AFCMN Facilities Management

Animals on Campus

Number: AFCMN 100

Section: Facilities Management

Subject: Animals on Campus

Date: Revised - October 2019

Issued by: Vice Chancellor for Administration and Finance/CFO

Authorized by: Senior University Facilities Executive

I. Purpose

The University of South Carolina Aiken is deeply committed to the well-being of our students, faculty, staff and visitors. While pets and other animals may be a source of enjoyment and companionship to their owners, they can also pose health and safety problems and introduce potential liability to the University and its members. The policy will delineate what animals are allowed on campus and any restrictions.

II. Definitions

Service Animal: A service animal is any animal, usually a dog, that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability.

Emotional Support Animal (ESA): An emotional support animal is an animal (usually a dog or a cat) that provides assistance in the form of comfort or affection to individuals with emotional or psychological conditions.

Pet: A domestic or tamed animal kept for companionship or pleasure.

III. Policy

Dogs are the only pets that are allowed on campus in public outdoor areas. When attending an athletic or recreational event, dogs are only allowed in designated areas. Due to human health and safety concerns, animals are not permitted in buildings and student housing on the University of South Carolina Aiken campus. Exceptions to this rule are listed below. Any person found to have an unauthorized animal on campus will be asked to remove the animal promptly.

Dogs must be kept on a 6ft. leash and they have to be appropriately tethered or contained, at all times. Individuals who bring pets onto campus must clean up any waste the pet may leave, and have to control their dog at all times. All dogs brought onto University grounds must be licensed and fully inoculated in accordance with South Carolina State and Aiken County regulations.

The University may remove or require the removal of any animal that poses a direct threat to the health or safety of others, is not housebroken, or otherwise disrupts the campus grounds or facilities.

Additionally, individuals are not permitted to lure animals to the campus through feeding stations or other means. Bird feeders and bird /bat houses may be permitted if approved by the Senior University Facilities Director.

Feral or Wild Animals that are a potential risk, represent a hazard, cause property damage, create a nuisance, or otherwise pose a potential threat to the health or safety of humans will be regulated, controlled, and/or humanely relocated in accordance with applicable laws and regulations. Those animals that are not a risk and do not represent a hazard, cause property damage, or create a public nuisance, and that do not require human intervention, may inhabit the campus grounds.

Owners of any animal on campus (including service animals, emotional support animals, or pets) are solely responsible for the behavior and actions of their animal and assumes all liability for the animal. The University assumes no responsibility for the animal or owner. Also, the owner is responsible for any damage done by the animal as well as all waste caused by the animal.

The University reserves the right to involve local animal control authorities if any animal is suspected of being mistreated by its owner on university grounds.

IV. Exceptions

Outside the policy above, the animals listed below are permitted on campus. When required by governing ordinances, such animals must wear appropriate tags and be certified, licensed, and/or inoculated.

Service animals, as defined above, that are specially trained to aid persons with disabilities.
Emotional support animals (ESA) that are approved by the Office of Disability Services to live in University Housing. Emotional support animals are not permitted in any other University buildings. Refer to University Housing procedures for more specifics regarding ESA policies.
On-duty police dogs.
Laboratory and demonstration animals (including reptiles, mammals, birds, and fish) used directly in support of the University's mission in teaching and/or research. Such animals are permitted only in those facilities and laboratories specifically designed to house that type of animal.
Other Exceptions

Additional exceptions may be granted on a limited basis if requested in writing and approved by the Provost or the Vice Chancellor of Student Affairs.

V. Enforcement and Compliance with Policy

Enforcement of this policy is the responsibility of each member of the USC Aiken community. Faculty, staff, students and volunteers are encouraged to enforce the policy for their facilities and/or sponsored activities. The following is the progression of enforcement of this policy:

Each individual should, in a consistent and civil way, bring any infractions of this policy to the attention of the person or persons observed violating the policy.

If the person violating this policy does not immediately remove the animal from the premises, the individual should ask them to do so.

In the event the person violating the policy does not respond to a request to remove the animal, the individual should contact Campus Police at 803-641-3319. Campus police will then issue a warning and/or a fine, and if needed will remove the offender in accordance with Campus Police procedures

University Vehicles

Number: AFCMN 101

Section: Facilities Management

Subject: University Vehicles

Date: March 15, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. Policy

USC Aiken Operations Department and USC Columbia Transportation Services are responsible for all University vehicles, including minor maintenance. University vehicles are property of the State of South Carolina and guidelines for use of such vehicles, found in the South Carolina Division of Motor Vehicle Management Manual, apply.
Only licensed drivers with an acceptable driving record may operate University vehicles. Prior to operating any campus sedan or truck, drivers must complete a fleet user orientation session and have their driving record screened by EHS Manager. To accomplish the latter, the prospective driver shall complete a license screening request form (TS-100), available on the Operations web-site. This form, which grants the University permission to access the individual's driving record, should be submitted to the Environmental Health and Safety Manager who will also assist with scheduling attendance at an orientation session.
In addition to satisfying the above requirements, individuals who drive a University mini-bus or 15 passenger van must first successfully complete a van driver safety course, including an on-hands element to demonstrate safe handling of the vehicle. Drivers of the 15 passenger van must be at least 21 years of age.
The Environmental Health and Safety Manager shall maintain an active list of all authorized drivers.

II. Procedures

University vehicles are available on a first come first serve basis and are to be used for official business only. Vehicles may be reserved by calling the Operations Department (extension 3452) to check on availability and then submitting a USCA Vehicle Reservation Request (Form 13/20) prior to the actual travel date. This form, available on the Operations web-site, should normally be submitted at least two weeks prior to the expected date of travel. Reservations are considered final when a Form 13/20 is received by the Operations Department with all required information and signatures. Times of use specified on the Form 13/20 must be followed since all other reservations are based on this information.
Use Restrictions
1. State-owned vehicles are not to be used for personal business, and may not be taken home overnight. Family riders are not allowed unless they are also on official University business.
2. Smoking is not permitted in any University Vehicle.
3. Alcoholic beverages are not permitted in a University vehicle, unless permission for transport of such items has been granted by the Chancellor.
4. All drivers and passengers in a University vehicle must be wearing a seat belt any time the vehicle is in motion.
5. Any violation of University regulations may result in the loss of University vehicle use privileges for the organization and/or the person's) involved in the violation. Vehicle damage caused by the driver or passengers is the responsibility of the driver as is any damage to the vehicle and/or personal injury resulting from a violation of University policy regarding use of the vehicle.
6. Student representatives may use University vehicles for official business and special occasions in accordance with the above mentioned requirements and the following additional stipulations:
  1. Students traveling in a University vehicle outside of the Aiken, Augusta, Columbia area must be accompanied by a non-student USC Aiken employee and the name of that employee must appear on the Form 13/20 USCA Vehicle Reservation Request.
  2. Students may not transport other students unless the driver is under the direct supervision of a member of the USC Aiken faculty, staff or administration. Exceptions to this provision are allowed at the discretion of the Vice Chancellor for Student Services or the Chancellor.

III. Related Policies

IV. Reason for Revision

Annual Review

Drive Safety/Training Program and Policy

[Policy missing]

Motorized Cart Policy

Number: AFCMN 103

Section: Facilities Management

Subject: Motorized Cart Policy

Date: March 15, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. Policy

The following guidelines are provided to promote the safety and security of motorized cart operators and passengers, as well as pedestrians and those driving and riding other vehicles on campus. Department supervisors are responsible to ensure that personnel in their respective units are provided these guidelines should they routinely or occasionally operate a motorized vehicle in the performance of their duties to the University. New operators must receive operator orientation prior to their first use of a motorized cart. Operators who have received such instruction and fail to abide by these guidelines may be subject to disciplinary action.

II. Procedures

Motorized carts are to be used only for official University business.
Speed must be appropriate for the conditions (weather, pedestrian traffic, etc.). The safety of persons and property must be the highest priority.
Pedestrians have the right of way; all motorized carts must yield to foot traffic.
Motorized carts should only be driven on paved/concrete paths unless special circumstances warrant otherwise (i.e. athletic fields). Carts must never be driven on University Parkway or other public roadways surrounding the campus, other than to cross over Rt. 118 to get to the Convocation Center.
If traversing parking lots, standard traffic patterns and driving courtesies must be observed. Carts must stop before entering the parking lot, and stop or yield in accordance with posted signage in the lot. All cart operators are advised to drive defensively since carts are smaller and more difficult to spot than an approaching automobile.
The posted vehicle capacity must not be exceeded.
Operators shall not deactivate back-up horns.
Heads, arms, and legs should be kept within the confines of the cab, and should not dangle over the edge of the motorized cart.
Carts should not be used to drag or tow passengers, wagons or other items, unless specifically authorized for use.
Parked carts must not block entrances to buildings and must not impede access for persons with disabilities (i.e. area by electric door mechanisms must be kept clear). Carts must not be parked on asphalt roadways or along roadside curbs where they would alter the normal flow of traffic.
When unoccupied, the brake must be engaged. The cart should be turned off and the keys should be removed.
Carts must be returned to an authorized recharging/storage area following use.
General Equipment Standards
1. Each cart shall be outfitted with a rear view mirror.
2. Each cart will be equipped with an operating back-up horn
3. For ease of identification, each cart will be marked with a unique number above the passenger-side rear bumper.
4. Reflectors and/or reflective tape will be installed on all carts to enhance driving safety and visibility of carts at night.
5. Passenger capacity will be clearly posted inside the cab of each motorized cart.

III. Related Policies

IV. Reason for Revision

Annual Review

University Keys

Number: AFCMN 104

Section: Facilities Management

Subject: University Keys

Date: March 30, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. General

USC Aiken uses the Best Key Lock System. The system consists of individual lock keys, sub-masters, and masters. Keys are made and managed by the Operations Department. Keys are distributed and collected by the USC Aiken Maintenance Division.

II. Key Requests

USCA Key Request Forms are submitted to the Operations Department. Proper key control is critical to campus security and keys will only be issued after receipt of a completed USCA Key Request Form with the appropriate signatures. Requests for individual lock keys require the signature of the individual's immediate supervisor and Department or Unit Head. Requests for sub-master and master keys are strongly discouraged, and require the signature of the individual's immediate supervisor and the appropriate Vice Chancellor. For people working directly for the Chancellor, the Chancellor's signature is required.

III. Key Distribution

Keys being issued to full-time faculty and staff must be picked-up from and returned to the Maintenance Division at the Facilities and Auxiliary Services Building (650 Trolley Line Road, Graniteville SC) on Monday, Wednesday and Friday between the hours of 1:00 and 4:00 PM. The Maintenance Division will maintain a file of key request forms documenting keys issued and returned. The file will document the key number, what the key is for, who received/returned the key, the signature of the person being issued/returning the key and date, and the signature of the Maintenance Division representative validating the return.
The full-time faculty or staff person that will be using the key must sign for the key in the log.
Issuing Keys to students, part-time employees and adjunct faculty is strongly discouraged. However, Unit/Department Heads can request, sign for and be responsible for keys that are to be used by part-time employees and students that require a key to effectively perform their duties. A Unit/Department file, (like the one maintained by the Maintenance Division for full time faculty and staff), should be used to document part-time employee or student key status.
All keys issued are subject to periodic audit.

IV. Key Returns

Keys issued to full-time faculty or staff must be returned to the Maintenance Division as a part of the checkout procedure or anytime the key is no longer required. Part-time employee or student keys must be returned to the issuing Unit/Department when the key is no longer required by person receiving it. The individual who signed for the key must return the key and sign the appropriate key return paperwork. Full-time faculty and staff will receive a copy of the original USCA Key Request Form with validation by the Maintenance Division representative receiving the key that the key has been returned. Unit/Departments should develop a similar return validation system for part-time employees and students.

V. Responsibility for Key Control

Each individual issued a key is responsible for control of that key. Immediate supervisors are responsible to ensure subordinate keys are returned when the subordinate no longer requires them. Supervisors must ensure that all keys are returned to the Maintenance department.
The Maintenance Division will maintain the hard copy key file and a computerized database.
The Operations Department will maintain a master computerized database documenting key assignment and the overall keying system, and a key locker. The Operations Division will also be responsible for making and destroying keys, and for documenting those actions.

VI. Lost Keys

Lost keys must be reported to USCA Public Safety as soon as possible once the loss is discovered. Requests to replace lost keys must be submitted using a USCA Key Request Form with all of the originally required signatures and a detailed explanation concerning the loss. Lost keys will be replaced at a cost of $25.00 for each individual lock key and $50.00 each for all other keys unless an Associate Chancellor, the Vice Chancellor or the Chancellor grants a waiver. If a key is lost and the department/ building has to be re-keyed, then cost to re-key that building will be absorbed by the associated department.

Operation and Maintenance of Physical Plant

Number: AFCMN 105

Section: Facilities Management

Subject: Operation and Maintenance of Physical Plant

Date: March 29, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. Policy

The purpose of this policy is to establish facility related guidelines required to maintain quality work, study, recreation and leisure areas for students, faculty and staff.

Use of Sidewalks: Sidewalks should be used to get around the campus. Healthy grass, shrubs and ground cover are needed to hold the sandy soil in place and to help beautify the campus. In addition, use of the sidewalks limits the amount of dirt and debris that is tracked into campus facilities, extending the life of floor coverings. Use of sidewalks reflects respect for campus facilities and results in improved landscaping and building condition.
Littering: Trash and recycle receptacles are provided in strategic locations throughout the campus. All students, faculty and staff are expected to use the receptacles and are encouraged to help keep our grounds looking neat by picking up litter and disposing of it in the nearest trash receptacle or recycle receptacle as appropriate. Littering detracts from the appearance of the campus. Everyone has the responsibility to pitch in to keep it clean.
Cafeterias: Cafeteria users are expected to buss their own trash and return their trays to the tray carts.
Gyms: Gym shoes only must be worn on the floor (without floor cover), and the soles of the gym shoes must be clean. Street shoes may be worn on the floor when the floor cover is in place.
Maintenance and Repair Requests: All general maintenance and repair requests should be submitted using Form 21. Form 21 is available in hard copy or preferably on the Internet at http://www.usca.edu/forms/mrf.htm. These requests should be forwarded to the Operations Department for action. Emergency requests should be reported by telephone to the Operations Office, extension 3452, during normal working hours and to Security, extension 6111, at all other times. The following information is required when making such requests: Building name and room number or area description, the nature of the problem or need, (including sketch when required for a special event set up), when the room or area will be available to be worked on, the name of the person making the request, and the date of the request. Maintenance and repair requests should not given directly to maintenance, grounds or housekeeping staff.
Housekeeping: Housekeeping cleaning schedules involving main corridors, cafeterias, rest rooms, and locker rooms are addressed daily. Classrooms, offices, and conference rooms are addressed two to three times a week as time permits. The following restrictions are required to ensure this cleaning schedule can be maintained:
1. Eating and drinking in classrooms, seminar rooms, conference rooms and auditoriums is discouraged.
2. Animals are not allowed in any buildings with the exception of Seeing Eye dogs and laboratory animals unless senior administration approval has been given on a case by case basis.
3. Bicycles, mopeds, and motorcycles are not permitted inside buildings. Roller blades and skateboards may not be worn or ridden inside buildings, with the exception of the SAC Gym when approved by the Athletic Director.
Alcoholic Beverages: Alcoholic beverages are prohibited on campus except as authorized by the Chancellor and in accordance with South Carolina Law and ABC Commission Regulations. The consumption of alcoholic beverages in University vehicles is strictly prohibited. For additional information concerning alcoholic beverage policy, see University of South Carolina Policy and Procedures Manual, Staff 3.02.

II. Procedure

III. Related Policies

IV. Reason for Revision

Annual Review

Hazardous Materials Policy and Procedures

Number: AFCMN 106

Section: Facilities Management

Subject: Hazardous Materials

Date: March 29, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. Policy

It is the policy of USCA to provide a safe work place that is in compliance with all State and Federal guidelines. There are certain chemicals in use on the USCA campus, which are defined as hazardous. If there is a choice among materials to use for a given activity, the least hazardous one should be used and the smallest possible quantities kept in inventory.

Use of Hazardous Chemicals

The following applies to department/areas that use hazardous chemicals.
- All chemicals will be handled and stored in a safe manner.
- Labels on containers of incoming shipments of chemicals will not be removed or defaced until the container is empty, clean and ready for disposal.
- All chemical containers on the USCA campus will be labeled appropriately and according to USCA policy.
- MSDSs received with incoming shipments will be maintained within the department/area.
- An MSDS will be obtained from the supplier for chemicals received without an MSDS and the MSDS will be procured as soon as practical.
- No chemical will be used in a work area until an MSDS is obtained from the manufacturer, importer, or distributor.
- MSDSs will be readily accessible during each work-shift to employees when they are in their work areas.8.
Training: Employees will be trained in the safe storage and handling of chemicals. Training will include but will not be limited to the following:
1. Identification of health and physical hazards provided on labels and MSDSs.
2. The departmental requirements for labeling chemical containers and alternatives to in plant labeling of chemical containers.
3. The location of MSDSs and other written materials that employees will need to be informed of how to protect themselves.
4. The use and selection of Personnel Protective Equipment (PPE).USCA requires all employees to wear PPE that is appropriate for the hazard.
5. Standard operating procedures, work practices and engineering controls used by the department/area.
6. Departmental procedures for responding to emergencies and chemical spills/leaks.

II. Procedure

Responsibility

The Department/Area Administrator is responsible for departmental compliance with all relevant USCA health and safety programs, policies and procedures related to chemical hazards and hazardous wastes.

The Department/Area Administrator is responsible providing the Environmental Health & Safety Manager (ESH) with the written information needed to complete or supplement the general provisions any relevant USCA health and safety program, policy or procedure for managing hazardous wastes or chemicals on the USCA campus.

The Department/Area Administrator is responsible for ensuring that all employees (including student employees) are informed of their responsibilities under the USCA health and safety programs, policies or procedures for managing hazardous wastes or chemicals through departmental training and/or training provided by ESH.

The Department/Area Administrator is responsible for assigning specific tasks and duties to employees within his/her department/area as needed to assist in departmental compliance with all USCA health and safety programs, policies and procedures related to chemical hazards and hazardous wastes.

Supervisors and Faculty (in laboratories and classrooms) are responsible for identifying the hazardous wastes and chemicals being used or stored in their area and for managing them safely and in accordance with all USCA health and safety programs, policies or procedures.

Supervisors and Faculty are responsible for informing all employees (including student employees) in their area of the proper use, storage and disposal procedures for chemicals.

Faculty are responsible for informing the students in their laboratories and classrooms about the proper handling and disposal procedures for chemicals before the chemical is introduced to the student.

Faculty are responsible for supervising students working with chemicals. Faculty will be available to students at all times when the students are using chemicals.

USCA employee's responsible for purchasing chemicals must ensure that chemicals identified as a "P-listed" under the listed wastes in the EPA standard 40 CFR 261 are not purchased. Execute the following to retrieve a current copy of EPA "P-listed" wastes online from the Government Printing Office:
Hazard Communication and Chemical Hygiene Programs

USCA has implemented a Chemical Hygiene Plan for compliance with the OSHA standard 1910.1450, Occupational Exposure to Hazardous Chemicals in Laboratories. Laboratories will comply with this standard and any applicable substance-specific standards. All other areas will comply with the OSHA Hazard Communication standard, 1910.1200.USCA will begin working on a Hazard Communication Program for compliance with this standard in 1999. Contact the OSEM for questions or information.

III. Related Policies

IV. Reasons for Revision

Annual Review

USC Aiken Tobacco Free Campus

Number: AFCMN 107

Section: Facilities Management

Subject: Tobacco Free Campus

Date: March 10, 2015 (Update)

Issued by: Senior University Facilities Executive / VC Student Life & Services

Authorized by: Chancellor

I. PURPOSE

The University of South Carolina Aiken is deeply committed to the well-being of our students, faculty, staff and visitors. To provide a safe, healthy environment in which our community can flourish, and in accordance with the university’s commitment to health, well-being and sustainability, the University of South Carolina Aiken will be a completely tobacco-free campus. This policy expands the 2010 tobacco free policy to cover all university property. The intent of this policy is to create an environment that is conducive to quitting tobacco, to promote the prevention of tobacco use and to prevent the risks associated with exposure to second-hand smoke.

II. POLICY

COVERED INDIVIDUALS
1. The provisions of this policy apply 24 hours a day, seven days a week to all students, faculty, staff, visitors, volunteers, contractors and vendors unless otherwise noted.
DEFINITIONS
1. “Tobacco and smoking products” include all tobacco-derived or containing products, including but not limited to cigarettes (i.e. clove, bidis, kreteks), electronic cigarettes, cigars and cigarillos, pipes, water pipes, smokeless tobacco products or substitutions (spit and spitless, chew, pouches, snuff) or any other device intended to simulate smoked tobacco. This does not apply to nicotine replacement therapy, which is designed to assist tobacco users to quit tobacco.
2. “University property” shall include all buildings, facilities, grounds, vehicles and spaces leased, owned or controlled by the University of South Carolina Aiken, whether or not signs are posted. This includes, but is not limited to, University –owned buildings, offices, classrooms, laboratories, elevators, stairwells, bridges and walkways, balconies, decks, restrooms, sidewalks, parking areas/lots, meeting rooms, hallways, outdoor passageways and entrances, lobbies, common areas and athletic venues (including those with outdoor fixed seating), university vehicles, golf carts and any transportation owned, operated or leased by USC Aiken.
USE OF TOBACCO PRODUCTS
1. The use of any tobacco products is prohibited on university property. No ashtrays, receptacles or smoking shelters will be permitted.
2. The use of tobacco products is prohibited in university-owned, -operated or -leased vehicles
SUPPORT OF TOBACCO PRODUCTS
1. All Tobacco industry promotions and marketing activities are prohibited on university property.
2. The sale of tobacco products and tobacco related merchandise (including logo items) is prohibited on all university property and at university sponsored events, regardless of the operating vendor.
3. The distribution or sampling of tobacco and associated products is prohibited on all university property and at university sponsored events, regardless of the venue.
4. Tobacco industry and related company sponsorship of events is prohibited.
5. The university discourages solicitation or acceptance of any grant or gift from a manufacturer, distributor or retailer whose principal business is tobacco products.
COMMUNICATION OF POLICY
1. This policy will be communicated to the campus community as follows:
  1. News and information will be posted on the USC Aiken website
  2. References to this policy will be added to student handbooks, orientation communications and other publications as appropriate.
  3. Appropriate staff will assist in informing all visitors of the policy and asking that they comply while on any university property. All community members are encouraged to assist with the education of visitors and volunteers regarding our policy.
  4. A provision will be inserted in all contracts, e.g. dining, construction and/or maintenance, to prohibit the employees of contractor/vendors from using tobacco products on USC Aiken property.
  5. Communication tips for community members to use in helping to enforce the policy will be available at the Tobacco Free USC Aiken website, http://dotcms.usca.edu/initiatives/tobacco-free-usca/index.dot
  6. “Tobacco Free Property” signs will be posted throughout the university.
  7. Each building will display a “Tobacco Free Property” decal and additional signs as appropriate
TOBACCO CESSATION RESOURCES
1. The University will offer resources to assist students, faculty and staff who desire to quit or abstain from the use of tobacco. Tobacco cessation resources and services will be promoted or offered for USC Aiken students, faculty and staff. Many of these programs are available at little or no cost. Please visit the Tobacco Free USC Aiken web page for a list of these resources: http://dotcms.usca.edu/initiatives/tobacco-free-usca/index.dot
ENFORCEMENT AND COMPLIANCE OF POLICY
1. Enforcement for the policy is the responsibility of each member of the USC Aiken community. Faculty, staff, students and volunteers are encouraged to enforce the policy for their facilities and/or sponsored activities. Each individual should, in a consistent and civil way, bring any infractions of this policy to the attention of the person or persons observed violating the policy.
2. Faculty, staff and students are also expected to assume leadership roles by adhering to the policy provisions and by reminding others who are not in compliance of the policy provisions.
3. In the event a member of the USC Aiken community does not respond to a reminder, USC Aiken faculty, staff, students and volunteers will assist in the enforcement of this policy by reporting repeated violations to Campus Police (803-641-3319).
4. The university will provide Tobacco Free Campus Policy information cards to facilitate the education and enforcement of the policy.
  1. Students - Complaints regarding students will be directed to and handled by the Office of Judicial Affairs in accordance with the Non Academic Student Code of Conduct. Further information on the conduct process and potential consequences is available at http://www.usca.edu/judicial-affairs/non-academic-code-of-conduct.dot.
  2. Faculty - Complaints regarding faculty will be directed to the appropriate unit head.
  3. Staff - Complaints regarding staff will be directed to and handled by the immediate supervisor or director, in accordance with Human Resources practices HR 1.39 and outlined in “Disciplinary Procedures” at http://hr.sc.edu/relations/erdscpln.html
  4. Volunteers, Visitors and Affiliates - Complaints about volunteers and visitors may be addressed by any university official. Repeated violations may be handled by Campus Police. Complaints about affiliates will be directed to and addressed by their sponsoring departments, in accordance with appropriate policies and practices.
  5. Contractors and Vendors - Complaints regarding contractors and vendors will be addressed by the Campus Support Services. Failure by contractors/vendors or their employees to comply with the provisions of this policy could result in the termination of the contract.
EXCEPTIONS
1. Tobacco, tobacco products or simulated tobacco products may be used for research purposes. Smoking of tobacco products for research purposes will be allowed only if smoke is controlled in a manner approved by the Office of Environmental Health and Safety, as is necessary for all research that involves laboratory air contaminants
2. A special exception may be made for cultural activities by American Indians that are in accordance with the American Indian Religious Freedom Act, 42 USC sections 1996 and 1996a, which allow for the use of ceremonial tobacco. All ceremonial use exceptions must be approved in advance by the Provost or designee and, in the case of smoking, by the University Fire Marshall
3. Tobacco company participation in recruitment activities (i.e. job fairs, on campus interviews, information sessions, etc.) must be approved by the Career Center or appropriate university official from that area to ensure compliance with university policy to ensure signage, postings and use of company logo is appropriate.

Driver Safety/Training Program and Policy

Number: AFCMN 108

Section: Facilities Management

Subject: Driver Safety / Training Program and Policy

Date: March 15, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. PURPOSE

The University of South Carolina Aiken (USC Aiken) recognizes that the conduct of official university business sometimes requires the use of a university owned or sponsored vehicle. The university therefore has elected to maintain a small fleet of vehicles including cars and vans for the use of faculty, staff, and students. USC Aiken faculty, staff and students may also choose to rent vehicles from outside sources when university vehicles are not available.

A driver training/safety program has been developed to assure that drivers of University owned or sponsored vehicles are adequately prepared for their driving responsibilities. The program is mandatory for all faculty, staff, students and volunteers who drive University owned or sponsored vehicles.

The primary goals of the USC Aiken Driver Safety/Training Program are:

To select drivers who have satisfactory driving records,
To acquaint drivers with safe driving and vehicle handling tips,
To familiarize drivers with procedures to follow in the event of emergency situations (i.e. vehicle problems, accidents), and
To encourage drivers to take personal responsibility for the care and operation of university owned or sponsored vehicles and to operate said vehicles in a safe, courteous and responsible manner.

II. DEFINITIONS

University-owned vehicle:

Any vehicle that has a certificate of title registered to the University of South Carolina Aiken.

University-sponsored vehicle:

Any vehicle that is rented, leased or otherwise used by USC Aiken for a legitimate purpose. Use of a personal vehicle for which mileage is reimbursed is not considered a "sponsored" vehicle within this policy.

Approved Driver:

Any faculty member, staff member or student who is employed by the university or is currently registered as a student at USC Aiken or anyone who has volunteered to drive a USC Aiken owned or sponsored vehicle and has complied with the requirements of this program. Approved drivers for cars, trucks, and mini-buses must be at least eighteen years of age. Drivers of 15-passenger vans must be at least twenty-one years of age.

Motor vehicle Record (MVR):

A certified copy of the operator's state driving record for at least the past three years. This record should be obtained by the individual from the state that has issued the individual's driver's license.

III. INCLUSION

This program includes and is mandatory for all faculty, staff or students (with valid ID card and driver's license) including volunteers who are requesting or required to use a USC Aiken owned or sponsored vehicle for the conduct of official USC Aiken business. Each driver who has been approved to drive a USC Aiken owned or sponsored vehicle will be required to be recertified as an approved driver every three years. Drivers covered by this program include, but may not be limited to:

Incidental Drivers: Individuals whose job classification or other duties incidental to the mission of the university may require the occasional use of a vehicle.
Regular Drivers: Individuals who regularly spend a majority of their employed or university related duties as the operator of a university owned or sponsored vehicle.
Volunteers: Persons who may be employed by USC Aiken on a full or part-time basis, students or other persons (including faculty or staff) who may volunteer (without compensation) to drive a USC Aiken owned or sponsored vehicle for the conduct of official university business.

IV. DRIVER'S RESPONSIBILITIES

Prior to or while operating a university owned or sponsored vehicle, the driver is responsible for:

Completing a "Request for Authorization as a USCA Vehicle Operator" form and submitting the form to the USCA Operations Department.
Submitting a copy of their motor vehicle record as specified in Section II to the Operations Department.
Successfully completing the USC Aiken Driver Safety/Training program as further outlined under Section V. DRIVER SAFETY/TRAINING PROGRAM.
Operating their assigned vehicle in accordance with all university, local, state and federal rules and regulations.
Checking their assigned vehicle prior to each use or trip for any visible signs of a problem or potential problems e.g.: tires, windows, seatbelts, leakage of fluids, lights, turn signals, wipers, etc. Any noticeable problems should be reported to Operations before proceeding with use of the vehicle (If vehicle is to be picked up on a weekend, any problems will be reported to USCA Public Safety who will contact Operations in the event of a major problem.);
Having in their possession a valid driver's license and any additional printed material as appropriate to the particular vehicle being used;
Walking around vehicle to insure no obstruction is in the forward or backward path of the vehicle;
Adjusting mirrors, seats and other interior items as appropriate;
Securing seat belt and making sure that all other occupants have secured their seat belts before starting vehicle;
Checking traffic flow of vehicles and pedestrians that may interfere with driving/backing vehicle;
Driving vehicle with headlights turned on;
Sounding horn (two short blasts) when backing up;
Exiting a vehicle only after the engine is turned off and the ignition key has been removed;
Refueling a vehicle only when the engine is turned off and the ignition key has been removed;
Ensuring that the vehicle is locked if it is to be left unattended;
Promptly and accurately submitting all vehicle/trip reports as required;
Immediately notifying USC Aiken Public Safety of any accident that results in injury to any passengers or renders the vehicle inoperable. Public Safety will then notify other appropriate parties.
Upon return to campus, the driver will be responsible for completing and submitting the accident report form provided by the Operations Department documenting any accidents, traffic violations, or vehicle damage (if applicable).

V. DRIVER SAFETY/TRAINING PROGRAM

The Driver Safety /Training Program shall consist of a fleet user orientation session which includes a van driver safety video for van drivers. This session will inform participants about safe driving and vehicle handling matters and will also provide them with information about procedures to follow in emergency situations (vehicle breakdown, accidents, etc.).

An additional session, including a brief practicum designed to demonstrate safe vehicle handling, shall be required for all drivers of University vans and mini-buses.

Completing the van driver program will authorize a driver to drive both vans and sedans; completing the fleet orientation session will authorize a driver to drive sedans only.

Upon completion of the initial training programs, all participants will sign a form certifying they have completed the appropriate program and agreeing to abide by all stipulations of this policy.

Training programs will be offered several times each semester. Faculty and staff members are encouraged to complete training requirements well in advance of their scheduled trips to assure compliance with this policy. Faculty and staff members who utilize students to drive vehicles should make every effort to identify student drivers well in advance of their trips so that the students have ample opportunity to complete the training program.

At three year intervals, authorized drivers will be prompted to review safety materials including but not limited to the USCA vehicle use policy, roadside assistance program, and safe driving tips (e.g. defensive driving, road rage avoidance, foul weather driving and precautions for safe vehicle handling). Drivers must maintain an acceptable driving record, and acknowledge review of these materials every three years to retain certification as a University driver.

VI. ADMINISTRATION OF PROGRAM AND RECORDS

The USC Aiken Operations Department in conjunction with USC Aiken Public Safety and the USC Aiken Office of Risk Management will be responsible for the implementation of this program and maintaining all appropriate records.

The Environmental Health and Safety Manger will develop and conduct the Driver Safety Training Program in cooperation with University Police.

The Operations Department will maintain all records related to the driver authorization process and will assure that all drivers have been approved before they are permitted to drive University vehicles.

Faculty and staff members who drive University sponsored (leased) vehicles will be responsible for assuring that they and any other drivers that they utilize have completed all requirements stated in this policy and are duly authorized drivers.

Facility Access for Physically-Challenged Persons

Number: AFCMN 109

Section: Facilities Management

Subject: Facility Access for Physically-Challenged Persons

Date: March 29, 2010

Issued by: Chancellor

Authorized by: Chancellor

I. Policy

The University of South Carolina Aiken is committed to diversity and a campus culture of inclusion that is necessary for a rich learning environment and essential in preparing students to work, live and contribute to in an increasingly complex society. As part of this effort, the University is committed to the full inclusion of individuals with disabilities and continually improving the accessibility of our campus, programs and activities.

II. Procedure

To this end, USCA will require all architectural firms bidding on USCA facilities projects to have demonstrated competence in designing facilities which are conveniently accessible to all persons, regardless of disabilities. That is, buildings at USCA should exceed the minimum physical disability access requirements of the state and federal statutes so that each new building is designed for ease of entry at all entrances and that, wherever possible, no steps leading to entrances be employed. At least one entrance in all existing buildings should be barrier-free with an automatic door-opening mechanism. Elevators and/or lifts should be readily accessible and conveniently located in each building. All buildings should be annually reviewed by the University Planning Committee with representation from physically-challenged students and/or faculty and results reported to the Faculty Assembly.

III. Related Policies

IV. Reason for Revision

Annual Review

Building Temperature Regulations and Energy Conservation Measures

Number: AFCMN 110

Section: Facilities Management

Subject: Building Temperature Regulations and Energy Conservation Measures

Date: March 29, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Administration and Finance/CFO

I. Policy

To conserve energy resources, all buildings on the USC Aiken Campus will be in compliance with the following regulations:

Thermostats will be set no lower than 75°F for cooling and no higher than 69°F for heating.
When a building is to be unoccupied for 8 or more hours, the HVAC system is to be shut down during summer, except where there are special equipment requirements, and temperature control devices for winter set at 55°F.
The use of auxiliary heating devices (e.g., portable electric heaters or heat lamps) is prohibited. Small circulating fans are allowed.

Some additional energy conservation measures are required:

All exterior doors are to be kept closed. Open doors result in loss of air conditioning in summer and heat in winter.
Lights in all spaces (classrooms, offices, storage areas, etc.) must be turned off when not occupied.
Turn off computers and peripheral equipment if not being used (including screen savers).
All spaces with easterly, southerly, or westerly exposure, during hot weather, should close blinds, drapes, etc. if available.

Any problem regarding cooling or heating should be referred immediately to the Operations Department.

Asbestos Management

Number: AFCMN 111

Section: Facilities Management

Subject: Asbestos Management

Date: Revised March 15, 2010

Issued by: Senior University Facilities Executive

I. Policy

It is the policy of USC Aiken to regard presumed asbestos containing materials (PACM) to in fact be asbestos containing material (ACM), in the absence of sampling data that indicates otherwise.

Building materials that will be considered PACM include, but are not limited to:

Thermal Insulation - Pipe Insulation, Boiler Insulation, etc.
Surfacing Materials - Plaster, Paint, Spackling Compound, Stucco, Wall Joint Compound
Spray-On Materials - Acoustic Ceiling Spray, Decorative Spray, Insulation Spray
Roofing Materials - Asphalt Roofing Shingles, Roofing Felt Paper, Roof Flashing, Built-up Roofing, Slate Roofing Shingles
Flooring Materials - Floor Tiles, Vinyl Flooring, Linoleum, Terrazzo Tiles
Cement Products - Cement Siding, Cement Piping
Miscellaneous Materials - Ceiling Tiles, Floor Glue (Mastic), Gloves, Sealants, Packings, Gaskets, Vinyl Wall Paper, Lab Bench Tops & Aprons, Fire Blankets, Fire Doors, Theater & Welding Curtains

Unless noted otherwise in this policy, USC Aiken's Construction Project Manager will act on the behalf of the campus on all asbestos-related issues.

II. Procedure for Renovation or Demolition Projects

The following procedures are followed when USC Aiken is directly responsible for managing a renovation or demolition project. The USC Aiken Project Manager is responsible for managing the project. If USC Campus Planning and Construction (CPC) is responsible for managing the project, then the assigned CPC project manager will ensure that the required asbestos surveys are completed prior to work.

Prior to beginning any demolition or renovation project, an asbestos survey will be conducted to determine the presence, location and quantity of asbestos containing material (ACM).
If an asbestos survey has been conducted within the 3 years, a new survey is not required.
Any request for a survey must be accompanied by a thorough scope of work, including a list of all building materials expected to be disturbed during the course of the project.
Asbestos surveys may be requested by faxing or emailing a work request to USC Facility Services Work Control office. A work request may be initiated by phone @ (803) 777-4217; however, phone requests must be accompanied by forwarding written information specified in 2(c) above.
Asbestos surveys may also be conducted by outside contractors. The contractor must be provided with written documentation specified in 2(c).

III. Procedure for Maintenance Work where PACM/ACM may be Disturbed

Any maintenance work that may disturb presumed asbestos containing materials (PACM), such as joint compound, pipe insulation, mastics, floor tiles, textured ceilings or spray-applied fireproofing, plaster and sheetrock will be evaluated prior to beginning work. The purpose of the evaluation is to determine the likelihood of ACM disturbance during work.

If sampling data is available (i.e. previous sample results or building surveys), these may be used to make the determination.

If sampling data is not available, evaluations may be requested by faxing or emailing a work request to USC Facility Services. Requests must be accompanied by a thorough description of building materials that may be disturbed during the course of work. If Facility Services' workload does not permit a timely response, outside contractors may be used to sample suspect materials.

If it is determined that ACM will be disturbed, or is likely to be disturbed, the work must be conducted in accordance with OSHA and SC DHEC regulations. Only trained, authorized personnel may conduct this type of work.

IV. Procedure for Conducting Regulated Asbestos Work

Any work that involves the disturbance or likely disturbance of ACM or PACM must be conducted by trained, authorized personnel and in accordance with OSHA and SC DHEC regulations.

If USC Aiken is responsible for managing regulated asbestos work performed by outside contractors, an Asbestos Work Notification Form must be completed and faxed to USC Environmental Health and Safety prior to beginning work. The purpose of the Asbestos Work Notification System is to allow EHS an opportunity to review proposed work that may potentially disturb ACM or PACM and to audit job site procedures for compliance.

If non-compliance items are identified during a compliance audit, the Assistant Chancellor for Facilities Management will be responsible for ensuring corrective actions are implemented.

Prior to a contractor beginning such work, the contractor must be notified in writing of the presence, location and quantity of ACM/PACM. This can be done by providing a copy of relevant surveys/sampling data, accompanied by a cover letter. (This is CPC responsibility if they have management responsibility over the project).

When regulated work is conducted in an occupied building, building occupants and other contractors working adjacent to regulated work must be notified of the nature and duration of work.

V. New Construction

The installation of new building materials that contain greater than 1% asbestos, by weight, is prohibited.
For all new construction, a written statement will be obtained by the designing architect and/or contractor that verifies that new construction materials contain less than 1% asbestos, by weight.
Future disturbance of materials verified in this manner are not required to be surveyed prior to disturbance.

VI. Training Requirements

All contractors involved in regulated asbestos work must have the appropriate training required by OSHA and/or SC DHEC.
The Environmental Health and Safety Manager will be responsible for the University's asbestos awareness training program to include, at a minimum, maintaining training records and coordinating and scheduling annual asbestos awareness training for the following personnel:
1. All maintenance and custodial supervisors and staff employed by USC Aiken
2. Any personnel responsible for managing renovation/demolition contracts

Operation of Motorized Vehicles on Unpaved Surfaces

Number: AFCMN 112

Section: Facilities Management

Subject: Operation of Motorized Vehicles on Unpaved Surfaces

Date: August 6, 2014

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Finance and Administration/CFO

I. Policy

In order to limit pipe failure, vehicular traffic is prohibited from driving on any non-paved surface or sidewalks.

II. Procedures

Any vehicle that needs to drive on a non-paved surface or sidewalk needs prior approval from Operations or USC Aiken Police Department. Obviously, allowances will be made in the event of emergencies.

Once the request is approved, the requestor will be given a “green sheet” which should be placed on the dashboard of the vehicle. The green sheet will be signed and dated by either Operations representative or USC Aiken Police.

If a vehicle is located on an unpaved surface or sidewalk without a “green sheet” the owner will be fined per USC Aiken Police Department procedures.

This strategy is applicable to all sidewalks on campus including sidewalks within the Quad.

Hazardous Weather and Emergency Policy

Number: AFCMN 113

Section: Facilities Management

Subject: Hazardous Weather and Emergency Policy

Date: March 15, 2010

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Finance and Administration/CFO

I. Policy

USC Policy HR 1.18 "Hazardous Weather and Emergency Leave" applies to all USC campuses. Implementing that policy, the University of South Carolina Aiken will remain open during normal business hours unless notified to close by the Governor or, in the event of major local weather disturbances or other emergency occurrences, the Chancellor or his designee determines that closing the university is in the best interest of the students, faculty, and staff. The Governor has the sole authority to excuse employees of state government from reporting to work during extreme weather or other emergency conditions. The Governor will issue a Declaration of Emergency announcing the emergency condition, the geographical area and employees affected.

In the event of hazardous conditions, a Declaration of Emergency, or the potential for such conditions to develop, occurring after hours, the decision should be made by 6:00 a.m. by the Chancellor. In the absence of the Chancellor, the Vice Chancellor of Administration, in consultation with the senior administrators of the campus will make the decision. In either case, the USCA Police on duty from midnight until 8:00 a.m. will inform the Director of Police, who will notify the Chancellor or designee of existing conditions and any pertinent information available from local law enforcement or other EMA agencies. At that time, the Chancellor or designee will notify the USCA Director of Marketing, or other senior administrator, to notify the media.

All messages to the media should be clear and concise. Samples are provided below:

The University is closed. Classes have been cancelled and all employees should not report to work.
All University classes are cancelled. Employees are expected to report for work as soon as safe travel will permit.
Classes will be held and all employees are expected to report for work.

The above stated options may be modified to include a specific time that the University will open.

II. Compensation During Declaration of Emergency

Employees who do not report to work shall use annual or compensatory leave time, take leave without pay, or make other arrangements such as working additional make-up hours at a time to be scheduled by the University. In the event the Governor makes other alternatives available to the University, all employees will be notified.

Scheduling of Campus Facilities

Number: AFCMN 114

Section: Facilities Management

Subject: Scheduling of Campus Facilities

Date: Revised October 11, 2019

Issued by: Senior University Facilities Executive

Authorized by: Vice Chancellor for Finance and Administration/CFO

I. Policy

This policy provides a comprehensive set of guidelines and procedures for the scheduling and reservation of property, buildings, facilities and grounds owned or controlled by the University of South Carolina Aiken as well as the inclusion of University-sponsored events in the calendar system, regardless of location. Use of campus spaces should be for activities that support the university’s primary mission of education through teaching, research, creative activity and community engagement.

Facilities on the USC Aiken campus can be scheduled for both internal and external group events. Internal groups are defined as academic and administrative departments, units, and student organizations. External groups are defined as private, corporate, and non-profit entities. The Office of External Programs, Continuing Education, and Conferences will schedule and coordinate all events for external groups, with the exception of the Etherredge Center, the Ruth Patrick Science Education Center, and the Convocation Center/Athletics fields.

Reservable Space Covered by this Policy: All interior (classrooms, laboratories, meeting rooms, assembly, conference rooms, study rooms and recreation rooms), exterior (recreational fields, walkways, quad areas, Pacer Path, front and back lawns, and any other outdoor space) and university controlled space which is located off-campus (such as USCA on the Alley) will be included. Office space will not be included as reservable space.

Fees and Service charges

All required fees related to use of reservable space or equipment associated with that space must be approved through the annual fee solicitation initiated by the USC Aiken’s Budget Office.

Internal Users: If a space reservation includes any fees for space or equipment rental, the user should have a signed agreement reflecting these fees and terms of payment. If a space reservation does includes any fees for space or equipment rental, the user still need a sign contract stating that the user will be held financially responsible for any damages beyond normal wear on equipment, furniture, building, property, facilities and grounds.

External Group or Organization: Fees for space or equipment rental with an external group or organization must be included in the contract approved by USC Aiken Budget Office and Office of the Chancellor. The user will be held financially responsible for any damages beyond normal wear on equipment, furniture, building, property, facilities and grounds. In addition, the user will be held financially responsible for any custodial, security, parking or other facilities services required because of the scheduled event if not identified as part of the rental fee.

Off-campus Short-term Rental: Off-campus space leased for a particular event must have a contractual agreement and approval with the unit and university. Users must adhere to specific property procedures of that space. When a University event is approved for an off-campus rental, the user is responsible for submitting the information to the University’s 25Live reservation system as an “Office Campus” location for inclusion on the calendar.

Assembly, Athletic, and Vendor-contracted Space: Reservation requests for any University space such as Convocation Center and athletic facilities that are typically used for both commercial and campus events or are controlled by an approved vendor will follow the procedures established for that facility. When a University event is approved for one of these spaces, the Requestor is responsible for submitting the information to 25Live reservation system for inclusion on the calendar.

Non-discrimination for Assignment of Space: Requests for space usage must be reviewed in the context of this and other related policies. A request that is compliant with these policies cannot be denied because of age, race, gender, color, sex, religion, political affiliation, sexual orientation, genetics, national origin, or disability status of the user.

The Office of External Programs, Continuing Education, and Conferences will be the coordinating unit with final approval for all campus facility requests.

Usage Guidelines for All Space

Appropriate Usage of Space

- University Event: Event organized by a university unit, including performance events for public audiences.
- University-sponsored Event: Event organized by a group or organization external to the university, but sponsored by a university unit because of mutual interest and collaboration.
- External Group or Organization with Contractual Space Rental: Event organized by a group or organization external to the university based on contractual arrangement for use of space, including commercial events at the Convocation Center, Ruth Patrick Science and Education Center, Etherredge Center, and other venues.

Inappropriate Use of Space

- Event that is mercantile in nature (beyond solicitation as defined in University Policy on Campus Solicitation).
- Event posing a conflict of interest: Before approval for space request from an outside sponsor, Approver should review possible direct degrees of competition between the requester of the event with the university.
- Event that has not been properly vetted and scheduled, including personal use without a contractual agreement for space. The contractual agreement will provide the written guidelines for use of the space. The guidelines may be based on specific conditions (e.g., outdoor space activities) and prior history of the user (e.g., prior non-payment of fees, inappropriate use of space, non-compliance with policies for space usage).

All groups using campus facilities must leave facilities as they found them, i.e. no excessive trash, no changes in the room setups, no covers on doors, windows, etc.

All groups using campus facilities are required to use campus food services, ARAMARK, https://usca.catertrax.com.

Indoor and outdoor space is subject to the campus-wide ban on tobacco

Only assistance animals and laboratory animals are permitted. Assistance animals include service animals only.

Candles or open flames of any kind are restricted

Use of tape or other adhesives, nailing, tacking or permanently adhering items to ceilings, walls, floors, windows or doors is prohibited, except where permitted. Ceiling tiles, security camera systems, and fire safety equipment should not be tampered with in any space.

The Office of External Programs, Continuing Education, and Conferences can specify restrictions concerning how a space is used due to donor/contractual restrictions or similar considerations.

Events may not be announced or advertised, except to key event participants, until contracts have been fully executed by all parties.

All groups using campus facilities must refrain from making excessive noise during their meeting/events in classroom buildings in order to not disturb classes, other meetings, or students who are studying.

Weekend event and end times for all groups are as follows: Sunday-Thursday: events must end by midnight, with guests vacating the facility by 12:15 a.m., facility must be clear of all equipment and cleaned up by 1:00 a.m. Friday-Saturday: events must end by 1:00 a.m., with all guests vacating the facility by 1:15 a.m., facility must be clear of all equipment and cleaned up by 2:00 a.m. Requests for a later closing time (which may include time for break-down or clean up) must be made to the Associate Director of Student Life for student events; or to the Director of the Office of External Programs, Continuing Education, and Conferences for other events- no later than ten (10) business days prior to the event.

There may be charges for housekeeping, house managers, technical personnel, and/or operations, i.e. setups, breakdowns, cleanups, in addition to any rental fee for the use of University facilities and resources to be assessed by the Office of External Programs, Continuing Education, and Conferences, the Etherredge Center Office, Convocation Center, and/or the Operations Office.

For events held in the Etherredge Center: a production meeting is required prior to every event. A projected set of costs will be provided in advance of the event date, along with any special conditions. After the event has taken place, an itemized bill will be sent to the rental group contact person.

It is the responsibility of the requesting individual or group to set up an appointment with the USC Aiken Police Chief for security for events with 100 or more participants. If it is determined that additional security is needed at specific events, the charges for this service will be paid by the responsible individual group.

If media and /or marketing are needed, it can be requested through 25Live under “Resources”.

Parking is available in Parking Lots A, B, C, and D. Visitors should park in the spaces indicated by the white lines. The parking spaces indicated by yellow lines are reserved for faculty and staff; visitors are prohibited from parking in these areas.

All campus rooms and facilities are booked on a first-come, first-served basis.

Campus facilities may not be available for use on official University holidays.

II. Procedure

All room requests must be scheduled in the 25Live system to ensure the availability of the room or facility. The following information regarding the proposed event is necessary: date(s), name of the event, facility reservation time(s), or the start and end time that the requester would like to reserve the facility, published event time(s), or actual start and end time of the event, number of people expected to attend, and the room or facility requested. All student groups/organizations must have approval by the student organization's faculty or staff advisor and the Associate Director of Student Life prior to submitting the request. If the meeting or event will be held on multiple dates, i.e. a sorority or fraternity meeting that is held each week at the same time/same room, it is necessary to place repeating dates in 25Live. Contact information of the person responsible for organizing the event should be placed in the “Event Details” on 25Live for each meeting or event.

USC Aiken’s 25Live Reservation System is available online on the USC Aiken homepage at the bottom of the page the “A to Z” index under “0-9” 25Live (login).

The approver in 25Live will respond to the requester's email request within two business days of receipt of the request. He/she will review requests for space and will be responsible to assure any scheduled events comply with relevant university policies, legal regulations and the university mission. He/she should coordinate with the user regarding venue options such as set-up, audio-visual equipment, catering, special custodial requests, security, building access, parking and building systems (e.g., lighting, AC and heating units)

If the desired facility is available, the requester will be able to reserve via 25Live. All requests are first come, first serve basis. If the desired facility is in use, the only way the reservation can be changed is when the initial reserving party agrees to remove the reservation, or by order of the Chancellor. Due to operations scheduling, requests will need to be submitted at least three days prior to the event.

If any type of setup is required, including a setup for catering or A/V equipment, a diagram must be attached in 25Live. If catering is needed, this can also be requested in 25Live and ordering can be placed through Aramark’s link: https://usca.catertrax.com.

To request the use of A/V equipment, please request in 25Live under “Resources”. This is also where you would request the number of tables and chairs if needed.

Any changes in events i.e. times, location, or cancellations, must be made in 25Live

III. Priority Assignment and Restriction of Space

General Classroom Space:

Priority usage of general purpose classroom space is for scheduled academic courses. General purpose classrooms are available for other usage after the master schedule is determined for a given semester.

Public Assembly/Event Space:

Public assembly event space such as Convocation Center and athletic facilities are included in this policy for inclusion on the University calendar. Reservations and usage requirements are determined by the facility guidelines and contractual agreements.

Local Unit Non-Assembly Space:

The local user may prioritize events within that unit over requests from outside users.

Cancellation of Space Reservation:

The University may cancel an internal, non-contractual agreement if the University makes a good faith determination that the University’s use of the space is necessary to meet the educational mission of the University or that an emergency or other circumstance requires cancellation of the agreement.

Non-Discrimination for Assignment of Space:

Requests for space usage must be reviewed in the context of this and other related policies. A request that is compliant with these policies cannot be denied because of age, race, gender, color, sex, religion, political affiliation, sexual orientation, genetics, national origin, or disability status of the user.

IV. Related Policies

AADV 103 - Alcohol Policy
ABUSF 107 - Catering Policy
ASTAF 101 - Student Social Event Policy
ASTAF 104 - Used of Alcoholic Beverages Campus Policy
ASTAF 106 - Solicitation Policy
ABUSF 117 - Etherredge Center Scheduling Policies

V. Reason for Revision

Annual Review