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The policies on this webpage have been streamlined and reformatted, and are now available on the University Policies webpage. We ask that you use this new resource, as future changes, additions to or eliminations of these policies will only be made to the University Policies webpage, and policy manuals you may have used in the past will no longer be updated. 

BPM-401 Use of University Facilities

February 1, 2000

General Policy

Assignment of Sites

Unless otherwise specifically ordered by the Board, the President of the University may assign or reassign sites of the University or any campus.

The use of sites assigned to the University shall be under the direction and control of the President. Sites assigned to a campus of the University shall be subject to the following regulations on use of facilities. Sites assigned to the University shall be subject to such regulations except that assignments or waivers provided for in such regulations shall be made by the President.

University facilities not assigned to a campus are under the general jurisdiction of the Associate Vice President for Management Services.

Written Permission Required For Use

University buildings or grounds may not be used by individuals or organizations not connected with the University except by written permission of the Chancellor or designee(s).

Written permits for the temporary use of University grounds, buildings or rooms therein for any purpose other than regularly scheduled classroom work must be secured in advance from the Business Officer, in accordance with rules for such use made by the Chancellor.

Restrictions on Use

The University reserves the right to set reasonable restrictions on time, place, manner or use of University facilities to assure that the most beneficial use of the buildings and grounds of the University is made and that there is no interference with the right of students to obtain an education.

Federal/State Laws, University Regulations

All classes, meetings or assemblages of any sort held in University facilities or on University grounds are subject to all U.S. and Missouri laws and University rules and regulations.

It is expected that proper care will be taken of the facility and that rules of courtesy, decency and good manners will be observed at all times. Any failure to abide by these requirements may cause the permission for the use of the facility to be withdrawn at any time, or for future permission for use of any University facilities to be denied.

Alcoholic Beverages

The use or possession of any alcoholic beverage is prohibited on all University property, except in the President's residence and the Chancellors' residences, and the sale, use or possession may, by appropriate University approval be allowed in approved University Alumni Centers or Faculty Clubs or other designated facilities, and for single events and reoccurring similar events in designated conference, meeting, or dining facilities provided by University food services, subject to all legal requirements.

The President has been designated by the Board of Curators, as the person responsible for assuring compliance with state law. Authority has been delegated by the Board of Curators to the Chancellors for acting upon the requests to use alcoholic beverages on University property. Each Chancellor will designate a person who will be responsible on behalf of the campus to ensure compliance with state law.

All requests for use of alcoholic beverages on University property must be submitted to the Chancellor or designee at least seven days prior to the date of the intended use.

REFERENCE: See Collected Rules and Regulations, 110.050, B.4. for information to be provided when making a request.

Use for Religious Purposes

No advantage shall be given to any religion or religious group.

Sales, Solicitations, and Collections

The sale of anything, the soliciting of subscriptions, or the collection of dues are prohibited in the University buildings and upon University grounds without prior authorization of the Business Officer or Chancellor, except in facilities rented to non-affiliated, non-sponsored groups.

Recognized student organizations may not solicit subscriptions or collect dues from prospective students or guests of the University when such guests are in University buildings or on University grounds.

Firearms and Explosives

The possession of and discharge of firearms and explosives on University property including University farms is prohibited except in regularly approved programs or by University agents or employees in the line of duty.

Living Facilities

No University building or part thereof may be occupied as living rooms or bedrooms except those duly set aside for such purposes.

Cleaning and Decorations

All debris must be removed from building premises immediately following an event by the organization concerned.

In case extraordinary cleaning is necessary by the University, the cost of such work shall be paid by the organization creating such a necessity. Any damage to a building or a loss of University-owned material or equipment resulting from the use of a building by any organization shall likewise be charged to the responsible organization.

No decorations shall be permitted in or on University buildings or grounds except as approved by the Business Officer.

Use for Classrooms, Laboratories and Office Space

Assignment of space in University buildings for continuing use by divisions, departments or other units for use as research laboratories, offices or other special purposes will be made only by the Chancellor, or designee, upon recommendation of the dean or official in charge of the activity.

Assignment of classrooms and laboratories for scheduled classes and examinations will be made by the Chancellor or designated committee or representative on a semester-by-semester basis.

Members of the University faculty or staff who are assigned office space in a building on the campus, and who have been authorized to have a building exterior key, shall be authorized to use such assigned office space whenever their work may require such use.

Use by Recognized Student Groups

In addition to the general rules and procedures, the following rules apply specifically to the use of University facilities by student groups.

University buildings and grounds may be utilized and open to the public for appropriate activities and programs sponsored by an officially recognized student organization, provided that such programs are in accordance with the rules and regulations established by the Board of Curators for such events, and further, that the organization file a written request for approval of the activity or program at least ten days prior to the event. The Chancellor is authorized to make an exception to the ten day rule in special circumstances.

University buildings or grounds may not be used by student organizations or enterprises which declare a dividend among its members or from which members derive financial profit; but such student organizations or enterprises may use facilities under the same conditions as nonstudent groups.

Ad hoc groups or students may use University facilities for purposes of meetings for social events only by written permission of the Chancellor.

Use by Non-Student Individuals and Groups

In addition to the general rules and procedures specified above, the following rules apply to use of University facilities by non-student individuals and non-student groups; but this section of the regulations does not apply to official University public functions.

Persons who are not students or employees of the University, while on University property, are required to abide by University policies and regulations.

Persons who are not current students or employees of the University and who are on University property without specific permission or authorization or without an appropriate purpose may be deemed guilty of trespass. A person shall be deemed to be on University property "without specific permission or authorization" from and after such time as they are requested to leave the property. A person shall be deemed to be on University property "without an appropriate purpose" whenever their presence is not reasonably related to the University's educational function, or an approved University related extracurricular activity.

Circumstances Permitting Use

Use of available University facilities may be granted to non-student groups for meetings:

  • When the meeting is sponsored by, or the group is invited by, an instructional or administrative division or department as a part of its educational program with the approval of the dean or the appropriate administrative officer of that division or department.
  • When sponsored by a learned, educational, professional, or scientific society for organizational or educational purposes when recommended by a dean or other appropriate administrative officer.

Other non-affiliated and non-sponsored groups may make use of the facilities of the University specified in BP 402 Fees for Use of University Facilities, upon written approval of the Chancellor.


Affiliated groups, as specified above may be charged an approved fee.

Non-affiliated, non-sponsored groups, as specified above, will be charged a fee approved by the Chancellor.

REFERENCE: BP 402 Fees for the Use of University Facilities.