Normal Operational Building Hours and Exceptions
Normal Operational Building Hours Policy
The normal operational building hours for Atwood Memorial Center are determined annually with consideration for the needs and interests of the university community, and the needs of the areas and operations located in Atwood balanced within the budget allocated to support the operation of the building. In that the budget for Atwood Memorial is fully funded from student fees and revenue funds, the normal operational building hours are impacted by, and must fall within the budget allocation for each year. Those wishing to use Atwood outside of normal operational building hours shall need to submit a request and may be assessed a user fee to subsidize the cost of keeping the building open for the duration of the request.
Procedures for Establishing Normal Operational Building Hours
The normal operational building hours are coordinated by Atwood administration in conjunction with the areas and operations within Atwood, and are reviewed and approved each spring for the subsequent academic year by Atwood Advisory Council. Differing normal operational building hours are established for the academic year, summer session, and break periods.
Procedures for Exceptions for Use of Atwood Outside of Normal Operational Building Hours
- Use Beyond Hours – Groups requesting to schedule an activity in Atwood Memorial Center that goes later than, and/or begins prior to the established normal operational building hours shall be assessed a user fee to cover the current applicable cost of operation and providing staff coverage beyond the normal operational hours. The request shall be reviewed by Atwood administration for staff availability, risk, type of event, the potential need for public safety, whether or not there shall also be a room rental charge assessed, and alternative scheduling possibilities before approval. For late night and higher risk events, a Special Event Risk Assessment form shall need to be submitted.
- Use During Closed Periods - Groups requesting to schedule an activity in Atwood Memorial Center on days when the building is completely closed (some holidays, semester breaks, and summer weekends) shall be assessed a user fee to cover the current applicable cost of operation and providing staff coverage beyond the normal operational building hours. The fee shall be negotiated with the Conferences and Scheduling Office director or his/her designee and the request shall be reviewed for staff availability, risk, type of event, the potential need for public safety, alternative scheduling possibilities, whether or not there shall also be a room rental charge assessed, and the amount of space and time requested before approval. For late night and higher risk events, a Special Event Risk Assessment form shall need to be submitted.
Special Considerations for Assessing Events with Higher Risk
The goal of this policy is to guide the approval of appropriately-supported, enjoyable, and safe events that are financially feasible.
Policy
Late night and higher risk events are those that are open to the general student population, general public, or a combination of such; are requested to be scheduled later than Atwood’s normal operating hours; and/or may pose a higher level of risk due to the requested time duration and/or type of event. These event requests require special consideration and are subject to approval via a Special Event Risk Assessment Form.
Late night and higher risk events shall be considered for approval based on the following criteria:
- Type of event
- Attendees of the event (number of SCSU students, faculty and staff vs. non-SCSU students)
- Number of attendees (larger numbers pose a higher risk level)
- Age of attendees
- Day of week, time, and duration of event (can event occur within standard hours?)
- Potential for high-risk behaviors (alcohol use, etc.) to occur prior to or during the event
- Staffing levels required to support the event
- Location of the event
- Any record or history of safety and security issues related to past like-events, or the topic being addressed (at SCSU, other campuses, or in other public venues)
If at any given time, the details submitted in the initial Special Event Risk Assessment Form change, or new risks are introduced, the event request shall be reconsidered, and approval and requirements may be altered or the approval may be rescinded. Sponsoring organizations shall be responsible for covering additional facility use and/or safety and security costs associated with the event if approved.
Procedures for Processing a Special Event Risk Assessment Form and Determining Support Levels Practices Required
- The completed Special Event Risk Assessment Form must be submitted no less than 30 days prior to the requested event date. The completed form shall first be reviewed for approval by Atwood Conference and Scheduling staff, Atwood Executive Director, and then forwarded for review by SCSU Public Safety before the event can be confirmed.
- Planning for Safety and Security Personnel Support
- If the approved event shall require the hiring of SCSU Public Safety staff and/or St. Cloud Police, the number and staffing level shall be dependent on the potential risk assessed via the Special Event Risk Assessment form as determined by Public Safety.
- Event safety and security support must be arranged or contracted by the requesting organizations with Public Safety at least 14 days prior to scheduled date of the late night or higher risk event. The reservation request for late night and/or higher risk events cannot be confirmed until security arrangements have been finalized. If the determined levels of safety and security cannot be confirmed, Atwood reserves the right to cancel the event.
- Additional costs for event safety and security support shall be the responsibility of the organization sponsoring the event. Charges shall be based on the current applicable personnel wages from SCSU Public Safety and/or the St. Cloud Police Department, and any other extenuating expenses in support of safety or security (i.e. – canine unit, rented metal detector, etc.)
- Planning for Controlled and/or Monitored Entry and Exit
- If approved event shall require controlled entry and exit as determined via the Special Event Risk Assessment form, support may include one or more additional steps.
- All exterior doors of Atwood may need to be secured at midnight (or normal operational building closing time, whichever is earlier) allowing only departure, but no additional entry unless otherwise arranged in advance.
- Attendees may need to show form of ID if SCSU students only or age-specific attendees only shall be allowed entry.
- Wrist banding (at the expense of the sponsoring organization) may be required to identify permitted attendees.
- Safe cash handling practices and additional monitoring may need to be secured if an entry fee is required from attendees.
- Attendee bag and/or outwear checking may need to be implemented if there is concerns of illegal carry-ins or weapons.
- Planning for Facility-related Needs
- Sponsoring organizations of late night and/or higher risk events beyond normal operational building hours shall be assessed a user fee to cover the cost of remaining open and providing appropriate levels of Atwood staff coverage beyond the normal hours (per 1.B in this policy).
- The sponsoring organization shall be responsible for any damages to the premises as a result of the event as detailed under General Policies VII - Section D.
- Planning for Behavior and Conduct –related Needs
- High risk or dangerous behaviors including, but not limited to, the consumption of alcohol and illegal drugs, or violence of any kind shall not be tolerated, and the continuation of the event shall be at the discretion of security personnel on duty, in consultation with the Atwood management and sponsoring organization leadership on duty at the time of the event.
- Attendees shall be subject to all university conduct guidelines, and applicable local, state, and federal ordinances and laws.
