will be sent to the renter for the additional charges. Final billings must be paid within 30 days of the event.

    Note: Applications for the use of facilities for the following academic year may be made at any time, but may not be confirmed until after July 1st. Once a contract has been signed, the District will make every attempt to honor the contract, but instructional needs come first, and the District reserves the right to cancel a contract with cause at any time. If the District cancels the use of the facilities, all fees will be refunded.

GENERAL INFORMATION

1. All short term use fees will be from the same official rental rate schedule.


2. Long term rentals will require a lease agreement, and the approval of the Vice Chancellor for Administrative Services, and fees charged may be different than those on the fee schedule.


3. Before rental fees (not direct costs) may be waived or reduced below the amount normally required by the rate schedule, the College President or that officials designee must determine that the following conditions exist:

a. The activity for which the facility is to be used relates directly to SJECCD’s mission of education and training, and SJECCD obtains a specific benefit from the activity.

b. The activity is not political; and

c. The value or benefit that SJECCD receives from the activity is  substantially equivalent to the amount of rent SJECCD is foregoing.


4. The rental rate schedule will be reviewed approximately every three years, under the direction of the Vice Chancellor of Administrative Services.


5. Rental charge will be for a minimum of three hours.


6. Any changes or additions to the contract less than two weeks prior to the event will incur a Change Order fee.


7. Rental fees will be invoiced by the Business Services department.


8. Additional set-up, clean-up or requirement for additional college personnel not factored in original contract and invoice will be invoiced after the event.


9. Full payment is due in advance of the scheduled use, unless there already exists a long standing relationship with the campus in which case fees may be invoiced, but are due no later than 30 days after invoice.


10. Late payments may result in denial of future rental participation, and will incur late charges of 1.5% per month.

SJCC Supporting Page
San Jose City College
Hide