Pursuant to WAC 478–136–015(2) the
following policy and fee guidelines are established
by the Environmental Health and Safety Department (EH&S)
for noncampus groups using campus facilities and grounds.
The policy has two components: general occupancy and
occupancy including food service. The policy also addresses
procedural differences applicable to remote sites that
may be inconvenient to the main University of Washington
campus administration or are more adequately administered
by local health jurisdictions.
Event organizers planning to use campus facilities or grounds must
contact the appropriate University facility scheduling office
before the event and complete a Request for Use of University
Facilities form. In addition, when the original or intended use
of a facility is changed (e.g., parking garage proposed for use
as a public gathering location; proposed occupancy capacity exceeds
original assigned occupancy load; spectator assembly area proposed
for use as exhibition space), or when use of such facilities includes
providing food from a source other than the University's Housing
and Food Services, a review by EH&S is also required.
a.
Events Without Food Service
EH&S reviews the Request for Use
of University Facilities form for the following:
1)
Fire Safety—The
proposed event is reviewed for compliance with fire and
safety code requirements, use of flammable materials (e.g.,
propane) for heating, emergency access and egress, tents
(if applicable), and other aspects.
2)
General Safety—Event
issues include, but are not limited to, approval of bleacher
seating, restroom capacities, sanitation requirements,
ingress/egress, and other health and safety concerns.
b.
Events With Food
Service Provided by Other Than University Housing and Food
Services
EH&S reviews the Request for Use
of University Facilities form for the following:
1)
Fire Safety/General
Safety—Both fire safety and general safety
are reviewed as described in Sections 2.a.1 and 2.a.2
above.
2)
Prevention of Foodborne
Illness—Compliance with state and local
food regulations is reviewed in an effort to prevent
foodborne illness. On the main campus, EH&S assumes
the local health department's role in evaluating the
adequacy of safeguards to assure proposed food services'
safety and compliance with applicable health standards.
During an event, EH&S may inspect a food operation
and exercise the same regulatory authority as the local
health jurisdiction.
3)
Local Health Permit—When
events at remote sites include providing food from a source
other than the University's Housing and Food Services,
a permit must be issued by the local health jurisdiction.
The University officer administering the event is responsible
for complying with this provision. In addition, a copy
of the permit may be requested by EH&S.
c.
Procedure for Environmental
Health and Safety Review
When conditions require a review by EH&S
(as explained above), the appropriate University facility
scheduler should complete a Facilities Use Evaluation
form. Next, both the Facilities Use Evaluation form and
the pertinent Request for Use of University Facilities
form should be sent to EH&S for review.
Information provided on both forms is essential
for review by EH&S; omitting the review by EH&S
can delay the approval of the event, as the Request for
Use of University Facilities will not be approved by
the University until such review has occurred. In most
instances this review will be completed within five days
after EH&S has received the two forms. Following
its approval, EH&S will then forward the request
to the Use of University Facilities Committee for final
review and approval.
d.
Event Fees
EH&S may charge an hourly service fee
based upon the current department rate schedule and level
of service required to cover administrative expenses
for review of the proposed event as well as anticipated
on-site fire safety, general safety, and food service
inspections, during and after normal working hours, as
appropriate.
