Sewell
Park UPPS No. 08.01.07
Issue
No. 4
Effective
Date: 04/30/2010
Review:
January 1 E3Y
01. POLICY STATEMENT
01.01
This UPPS establishes policies, priorities,
procedures, requirements, responsibilities, and fees for individuals and organizations
to request and use the Texas State University-San Marcos Sewell Park
facilities.
02.
OPERATING PROCEDURES
02.01
Reservation Procedures
a.
Reservation Request Form and Security Deposit
– Reservations must be submitted on the official reservation form (obtained
from Campus Recreation) to the Outdoor Center in Sewell Park. Reservations must
be made at least two weeks in advance of the event or activity. All Sewell Park
reservations must be approved by the Outdoor Recreation graduate assistant or
assistant director of Campus Recreation/Outdoor Recreation. Any large group use
of Sewell Park will require that a security deposit be turned in with the
reservation form. A large group is defined as one hundred or more. The deposit
is held until after the event and the need for deductions is determined.
Campus Recreation will notify
Facilities of all planned events at Sewell Park.
b.
Reservation Confirmation Meeting and Usage
Fee – After an event is approved, the hosting group must schedule a
confirmation meeting with the Outdoor Center graduate assistant or assistant director
of Campus Recreation/Outdoor Recreation no less than ten days prior to the
event date to review park rules, policies, and walk through the park. All non-Campus
Recreation Department groups reserving Sewell Park must pay a usage fee which
is due and payable at the confirmation meeting. This fee may be transferred via
IDT to the Outdoor Center Campus Recreation account.
c.
Reservations are accepted one semester in
advance on the first class day of that semester. Reservations for fall and spring
semesters are approved on a first-come, first-served basis.
d.
The Outdoor Center will accept reservations
for summer semesters in January on the first class day.
e.
Group reservations are limited to currently active
and officially recognized Texas State student or campus organizations and clubs
and academic and support staff departments.
f.
Reservations for non-Texas State sponsored
groups or individuals are not generally allowed. However, Outdoor Recreation
will evaluate these requests on an individual basis.
g.
Sewell Park reservations do not grant
exclusive access to the park; however, groups can reserve certain tables, BBQ
pits, and one volleyball court.
02.02
Requirements
a.
When a group or organization has an approved
facility reservation, a sponsor or designated organization representative must remain
within the Sewell Park area throughout the function.
b.
Organizations using Sewell Park facilities
must comply with the specific regulations itemized on the back of each
confirmed reservation (see Attachment
I).
c.
The hosting party can reserve additional
equipment such as tables and chairs (not recreational equipment) one week in
advance with Materials Management for an additional fee.
d.
Facilities requires Campus Recreation’s
written approval for additional lighting or power use. This service incurs an
additional fee.
e.
Facilities and Campus Recreation staff will coordinate
for events that require setting up tents or driving vehicles into the park by
marking irrigation lines and heads.
f.
Outdoor Recreation must approve selling or
giving away food or refreshments.
g.
The hosting party must use a
university-approved caterer (see UPPS No.
05.03.02, Attachment II).
h.
The university requires groups with one
hundred or more people to hire University Police Department (UPD) officers and
Grounds personnel for the event’s duration (four-hour minimum), paid for by the
reserving group.
i.
Reserving groups must notify Facilities in
advance of concerts or events requiring two hundred twenty volt electricity.
The reserving party will incur an additional fee. Such events must follow the university
policy for concerts and amplified music (see SA/PPS
06.01).
j.
All events occurring outside the Outdoor
Center’s normal business hours (12 p.m. – 6 p.m.), including weekends, will
incur a fee of $7.50 – $15.00 per hour to pay for park attendants. Outdoor
Recreation will determine this fee.
02.03
Responsibilities
a.
Organizations using Sewell Park are
responsible for property damage or theft from reserved facilities. The reserving
party will reimburse Texas State for expenditures which result from incidents
occurring during the time of their reservation. Campus Recreation-Programs will
work with Facilities and Financial Services or the university treasurer to
establish appropriate charges for damaged property or theft. The director of Campus
Recreation or a designated representative will deduct the damages from the
security deposit and will collect any damages in excess of the deposit from the
appropriate individuals.
b.
Organizations will notify the Outdoor Center Office
of reservation cancellations at least ten days in advance of the reserved date.
A credit voucher will be issued to the organization for the amount collected to
date. This credit will be applied for a future reservation. Failure to comply
with this responsibility, except due to bona fide emergencies, may adversely
affect future reservation requests.
c.
Personnel using restroom facilities will ensure
that all lights and water valves are turned off when not needed, to reduce
expenses and maximize utility conservation.
d.
Outdoor Recreation will arrange for restrooms,
recreation equipment, and extra trash cans.
e.
All events scheduled on Sunday-Thursday must
end by 11 p.m. and those on Friday and Saturday must end by 12 midnight.
f.
Vehicle access to sites within Sewell Park
requires special permission. Drivers may move vehicles in for set-up and
take-down but may not park vehicles in the park during the event. Outdoor
Recreation will grant permission to operate a vehicle in the park. Vehicles
permitted in the park must operate on sidewalks and slabs only, never on the
grass.
02.04
Special Responsibilities for Large Groups
(100 or more)
a.
Large groups of one hundred or more using Sewell
Park for evening functions after 6 p.m. must pay for UPD personnel. The director
of UPD and Outdoor Recreation will determine the number of officers needed.
Outdoor Recreation may require security or UPD personnel for some large events
that occur before 6 p.m. The director of UPD reserves the right to substitute
guard personnel for police personnel, depending on the participants anticipated
and the nature of the event. Large
events, such as concerts and events that feature DJs or highly amplified music
will require two security officers. Campus Recreation and UPD will make all
arrangements for scheduling UPD personnel. Campus Recreation must receive a
completed reservation form, containing all signatures ten days in advance of
the event. Final approval of the reservation depends on UPD’s ability to staff
the event.
b.
Large groups of one hundred or more that
include children under the age of ten that are planning on swimming must pay
for the services of lifeguards. The number of lifeguards necessary and the
arrangements for scheduling them will be the responsibility of the assistant director
of Campus Recreation/Outdoor Recreation. Lifeguards cost $15-$20 per hour per
guard.
03.
REVIEWERS OF THIS UPPS
03.01
Reviewers of this UPPS include the following:
Position Date
Director
Campus Recreation January
1 E3Y
Associate
Director, Campus Recreation- January
1 E3Y
Programs
Assistant
Director, Campus Recreation/ January
1 E3Y
Outdoor
Recreation
04.
CERTIFICATION STATEMENT
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.
Director
of Campus Recreation; senior reviewer of this UPPS
Associate
Vice President for Student Affairs and Dean of Students
Vice
President for Student Affairs
President