The Chancellor or the president of an institution may authorize the use of property or buildings owned or controlled by the U. T. System or any of the institutions for filming motion pictures or television productions under a written agreement approved pursuant to U. T. System procedures. Requests to film a motion picture or television production shall be reviewed and considered on a case by case basis. Subject to the provisions of this Rule; it shall be within the discretion of the Chancellor or the president of an institution, following consultation with campus security personnel, to determine whether to grant the request. The safety of students, faculty, and staff; the potential for damage to buildings, facilities, or property and for disruption of administrative or academic programs or other scheduled activities; and the subject matter of the film shall be of primary consideration in determining whether to grant a filming request.
The Chancellor or president shall be responsible for ensuring that scheduled time(s) and location(s) for filming do not interfere with administrative and academic programs or other scheduled activities of the U. T. System or any of the institutions.
The Chancellor or the president of an institution must approve either the script for the motion picture or television production or the topic and format for a live or unscripted program.
The production company must identify the persons or entities with an interest in the company.
The production company must provide a policy providing protection against all liability, to the extent possible, with a minimum of comprehensive general liability and property damage insurance issued by a company authorized to do business in the State of Texas naming the Board of Regents, the U. T. System, the institution, and the officers and employees of each as additional insureds, providing coverage for injury and death of persons and damage to property that result directly or indirectly from the negligent or intentional act or omission of, or from the use or condition of any property, equipment, machinery, or vehicle used, operated, or controlled by, the production company or its officers, employees, agents, or subcontractors while on property owned or controlled by the U. T. System or any of the institutions. The scope and limits of coverage shall be determined by the Chancellor or the president of an institution on the basis of the nature and extent of the activities to be conducted by the production company and the property, buildings, or facilities to be utilized. In no event shall the limits of liability for each occurrence be less than $2 million for injury or death of a person and $1 million for property damage.
A use fee will be established in each case based upon the nature and extent of the activities, including costs associated with moving and replacing computers and other equipment and furniture of the production company and the U. T. System property, buildings, personnel, and services that are required to accommodate such activities. The use fee must be paid in advance by a certified or cashiers check made payable to the U. T. System or the institution. If the production company cancels a scheduled use, the deposit, less any expense incurred by the U. T. System or any of the institutions in preparation for such use, will be refunded.
Editorial amendment to Number 4 made May 5, 2008
December 10, 2004