Lobby of the HHPA facility

Facilities Usage Policy
Physical Education/Recreation/Athletic Complex

1. General Policy
2. Priority Usage
3. Supervision and Assignment of Responsibilities
4. Scheduling
5. Administration
6. Facilities and Equipment

General Policy

1. The Complex and other HHPA facilities are to receive optimal use within available time and resources.
2. The approved programs for physical education instruction, intercollegiate athletics, intramural sports, and recreational use by students, faculty, staff, and conferences is to be given every opportunity to develop unhindered by non-College use.
3. Approved special event usage of benefit to the College will be permitted.
4. The Complex and other facilities will not be used in a manner so as to compete with community programs and businesses.
5. This policy will be reviewed at least annually to make such adjustments as may be dictated by experience and additional information.

Priority Usage

Priority for usage of the Complex and facilities will be as follows:

1. Special campus wide events.
2. Day Use (8:00 a.m. to 3:00 p.m.) - classes, open recreation.
3. Afternoon Use/Night Use (3:00 p.m. to 10:00 p.m.) - intercollegiate athletic competition, classes, intercollegiate practice, intramural, club sports, open recreation.

In all instances priority for usage will be given to Linfield students, faculty and staff. Members of the Linfield community entitled to use the Complex or facilities will be issued an identification card, which is to be in his/her possession during the time when he/she is using the Complex or facilities or to check out equipment. Family members of Linfield employees are permitted to use the Complex or facilities at appropriate times but will also be required to carry a Linfield identification card. Guests are permitted use of the facilities only when in the company of an authorized Linfield community member or upon issuances of a temporary guest pass by the Director of Facilities.

It may be desirable to authorize use of the Complex and HHPA facilities by community members who contribute or whose employer contributes significantly to Linfield College. Individuals to whom this privilege has been extended will be required to carry the appropriate identification card issued by Linfield College. These cards are available in the office of the Vice President of Business and Finance. In requesting a card the user agrees to comply with the priorities and rules for usage. HHPA faculty and staff have an obligation and responsibility for removal of any persons who are not authorized to use the Complex and HHPA facilities.

Supervision and Assignment of Responsibilities

1. Supervision of the Complex and HHPA facilities for instructional purposes is the responsibility of the HHPA Facilities Director. Supervision during athletic contests is the responsibility of the Director of Athletics.
2. The Director of Facilities, the Assistant Director of Facilities and the Aquatics Director will have designated responsibilities for administration and of supervision depending on times of usage and the areas being used. All three Directors will report to the HHPA Department Chair, and the Director of Athletics.
   a) Director of Facilities - Coordinate Athletic Event set up/breakdown, security, clean-up, HHPA Work study students, Field House Monitors, Control Desk Monitors, and Facility Maintenance Projects.
   b) Assistant Director of Facilities - Supervision and Training of Equipment Room /Laundry Room Monitors, Weight Room Monitors, and Gym Floor Maintenance.
   c) Aquatics Director - Supervision of Life Guards and Pool Maintenance.
3. Complex and HHPA facility administration is the direct responsibility of the Director of Facilities. The Director of Facilities will report to the HHPA Department Chair on instructional related matters and to the Director of
   Athletics for athletic related matters.
4. Departmental concerns related to indoor and outdoor HHPA facilities, with the exception of the pool, are to be directed to the Director of Facilities, including requests for repair, maintenance and capital improvements. All pool related concerns will be referred to the Aquatics Director who will
   work in coordination with the Director of Facilities.
5. Incident reports should be made whenever there is any damage to the building. Accident reports should be filled out whenever there is an injury requiring medical attention. These should go through the Facilities Director. The HHPA emergency plan protocol and procedures are located at every work study location. The emergency plan will include roles, contacts,
   and direction in case of an emergency.

Scheduling

1. Scheduling of the Complex and HHPA facilities will be handled according to regular College procedures, i.e., through the Director of Auxiliary Services and Registrars Office. The Director of Auxiliary Services will work with the Director of Facilities and the Director of Student Activities in scheduling types of usage of the Complex and HHPA facilities and in setting dates, set-up and clean-up, and hours for such usage.
2. Within the general schedules as outlined in (1), the HHPA Department through the Director of Facilities will have responsibility for making specific usage assignments for such areas as the racquetball courts, playing fields, weight room and gyms. The HHPA Facility classrooms, conference room, and multipurpose room reservations are organized by Auxiliary Services and coordinated with the Director of Facilities.

***Linfield and McMinnville School District will have a reciprocal deal with Linfield that we will not charge them and they will not charge us for Facility usage. If the event calls for set-up and clean up the School District will then pay for the expense. Proposed usage of the Complex and HHPA facilities by non-Linfield persons or organizations is a policy question. Questions related to such usage are referred to the Director of Auxiliary Services who will obtain the appropriate policy clearance. In making a decision on such usage the college will be guided by its commitment to compete with local government programs or business and not liability issues.

Administration

• Key Control - Key requests are to be made to the Director of Facilities by using the Key Request Form (see Appendix A). The Director of Facilities has keys needed to access any area or lock controlled by HHPA. These keys may be checked out as needed. Keys will be checked in at the end of the spring semester and reissued for the summer and following school year. Also, Keys issued to give faculty and staff access to the Complex and HHPA facilities are not to be loaned out. Those loaning keys, with resulting misuse of campus facilities, may be liable for any damage which occurs.

• Signage - Signs, posters, and messages must be posted only on bulletin boards. If unauthorized areas are needed for posting, permission must be granted by the Director of Facilities. A suitable method of attaching materials must be authorized. No tape of any kind is permitted to be used for posting materials. No signs may be on doors, walls, or windows, Temporary class announcements may be taped to doors only.

• Hardwood Floors - To preserve the life and beauty of the hardwood floors, all shoes worn on areas that have wood floors are to be appropriately soled for hardwood floors and shall be clean and free of dirt. Shoes that leave marks are not permitted. Spiked or cleared shoes are not to be worn in any HHPA buildings.

  Facilities and Equipment

1. Equipment Check Out -
   
   • At or before the beginning of class, HHPA faculty will check out needed instructional equipment from the equipment room monitor. The monitor will assist the instructor either by issuing items to each student or to the instructor for the entire class. If items are to be issued individually, the student must leave her/his Linfield ID card with the supervisor. The card will be returned when the equipment is checked back in. The instructor is responsible for the return of the equipment that he/she has checked out. The equipment room monitor must document all equipment checkouts to instructors and students.
   • Equipment may be checked out for recreational purposes by those with a Linfield ID card (students, faculty, staff, dependents, friends of the College). The equipment room monitor will retain the card until return of the equipment. Guests checking out equipment will be required to leave their sponsor’s ID card with the equipment room monitor until the equipment is returned. The equipment room monitor will check the condition of the tennis/racquetball rackets before and after use. If there is any damage, then the user will be assessed the replacement cost of the equipment.
2. Usage Schedules-
   
   • Usage schedules will be posted outside the equipment room for the gyms, treatment center, weight room, racquetball courts, field house and pool. These schedules will reflect instructional, athletic and recreational use as well as budgetary considerations.
3. Locker Check Out -
   • The Assistant Facility Director or student equipment room monitor will check out lockers. Faculty and staff may check out lockers on a permanent basis with dependents expected to use the locker of the employee where possible. Students registered for a physical education class may check out a locker for the semester in which they are registered. Open lockers also will be available, on a space available basis, for recreational users with an ID card or a guest pass. These open lockers will be located in the physical education sections of the men’s and women’s locker rooms. Users of open lockers will receive a lock for the day’s use with their ID card or driver’s license, as appropriate, used as security for return of the lock.
   • Teams will be assigned to the Team Room Locker rooms by the Assistant Facilities Director based on the number of participants and length of season of each sport. The head coach will assign individual lockers within the team room.
4. Weight Room-
   • The weight room is for use by members of the Linfield Community, their dependents, guests accompanied by their Linfield hosts, and friends of the College who have been issued an ID card or a guest pass. No children under the age of 16 are permitted unless an adult accompanies them.
   • The weight room will have regular open hours for use. No children under age 13 are allowed to use the weight room facilities. Faculty and staff who open the weight room during closed hours ARE RESPONISIBLE FOR ANY OTHER PERSONS WHO ARE PRESENT AND MUST NOT LEAVE THEM UNSUPERVISED. NOTE: All persons who use weight room equipment should be instructed in its proper use by weight room supervisors. Rules for use of the weight room will be posted and strictly enforced. There are two hours per week set aside for work study maintenance of the weight room.
5. Gyms -
   • Hours for upper and lower gymnasium use will be posted at the equipment room. During recreational and instructional hours the main gymnasium will have the divider curtain lowered as needed to provide the potential for maximum use. Operation of the divider curtain in the main gymnasium, wall baskets, public address system, scoreboards, gymnasium lights, spectator stands and portable baskets are to be operated only by designated HHPA faculty and staff or other authorized personnel trained in their usage. To help preserve hardwood floors, gym doors (upper and lower gyms) that exit outdoors are to be used only as emergency exits.
   • Food and drink will only be permitted during athletic contests and special events when the concession stand is in operation. Video platforms are off limits except for official use by authorized personnel. Upper and lower storage rooms will be available for storage of physical education and athletic equipment with space assigned by the Facilities Director. All students accessing these areas are to be accompanied by an HHPA faculty or staff member.
6. Racquetball/Handball Courts -
   Racquetball/handball court usage will be scheduled through the on duty equipment room monitor. Reservations for open use can be made only one day in advance. Linfield faculty and staff will be given priority for use weekdays from 11:00 a.m. until 1:00 p.m. daily. Reservations will be documented at the equipment room. Persons using the racquetball/handball courts must have approved court shoes and wear eye guards. Wooden and metal racquets must have bumper guards and all racquets must have wrist thongs. A key can be obtained from the equipment room monitor to open the door with an appropriate Linfield ID card. The key should then be returned to the equipment room monitor.
7. Pool -
   The Director of Aquatics will be directly responsible for scheduling and the administration of the pool in coordination with the Director of Facilities. Pool hours will be posted at the equipment room with usage priority to be as outlined above under Priority Usage.
   Guidelines for those using the pool are as follows:
   • The pool is open to Linfield students, faculty and staff, dependents, guests accompanied by their Linfield host and friends of the College who have been issued an ID card or a guest pass.
   • There is to be no unsupervised pool use. All pool use is to be coordinated with approval by the Aquatics Director.
   • Certified Lifeguards will be present during open facility hours. Lifeguards are trained in and have access to the Aquatic Policy and the Emergency Action Plan.
   • Children under age 14 must be accompanied by an adult. No children under the age of two will be allowed in the pool.
   • The entrance and exit to/from the pool will be through the locker rooms. Showers are required before use. The attire will be swimsuits only (no shorts, cut-offs, T-shirts, etc.) Street clothes and/or shoes are not allowed on the pool deck.
   • Diving boards are to be used in a safe manner at all times. Behavior, which includes running, pushing, or excessive horseplay, is not permitted. There can be no diving in the shallow end of the pool and the starting blocks are off limits for recreational use.
   • Eating, drinking, tobacco, chewing gum and glass containers will not be permitted. Foul or abusive language will not be permitted.
8. Human Performance Laboratory -
   Faculty members wishing to use the Human Performance Laboratory equipment should coordinate their use with others who may be using the facility or equipment. The Faculty member should ensure that she/he is knowledgeable in the proper care and use of any equipment used and that the equipment used should be returned in good working order to its place of storage. The equipment should be maintained properly and any damage or malfunction should be repaired and/or reported immediately to the Lab Assistant or Professor caring for the equipment.
9. Treatment Center -
   The Head Certified Athletic Trainers are responsible for staffing and management of the Treatment Center. Students referred by the Student Health Center and intercollegiate athletes will have access to services provided by the athletic training staff in the Treatment Center. Immediate first aid and emergency care will be provided for all facility users. Treatment Center hours are posted on the door.
10. Field house -
    The Field house is for use by members of the Linfield Community, their dependents, guests accompanied by their Linfield hosts, and friends of the college who have been issued an ID card or a guest pass. All users must sign in with the Field house monitor. The Field house will have posted hours for use. Classes, Intercollegiate sports practices and competition will have priority over recreational use. A Field house monitor will be responsible for the help and instruction of equipment set-up. The Field house monitor will have the final decision on recreational sports based on safety and space available.
11. Other-
    • Animals and/or pets are not permitted in the HHPA Complex or on the Athletic Facilities. Guide dogs are an exception given that the Facility Director, Assistant Facility Director, Aquatic Director, and/or the Athletic Director are notified.
    • Bikes, scooters, skateboards, roller blades, and/or roller skates are not permitted in the HHPA Facility.