Facilities Fees Policy

Mission

De Anza College is one of two colleges that make up the Foothill-De Anza Community College District. The mission of De Anza College is to challenge students of every background to develop intellect, character and abilities to achieve their educational goals, and to serve their community in a diverse and changing world. To accomplish this mission De Anza College provides a quality teaching and learning environment and sound educational programs and services, accessible and responsive to the needs and interest of the people of our community.

One of the ways De Anza attempts to respond to the needs and interest of our community is by making our facilities available for use by various community groups and organizations. Educational Code 82542 authorizes the use and fees for the use of college facilities by outside groups.

Facility Use Policy (Excludes Campus Center which has their own policy)

Pursuant to Foothill-De Anza Community College District Board Policy 3205 the use of college facilities by outside groups shall be for short-term and temporary needs. No possessory interest is intended by any permitted use of a college facility. No use shall be permitted under the authorization of this policy that constitutes a monopoly for the benefit of any person or organization.

In conjunction with District Board Policy 3205, it is the policy of De Anza College to allow community groups and organizations the use of our facilities when that use does not interfere with, infringe on or impede the educational process. De Anza College celebrates the diversity of its student body and the communities from which they are drawn. We believe rich diversity-in viewpoint, age, cultural background, race, purpose, and social interaction. As a consequence we strive to ensure diverse groups and organizations have access to the use of our facilities.

An authorized De Anza College employee must be available on campus as a college representative whenever a facility is used. At the discretion of the Campus Evening Coordinator/Coordinator of Facilities Rental and in consultation with the Assistant Chief of Police and Campus Safety, Division Dean of area where activity is held, Custodial Manager or Head Grounds Gardener, additional college staff maybe assigned to the event where it is deemed appropriate.

Facility Charges/Fees

The following direct costs will be assessed to all outside organizations or groups using facilities at De Anza.

• A $50 facility application-processing fee.
• $15/hour utility usage fee for classrooms, lecture hall or conference rooms for non-profit groups.
• Cost to open/close facility if no college employee would otherwise be present. See Facility Direct Cost Fees, Page 6 for Student Security Officer.
• Cost of college employee to be present during the use of facility if no college employee would otherwise be present.
• Cost for room set up and take down. See Direct Cost Fees.
• Cost for Custodial services. See Direct Cost Fees.
• Cost for grounds services. See Direct Cost Fees.
• Cost for special event set up. See Special Event Equipment
• Cost for specialized technical support e.g. AV, Electrician, Lifeguard e.g., See Direct Cost Fees.
• Cost for Campus Police Officer. See Direct Cost Fees.

Category 1

De Anza College Co-sponsored Events/Activity

De Anza College co-sponsored events/activities are those functions that further the mission of De Anza College, are educational, student centered and is co-sponsored by a De Anza College faculty and or/staff who must be present during the event. In accordance with Educational Code 82542 community organizations and groups that fit this definition will not be charged an hourly rental fee but will be assessed facility charges. In addition if the group or organization requires tuition or fees in order to participate in the event/activity, the total sum collected, including revenues from vendor sales, must be deposited with De Anza College's Director of Budget and Personnel. The Director of Budget and Personnel will report on the total sum collected, deduct all fees owed the College and disburse the remaining proceeds.

Category 2

Civic Center Act under Educational Code 82542 states that Governing boards of any community college may grant use of college facilities or grounds for public, literary, scientific, recreational, educational, or public agency meetings, for the discussion of matters which the board deems proper, and for supervised recreational activities, and subject to the limitations, requirements, and restrictions set forth in this article.

Category 3

Non-Profits organizations

In accordance with Educational Code 82542 non-profit organizations (excluding churches and religious groups), clubs, associations and other public agencies organized for general character building or welfare purposes will not be charged an hourly rental fee. Direct Costs Fees will apply to non-profits who use college facilities. These groups will be charged for staff to open and close facilities, custodial fees, and utility costs for use of the facility. These groups must provide documentation that shows legal non-profit status filed with the Internal Revenue Service. If no document is provided, this group will be considered Category 4 and charged that rate.

Category 4

Religious organizations and private or commercial groups

De Anza College shall charge all other outside groups and organizations (including churches and religious groups) that charge fees or solicit contributions all applicable facility fee/charges and an hourly fee based on fair market value. (See Hourly/Rental Fee Schedule, Page 7.)

Parking

Parking is not included in the use of college facilities. Participants in scheduled activities/events must pay the daily fee to use spaces in the Flint or Stelling Parking Structures or the various student parking lots. If an outside group or organization is interested in securing prepaid parking for activity/event participants should indicate this to the Campus Evening Coordinator/ Coordinator of Facility Rentals and s/he will arrange for them to meet the Assistant Director of Police and Security for Foothill-De Anza Community College.

Insurance

Outside groups and organizations that are charged an hourly rental fee must provide the College with a Certificate of Insurance for $1 million dollars listing De Anza College as additionally insured.

Deposits and Billing

A refundable deposit of 50% of fee of event will be required of all outside groups and organizations that are charged an hourly rate.

Groups and organizations that are required to place a deposit will be billed for the total amount due after the event/activity. Once the Campus Evening Coordinator/Coordinator of Facility Rentals receives payment for the activity s/he will return the deposit, or apply it to the outstanding balance, whichever option has been selected by the applicant.

Payment

Methods of payment are cash, check or credit card. If payment by credit card please request a Facility Fee Payment By Credit Form from the Campus Evening Coordinator/Coordinator of Facility Rental.

Event Cancellations

If it necessary to cancel an activity/event the Campus Evening Coordinator/Coordinator of Facility Rental must be notified no less than 72 hours prior to the scheduled event. If the 72 hours minimum notification is received and acknowledged by the Campus Evening Coordinator/Coordinator of Facility Rental all monies except the $50 facility application-processing fee will be refunded. Refunds will not be given for events cancelled after the 72-hour notification period. Refunds will not be given to groups or organizations that fail to show for scheduled event.

Event Evaluation

After the completion of an event/activity the Campus Evening Coordinator/Coordinator of Facility Rental will mail an Event Evaluation Form to the event applicant.

Facilities Use Application Procedures and Process

Request for the use of college facilities should be filed at least one month in advance of the proposed event, and made by completing a Facilities Use Application Form. Community groups and organizations can schedule events no more than one quarter in advance of the proposed. Generally no events are scheduled during finals week. De Anza College reserves the right to cancel any event scheduled by a community group or organization if the scheduled facility is needed for a college program. If it is necessary to cancel an event the college will make every effort to notify the sponsoring group of the cancellation at least one week in advance or the scheduled activity. A $50 application-processing fee will be charged for each application processed.

Steps in the Application process

1. A Facility Application-Contract can be obtained by calling the Campus Evening Coordinator/Coordinator of Facility Rental at (408) 864-8333 , by coming to the Campus Evening Coordinator/Coordinator of Facility Rental's office, in Forum 6B, and are also on-line at the De Anza College Facility Rentals website, www.deanza.edu/rentals. Office hours for the Campus Evening Coordinator/Coordinator of Facility Rentals are 12 p.m. - 9 p.m. Monday - Thursday and 9 a.m. - 6 p.m. Friday.
2. Complete the Facility Application-Contract form and return along with the $50 application-processing fee to the Campus Evening Coordinator /Coordinator of Facility Rental or via fax (408) 864-5454, in person or by mail:
   Campus Evening Coordinator
   Administration Building
   De Anza College
   21250 Stevens Creek Blvd.
   Cupertino, CA.95014
3. The completed Facility Application Contract and $50 application-processing fee is received by the Campus Evening Coordinator/ Coordinator of Facility Rental
4. The Campus Evening Coordinator/Coordinator of Facility Rental reviews the Facility Application Contract application and contacts applicant to discuss the event.
5. Applicant and Campus Evening Coordinator/Coordinator of Facility Rental agree on date, venue and cost of event.
6. Campus Evening Coordinator/Coordinator of Facility Rental completes and signs two copies of the four-part NCR Facility Application Contract spelling out date(s), venue and cost of event. Both copies are sent to the applicant for signing.
7. Applicant signs one copy of Facility Application Contract and returns it to the Campus Evening Coordinator/Coordinator of Facility Rental. The Campus Evening Coordinator/Coordinator of Facility Rental. Must receive the signed Facility Application Contract and all fees or deposit before the event can be officially booked.
8. One week prior to the requested event, the Campus Evening Coordinator/ Coordinator of Facility Rental will contact the applicant to confirm and campus preparations for it.
9. Event cancellations must be received and acknowledged by the Campus Evening /Coordinator of Facility Rental, 72 hours prior to the scheduled event.