SPORTS SERVICES. Policy on the Allocation and Use of Sports Facilities

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1 SPORTS SERVICES Policy on the Allocation and Use of Sports Facilities PURPOSE 1. This policy aims to define the use of facilities under the responsibility of Sports Services. PRINCIPLES 2. The guiding principles of this policy are: (a) to maximize the use of facilities, given the increasing client demand for a diversified sports program; (b) to prioritize the allocation of facilities, given the strong demand by the external and university communities; and (c) to set up a frame of reference for handling requests for use of a non-sporting nature that sustain the institutional Mission of the University. RESPONSIBILITIES 3. In compliance with Regulation 95, the Executive Committee of Sports Services is responsible for outlining the procedure to follow when allocating sports facilities for sports and academic purposes. The Executive Committee is responsible for reviewing, and if necessary, modifying the space allocated for sports programs, for academic uses and for special events of the Administrative Committee. 4. Implementation of this policy is delegated to the Assistant Director of Resources and Operations. He/she is responsible for managing usage schedules for the following sports facilities: Montpetit Hall at 125 University, the Sports Complex at 801 King Edward, and the 200 Lees Campus gymnasium. To this end, he/she collects requests from the Office of the Registrar, the School of Human Kinetics, the Faculty of Education and the Assistant Director of Programs and Services of Sports Services concerning the needs of managers of sports programs that fall under his/her responsibility. 5. The Reservations and Administration Officer under the supervision of the Assistant Manager, Finance and Administration is responsible for the daily management of the reservation requests for sports facilities by internal and external groups in accordance with the Sports Procedure 40-1.

2 RANGE 6. This policy applies to all those wishing to use the University sports facilities. DEFINITIONS 7. The following definitions apply to the goals of the policy: (a) "regular programming" the basic activities of the School of Human Kinetics, the Faculty of Education, the Office of the Registrar, the Office of the President and of Sports Services, which are normally planned during the calendar year, including: (i) School of Human Kinetics courses that include activities (ii) microteaching sessions required for a course (iii) examination sessions required in an undergraduate or graduate research project (iv) activities required by teacher training courses (v) end of term exam periods (vi) Founders' Breakfast (vii) all sports activities published in the Spring / Summer and Fall / Winter brochures (viii) Gee Gees summer camps (ix) intramural activities; weekly schedules, games and competitions (x) tournaments (xi) educational sporting activities (xii) physical education classes, clinics and workshops (xiii) outdoor sports activities (xiv) leisure sports activities (xv) training sessions for sports clubs (xvi) scheduled practices for varsity sports, sports camps, competitions, scheduled league games, and playoffs of the OUA, QSSF (xvii) rental contracts for indoor and outdoor sports activities for which regular programs have not been cancelled (b) special programs all events not included in the regular programming and that are described in detail in Appendix 1 of this Policy; and (c) "University" the University of Ottawa.

3 POLICY 8. The main guidelines governing the allocation and use of University sports facilities comply with the following basic principles: (a) The use of sports facilities shall serve sports, academic and institutional goals. (b) Priority for the use of sports facilities shall be given to regular programming. (c) Second, the School of Human Kinetics has priority use of the facilities in Montpetit Hall from 8:30 to 11:30 a.m. and from 1:00 to 5:30 p.m., Monday to Friday, from September to April, inclusively. All unused blocks of time during these periods shall go to, first, the Faculty of Education for training physical education teachers, and then Sports Services for the remaining time. (d) Finally, all requests for use of sports facilities for special programming. These requests are subject to the contract terms and fees published in Sports Procedure 40-1, require a special request as indicated in Appendix 1, and must comply with the following parameters: (i) be in the general interest of the university community as a whole; (ii) be compatible with the primary Mission of the University; and (iii) provide visibility for the University at the local, provincial, national or international level. 9. Annual programming for all Sports Services programs is decided by the Assistant Director of Programs and Client Services while meeting the deadlines for schedule development and the needs conveyed by program managers and the Assistant Director, Resources and Operation. This includes the regularly scheduled hours for functional unit programs (recreational, educational, intramural, clubs, varsity team training schedules, time slots reserved for rental contracts) and sports activities involving competitive programs (exhibition games, invitational tournaments, league calendars, sports camps, clinics). 10. Once the programming for the Fall / Winter and Spring / Summer terms has been established, all changes or subsequent requests shall be sent by the Assistant Director of Programs and Client Services to the Executive Committee of Sports Services for approval. 11. Some facility time slots may be available for rental to groups, sports organizations, associations, and individuals for sporting activities according to the contract terms and fees published in Sports Procedure Requests must comply with the following parameters:

4 (a) be compatible with the primary Mission of the University and of Sports Services (b) not be in conflict with the programs and services of Sports Services. 12. All requests for reservations of sports facilities by internal and external groups shall require rental contracts for these facilities: the Sports Complex, Montpetit Hall and the gymnasium of the 200 Lees Campus. They shall be directed to the Reservations and Administration Officer by telephone at (613) , by fax at or by at the following address 13. When programs are cancelled, it is up to the Assistant Director of Programs and Services in consultation with the Reservations & Administration Officer to substitute the programming and to resolve any conflicts. 14. The Executive Committee of Sports Services reserves the right to refuse any request, be it regular or special programming. 15. The procedure for establishing the sports facilities schedule is as follows: (a) Mid-February of each year, the Office of the Registrar sends the schedule of exams and special activities planned for the Fall and Winter terms of the following year to the Assistant Director of Resources and Operations. (b) Mid-February, the academic schedule coordinators of the School of Human Kinetics and the Faculty of Education convey the professors needs in accordance with their courses activities for the following year. (c) The Assistant Director, Resources & Operation identifies the sources of any conflict between two academic entities and suggests compromises. (d) The Assistant Director, Resources & Operation of Sports Services sends the Assistant Director of Programs and Services a first draft of the Fall and Winter term schedule in order to begin the annual planning of Services. (e) Assistant Director of Programs and Services calls a meeting with the program managers, the Resources and Operations sector and the Reservations and Finance sector in order to prioritize the allocation of space and to finalize overall programming requirements. (f) The Assistant Director of Programs and Services sends the official Sports Services program to the Assistant Manager, Finance and Administration. The Assistant Manager, Finance & Administration then archives the official program in a restricted-access computer file.

5 (g) The Assistant Manager, Finance & Administration sends the official program timetable to the program managers and the Reservations & Administration Officer who will then input the term schedules using the CLASS software system. (h) Any requests to change the sports facilities schedule following the input of the requirements into the CLASS software system should be directed to the Assistant Director of Programs and Services for approval. If approved, the latter shall convey his/her decision by to the Assistant Manager, Finance & Administration. (i) Reservations & Administration Officer shall keep the weekly timetable up to date. 16. Deadlines for the development of the schedule are: 2nd week of February: submission of Fall and Winter term academic requirements by the Office of the Registrar and academic assistants of the School of Human Kinetics and the Faculty of Education to the Assistant Director of Resources and Operations. 2 nd week of April confirmation of Spring / Summer, Fall & Winter programs by the Assistant Director of Programs and Services. April 30th: June 30 th input of the fall and winter academic requirements into the CLASS automated system. input of the Fall, Winter and Spring/Summer requirements into the CLASS automated system. Revised August D.G.

6 APPENDIX 1 POLICY ON THE ALLOCATION AND USE OF SPORTS FACILITIES General 1. All special programming requests for use of sports facilities require a special request to the sports facilities reservations officer and must be approved by the Executive Committee of Sports Services. Priority 2. The following priority order shall apply to special programming: (a) First, for the following units: Sports Services (i) Provincial and national championships of the CIS, OUA and QSSF (ii) Fundraising sport clinics for varsity teams, tournaments, sports camps / schools (iii) Competitive summer leagues (iv) High school sports tournaments (v) Sporting events of national and international amateur sports associations (vi) Local, regional and provincial sports events organized by external private clubs. Office of the President and academic units: (i) Meetings, conferences, symposiums and other events of a non-sporting nature Community Services: (i) Winter Challenge, annual music concert, collegial committee activities University of Ottawa: (i) Residents' Association, Graduate Students' Association, and Student Federation.

7 (b) Second: (i) Recreational sports activities, sports festivals, carnivals, winter activities, sports tournaments and music concerts. (c) Last: (i) Any other non-sporting event which requires the cancellation of regular sports activities offered by Sports Services, the School of Human Kinetics, the Faculty of Education, the Office of the President and the Office of the Registrar. 3. When deciding the type and number of special events that Sports Services accepts, the principal policies are as follows: (i) The number of special events that Sports Services may accept each month will depend on the impact on the varsity calendar and the number of cancellations of regular Sports Services programs. (ii) According to the Sports Services mandate, special events of a sporting nature take priority and these events will be accommodated in the schedule as much as possible, on Friday evenings as of 4 p.m., as well as on Saturdays and Sundays. (iii) In the event that two special events occur simultaneously, the number of participants, the capacity of the facilities (showers, locker rooms), and the compatibility of events serving clients must be taken into account. (iv) Requests for special events that take place between September and April shall [only] be considered once the regular programming and varsity competition calendars are completed by the end of June. Process 4. All special event requests shall be directed to the Executive Committee by the Reservations & Administration Officer. 5. The Executive Committee meets at least one a month, usually on the second Wednesday, in order to evaluate requests. Acceptance or refusal decisions by the Executive Committee are final. 6. It is incumbent upon the Reservations & Administration Officer to inform the client about the Executive Committee's decision.

8 Steps to Follow 7. The client must: (i) Follow the steps listed in Sports Procedure 40-1 or communicate with the Reservations Officer at (613) (ii) Get a copy of the Special Event Request form, either from the website or in person at Client Services. (iii) Fill out all parts of the form, making sure to identify the nature of the activity. (iv) Fax the Special Event Request form to (613) , to the attention of the Reservations & Administration Officer, or with appropriate documentation to the following address: Revised August 19, 2009 D.G.

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