Policies and Procedures
Camping and Use of Tents on Campus
SUNY College of Environmental Science and Forestry (SUNY ESF) is committed to maintaining a clean, aesthetically pleasing, healthy, hygienic, and safe work, educational, and living environment in order to carry out its educational mission. SUNY ESF is authorized to control its buildings and grounds consistent with the SUNY policies for use of facilities, which prohibit the use of university property or buildings for purposes unrelated to the regular programs and activities of the campus.
Reason for Policy
To set forth the SUNY ESF policy on camping and the use of tents/canopies on campus.
References
Policy Office: Executive Director for Administration
Contact: policies@esf.edu
- Rules of Board of Trustees, Rules for Maintenance of Public Order (8 NYCRR Part 535)
- SUNY Policy Doc. No. 3653 – Rules for the Maintenance of Public Order
- SUNY Policy Doc. No. 5607 – Commercial Use Policy
- SUNY Policy Doc. No. 5603 – Use of Facilities by Non-Commercial Organizations
- Fire Code of New York State, 2015
Contacts
Specific questions should be directed to the following:
Policy Clarification and General Information Policy Development
Executive Operating Officer
(315) 470-6622
malichte@esf.edu
Definitions
- Camping
- (a) In indoor or outdoor locations, the establishment of, evidence of an attempt to establish, or maintenance of temporary or permanent living quarters at any location on SUNY ESF’s Campus, other than living quarters in residence halls and living quarters in apartments, or other housing managed for SUNY ESF —this includes the establishment of any indoor and/or outdoor encampment erected in connection with any lawful assembly of individuals pursuant to SUNY ESF’s policies;
- (b) Establishing or maintaining indoors or outdoors, or in or under, any structure not designated for human occupancy, at any time during the day or night, a temporary or permanent place for cooking, storing of personal belongings, or sleeping by setting up any bedding, sleeping bag, mattress, tent, hammock or other sleeping equipment, or by setting up any cooking equipment that has not been approved by the Environmental Health and Safety Officer.
- Campus - Any space, facility, property, grounds or building that is owned, leased, licensed or operated by SUNY ESF. This Policy applies to Centennial Hall, and this facility is to be included in this definition of Campus; provided, however, that this does not preclude Centennial Hall from adopting additional policies not inconsistent with this item.
- Canopy - A structure, enclosure or shelter constructed of fabric or pliable materials supported by any manner, except by air or the contents it protects, and is open without side walls or drops on 75 percent or more of the perimeter.
- Temporary Revocable Permit - A written document issued by an appropriate SUNY ESF official, expressly allowing the set up and use of a tent or canopy for a specified amount of time. Any such permits are temporary and may be revoked if permit conditions are not followed.
- Tailgating - An informal gathering adjacent to a parked vehicle in the parking lot in proximity to a sports stadium or event venue. Tent Any and all structures, enclosure or shelter constructed of any material, including but not limited to fabric or pliable materials supported by any manner.
- Third Party - Any person, organization, group or entity not affiliated with SUNY ESF including, but not limited to, the general public, contractors, vendors, guests and visitors to SUNY ESF, those using SUNY ESF’s facilities or property under a temporary revocable permit, and volunteers not enrolled as such on SUNY ESF’s systems.
Policy Details
- Camping is prohibited on SUNY ESF’s Campuses.
- Exceptions: Actions that constitute “camping”, as defined above, may be allowed
with prior, written permission in the following limited circumstances:
- With the advance written approval of an appropriate SUNY ESF official following the appropriate campus procedures below.
- As approved as part of a temporary revocable permit for Campus Use pursuant to SUNY Policy Doc. No. 5603 (Use of Facilities by Non-Commercial Organizations) following the appropriate campus procedures below.
- Tailgating and tailgate parties are limited to those patrons with an appropriate parking pass or temporary revocable permit or as otherwise instructed by University Police depending on other events occurring on Campus. Any Tent or Canopy erected for the purpose of Tailgating shall not use stakes and shall not exceed 10’ x 10’ without a Temporary Revocable Permit.
- In extraordinary circumstances, such as times of natural disaster, when approved in writing in advance by an appropriate SUNY ESF official.
- Enforcement and Compliance
- SUNY ESF’s Division of Student Affairs is responsible for addressing non-compliance with this Policy by all students, and students may be referred to the conduct process for alleged violation of this Policy.
- SUNY ESF’s Office of Human Resources is responsible for addressing non-compliance with this Policy by employees.
- University Police Department is responsible for addressing violations of this Policy that constitute alleged criminal trespass or any other violation of law by all persons on the SUNY ESF Campus.
Procedures
Specific Procedure
-
- Obtaining a Temporary Revocable Permit
- Requests for a Temporary Revocable Permit should be made to the Office of Special Events at specialevents@esf.edu.
- Depending on the use and access requested, a permittee may be required to provide proof of insurance, comply with procedures to protect minors on Campus, and all federal or state laws, rules, and regulations. Further, a permittee will be required to comply with all Campus policies, rules, and regulations and with any specific terms and conditions imposed by the Temporary Revocable Permit.
- Tents and Canopies Larger than 400 Square Feet
Request for approval of a Tent or Canopy larger than 400 square feet should be made to the Office of Special Events at specialevents@esf.edu.- Permit requirement: a temporary revocable permit is required for tents and canopies >400 square feet. Such structures shall not be erected prior to obtaining a temporary revocable permit.
- Construction documents: a detailed site and floor plan for tents and canopies with an occupancy load of 50 or more shall be provided with each application for approval. The floor plan shall include details of means of egress facilities, seating capacity, arrangement of the seating and location and type of heating and electrical equipment.
- Inspections: Tents and canopies shall be inspected prior to occupancy and use. Tents in use for 30 days or more shall be re-inspected bi-weekly.
- Location: Tents and canopies must not be located within 50 feet of: lot lines, buildings, other tents and canopies, parked vehicles or other internal combustion engines. For the purposes of required distances, support ropes and guy wires shall be considered as part of the tent or canopy.
- Fire Break: On all sides of any tent or canopy, there must be an unobstructed passageway or fire road not less than 12 feet wide free from guy wires, ropes and other obstructions to allow for fire department access unless otherwise approved by Executive Operating Officer.
- Anchorage required: Tents and canopies shall be adequately roped, braced and anchored to withstand the elements of weather and prevent against collapsing. Documentation of structural stability shall be furnished to the Executive Operating Officer on request. If tent stakes or pins will be driven into the ground for stability, NYS law requires that you contact Dig Safely NY (811) prior to insertion of tent stakes or pins. Sandbags, Water barrels, and cement is also an option, but it must be appropriately anchored for wind and weather elements.
- Seating arrangements: All seating arrangements shall be in accordance with Chapter 10 (means of egress) of the Fire Code of New York State.
- Means of egress: Exits shall be spaced at approximately equal intervals around the perimeter of the tent or canopy and shall be located such that all points are 100 feet or less from an exit. The number of exits varies depending on the number of occupants.
- Obtaining a Temporary Revocable Permit
History
Procedure Revision Record
08/21/2024 Implementation Date
Policy Revision Record
08/21/2024-Policy Implementation Signed by President