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Section 5 - Revenue, Income, and Receivables

Section 5.8 – Rental Fee Waiver Policy

Date: 9/24/07 — Approved: Finance Board

Purpose

The mandatory student union fee is set at a level to provide for the minimum requirements necessary to operate and maintain the facilities operated by the Associated Students.  In some cases, below market rental fees are necessary to be charged to student organizations, campus departments and off-campus users to defray the costs associated with utilization of facilities.  For student organizations, rental fees are subsidized and not intended to cover the entire cost for use of the facilities.  It is the policy of the Associated Students to set reasonable fees to provide for this cost.  The waiving of such rental use fees is not ordinarily provided for except in certain instances as outlined in this policy.  The purpose of this policy is to outline the process and conditions for requesting a waiver of fees.

Process

In order to request a waiver of fees the requestor must first submit a written request to the Facilities Board outlining the event, projected attendance, fees the waiver is being requested for and a detailed explanation of need for the fee waiver.  The request must be submitted a minimum of four weeks prior to the event date and should outline the reasons supporting such request.  The minimum four week period is necessary to provide the Facilities Board with adequate time to review the item prior to taking action on it.  Once the request is placed on the Facilities Board Agenda the requestor will be asked to attend the next meeting of the Facilities Board to explain in detail the reason for the request.

Once the Facilities Board has either approved or disapproved the request, the action by the Board is forwarded to the Executive Committee for final approval.  The Executive Committee may approve the Facilities Board recommendation, overrule the recommendation or in extreme cases forward the item to the full Associated Students Council.  Once the Executive Committee has either approved the Facilities Board recommendation or overruled it the decision is final.  Only in the case of the request being forwarded to the full Associated Students Council is the item open for further debate.  All decisions of the full Council are final.

Conditions for Fee Waiver

In order for a request for rental fee waiver to be considered by the Facilities Board the following conditions must exist:

1. The waiver must not be for an outside organization or event. Only SDSU-recognized student organizations, Associated Students-sponsored events or University department events are eligible for a rental fee waiver request.  Events being co-sponsored or produced with an outside party are not eligible for a waiver.
2. Events for which an admission fee is being charged are not eligible for a rental fee waiver.
3. The requesting organization must not have any other options for funding available to them.
4. The event must provide a measurable benefit to the Associated Students.  The organization making the request must describe how the Associated Students will benefit.
5. The waiving of a rental fee must not be for the benefit of an outside organization or charity.
6. Waiver requests are limited to rental use fees only.  No labor or direct costs associated with the event will be considered for waiver.
7. All requests must be made in writing.

Rental fee waivers are not intended to increase organization budget subsidies.  Requests for this purpose will not be heard by the Facilities Board.

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