2.9 | Use Of Campus Facilities For Event And Activities

This policy applies to the scheduling and conduct of all events and activities, facilities rentals for private events, and academic activities such as seminars. This policy applies to all buildings and other spaces controlled by the Sampoerna University. Examples of events and activities covered by this policy include:

• Meetings and other group activities of student organizations.
• Presentations, performances, and other events by outside groups invited by university officials and/or student organizations; and
• Solicitations and distributions of literature such as leaflets and pamphlets.

2.9.1 | Policy Statement

Sampoerna University is primarily dedicated to academic, student life, and administrative functions. Specific spaces are available for use for events and other organized activities. The use of these spaces must be scheduled in advance and well managed. The solicitation and distribution of literature in SU space is prohibited, except for official university communications or Student Affairs’ permission.

2.9.2 | Standards and Procedures Scheduling and Use of Facilities

General Affairs (GA) department stands to manage campus facilities’ use. GA department will maintain a schedule of all events and activities to which space and facilities are allocated. Thus, all requests for using the campus facilities should be submitted to the GA department.

• Ownership of Space
  There is no departmental or individual ownership of space except for academic activities such as regularly scheduled courses, guest lectures, and seminars.  All facilities are the property of Sampoerna University:
  • Classroom & Laboratories (must be reserved through Academic Registry (AR) and cc respective Faculty & GA);
  • Student Lounge & Student Union (must be reserved through GA and cc Student Alumni Affairs (SAA));
  • Sports Facilities (must be reserved through GA and cc Student Alumni Affairs (SAA));
  • Public facilities in shared Building areas (must be reserved through GA).

• Prior Scheduling is Required
  Respective Faculty & Unit seeking to use SU space and facilities must submit requests to General Affairs at least two weeks before any event. Any requests not received sufficiently in advance to permit necessary evaluation may be denied. The University reserves the right to deny any SU space request if not submitted at least two weeks in advance.

• Scheduling Priorities
  Sampoerna University’s reservable spaces are scheduled on a first-come, first-served basis. SU community members have priority for scheduling reservable spaces before external organizations. SU reserves the right to relocate external organizations to meet the scheduling needs of the SU community. There may be instances when moving a scheduled event to accommodate another event is necessary. This action may occur in consultation with both groups and staff from General Affairs.

• Rental and Use of Sampoerna University Facilities by External Individuals and Groups
  The facilities of Sampoerna University exist primarily for the purpose of education and the use of Sampoerna University’s faculty, staff and students. In its sole discretion, Sampoerna University reserves the right to deny the use or rental of space to any external individual or organization. Events that do not contribute to the advancement of Sampoerna University’s mission or do not adequately reflect the University’s values and standards of decorum will be disqualified. SU is an equal opportunity employer and does not discriminate on the basis of race, colour, religion, sexual orientation, age, marital status, or disability. Using these classifications as part of the admission criteria for university-sponsored events or public events held on university-owned or controlled property is prohibited. Events shall not violate university policies or any relevant laws in Indonesia. All individuals and organizations are expected to follow policies and laws governing their activity.

• Fees and Charges
  Each user is responsible for any damage, repair, or clean-up costs incurred as a result of their use of university’s facilities. Individuals or groups whose use of space or facilities incurs additional costs for the institution will be held accountable for those costs and may be required to pay them as a condition of use. Examples of such expenses include the provision of stages, special fixtures and equipment, or the assignment of additional maintenance or security personnel.

• COVID-19 Event Planning and Attendance
  We are continuing to develop our policies in response to public health guidance to limit COVID-19 transmission. Organizers of events and meetings are strongly encouraged to consider holding their events outdoors if food and beverages will be served and the conditions permit.

• Compliance with Other Policies
  All events and activities must comply with applicable laws and University policies.