Chapter 35 – Conditions of Use of University Facilities

(President 7/1/78; amended 9/93; 10/94; 1/02; 12/03; 10/04; 6/07; 7/07; 10/07; 7/1/08; 12/09; 2/10; 8/10; 12/13; 8/24/15)

35.1 Definitions

  1. University facilities. Unless the context otherwise requires, the term "University facilities" as used herein, includes all campus buildings and grounds except the following: Finkbine Golf Course, Kinnick Stadium, Old Capitol, Museum of Art, Iowa House, Hancher Auditorium, University tennis courts, office space in University buildings, and any other space which is committed to internal University use at all times or in which public use would be inconsistent with its primary function.
  2. Primary uses. Primary uses include established student, faculty, and staff activities which are part of the course of regular University business, including classroom activities, faculty and staff work and research activities, University committee meetings, regular meetings of University-wide student government, and other activities necessary to and a regular part of the conduct of University business which occurs in space assigned use during normal operating hours of the facility.
  3. Non-primary uses. Non-primary uses include all uses of University facilities which are neither primary uses nor casual uses.
  4. Casual uses. Casual use means any spontaneous use of University facilities for which there is no prior promotion, solicitation, or purposeful attempt to attract the public. 

35.2 General Policy on Use of University Facilities

University facilities are dedicated to primary uses within the institution. Such primary uses, however, do not require that University facilities be exclusively reserved for those uses, and it is therefore University policy to make University facilities available for other uses which are consistent with the University's mission as a public institution of higher education.

  1. In the absence of a competing primary use, University facilities shall be available to groups within or outside the University for purposes which are consistent with the academic mission of The University of Iowa. In applying this standard to any request for use of University facilities, the following factors shall be considered indicative of the consistency of a proposed use with the academic mission of the University:
    1. If the proposed use is appropriately sponsored by an academic department of the University;
    2. If the proposed use is appropriately sponsored by a student, staff, or faculty organization which is officially recognized by the University;
    3. If the proposed use contributes directly to an established academic program of the University;
    4. If the proposed use is part of or contributes to the outreach efforts of the University;
    5. If the proposed use is non-profit making in the commercial sense;
    6. If the proposed use does not involve efforts at selling commercial products or services to students or staff;
    7. If the proposed use is open to students, faculty or staff of the University;
    8. If the proposed use is academic or educational in nature. This listing of factors is not intended to be exhaustive, nor is the presence or absence of any one or more factors determinative of the appropriateness of a planned use.
  2. The following requirements must be satisfied in all cases:
    1. The proposed use must not conflict with scheduled or anticipated primary uses, nor interfere with ongoing primary uses.
    2. Adequate physical space must be available for the proposed use.
    3. Adequate support services must be available, including restroom facilities, security, overnight accommodations, food service, parking, janitorial services, maid services, and day care services.
    4. The proposed use must not present a physical danger to persons or the possibility of damage to the University facilities or to equipment.
    5. Evidence must be presented by the user of ability to pay the rates and charges for use of University facilities and services and, where appropriate, advance payment of a portion of the anticipated rate and charge and/or refundable damage deposits may be required.
    6. Assurance must be given in writing that required support services (such as overnight accommodations, day care, and the like) which the University deems necessary but is not providing, will be provided by the user. 

35.3 Application and Approval

(Amended 10/04; 6/07)

Application for proposed non-primary uses of University facilities should be made to the following offices:

  1. Event Services — for use of the Iowa Memorial Union and Danforth Chapel.
  2. Vice President for Student Life — for use of all outside University facilities.
  3. Facilities Management — for use of all other University facilities.
  4. Office of the Executive Vice President and Provost — for general assignment classrooms.

Decisions regarding scheduling, space allocation, rates, facilities use, application deadlines, and all other matters relating to proposed uses of University facilities by non-primary users shall be made by the office to which application for use is made. Application for a proposed non-primary use that involves multiple University facilities may be made to the offices specified above.

In approving a proposed non-primary use, the office to which application is made may specify such conditions of the proposed use as is deemed advisable. An application may be denied for failure of the applicant to provide full and accurate information as requested. 

35.4 Use of Athletic and Multi-Use Facilities

(President 4/73; amended 12/03)

All athletic and multi-use facilities (Duane Banks Field [baseball], Ashton Cross Country Course, Grant Field [field hockey], Pearl Field [softball], Kenyon Football Practice Facility, Kretzmeyer Track, Carver-Hawkeye Arena, Finkbine Golf Course, Recreation Building, Indoor Practice Facility, Field House, and other outdoor and indoor practice facilities and playing fields) shall be scheduled as follows:

  1. Athletic events. All intercollegiate competitive events will be scheduled with the approval of the Director of Athletics and then submitted to the Presidential Committee on Athletics (PCA) for approval. Department of Athletics usage of multi-use facilities shall be scheduled by the Director of Athletics in consultation with the Director of Recreational Services .
  2. Recreation and academic events. All recreational and academic events will be scheduled with the approval of the Director of Recreational Services.
  3. Other activities and events not covered in paragraph a or b. Requests for the use of athletics or recreational facilities are to be submitted to either the Director of Athletics Facilities or the Director of Recreational Services, depending on the facility being requested. The request will then be reviewed according to University policies. Upon approval and if deemed necessary, a contract will be produced and sent to the Business Office for University consideration and approval.

35.5 Prohibitions in Use of Facilities

(Amended 9/92; 10/94; 9/98; 9/99; 2/00; 7/07; 10/07; 7/1/08; 12/09; 2/10; 8/10; 12/13; 8/24/15)
  1. Tobacco-free campus policy. The University of Iowa is a tobacco-free facility. Use of tobacco, as defined below, is prohibited in any building, vehicle, or outdoor area owned, leased, or controlled by the University.
    1. For the purpose of this policy, tobacco products are defined as including but not limited to cigarettes, cigars, pipes, water pipes (hookahs), bidis, kreteks, smokeless tobacco, chewing tobacco, snus, snuff, electronic cigarettes, and any non-FDA-approved nicotine delivery device.
    2. Use of tobacco products is prohibited in all buildings and vehicles owned or leased by The University of Iowa, regardless of location. This includes Kinnick Stadium and the University of Iowa Hospitals and Clinics.
    3. Use of tobacco products is also prohibited on all University grounds and in any outdoor area controlled by the University. This includes all University parking lots and parking ramps, athletic fields, tennis courts, golf courses, and recreational areas. Use of tobacco products is prohibited inside any vehicle located on such University grounds.
    4. The University owns and maintains a limited number of streets within its campus borders. Use of tobacco products is prohibited on such streets and the adjacent sidewalks. See University of Iowa maps outlining the campus grounds where use of tobacco products is prohibited.
    5. When any person enters the grounds of the University, any tobacco products shall be extinguished and disposed of in an appropriate receptacle at the perimeter of the grounds of the University.
    6. This policy does not apply to buildings and outdoor areas of the University of Iowa Research Park that are owned by or leased to private entities, except if those buildings or areas are used for University programs or University employees.
    7. This policy does not apply to the use of e-cigarettes or other forms of smokeless tobacco by the University of Iowa Division of Performing Arts in on-stage artistic performances.
  2. (See also https://hr.uiowa.edu/policies/smoking.)
  3. Food and beverages. Food and beverages shall be consumed in academic buildings only in areas designated by the responsible administrative (e.g., collegiate, departmental) unit.
  4. Obscene materials, as defined by Iowa CodePDF icon728, may be disseminated or exhibited in campus facilities only if
    1. appropriate steps are taken to prevent their dissemination or exhibition to minors located inside or outside the facility; or
    2. the materials are being used for such educational or artistic purposes as would be permitted under Iowa Code 728 and do not constitute child pornography under federal or state law.
  5. Animals in buildings. Animals are not permitted in any University building or structure, and if found are subject to impoundment. Exceptions from this general prohibition include service animals, experimental subjects, approved animals in University student housing, or certified therapy animals at UI Health Care or in other events or programs as approved by the appropriate vice president.
  6. Grilling. Anyone grilling food on campus must follow the guidelines outlined on the Public Safety web page (https://police.uiowa.edu/fire-safety/grilling-policy) or the Risk Management web page (https://uiowa.edu/riskmanagement/outdoor-gascharcoal-grilling-campus).

(See also IAC [681]12.6 and [681]12.7.) 

35.6 Old Capitol Use Policy

The main levels of Iowa's Old Capitol have been restored as a museum and historic landmark, accurately depicting the time in which it served successively as a territorial and state capitol. Because of its statewide and national significance, and because the furnishings in the building are made up largely of antiques and other historic artifacts, Old Capitol is not a general-purpose meeting facility. Its uses are restricted to: tours by the general public and groups; meetings by groups with state, academic, cultural or historical purposes, and by units of state government; and University operations housed on the building's lower level.

Appropriate meetings in Old Capitol are held only in the Senate Chamber, and are restricted to the hours the building is open. Examples of meetings which would be considered appropriate to the Old Capitol are constitutional conventions, Supreme Court hearings, the defense of doctoral dissertations, faculty meetings, and workshops in historical preservation and restoration.