Introduction
This procedure governs how Seattle Colleges facilities are accessed, scheduled, and used by Seattle Colleges affiliated groups and by non-College individuals or organizations. It establishes operational standards for the use of Seattle Colleges owned or controlled facilities to ensure that access is managed in a manner that supports Seattle Colleges operations, protects safety and security, and preserves the effective delivery of educational programs.

The procedure applies to all facilities under the control of Seattle Colleges and sets forth requirements related to authorization, scheduling, fees and cost recovery, conduct, and limitations on use. Facility use decisions will be administered consistently and in accordance with applicable law and Seattle Colleges policies. Primary consideration shall always be given to activities that support instruction, student services, and other mission-driven functions.

DEFINITIONS

Seattle Colleges facilities or Campus include all buildings, structures, grounds, office space, equipment, vehicles, parking areas, and other real or personal property that are owned, leased, operated, or otherwise under the control of Seattle Colleges, whether located on or off campus.

Non-Public Areas: Spaces primarily dedicated to Seattle Colleges operations that are not open for general public access. These areas include, but are not limited to, classrooms, offices, meeting rooms, laboratories, tutoring centers, shops, storage areas, and other workspaces. Non-Public Areas are typically identified by signage, controlled access (such as ID badges, key cards, door codes), or functional use that limits entry to authorized students, employees, or invited visitors with a legitimate business or educational purpose.

Certain Seattle Colleges operated facilities located off campus, or serving minors or vulnerable populations, may also be designated as Non-Public Areas when access is restricted by signage, controlled access, or functional use limits. Unauthorized access may result in removal from the premises and, where applicable, disciplinary or legal action.

Public Areas: Spaces on Seattle Colleges campuses and grounds that are generally open to members of the public during posted hours of operation. These areas include primary public entrance lobbies, rotundas, adjoining public mezzanines, exterior plazas, walkways, and lawns. Public Areas do not require prior reservation, sponsorship, or escort for entry during posted hours of operation, unless temporarily closed or restricted as permitted by law or necessary for safety, security, or operational reasons. All individuals using Public Areas must comply with applicable Seattle Colleges’ rules and regulations, including but not limited to Title 132F WAC.

Restricted Access Areas: High security or sensitive locations that are not open to the public or general Seattle Colleges use due to safety, security, regulatory, or operational requirements. These areas include, but are not limited to, mechanical and utility rooms, IT or server areas, research or testing laboratories, secured storage, and other designated spaces. Restricted Access Areas are typically identified by locked or alarmed entry points and posted signage or other clear indicators of restricted access. Entry is limited to authorized personnel with a demonstrated operational need and, where required, express written authorization from the responsible department. A security escort may be required when warranted. Unauthorized entry may result in removal from the premises in accordance with WAC 132F-136-050 and, where applicable, disciplinary or legal action.

Sponsor: A recognized College department, program, student organization, or employee group that invites a non-College individual or group to participate in an activity on Seattle College property. The sponsor is responsible for coordinating required arrangements with the College for the activity and for designating an authorized representative to be present for the duration of the event.

A sponsor may invite non-College individuals into Seattle College spaces over which the sponsor has appropriate control or authorization, provided such access does not conflict with Seattle Colleges policy, space designation (public, non-public, or restricted), or safety and security requirements. The sponsor is responsible for ensuring that invited participants are informed of and comply with applicable Seattle Colleges rules and policies.

This definition does not apply to non-College individuals or organizations that independently rent or reserve Seattle Colleges facilities through the established facility use process.

Scheduling and Reservation Practices

The primary purpose of Seattle Colleges facilities is to serve the instructional program of the college. However, the facilities, when not required for scheduled college use, may be available for rental by the public in accordance with current fee schedules and other relevant terms and conditions for such use.

Public areas of the college are open for purposes of conducting Seattle Colleges related business and activities during the posted hours of operation, except during holidays or other announced closures. These hours may change depending on facility usage and can be adjusted without notice by the Chancellor or their designee, Campus Presidents or their designees, Campus Security, or the Environmental Health and Safety Department, in response to safety or security concerns or potential threats to Seattle Colleges facilities.

With the exception of public areas, no Seattle Colleges facilities may be used by individuals or groups from outside the Seattle Colleges unless the facilities including buildings, equipment, or land have been reserved through the established rental or sponsorship process.

Use of Seattle Colleges facilities will be prioritized in alignment with the Seattle Colleges mission (starting with the highest priority):

  • The Colleges scheduled programs and activities.
  • Major Seattle Colleges events.
  • Seattle Colleges Foundation related events.
  • Non-Seattle Colleges (outside individuals or organization) events.

Facility Rental/Use Fees

Fees will be charged in accordance with a schedule available at the facilities events office or campus business office. Seattle Colleges reserves the right to make pricing changes without prior written notice, except that such price changes shall not apply to facility use agreements already approved by Seattle Colleges.

Fee Waivers and Cost Recovery

The Seattle Colleges President or Designee may waive the facility rental fee for:

  1. Seattle Colleges Sponsored Events:
    Events for which a College department, program, recognized student organization, or College affiliated foundation is the primary organizing entity and responsible for event management.
  2. Events Hosted by Other Public Agencies:
    Events held by public agencies when the use supports a public purpose and does not interfere with Seattle Colleges operations, in accordance with RCW 39.34 (Interlocal Cooperation Act). Seattle Colleges may require a written interlocal or interagency agreement to document such use.

Rental fee waivers apply only to the facility rental fee and do not include event related operational costs.

All users, including Seattle Colleges sponsored events and other public agencies, are responsible for Operational costs, which may include, but are not limited to:

  • Custodial or cleaning services
  • Security or public safety staffing
  • IT/AV and technical support
  • Set-up and take-down labor
  • Parking or traffic services
  • HVAC or building operations outside standard hours

Incremental costs will be determined based on the size, schedule, location, and operational needs of the event and will be included in the facility use agreement. All waivers and cost recovery practices shall be applied consistently, equitably, and in a non-discriminatory manner, and shall not conflict with the Seattle Colleges mission, safety requirements, or scheduling priorities.

Other Requirements

When Seattle Colleges grants permission to an individual or organization to use its facilities, it is with the express understanding and condition that the individual or organization assumes full responsibility for any loss or damage resulting from such use.

Deposits, Bonds, Insurance, and Indemnification

All individuals or organizations granted use of Seattle Colleges facilities must enter into a written facility use agreement. Every agreement shall include:

  • Indemnification: The user shall agree to defend, indemnify, and hold harmless Seattle Colleges, its officers, employees, and agents from and against all claims, liabilities, damages, or expenses arising out of the user’s activities or use of Seattle Colleges facilities.
  • Insurance: Users shall provide proof of general liability insurance in amounts established by the College, naming the College and the State of Washington as additional insureds.
  • Deposits or Bonds: Depending on the nature of the event, the Seattle Colleges may require an advance deposit or performance bond to cover potential costs, damages, or additional services (e.g., custodial, security, technical support).
  • Risk-Based Adjustments: The Chancellor, Presidents, or a designee may adjust insurance or bond requirements based on the risk associated with the proposed use.

Limitations and Denial of Use

Access to non public and restricted areas is limited to authorized individuals. Employees, students, and members of the public who do not have specific authorization are prohibited from entering non public or restricted access areas. Unauthorized access may result in removal from the premises and potential disciplinary or legal action.

The Seattle Colleges may deny use of its facilities to any individual, group, or organization if the requested use would:

  • interfere or conflict with the college’s instructional, student services, or support programs;
  • interfere with the free flow of pedestrian or vehicular traffic on campus;
  • involve illegal activity;
  • create a hazard or result in damage to Seattle Colleges facilities; and/or
  • create undue stress on Seattle Colleges resources
    (e.g., a request for a major event may be denied if another major event is already scheduled for the same time period, because of demands for parking, security coverage, etc.).

Decisions to deny use will be based on objective, nondiscriminatory factors related to safety, scheduling, capacity, or facility suitability, and will be applied consistently.

Where college space is used for an authorized function (such as class or a public or private meeting under approved sponsorship, administrative functions or service-related activities), groups must obey or comply with directions of the designated administrative officer or individual in charge of the meeting, as well as applicable Seattle Colleges rules and regulations, including but not limited to Title 132F WAC.

The individual in charge will be on Seattle Colleges premises at all times when the group is present, will be spokesperson for the group in all dealings with the College, and will be responsible for all actions and activities of the sponsored group. The individual in charge will ensure that all individuals using Seattle Colleges facilities during a sponsored event are aware that they will be subject to Seattle Colleges rules which may be enforced by appropriate College personnel. This will include standards of conduct and decorum, as well as driving and parking regulations.

Any individual or group granted permission to use Seattle Colleges facilities shall agree in advance to abide by all College rules and regulations. Seattle Colleges reserves the right to deny use of Seattle Colleges facilities to any individual or group whose past conduct indicates a likelihood that Seattle Colleges rules and regulations will not be obeyed. Seattle Colleges may also deny use to a requesting individual or organization which has used Seattle Colleges facilities in the past and has damaged Seattle Colleges property, left Seattle Colleges buildings and grounds in excessive disorder, or failed to cooperate with Seattle Colleges staff concerning use of the facilities.

Possession of firearms or other dangerous weapons on Seattle Colleges property is prohibited, except as allowed under Seattle Colleges Policy 248 (Weapons on Campus) and WAC 132F-121-110(14). Permitted exceptions include commissioned law enforcement officers acting within their authority, personal defensive sprays such as pepper spray, and items approved in advance for instructional, ceremonial, or other authorized purposes.

Campus Security Access

Seattle Colleges Campus Security personnel are authorized College employees and may access Public Areas, Non-Public Areas, and Restricted Access Areas as necessary to carry out assigned safety, security, emergency response, and operational responsibilities.

Access by Campus Security is governed by Seattle Colleges policy, applicable law, and internal procedures, and is distinct from access by members of the public or outside agencies.

Access to Restricted Access Areas may require additional authorization, escort, or coordination with the responsible department, consistent with Seattle Colleges procedures and operational requirements.

Nothing in this section limits the Seattle Colleges authority to control access to facilities or to establish additional safety and security protocols as needed to protect life, safety, property, or continuity of operations.

Access by Government Agencies

Seattle Colleges facilities designated as Public Areas are generally accessible to members of the public, including representatives of government agencies, during posted hours of operation. Access by government agencies to Non-Public or Restricted Access Areas, other than emergency first responders as described further below, is permitted only in accordance with applicable Seattle Colleges policies and with the consent of authorized Seattle Colleges personnel. Lawful court orders, subpoenas, or other applicable legal authority should be provided to Campus Security who will arrange for access or contact with designated Seattle Colleges personnel. Access will not be granted absent such consent or legal authority.

Political Campaign Use

Seattle Colleges facilities may not be used for campaign fundraising or other activities that support or oppose candidates for public office or ballot propositions, as prohibited under RCW 42.52.180 (Ethics in Public Service Act). However, facilities may be rented at full cost for non-fundraising political events such as candidate forums, debates, or speeches, provided that access is offered on an equal and non-discriminatory basis to all candidates or viewpoints.

No person may solicit political contributions on Seattle Colleges property, except where such restriction would conflict with federal law regarding interference with the mails.

Free Speech Areas

Use of Seattle Colleges facilities for expressive activity is governed by Seattle Colleges Policy 270 Use of Seattle Community College District Facilities by College Groups and Non-College Groups for First Amendment Activities and WAC 132F-142. This procedure does not supersede, modify, or replace those provisions.

Operational Conduct and Event Management

Use of Seattle Colleges facilities must not unreasonably disrupt or interfere with the normal operations of the College, including instruction, student services, or administrative functions. If a use becomes disruptive, Seattle Colleges officials may require the individual or group to make reasonable modifications to the activity or relocate to another appropriate space. If the disruption continues or poses a risk to safety, security, or property, the Seattle Colleges may terminate the activity and direct participants to leave the facility. Removal from campus and additional disciplinary or legal action may follow if warranted.

These requirements apply to all facility uses, regardless of whether the event is sponsored by Seattle Colleges, a public agency, or a non-College individual or organization.

All events and activities held in Seattle Colleges facilities are subject to applicable Seattle Colleges rules and operational requirements, including the following:

  • Advertising and Promotion: Advertising or promotional materials for any event held in a Seattle Colleges facility must comply with applicable College posting and distribution procedures.
  • Audio Amplification: Use of audio-amplifying equipment is permitted only in locations and at times that do not interfere with the normal conduct of Seattle Colleges operations.
  • Private or Commercial Use: Seattle Colleges facilities may not be used for private or commercial purposes unless the activity clearly serves the educational, cultural, or public service mission of Seattle Colleges or provides a direct benefit to Seattle Colleges community. Commercial use is governed by Seattle Colleges’ facility use regulations adopted under WAC 132F-136.
  • Alcohol Service: Alcoholic beverages may not be served in Seattle Colleges facilities without the prior approval of the President or designee. Event sponsors are responsible for obtaining all required licenses from the Washington State Liquor and Cannabis Board and for complying with applicable laws, regulations, and Seattle Colleges requirements.

Emergency Access and Coordination

In the event of an emergency, disaster, or declared public safety incident, Seattle Colleges shall cooperate fully with authorized local, state, and federal emergency management, law enforcement, fire, and public health agencies. Access to Seattle Colleges owned or controlled facilities, grounds, or equipment may be granted to such agencies for purposes of protecting life, safety, and property, and for maintaining continuity of operations.

This access is consistent with the Seattle Colleges responsibilities as a state institution under RCW 38.52 (Emergency Management Act) and related state or local emergency management agreements. The Chancellor, College President or designee is authorized to facilitate such access, designate staging or shelter areas, and coordinate with emergency management authorities to ensure effective response and recovery while minimizing disruption to instruction and Seattle College operations.

Recording and Public Records

Recording activities and the retention or disclosure of recordings are governed by applicable state and federal law, including RCW 42.56 (Public Records Act). This procedure does not modify those requirements.

Companion Document : Pol
Adoption Date : 1993/11/22
Revision Date : 2026/03/31