CAMPUS CENTER USE POLICY and PROCEDURE FOR INTERNAL GROUPS AND ORGANIZATIONS
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. Friday. Dining Services are available Monday-Thursday from 7A.M.- 8:30 and 7 A.M.- 2P.M. on Friday. Summer hours for the Campus Center are 7 A.M. to 5 P.M. Monday- Thursday. Dining Services is open from 7 A.M. to 2 P.M. 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 and 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.
Procedure to Reserve Campus Center Patio and Main Quad
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
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.
Charges for Campus Center Patio and Main Quad Use
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 request 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 will not be allowed.
De Anza College Awning Policy
De Anza College has a distinct architectural style that conveys a sense of open space in an urban environment. Both the architectural style and sense of openness contribute to the overall atmosphere of the college community. On occasion departments/programs request the installation of an awning on their building location to create a sense of identity or to provide shelter. In general the Facilities Planning Team does not support the installation of awnings for identification purposes, but will consider a request and make recommendations when there is a direct connection to safety of students or to protect the facility from deterioration. In keeping with this the Facilities Planning Team has adopted the following procedure and criteria concerning the acquisition and installation of awnings on campus.
The Facilities Planning Team in conjunction with Plant Services will identify an awning standard (type and color) that is consistent with the architectural style of the campus and can be used in a variety of applications. Departments/programs that would like to add an awning to a campus structure must submit a request to the Facilities Planning Team along with a rationale for the request and the funding source to pay for the awning and ongoing maintenance. The Facilities Planning Team will review the request based on the following criteria:
If approved by the Facilities Planning Team, the request for the awning will be submitted to College Council for final approval. Upon the approval of College Council the requesting Department/Program will work with the Director of College Services and a designated representative from Plant Service to finalize the awning specifications and installation.
Campus Memorial Policy and Procedure
DeAnza College is a community of diverse faculty and staff who work together to provide students with an engaging collegiate experience. In the course of this work, lasting bonds are developed that may continue after the death of a co-worker. To facilitate expressions of collegial remembrance and appreciation this policy and procedure outlines the process for establishing memorials for DeAnza college faculty and staff.
Divisions, departments, individual faculty or staff members(s) and immediate family members may request the establishment of a scholarship, dedication of a bench, or a tree planting in remembrance of a deceased faculty or staff member. The Foothill-De Anza Community College Foundation handles requests for the establishment of a scholarship, while request for the dedication of a bench or the planting of a tree are reviewed and approved by the Campus Facilities Team.
Request for dedications of a memorial bench or the planting of a tree should be in writing and directed to the Campus Facilities Team through the office of the Associate Vice-President of Finance and Educational Resources. The request should include the name of the deceased faculty or staff person and the type of memorial (bench or tree). If a specific campus location is desired this should be included in the request. (See attached Memorial Request Form)
The requestor is responsible for all costs associated with the memorial including plaque, plaque stand, tree and any additional planting material requested around the tree. Plaques are a standard size and color and can be order from the College. Trees and plantings must be selected from the College’s approved plant list and fit within the College’s landscape master plan.
The Associate VP of Finance and Educational Resources will present the request to the Campus Facilities Team for review and approval. In reviewing the request, the Campus Facilities Team will consider the type of memorial and, if requested, the location. If the Campus Facilities Team determines the requested location is inconsistent with college facility use or landscape master plan, an alternate location will be suggested. The final decision on the location of the memorial is the sole purview of the Campus Facilities Team.
Once approved by the Campus Facilities Team staff from Finance and Educational Resources and Plant Services will work with the requestor on the installation of the memorial.
Contact: Paula Joseph