Policy 28

Temporary use of University space

DRAFT: September 5, 2025

  1. PURPOSE
    1. The purpose of this policy is to ensure a responsible approach to the temporary use of University space by University personnel, students and external individuals or groups. 
  2. DEFINITIONS

    1. For the purposes of this policy, the following definitions apply: 

      “Activity” means a meeting, workshop, conference or event to be held in a University Space.  

      “Designated Space Administrator” means a University administrative or academic unit or employee designated by the University to manage the reservation and oversee the temporary use of a certain University Space.

      “University Space” means any interior or exterior space or facility which is occupied, owned or leased by the University.  

  3. APPLICATION
    1. This policy applies to all University personnel and students, to all academic and administrative units, to University student groups, and to any external individual, organization or group that seeks to use, or that has been authorized by the Designated Space Administrator or other appropriate University authority to temporarily use, a University Space for an Activity.

    2. The following University policies and procedures (as may be established from time to time, including but not limited to the ones listed below) may be relevant to the application of this policy and any procedures adopted pursuant to it:

      Policy 33 – Security

      Policy 58 – Smoking Policy

      Policy 67a) – Prevention of Harassment and Discrimination

      Policy 67b) – Prevention of Sexual Violence

      Policy 77 – Occupational Health and Safety and Procedure 14-1 Internal Responsibility for Health and Safety Issues

      Policy 88 – Serving of Alcohol  

      Policy 121 – Statement on Free Expression

      Policy 130 – Student Rights and Responsible Conduct 

  4. POLICY STATEMENT
    1. The use of University Space is subject to this policy, to administrative procedures adopted by the University pursuant to it, and to the terms and conditions that the University may periodically establish and amend.
    2. The temporary use of University Space for an Activity is subject to availability and to academic priorities and needs.
    3. The temporary use of University Space for an Activity is a privilege and is not a right.
    4. The University supports and encourages freedom of expression, as set out in 
      Policy 121 – Statement on Freedom of Expression, in the temporary use of University Space so long as those responsible for the Activity: promote the safety and security of participants; demonstrate respect for the values of equality, diversity and inclusion; seek to prevent harassment, violence and discrimination; and respect this policy.
    5. Neither the acceptance of a request for the temporary use of a University Space nor the holding of the Activity in a University Space shall be construed as the University endorsing or condoning the Activity or the individuals responsible for organizing or conducting the Activity.
    6. For all Activities intended for the University community, those responsible for the Activity must respect the bilingual character of the University and ensure that all services and materials (advertising, signage) related to the Activity are provided in both French and English. Those who fail to do so will be required to take corrective measures; failure to correct this deficiency may result in cancellation of the Activity and/or in the University refusing future requests made by those responsible for the Activity. 
    7. The University may refuse access to, or require Activity participants to leave, a University Space if amounts payable for the Activity have not been paid. The University may also refuse access to the University Space (even if previously authorized), or require Activity participants to leave, if allowing such access would:
      1. contravene this policy or any University policy, procedure or directive;
      2. be in conflict or competition with services delivered or made available by the University; or
      3. contravene any law, regulation or rule (whether federal, provincial or municipal) or order of a court or tribunal; or
      4. pose an unacceptable risk to the health or safety of people;
      5. pose an unacceptable risk of damage to property; or
      6. pose an unacceptable risk to the proper and safe functioning of any of the University’s lands and/or buildings; or
      7. not respect the values of equality, diversity and inclusion; or
      8. seek to promote hatred, harassment, violence or discrimination toward an individual or group; or
      9. seek to use, or use, a University Space for continuous living or sleeping arrangement or to maintain continued occupation.
    8. At its sole discretion, the University may:
      1.  accept or refuse any request for temporary use of University Space;
      2. cancel, reschedule or relocate any reservation of University Space;
      3. suspend or deny future reservations for individuals, organizations or groups who,
        1. fail to comply with this policy or any procedures adopted pursuant to it;
        2. fail to comply with terms and conditions associated with the use of a University Space or with other University policies or procedures;
        3. fail to pay any outstanding invoice or any amounts owing resulting from the use or cancellation of a proposed temporary use of University Space; 
      4. determine the nature and extent of additional security services needed for the Activity and require that the cost of such services be paid by those responsible for the Activity; 
      5. require and demand proof of adequate general liability insurance coverage arising out of the use of a University Space. 
  5. RESPONSIBILITIES
    1. Designated Space Administrators are accountable for the University Space under their responsibility and for:
      1. overseeing the stewardship of the University Space;
      2. managing requests for the temporary use of the University Space;
      3. engaging with the temporary user of the University Space and with others associated with the operational readiness for the safe, accessible and appropriate temporary use of the University Space;  
      4. monitoring the authorized temporary use of the University Space, enforcing terms and conditions associated with the temporary use, and addressing any issues arising from the use of the University Space;
      5. ensuring compliance with this policy and all University policies, procedures and guidelines regarding the reservation and the temporary use of University Space;
      6. notifying the Provost and Vice-President, Academic Affairs of the need to determine and decide on any proposed Activity, any proposed temporary use, or any other related matter that involves, or could potentially involve, an issue related to freedom of expression.   
    2. The Provost and Vice-President, Academic Affairs has the authority to:
      1. decide on issues related to freedom of expression and/or whether a proposed Activity or proposed temporary use of University Space raises matters involving Policy 121– Statement on Freedom of Expression;
      2. reconsider a decision or determination made by a Designated Space Administrator or other University personnel, and thus render a final decision on the temporary use of a University Space or on whether an Activity may take place or not in a University Space; and  
      3. rule on a complaint arising from this policy or arising from an issue related to freedom of expression. 
  6. IMPLEMENTATION, REVIEW AND AMENDMENT
    1. The Provost and Vice-President, Academic Affairs is responsible for periodically reviewing this policy.
    2. Amendments to this policy other than those set out in section 6.3 require the approval of the Administration Committee.
    3. The Secretary-General can amend this policy without submitting such amendments to the Administration Committee for approval if the amendment is required to:
      1. update or correct the name or title of a position, unit, law, bylaw, policy, procedure or authority; or 
      2. correct punctuation, grammar, typographical errors, revisions to format and other technical revisions, where appropriate, if the correction does not change the meaning of a provision, or make other similar corrections if it is clear both that an error has been made and what the correction should be; or
      3. correct the form of expression of a provision in French or in English to be more compatible with its form of expression in the other language; or   
      4. make consequential amendments to comply with, or arising from, another University bylaw, resolution, policy or procedure.
    4. The Provost and Vice-President, Academic Affairs may establish, amend, abrogate or make exceptions to procedures in order to effectively implement this policy, provided that such procedures or exceptions are consistent with the provisions of this policy.