Non-affiliated Persons, Groups, Organizations and/or Entities Use of University Facilities

Policy Number:  DOS-8100-004

Policy Title:  Non-affiliated Persons, Groups, Organizations and/or Entities Use of University Facilities­­

Vice Chancellor/Associate Chancellor:  Vice Chancellor and Vice Provost for Student Affairs

Unit Responsible for Policy:  Associate Vice Chancellor for Campus Auxiliary Services

Effective Date:  March 15, 2024

Policy Statement:

As a public university, the University of Illinois Chicago (UIC) is committed to the open exchange of competing ideas, perspectives, and values and does not engage in viewpoint discrimination. Non-affiliated persons, groups, organizations and/or entities, meaning those that are neither affiliated with a major administrative or college unit nor a registered university student or campus organization, (Non-affiliated User(s)) are permitted to use designated property owned and controlled by UIC, provided the proposed use conforms to the Board of Trustees policies and does not interfere with the functions of the university.

The university’s grant of permission to use designated university space does not imply or signify the university’s endorsement, sponsorship, approval or disapproval of the event, or the proposed use of the designated university property. The university will consider each request to reserve designated university space in a viewpoint-neutral manner. The university will conduct a security assessment, and any event-related security costs will be the burden of the Non-affiliated User.

Non-affiliated Users are eligible to request the use of designated university property on the following conditions:

  1. The Non-affiliated User must enter into a written agreement for use of the specified university property and provide proof of insurance; and,
  2. The Non-affiliated User pays any applicable charges as outlined in the written agreement.

Applies to: 

All university spaces that Non-affiliated Users wish to reserve for an activity or event. This policy does NOT apply to guest lecturers, speakers, performers, or other service providers invited by a college, faculty member or student group to make a presentation that occurs in a closed forum (e.g., classroom or college-controlled space, seminar, workshop, panel discussion etc.).

Reason for Policy:

To specify the guidelines for use of university facilities and space by Non-affiliated entities, organizations, or persons external to the university. This policy is intended to clarify the circumstances and event-related costs to responsibly utilize university facilities without hindering the primary functions of the university.

Who Should Read the Policy:

Non-UIC-affiliated persons, groups, organizations and/or entities and UIC faculty, staff, students, and visitors.

Definitions:

  • Non-affiliated Users: Those that are neither affiliated with a major administrative or college unit nor a registered university student or campus organization. For example, persons who are university faculty or staff acting in their personal capacity (e.g., not acting within the course and scope of their employment responsibilities), individuals with no connection to UIC, private companies and corporations, non-profit organizations, and unincorporated associations.
  • Designated university property/space: Facilities owned or controlled by the university that the university makes available to non-affiliated users for the purpose of hosting events.
  • Viewpoint neutral: Decisions with regard to events shall be made without regard to the opinions, perspectives, or positions espoused by the non-affiliated user seeking to host an event. This policy is applied without regard for perspectives or positions expressed in connection with an event.

Procedures:  Please see https://venues.uic.edu/

Forms: Please see https://venues.uic.edu/

Related Laws, Regulations, Statutes, and Policies:

Document History:  

Approval date: 2/28/2024
Approved as: New policy