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• Open to faculty, staff, and recognized student organizations.
• All use must be reserved in advance (minimum 2 weeks prior) via 25Live through a faculty/staff advisor.
• Available hours: 9:00 a.m. – 11:00 p.m.
• No new wood may be added after 10:00 p.m. to allow safe burn-down before the event ends.
• Campus Safety may extinguish any fire remaining after 11:00 p.m.

Use is weather dependent. Events may be canceled due to:

• High winds
• Dry conditions
• Wet or unsafe conditions

Decisions are made by the university in alignment with city safety guidance.

Only University-provided seasoned firewood may be used (distributed by Physical Plant). No outside wood, construction debris, or landscape materials permitted.

Approved fire starters:

• Black and white newsprint
• Kindling provided by Physical Plant
• Any alternative fire starters provided by Physical Plant

Prohibited:

• Lighter fluid or accelerants
• Charcoal, gas, or alternative fuels
• Use is limited to campfire-style activity only.
• Cooking is not permitted
  • Exception: roasting marshmallows, s’mores, and hot dogs only. No other cooking or food preparation is permitted.

Event coordinator is responsible for ensuring approved wood is obtained.

Before event (approx. 1 hour prior):

• Event coordinator checks in at Campus Safety.
• Campus Safety verifies weather conditions.
• Event coordinator receives:
  • Starter kit (lighters, fire starters, extinguisher, instructions)
  • Access to firewood which is replenished at the fire pit by Physical Plant.

During event:

• The event coordinator must supervise at all times.
• The fire may never be left unattended.

Extinguishing the fire:

At the conclusion of the event:

• Allow fire to burn down safely
• Spread ashes using shovel to cool
• Using the water bucket provided in the starter kit, obtain water from Magnuson Campus Center and slowly pour it over the ashes, stirring as needed with the shovel, until:
  • No steam is visible.
  • No glowing embers remain.
• Stir ashes as needed to ensure full extinguishment.
• Do not remove ashes or clean out the pit (Physical Plant handles cleanup).

Post-event requirement:

• Return starter kit to Campus Safety within 30 minutes of event end.
• This confirms the fire is fully extinguished and no longer in use.

Safety Compliance
All applicable University, City, and public safety protocols in effect at the time of the event must be followed.

In compliance with NFPA life safety requirements, all fire alarms must be treated as an actual emergency. When an alarm sounds:

• Immediate evacuation is required—do not wait for confirmation or assume it is a drill.
• Use the nearest safe exit; do not use elevators.
• Follow posted evacuation routes and exit diagrams.
• Close doors behind you if it can be done safely to slow fire and smoke spread.
• Assist individuals with disabilities if it can be done safely without delaying your own evacuation.
• After exiting the building, move to a safe location away from the structure and follow instructions from Campus Safety, emergency responders, or their designee regarding where to assemble and remain until the all-clear is given.

Residence Life staff, in coordination with Campus Safety, will support evacuation efforts.

• Residents must evacuate immediately upon alarm activation.
• Staff will assist with accountability and safe relocation procedures.
• All residents must comply with instructions provided by staff or emergency responders.

The University is committed to assisting individuals with disabilities and others who may require evacuation assistance during an emergency.

• Individuals who may need evacuation assistance are encouraged to become familiar with evacuation routes and areas of refuge within their buildings.
• Persons requiring assistance should notify Campus Safety or emergency responders of their location as soon as possible.
• Campus Safety will relay information regarding individuals needing assistance to responding emergency personnel.
• Responding fire personnel will check designated areas of refuge and reported locations as part of emergency response operations.
• Faculty, staff, students, and visitors should provide assistance when it is safe to do so and should not place themselves or others at unreasonable risk.

This language is more consistent with NFPA life-safety practices, ADA considerations, and university emergency management procedures while making clear that individuals needing assistance are part of the evacuation plan rather than being left behind.

After evacuating:

• Avoid areas directly below windows or upper floors where falling glass, debris, or building materials may pose a hazard.
• Remain clear of fire lanes, roadways, building entrances, and areas designated for emergency operations to allow access for fire, police, and emergency medical personnel.
• Follow the instructions of Campus Safety, emergency responders, Residence Life staff, or their designee regarding assembly locations and accountability procedures.
• Do not reenter the building until authorized by the fire department or Campus Safety.

• Fire drills are conducted periodically throughout the academic year to support preparedness and compliance with applicable fire and life safety standards, including NFPA requirements. • Fire drills are mandatory and may be announced or unannounced. • All individuals must evacuate immediately and follow established evacuation procedures during drills. • Fire drills are conducted for training and preparedness purposes and are separate from actual fire incidents.

Compliance and Documentation

• Campus Safety or its designee shall document all fire drills, including date, time, building, participation, and any relevant observations or corrective actions. • Documentation of fire drills is maintained for internal safety compliance and training purposes.

Clery Act Fire Statistics Reporting

• Actual fire incidents and fire alarm activations determined to be caused by fire are recorded and included in the University’s annual fire statistics in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act).
• Fire drills are not included in Clery Act fire statistics reporting.

Follow-Up Expectations

Failure to comply with evacuation procedures during a fire drill may result in disciplinary action under applicable University policies.

To maintain compliance with NFPA life safety standards:

• Fire alarms, smoke detectors, sprinklers, extinguishers, and related systems must remain unobstructed and fully operational.
• Sprinkler heads must never be covered, altered, or used for hanging items.
• No storage is permitted within 18 inches of sprinkler heads.
• Fire doors, stairwell doors, and corridor doors must remain closed and may not be propped open.
• Emergency exits must remain unobstructed at all times.

The following actions are strictly prohibited:

• Tampering with, disabling, or damaging fire safety systems or equipment
• Blocking exits, stairwells, corridors, or fire lanes
• Propping open fire-rated doors
• Failing to evacuate during a fire alarm
• Unauthorized reentry into a building during an active alarm or emergency
• Misuse or vandalism of fire safety equipment

Violations may result in student conduct proceedings, employee disciplinary action and/or legal consequences and may be referred to civil authorities.

In alignment with the Clery Act, the University will:

• Issue timely warnings or emergency notifications when appropriate.
• Maintain documented emergency response and evacuation procedures.
• Conduct regular fire drills and safety testing of emergency systems.
• Ensure community awareness of evacuation procedures and emergency preparedness expectations.

Reporting

All fires, suspected fires, fire alarm activations, and fire safety equipment issues must be reported immediately to Campus Safety. Prompt reporting supports compliance with NFPA standards and federal campus safety requirements under the Clery Act.

General Requirements
All drivers must be approved by Campus Safety prior to operating any university vehicle. Approval requires:

• A valid U.S. driver’s license
• Annual Motor Vehicle Record (MVR) review
• Completion of university-approved driver safety training
• Authorization by Campus Safety

Driver approval is required prior to each academic year or at intervals determined by Campus Safety or the University’s insurance provider.

Van and Specialized Vehicle Requirements
Drivers of 12-passenger vans must additionally:

• Complete an approved defensive driving course
• Pass a university-administered road test
• Maintain annual recertification

Student Drivers

Student drivers must:

• Be employed in an approved university position
• Be authorized by Campus Safety and complete the steps under General Requirements and Van and Specialized Vehicle Requirements, if applicable
• Student drivers may operate university vehicles only when a faculty or staff member is present in the vehicle. For larger groups requiring multiple vehicles, Campus Safety may approve exceptions in coordination with the sponsoring department, provided appropriate supervision and risk management measures are in place.

Reservations
Vehicle reservations must be submitted through the University’s scheduling system (25Live) at least 24 hours prior to the requested pickup time. Reservation requests are processed Monday through Friday during normal business hours and are subject to vehicle availability. Requests submitted after business hours, on weekends, or during university holidays will be processed on the next business day.

Reservations are granted on a first-come, first-served basis and may only be made by authorized faculty and staff. Students may not independently reserve university vehicles.

Fleet Vehicles
University fleet vehicles include:

• Sedans (5-passenger)
• Minivans (7-passenger)
• 12-passenger vans

Trailers, towing devices, or modifications to university vehicles are strictly prohibited.

Trip Distance Requirements

Trips with a total anticipated mileage exceeding 400 miles, including all mileage driven during the trip, must use a commercially rented vehicle or a professionally operated charter service, unless an exception is approved by Campus Safety.

Driving Time and Fatigue Management

To promote safe operation:

• Drivers may not exceed 8 hours of driving within a 24-hour period
• No driving is permitted between 12:00 a.m. and 5:00 a.m., unless explicitly approved
• Trips exceeding 200 miles in a 24-hour period require two qualified drivers
• Drivers should rotate approximately every 3 hours when multiple drivers are available

Distracted Driving

• The use of handheld electronic devices while operating a vehicle is strictly prohibited
• Hands-free devices may be used only when necessary
• Navigation systems must be programmed prior to departure

Seat Belts
All drivers and passengers are required to comply with applicable state laws regarding the use of seat belts while traveling in a university-owned, leased, or rented vehicle. In addition, ������Ƶ requires all occupants, regardless of seating position, to wear a safety belt whenever the vehicle is in motion. Drivers are responsible for ensuring that all passengers are properly restrained before and during vehicle operation.

Rental Vehicles
When renting a vehicle for university business, the sponsoring department is responsible for working with the Business Office and its respective division or department to ensure all applicable university requirements are met prior to the rental. Requirements may include insurance coverage, approved payment methods, driver authorization, and other applicable risk management or travel procedures.

Only the following individuals may be transported in university vehicles:

• Faculty
• Staff
• Students
• Approved university guests

Drivers are responsible for ensuring compliance with passenger eligibility requirements.

Pickup Drivers must:

• Obtain keys and trip documentation from Campus Safety
• Conduct a full pre-trip inspection. Concerns or questions should be directed to Campus Safety at 773-244-5600.

Return Drivers must:

• Return the vehicle to the designated parking area
• Ensure the vehicle is locked with windows closed
• Refuel vehicle to at least half tank
• Record mileage and complete trip documentation
• Report all damage or mechanical issues
• Vehicle keys and all required trip documentation must be returned to the Campus Safety Office during normal business hours, Monday through Friday. When travel schedules require an after-hours return, drivers must coordinate and receive approval from Campus Safety prior to departure to ensure appropriate key return procedures are in place.

Failure to comply may result in administrative fees and/or suspension of driving privileges.

In the event of an accident:

1. Contact emergency services if necessary

2. Do not admit fault or liability

3. Obtain all required information from involved parties

4. Notify Campus Safety immediately

5. Submit a written report within 24 hours

6. Complete all required insurance documentation promptly

All incidents will be reviewed by Campus Safety, and driving privileges may be reassessed.

The use of alcohol or illegal drugs while operating or riding in a university vehicle is strictly prohibited. University vehicles may not be used for transportation to events where alcohol is served unless expressly approved by Campus Safety and the Vice President for Finance and Administration.

• Mechanical issues must be reported immediately to Campus Safety
• Unauthorized repairs are strictly prohibited
• Only Campus Safety-authorized vendors may perform maintenance or repairs

• Drivers are personally responsible for all traffic and parking violations incurred during vehicle operation
• All violations must be reported to Campus Safety

Toll charges are processed through university-issued I-Pass systems

• Alcohol or drug-related driving offenses • Reckless driving convictions • License suspension or revocation • Multiple moving violations or preventable accidents • Hit-and-run incidents • Serious at-fault accidents • Excessive toll violations or unpaid fines

Determinations are made by Campus Safety in consultation with Vice President for Finance and Administration and applicable insurance carriers.

Weather and Travel Restrictions

University travel is prohibited during state-issued travel advisories due to severe weather or hazardous conditions. Vehicles already in transit must seek immediate safe shelter until conditions improve.

• Temporary suspension of driving privileges
• Permanent revocation of authorization
• Financial charges to departments or users
• Mandatory retraining requirements
• Additional disciplinary action as applicable

To ensure accurate identification, consistency, and security, all ID card photographs must meet University standards. Photos that do not meet these requirements may be rejected and require resubmission.

Acceptable photos must:

• Clearly and accurately represent the individual at the time of issuance
• Show a full front-facing view of the face, centered in the image
• Capture the individual from the shoulders up
• Include a neutral facial expression or natural smile
• Have both eyes open and clearly visible
• Be taken against a plain, light-colored background with no distractions
• Be well-lit, in focus, and free from shadows or glare

The following are not permitted:

• Sunglasses, hats, or face coverings that obscure the face (except for documented religious or medical accommodations)
• Filters, heavy editing, or altered images
• Group photos or partially cropped images
• Obstructed views of the face (e.g., hair covering eyes or face)
• Low-resolution or unclear images

The University reserves the right to reject any photo that does not meet identification standards and requires submission of a compliant image prior to ID issuance.

University ID cards are used for the following purposes, as authorized based on role and access permissions:

• Verification of identity and affiliation with the University
• Electronic access to authorized campus buildings, rooms, and secure areas
• Access to residence halls and apartments (students with assigned housing access)
• Dining services (for students with meal plans or employees with authorized access)
• Flex Dollars and campus purchasing systems (students)
• Library services
• Recreational facilities
• Attendance at University-sponsored events, including athletic and social events
• Other campus services requiring credential verification

Access privileges are role-based and assigned according to enrollment status, employment role, job function, or authorized need. Access may be modified or revoked at any time based on changes in status or authorization.

All lost, stolen, or damaged ID cards must be reported immediately to Campus Safety. Prompt reporting is required to:

• Prevent unauthorized use of the card
• Deactivate access credentials
• Issue a replacement card

Replacement identification cards are available for a $10 replacement fee. The fee will be charged to the individual’s student or employee account and may be paid through Self-Service, Student Accounts, or at the Business Office by cash, check, or credit/debit card.

Failure to report a lost or stolen ID card may result in unauthorized access and may be subject to disciplinary action or further administrative review.

University ID card access is automatically deactivated when an individual:

• Withdraws or graduates from the university
• Terminates employment or completes an employment contract
• Is otherwise no longer authorized to access university facilities or systems
• Upon separation, individuals are required to return their ID card.

The university maintains ID card access controls to support campus safety and compliance with applicable regulations, including the Clery Act. These controls include:

• Role-based access assignment
• Electronic tracking of access permissions
• Immediate deactivation upon separation or loss reporting
• Coordination with physical key access systems where applicable
• Retention of access records for audit and compliance purposes

All individuals issued University keys are responsible for maintaining their security and proper use.

• Keys may not be loaned, shared, or transferred to any other individual
• Unauthorized duplication of University keys is strictly prohibited
• Keys must be safeguarded at all times
• Doors to secured spaces must remain locked when not in use
• Any suspected unauthorized access or security concerns must be reported immediately to Campus Safety

Lost or stolen keys must be reported immediately to the issuing office and Campus Safety. Prompt reporting is required to assess security risk and determine whether corrective action, including rekeying, is necessary. Failure to report a lost or stolen key may result in disciplinary action and financial responsibility for resulting security measures.

Replacement Fees (During Enrollment or Employment)

• $25 per key replacement
• Payment is required prior to the issuance of replacement keys

Replacement keys are issued through Physical Plant or the designated issuing office after payment verification.

University-issued keys must be returned to the office or department from which they were issued when access is no longer authorized or upon separation from the University, including withdrawal, graduation, or employment termination.

The issuing office or department is responsible for collecting returned keys, maintaining an accurate inventory of issued and returned keys, and notifying Physical Plant of any lost, unreturned, or replacement keys. When applicable, the issuing office will coordinate with Physical Plant and the Business Office to assess and apply any associated charges. If a key is not returned, the following charges may be assessed:

• $250 per unreturned key or key replacement
• $75 per lock core replacement, when rekeying is necessary to maintain the security of University facilities

Charges will be applied to the individual’s student or employee account and, when applicable, deducted from any available deposit. The individual is responsible for any remaining balance not covered by a deposit.

The university maintains strict key control procedures to support campus safety and Clery Act compliance, including:

• Documentation of all key issuance and returns
• Role-based access authorization
• Immediate deactivation or rekeying when security is compromised
• Separation of duties between key approval, issuance, and enforcement
• Mandatory reporting of lost keys or suspected unauthorized access
• Retention of key control records in accordance with institutional policy