Utilization of Spaces in the College of Health Professions (CHP) by Non-WSU Entities
Approved by the College of Health Professions Executive Council on January 9, 2018
Purpose
The College of Health Professions (CHP) is fortunate to be housed in excellent physical space within four separate buildings. On occasion, various units within the CHP receive requests from outside entities to utilize CHP-designated space. The goal of this policy is two-fold: 1) ensure that CHP is complying with all University requirements while concurrently meeting the very important needs of our departments, and 2) provide a mechanism for outside entities to utilize CHP spaces when appropriate, particularly when there is a direct benefit to our educational mission. This policy provides a framework on how to process requests for Utilization of CHP Spaces, and to establish boundaries for acceptable space utilization. First, it is important to distinguish between internal and external requests.
Internal Requests
Any WSU employee or student group may make a request to utilize either academic spaces (e.g. classrooms) or non-academic spaces (e.g. meeting rooms, conference rooms), by using WSU’s master scheduling system, the Event Management System (EMS) accessible online at: http://ems.wichita.edu/EmsWebApp/.
Scheduling and usage of space is subject to availability, appropriate use, and existing university policies and procedures. Examples of appropriate use include space for group, department, or organization events and meetings. The requesting WSU employee or student group must be physically present for the duration of the scheduled event.
External Requests
When an outside entity requests to utilize space in places such as the Rhatigan Student Center, or the Hughes Metropolitan Complex, there are existing mechanisms, scheduling offices, and policies/procedures to accommodate and process these requests. However, the above is not true for non-public spaces that have been university-designated for academic units such as the CHP. This would include the following buildings and spaces:
- Ahlberg Hall
- WSU Old Town
- Advanced Education in General Dentistry Building
- Speech-Language-Hearing Clinic
Thus, it is our responsibility as a College to triage, process, and schedule these requests.
Guiding Principles
- Whenever possible/appropriate, external entities should first be encouraged to consider requesting space in locations such as the Rhatigan Student Center, or the Hughes Metropolitan Complex (see contact information below).
- Use of CHP designated space by external entities:
- Shall only occur when there is a direct benefit to our educational mission.
- Is limited to invitation only.
- Will require advance approval of the unit director and the dean of the college.
- Must be limited to designated areas, given that many areas in CHP have highly specialized equipment.
- Cannot occur without the physical presence of the unit director (or their designee) for the duration of the scheduled event.
- May require advance review by WSU General Counsel for liability purposes.
- Should take in to consideration: after-hours access, security, food, clean-up, equipment usage, etc.
- No fee shall ever be assessed for usage of CHP designated space.
- Monetary donations made by any person or entity must be deposited directly in to the appropriate unit’s Foundation account, so that it can be acknowledged and recorded as a donation.
- CHP reserves the right to deny a request for use of CHP designated space by external entities.
- External entities scheduling the use of CHP designated space may be responsible for special event clean-up charges or damages resulting from the event or activity, and may require the creation of a contractual agreement.
Programs/Events Involving External Audiences
For any program or event that involves external audiences, please review the following Wichita State University Policies and Procedures section:
20.08 / Workforce, Professional & Community Education
Programs being done in the name of the University, at which external audiences (non-degree seeking) are expected, and either 1) a program registration fee is charged or underwritten (e.g. grants, sponsorships, research funds), or 2) continuing education units (CEUs, contact hours, or other profession-specific credits) or academic credits are offered, must be coordinated through the Office for Workforce, Professional & Community Education (WPCE), and that office will be partially funded through coordination fees charged to program sponsors.
The WSU Office for Workforce, Professional and Community Education shall be provided the opportunity to review requests for use of CHP designated space by external entities when a program registration fee is involved, or when continuing education units or academic credits are offered.
Contact Information
University Event Services: The Rhatigan Student Center offers a variety of meeting and dining facilities to meet the needs of WSU students, faculty, staff and community members. They welcome the opportunity to host your special event, dance, meeting, meal, reception or private function. They also schedule nonacademic use of many Wichita State University buildings and classroom spaces. The University Event Services office is located on the second floor of the Rhatigan Student Center in Room 234. For more information, please contact (316) 978-3475 or letsmeet@wichita.edu.
Eugene M. Hughes Metropolitan Complex: The Metropolitan Complex conference/meeting facilities are available for use by the University or by the community. The facility provides a wide array of conveniences for your next event, including at-door parking, on-site catering and audiovisual equipment rental. For reservation information, please call (316) 978-3258 or email metropolitan.complex@wichita.edu. A facility use fee may be charged.
Workforce, Professional and Community Education: The Office for Workforce, Professional and Community Education (WPCE) is your link to University workforce training and professional development programs. Please call 316-978-6493 or email conference.office@wichita.edu.