F-200.1B Reserving Use of PSTC College Premises

The Public Safety + Transportation Complex (PSTC) Administrator is responsible for site operations, including facility scheduling guidelines and the development of applicable user fee recommendations.

This procedure provides administrative guidance for reserving the PSTC and related equipment for external groups. Community use of the PSTC shall comply with Procedure F-200.1 – Community Use of College Premises and the following.

The College’s academic and continuing education courses will be prioritized and considered for all facilities. If possible, these courses should be scheduled no less than six (6) months in advance, with a 12-month notice being the preference.

External partners will reserve the PSTC on a first-come, first-served basis. External groups may not schedule more than 12 months before the requested date unless approved by the President/District Director.

Ongoing scheduled use of College Premises will not be allowed. Use of College Premises for more than 15 days in six (6) months by one (1) organization requires written approval by the President or a Vice President.

Requests for use of the PSTC or equipment should be made at least two (2) weeks before the first date of use being requested to ensure College Premises are available. Requests shall be made to the PSTC Administrator or designee. Authorization to use the College Premises shall be based on a reservation system, external group credentials, Student priorities, and other use considerations. Under no circumstances will the capacity of any part of the College Premises or designated training zone (per site map description) be exceeded.

• All organizations and individuals must complete and sign the facilities use contract before the event.
• Non-governmental entities must submit a 50% deposit with the signed contract to secure the reservation. 

• Reservations will be denied for delinquent accounts until the delinquent balance is paid.

• The reservation deposit is refundable for reservations canceled at least two (2) weeks before the scheduled event. The deposit may be refundable with less than two (2) weeks' notice if the cancellation is due to inclement weather or another unforeseen emergency.

• No organizations or individuals applying to College Premises shall be issued a key. The PSTC Administrator may authorize electronic fob access to the reserved space for the duration of the event only.

• Public assembly requests refer to Policy H-275 – Public Assembly for additional limitations.

Any external group requesting to reserve the PSTC must agree to and comply with all certification requirements in the PSTC reservation form. Suppose the external group does not have access to the certification required. In that case, the College may provide an instructor with the necessary credentials for a fee as described in the PSTC fee schedule.

For training, when an external group provides an instructor, the instructor is considered under the authority of the College and shall abide by all relevant college policies and procedures, including the completion and submission of all training documentation (i.e., lesson plans, safety plans, training applications, etc.).

Co-hosted training should be utilized only when the College lacks the resources to host it to minimize conflict of interest. The PSTC administrator must approve any co-hosted training in advance.

The College may permit third-party trainer rental of the PTSC if the College does not offer the same training and the training content serves the College's interests. Any third-party training must be approved in advance by the PSTC Administrator.

• Third-party provider training at the PSTC may charge attendees a fee to recover costs for hosting the training. External groups may not generate revenue above the cost of hosting the third-party provider training.

• Rental of the PSTC for third-party training events will be subject to the non-educational partner fee schedule.

The College’s food service contractor shall have the first opportunity to provide catering services for events at the Beloit-Janesville Campus. Catering is a separate contract with the food service provider. The type of service, menu selection, cost, and condition of payment shall be negotiated directly with the food service provider.

DEFINITIONS

Co-Hosted/Instructed Training – Any training evolution or event where the College partners with an external group to host/organize the training. This includes when a partner agency provides a trainer to instruct the course material.

External Group – Any group, organization, or association not part of the College.

Self-Provided Training – Any training evolution or event an external group organizes for use by their specific group in which participants are not charged an entrance fee. This would include in-service training, outside academy training, specialized team practices, etc.

Third-Party Training – Any training evolution or event in which the College is not involved as the host/organizer and the host solely rents the training space in the PSTC.