Student Wellness Services

Intramural Field Rules and Request Form

SOUTHEASTERN OKLAHOMA STATE UNIVERSITY
 GUIDELINES GOVERNING UNIVERSITY INTRAMURAL FACILITIES
BY UNIVERSITY AND NON-UNIVERSITY MEMBERS

Responsibilities and Access:

These guidelines are established to govern the use of Southeastern Oklahoma State University (hereinafter referred to as SE) Intramural facilities by non-members of the SE community and by members of the SE community for activities and programs. Unauthorized use of SE facilities shall not be permitted.

Granting permission to use SE Intramural facilities (i.e., buildings, grounds, real and personal property) is the responsibility of the duly authorized representatives (hereinafter referred to as intramural facility manager) or other designee appointed by the Director of Student Wellness Services of the governing academic, administrative, or auxiliary operating unit in whose control the SE facility is placed.  As conservator, acting on behalf of the State of Oklahoma and the taxpayers of the State, SE is responsible for protecting its assets from property and casualty losses. These guidelines are established in an effort to facilitate appropriate use and to minimize possible losses.

  • Facility must be booked prior to use. It is best to give 2 weeks notice to allow for processing.
  • When meeting request is sent to confirm your reservation, please print this out and take with you  to the site in case someone inquires regarding your presence at the facility.
  • Call Campus Police at (580) 745-2727 to unlock the gate once someone has arrived onsite.
  • DO NOT climb over fences to gain access or to get water or bathroom facilities at the softball fields. Groups should make other bathroom or beverage arrangements prior to arriving onsite.
  • All trash needs to be removed by event organizers when leaving the facility.

The user must read the lightning safety policy and complete the current and facilities request form in order to be considered for use of the facilities.

Eligibility:

SE intramural facilities exist to carry out SE’s educational mission and generally are not available for general use by persons or organizations. Permission to use SE Intramural facilities may be extended to non-SE community members and to members of the SE community if the following eligibility requirements have been met:  1) use of the facility does not conflict with other activities previously scheduled, 2) the user agrees to the terms and conditions in these procedures and the Use Agreement.

The use has relevance to the mission of SE or has special significance or value to SE or the community we serve.

The use of the facility is approved by the facility manager. If the requested use of a SE facility is denied or if the potential user objects to the facility assigned, the Director of Student Wellness Services may be consulted on appeal. This appeal shall be informal and expedited as quickly as possible. The Director of Student Wellness Services will communicate the final decision to the facility manager and the user.

SE will neither grant nor deny permission to use SE facilities for any reason that is in violation of constitutional standards or discriminates on the basis of race, color, ethnic origin, sex, sexual orientation, religion, disability, age, political belief, status as a veteran, or other impermissible basis. The user pays all applicable user fees.

Restrictions:

Any use of SE facilities shall be subject to the following restrictions and conditions:

  • The use must not interfere with SE programs or functions.
  • Recurring or ongoing intramural field bookings by non-SE community members cannot exceed 2 hours weekly at this time.
  • The use must be appropriate to the nature and purposes of the facility.
  • The use must not place facilities, property, participant, equipment, or spectators above an acceptable level of risk of harm or disturbance damage, or injury, as evaluated by the facility manager and the Director of SE Department of Public Safety.

To protect the Facilities: use must include adult and/or staff supervision; no chewing gum, sunflower seeds, and all drinks must be in plastic leak-resistant containers; insurance verification prior to use must be provided to the SE intramural facility manager when requested; notification of campus security and maintenance of all dates of use; and in accordance with campus regulations no alcohol or tobacco products in any form will be tolerated.

The use must not violate any applicable federal, state, or local law or SE regulation of policy. The use of SE’s name, other than as a physical address, is prohibited in advertising, solicitation, or promotion of the activity.  Note: Promotional use of the SE name and identifying marks must be approved by the Director of Student Wellness Services. Failure to pay all assessed fees; mistreatment of person or property; or the violation of any federal, state, or local law, or SE regulation or policy will constitute justification for denial of future requests from the same organization, group, or individual(s).

Facilities Use Fees:

Fees may be assessed from external entities who use University properties if additional services are required for use of the facility. A due date for payment of all fees will be established and included on the Use Agreement. The fees generated by SE for the use of its facilities and related services may be considered Unrelated Business Income by the Internal Revenue Service. So that the potential liability for Unrelated Business Income may be assessed, a schedule of fees and a copy of the Use Agreement indicating any services provided must be forwarded to SE Business Office.

Guidelines Governing Use of University Facilities:

The user agrees that he/she has read and understands the terms and conditions of the SE Guidelines Governing the Use of University Intramural Facilities by University and Non-University Members and that said policy is incorporated in its entirety into this agreement.

Indemnification and Hold Harmless:

The privilege of using SE facilities shall be conditioned on the assumption of full responsibility and risk by the user thereof. All users agree to release and hold harmless the Oklahoma State Regents for Higher Education and the Board of Regents of Oklahoma Colleges, their representatives, agents, servants, and employees from liability for and damage to their property contained in, and/or over the premises resulting from any cause whatsoever, excepting only such injury or damage which results from the willful acts of the Oklahoma State Regents for Higher Education and the Board of Regents of Oklahoma Colleges, their representatives, agents, servants, and employees. It is further agreed that as and express condition of this use, Southeastern Oklahoma State University shall be free from all liabilities and claims for damage, and from all suits therefore, for by reason of an injury to any person or to any property of any kind whatsoever, whether to the person or property of the user or the person or property of its agents or employees, or to third persons or to their property, form any cause whatsoever while any of said persons or property is in, upon or over said premises or any part thereof or for any such injury to any person or property aforesaid occasioned by a use of said premises or any activity carried on by the user in connection therewith, and the user hereby covenants and agrees that the user will indemnify and hold harmless Southeastern Oklahoma State University from all liabilities, charges, expenses (including counsel fees) and costs on account of or by any such injuries, liabilities, claims, suits, or losses however occurring, or by reason of damages growing out of the same. The exercise of the privilege of use shall constitute an acknowledgment that Southeastern Oklahoma State University maintained said facilities in a governmental capacity.