01.01
This
UPPS establishes general policy regarding scheduling of university facilities,
provides basic information about facilities available, and references policy
and procedures statements of other departments or offices containing specific
information for scheduling certain facilities.
02.01 The term “facilities” applies to all real
property under the legal university jurisdiction, including:
a. Classrooms – any space which is
regularly used for direct instruction of students (e. g., seminar rooms and
laboratories);
b. Residential Areas – any facility
devoted to providing residence hall or apartment housing to university
students, faculty, or staff;
c. Offices – any space regularly assigned
to employees for conduct of academic, administrative, or clerical work;
d. Service
Areas – any special facility utilized for public access to services other
than direct instruction (e.g., Albert B. Alkek Library, J. C. Kellam, LBJ
Student Center, University Performing Arts and Conference Center (UPACC), Evans Auditorium, Theatre Center);
e. Work Areas – any facility utilized for
normal university operations which is not generally open to the public (e. g.,
Utilities Station, Warehouse, Mail Room, Computing Center);
f. Parking Areas – any space designated
for regulated vehicle parking by employees, students, or campus visitors;
g. Grounds – all remaining outdoor areas
not included in categories defined above; and
h. Other University Properties –
properties away from the San Marcos campus but owned or managed by the university,
including the Freeman Ranch, the University Camp, and the Round Rock Higher
Education Center (RRHEC) campus.
03.01
Final
authority for scheduling and utilization of all university facilities rests
with the president. The university will
apply this UPPS consistently with the rules and regulations promulgated by the
Board of Regents, The Texas State University System (System). Those
preparing or revising the detailed policies mentioned below should direct
special attention to the section of Chapter VII of Regents’ Rules that includes
System regulations regarding the use of System facilities by component
organizations and by outside groups, including political or religious
organizations.
03.02 List of scheduling policy and procedure
statements and associated facilities:
a. UPPS No. 08.01.02 – Scheduling of Health, Physical
Education and Recreation, Athletic and Campus Recreation Facilities which
includes Jowers Center, Strahan auxiliary gymnasium, handball and racquetball
courts, Jowers Field, Strahan Coliseum, Bobcat Stadium, University Camp,
intramural fields, tennis courts, Aqua Sports Center gym and pool, and other
athletic or campus recreation fields or facilities not listed separately below.
b. UPPS No. 08.01.06 – Student Recreation Center
c. UPPS No. 08.01.07 – Sewell Park
d. UPPS No. 08.01.10 – Scheduling of Evans Auditorium,
University Performing Arts and Conference Center, University Theatre, and Glade
Theatre
e. UPPS No. 08.01.12 – Management of Freeman Ranch Lodge
f. UPPS No. 08.01.13 – Reservation Policies - LBJ Student
Center and Student Center Mall
g. UPPS No. 08.01.15 – Scheduling of 11th Floor
J.C. Kellam (Reed Brantley Parr Room, JCK 1100 and Regents Room, JCK 1140,
lobby area, kitchen and balconies)
h. UPPS No. 07.03.02 – Scheduling of Residential
Facilities for Special Activities
i. UPPS No. 07.04.05 – Expressive Activities on Campus Grounds (includes Quad, grassy
mall in front of the J.C. Kellam Administration Building, and paved mall area
between Alkek Library and the LBJ Student Center)
j. UPPS No. 05.07.02 – Parking and Transportation
k. Academic Affairs PPS 20.02 – Scheduling the Conference Room at
the Texas Rivers Center
03.03 Designated schedulers for teaching theatres,
auditoriums, conference and meeting rooms on campus are listed at: http://www.fss.txstate.edu/planning/spmgt/conferencerooms.html.
03.04 Other facilities not covered in separate
policy and procedure statements and the designated scheduler include:
a. Aquarena Center – River Systems Institute, http://www.aquarena.txstate.edu/Special-Use-Facilities.html
b. Classrooms – Registrar, http://www.registrar.txstate.edu/faculty-staff/rooms.html
c. LBJ Student Center outside mall, covered
patio, second floor paseo and lobby, and Quad – Campus Activities and Student
Organizations in the LBJ Student Center, http://www.lbjsc.txstate.edu/caso/programs/solicitation/contentParagraph/0/content_files/file8/SolicitationForm_09-2009.doc
d. Round Rock Higher Education Center (RRHEC)
Campus
1) Avery Building – RRHEC Director
2) Nursing Building – Associate Dean and
Director of Nursing
e. Spaces assigned to departments, centers and
colleges – Reservation requests should be directed to the department chair,
center director or dean.
03.05 In scheduling
university facilities for official events, the departments and offices
identified above have final approval authority. The affected vice presidents
will resolve conflicts concerning priorities. Only the president or a designee
may make exceptions to this provision. Any funds collected for auxiliary
facility use will go to the appropriate income account for that facility.
Exceptions to this provision may be made by the president or his or her
designee.
03.06 Contractual
conditions relating to permissible assignment or scheduling may apply to
facilities leased by or from the university. Those leasing space must secure
approval through the appropriate administrative channels. The real estate
specialist in the office of the vice president for Finance and Support Services
handles leasing of university facilities. Any funds collected for leasing
educational and general facilities (e.g., Alkek Teaching Theatre, Centennial
Teaching Theatre, etc.) will go to the Miscellaneous Income account.
03.07 Departments
that administer facility reservations shall ascertain the reserving party’s
need for outbound audio or video transmissions and consult with Technology
Resources should there be such a need. To assure compliance with this
provision, departments that administer building or room reservations should
include the following (or similar) statement on all reservation applications
and request forms: “Outbound streaming of audio or video is not permitted from
this facility without advance notice and consultation. The reserving party
declares that it DOES/DOES NOT (circle one) wish to stream audio or video from
this facility.”
03.08 Any person or organization that sponsors an
on-campus event must obtain the prior written approval from the dean of
Students or his or her designee for the sale, service or consumption of
alcoholic beverages. The dean of Students has discretion to disapprove
consumption of alcoholic beverages at any event. Please see UPPS No. 05.03.03, Alcoholic Beverage Policy and
Procedure.
04.01 Reviewers of this UPPS include the following:
Position Date
Associate
Vice President for Finance June 1
E10Y
and
Support Services Planning
This UPPS
has been approved by the following individuals in their official capacities and
represents Texas State policy and procedure from the date of this document
until superseded.
Associate
Vice President for Finance and Support Services Planning; senior reviewer of
this UPPS
Vice
President for Finance and Support Services
President