Revocable Permits Policy

Policy Statement

SUNY Brockport facilities and resources are available for use by faculty, students and campus organizations for educational, cultural, recreational and internal organizational activities that are in support of the mission of the University.

Campus facilities are also available for non-University, non-commercial (external) organizations, so long as those events do not conflict with institutional priorities or adversely impact the University’s resources. External groups and organizations must work directly with the campus department responsible for the requested resource/facility to determine availability, applicable fee schedule and authorization for use through a Revocable Permit process.

Purpose/Scope

There is no purpose/scope provided for this policy at this time

Applicability

There is no applicability provided for this policy at this time

Definitions

Facilities – University controlled (owned or leased) land, structures, buildings, equipment and furniture.

Full-time equivalent days – a period equal to eight hours.

Non-commercial organizations – non-commercial organizations shall be deemed to include:

• Federal, state or local governmental units, departments and agencies;
• Business, charitable, civic, community, cultural, educational, entertainment, industrial, labor, political, professional, recreational and religious organizations, operating on a not-for-profit basis and whose activities are consistent with and in furtherance of University purposes.

Occasional Users – those non-commercial organizations using facilities for an equivalent of not more than 29 full-time equivalent days during a state fiscal year, and which do not involve any construction upon, or modification of, University facilities.

Other Users – those non-commercial organizations using facilities for an equivalent of 30 or more full-time equivalent days during a state fiscal year, or which involve any construction upon, or modification of, University facilities.

President – each campus president or the president’s written designee, or, for system administration facilities, the chancellor or the chancellor’s written designee.

Policy Procedures

Revocable Permits:

Revocable permits are required for short-term (one year or less) or occasional use of SUNY Brockport’s facilities by non-commercial and non-University (external) organizations. A Revocable Permit is an agreement that provides the terms and conditions for use of campus facilities by an external group or organization. For use that is expected to exceed one year, the organization/user should contact Procurement & Payment Services to determine if a long-term agreement would be more appropriate.

An applying organization must agree to follow campus policies related to agreements as well as SUNY established policies for use of state facilities by non-commercial organizations by submitting a completed Revocable Permit packet including all required liability insurance to the respective campus department. The permit request must then be forwarded by the appropriate campus department for review/approval by Procurement & Payment prior to the use of University facilities/resources by the organization. Please allow a minimum of two (2) weeks for review/approval.

Revocable Permits that are expected to exceed a value of $10,000, require review and approval from the State Comptroller’s and Attorney General’s Offices. Please allow a minimum of 3-6 months for review/approval at this level.

Insurance Requirements for Revocable Permits:

All external groups must secure appropriate liability insurance coverage naming SUNY Brockport as the additional insured. The insurance is required to meet the following minimums:

• General Liability insurance in the amount of one million ($1,000,000) dollars Each Occurrence,
• Three million ($3,000,000) dollars General Aggregate
• Insurance must remain in effect throughout the term of the permit
• SUNY Brockport, 350 New Campus Dr, Brockport NY 14420 must be named as the Certificate Holder (additional insured)

The University will not finalize the approval process until a liability certificate has been received meeting these requirements.

Eligible Non-Commercial External Users of Campus Facilities:

• Non-profit educationally oriented associations and organizations
• Non-profit religious organizations
• Local, County, State and University agencies and organizations
• Organizations that by meeting on campus will enhance the relationship between the University and the Community, or which enhance the educational mission of the University
• Organizations which provide a community service and which in their use of University facilities do not compete with area businesses

Any non-commercial, non-University organization requesting use of campus facilities for an event that is predominantly attended by non-University participants will require a Revocable Permit. Those attending as invited guests of the University to participate in a University sponsored event will not require a Revocable Permit.

Use of campus facilities by other NY State agencies will not require a Revocable Permit or liability insurance but the issuance of a Memorandum of Understanding, MOU, will be necessary. Agencies are asked to work directly with the campus department responsible for the requested facility to determine availability, applicable fee schedule and request an MOU process through Procurement & Payment Services.

Sports Camps: Any camp which instructs campers and is not sponsored by the Athletic Department of SUNY Brockport will require a Revocable Permit. The camp must have its own liability insurance and must submit a Certificate of Liability Insurance when applying for a Revocable Permit.

External organizations that are not affiliated with or endorsed by SUNY Brockport may not use the SUNY Brockport name in any advertising.

Links to Related Procedures and Information

SUNY related policies

Contact Information

Director of Campus Services or via (585) 395-2351.

You may also refer to Campus Agreement procedures for additional information regarding campus agreements and contracts on the SUNY Brockport campus.

History (in descending order)

Approval

There are no approvals for this policy at this time.