01.01 We at Texas State are committed to the provision and maintenance of appropriate physical facilities which contribute to a comfortable and conducive learning and work environment. The following procedure contributes to the fulfillment of this policy.
01.02 Demand for the use of physical education and athletic facilities necessitates the adoption of procedures for the day-to-day scheduling of facilities for the entire academic year. Departments normally involved in the use of these facilities include: Athletics; Health, Physical Education and Recreation; Recreational Sports; the Band; the Strutters; Continuing Education; and the Registrar's Office.
01.03 The specific objectives of this UPPS are:
a. To determine the person responsible for each facility (see Attachment V),
b. To identify the procedure to be used in establishing an hour-by-hour schedule for each situation,
c. To identify the procedure to be followed for making a reservation,
d. To establish the user eligibility requirements and priorities, and
e. To establish a usage fee and deposit amount for each facility.
02.01 Scheduling of facilities for physical education, athletic contests and recreational sports programs.
a. A scheduling committee consisting of the Director of Athletics, the Chair of Health, Physical Education and Recreation, and the Director of Recreational Sports will consult with all users and establish an annual schedule. This committee will meet on February 1st annually to prepare the schedule for the following academic year. The document will be ready no later than February 15 and will be signed by all parties (Attachment I, Facility Schedule).
b. This UPPS sets a schedule for the fall and spring semesters; the summer school schedule is excluded because it requires more flexibility. The Director of Athletics, the Chair of Health, Physical Education, and Recreation, and the Director of Recreational Sports will meet on November 15 annually to prepare the schedule for summer school.
c. Priority Use
Facilities are normally used according to the following priorities:
1st - Physical Education for an instructional purpose
2nd - Varsity Athletics for an official athletic contest
3rd - A Recreational Sports program.
02.02 Facility Reservation Procedures
a. A reservation form, worksheet and charge form (Attachment II, Attachment III, and Attachment IV) will be obtained from the facility director.
b. A reservation will be confirmed on a first-come, first-served basis.
c. A reservation can be made one year in advance, except for Strahan Coliseum and auxiliary gyms 101 and 102, and must be made no less than one week prior to the first date of the reservation. A reservation received after the deadline will be confirmed subject to space availability and at the discretion of the facility director. Strahan Coliseum and auxiliary gyms 101 and 102 may be reserved after September 30th of each year.
d. When applicable, the facility director (Attachment V) will assess the rental fee, required deposit, and delete additional fees necessary for a supervisor.
e. The organization requesting the reservation will be responsible for completing each necessary form and obtaining approval from each individual indicated on the reservation form.
f. After the forms are completed, they will be returned to the facility director for final approval.
g. No reservation will be approved that conflicts with an already scheduled class, athletic event, or recreational sports activity.
h. An individual department, office, or organization is limited to two different weekend reservations per long semester (fall or spring). The summer scheduling will be more flexible due to the nature of summer programming. Any exception will be made at the discretion of the facility director.
i. During a scheduled recreational time, one double gym will remain open for drop-in use by students, faculty, and staff.
j. A banquet or activity serving food of any kind will be prohibited in Strahan auxiliary gym 101A and B (wood floor gym).
k. Reservations for use during graduation and for registration will be made no less than one year in advance.
l. The Recreational Sports Office will maintain a system and receipt book for depositing rental money into an E & G account to be forwarded to the state.
m. The Recreational Sports Office will maintain a system for collecting facility deposits. The deposits will be collected prior to the first day of the event and kept until the completion of all activities. At that point, the Recreational Sports Office will determine if and how much of the deposit will be returned according to the group's compliance with the rules and the condition of the facility and equipment.
n. Exceptions to the above stated procedures are as follows: 1st - A reservation for Strahan Coliseum 2nd - A reservation for Bobcat Stadium 3rd - A reservation for Strahan auxiliary gym, 102A and B when sponsored or arranged by the Strahan business manager. In these situations the money will be deposited into an athletic department income generating account.
02.03 Facility Reservations for Bobcat Stadium
a. Whenever a University organization (Band, Strutters, etc.) wishes to reserve Bobcat Stadium for practice, its sponsor will contact the Director for Bobcat Stadium (Athletic Director) and give him the date and time the organization wishes to use the field. He will submit a work order to the Physical Plant and see that the necessary preparations are made.
02.04 Eligible Users/Fee Categories. In addition to the priority usage described in section 02.01.c, the facilities may be reserved by any University group. The categories below are listed according to fee schedules, not use priorities. The fee categories are as follows:
a. Physical education, athletic and recreational sports programs for internal operational use. University departments, organizations or events funded and paid for from E & G accounts; used for academic pursuits, instructional in nature and intrinsic to their operations. Marching band when using the intramural (band) field for practice. The Registrar's Office for registration purposes. The Office of Academic Affairs for graduation ceremonies.
b. University departments, offices and registered student organizations (not covered in paragraph 02.04a) when used for activities intrinsic to their programs, not charging admission or if charging, not making a profit, and paying from University accounts. Examples are College Day, Job Fair, etc.
University departments, offices and registered student organizations when used for recreational purposes, not charging admission and paying from University accounts.
University in-house camps (staffed by university personnel) such as Athletics and Continuing Education whose operations are contingent on the specific facilities and cannot be held elsewhere on campus.
c. University departments, offices and registered student organizations when use is intrinsic to their programs and they are contracting outside groups who will pay usage fees.
University departments, offices and registered student organizations for fund-raising activities not intrinsic to their programs but staffed primarily by University personnel.
d. University departments, offices and registered student organizations when use is not intrinsic to their operations, i.e., fund-raising, when contracting with outside groups who are paying usage fees.
e. Users described in paragraphs 02.04 a-d holding facilities as back-up space. If the facilities are released three (3) or more days prior to the activities, no fees will be charged; if the facilities are used, full price will be charged.
f. Non-eligible users given exceptions through the President's Cabinet.
Facility rental rates for users was described in paragraphs 02.04 a-f are identified in section 02.06.
Interpretations of these priorities or rental rates will be made by Health, Physical Education and Recreation, and Athletics. Exceptions can be made by President's Cabinet (PC).
02.05 Non-eligible users and uses
The following requests for usage are not authorized:
a. Requests by non-university groups. Any groups receiving exceptions to this policy through PC are required to have University sponsors.
b. Use for parties or social gatherings.
Interpretations of eligibility status will be made by Health, Physical Education and Recreation, and Athletics. Exceptions can be made by PC.
02.06 Facility Rental Rates and Deposits
The "User" code refers to appropriate paragraph in 02.04. The rental rates for athletic facilities by category are listed as follows:
Facility User Rate Strahan Coliseum
deposit - $500.00a no charge
b $30.00/hour
c $60.00/hour
d $90.00/hour
e 1/2 of hourly rate
f $120.00/hourStrahan Coliseum
Maroon and Gold Rooma no charge
b N/A
c $20.00/hour
d $40.00/hour
e 1/2 of hourly rate
f $50.00/hourBobcat Stadium
deposit - $500.00a no charge
b $62.50/hour
c $125.00/hour
d $200.00/hour
e 1/2 of hourly rate
f $225.00/hourBobcat Stadium,
Maroon and Gold Room
deposit - $160.00a no charge
b N/A
c $20.00/hour
d $40.00/hour
e 1/2 of hourly rate
f $50.00/hourJowers Center (except handball courts) and Strahan auxiliary gyms 101A & B, 102A & B & 103 deposit - $160.00 a no charge
b $12.50/hour
c $25.00/hour
d $40.00/hour
e 1/2 of hourly rate
f $60.00/hourHandball/Racquetball Courts
deposit - $20.00/Courta no charge
b $2.00/hour
c $3.00/hour
d $5.00/hour
e 1/2 of hourly rate
f $10.00/hourJowers Center Gymnastics Room deposit - $60.00 a no charge
b $5.00/hour
c $10.00/hour
d $15.00/hour
e 1/2 of hourly rate
f $25.00/hourAqua Sports Center Gym and West Campus Gym
deposit - $80.00a no charge
b $5.00/hour
c $10.00/hour
d $20.00/hour
e 1/2 of hourly rate
f $30.00/hourAqua Sports Center Swimming
Pool deposit - $160.00a no charge
b $12.50/hour
c $25.00/hour
d $40.00/hour
e 1/2 of hourly rate
f $60.00/hourTennis Courts
deposit - $160.00a no charge
b $12.50/hour
c $25.00/hour
d $40.00/hour
e 1/2 of hourly rate
f $60.00/hourIntramural Fields
deposit - $60.00a no charge
b $5.00/hour
c $10.00/hour
d $15.00/hour
e 1/2 of hourly rate
f $25.00/hourGroups wishing to reserve space as rain sites will be assessed a fee equal to one hour's use. The fee will be collected at the time the reservation is made. If the space is used, the fee will be applied to the rental fee. If the space is released prior to the event, there will be no additional charge; but if the space is not released an additional one hour usage fee will be assessed.
All hourly rates are based on any portion of an hour used.
When admission is charged, the fee is either the hourly rate or 12% of the gross income, whichever is greater, plus operational costs.
Additional charges may be assessed for staffing requirements, set-up, clean-up, etc. The fees will be determined by facility directors.
02.07 Schedule Adjustments
a. Adjustments in the schedule for additional instructional classes may be warranted by increased student enrollment, graduate night classes, and adult and continuing education classes. Adjustments will be made only after consultation and agreement with the offices that are affected by the adjustments. If an agreement cannot be reached, it will be channeled through the appropriate vice presidents.
02.08 Scheduling directors for facilities are as follows:
Jowers Center and Strahan 101A & B,102A & B & 103 - Associate Director of Recreational Sports
Strahan Coliseum (main floor) - Athletic Business Manager
Bobcat Stadium - Athletic Director
Intramural Fields - Associate Director of Recreational Sports
Tennis Courts - Varsity Tennis Coach
Aqua Sports Center - Associate Director of Recreational Sports
Jowers Field - Armory Field - Athletic Director
West Campus Gym and Track - Associate Director of Recreational Sports
03.01 Major responsibilities for routine assignments associated with this UPPS include the following:
Position Section Date Scheduling Committee 02.01a February 15 EY Scheduling Committee 02.01b November 15 EY Chair, HPER Review October 1 E4Y* Director of Athletics Review October 1 E4Y* Director of Rec. Sports Review October 1 E4Y*
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.
Dr. Robert Patton, Interim Chair, Health, Physical Education, and Recreation; Reviewer of this UPPS
Mr. Bill Miller, Director of Athletics; Reviewer of this UPPS
Mr. John Angell, Director of Recreational Sports; Reviewer of this UPPS
Dr. Rollo Newsom, Vice President for Academic Affairs
Dr. Michael Abbott, Executive Vice President
Dr. Leatha Miloy, Vice President for Student and Institutional Relations
Dr. Jerome Supple, President