Scheduling of Evans Auditorium,                                    UPPS No. 08.01.10

University Theatre, and Glade Theatre                            Issue No. 4

                                                                                                Effective Date: 02/03/2012

                                                                                                Review: June 1 E5Y

                                                                                                Attachments I, II, III, IV

 

01.       POLICY STATEMENT

 

01.01  This UPPS sets forth policy and procedures for scheduling the three facilities listed in the title of this UPPS.

 

02.       PROCEDURES FOR SCHEDULING OF THESE FACILITIES

 

02.01  The Evans manager, School of Music, 512-245-8484, schedules events for Evans Auditorium. The Department of Theatre and Dance, 512-245-2147, schedules events for the University Theatre and the Glade Theatre.

 

02.02  Users of the above facilities should contact the proper office to determine availability (see also Attachment I – Reservation form for Evans Auditorium; Attachment II – Reservation form for The University Theatre; and Attachment III – Reservation form for the Glade Theatre).

 

02.03  Those scheduling university-wide or public events in the facilities covered in this UPPS must calendar their events in the LBJ Student Center Services Office as soon as possible including room and phone numbers to assure inclusion in official university calendar listings.

 

02.04  The department responsible for the venue will accept reservation requests for consideration for the following academic year on the following timetable:

            

Priority 1:       February 15 through March 31

             Priority 1-3:    April 1 through April 30              

             Priority 1-5:    May 1 through May 31

             All priorities: June 1 and after on a first-come, first-served basis (see Section 03.01).

            

Persons desiring reservations should submit their requests at least ten working days before the date of the event.

 

02.05  If a scheduling adjustment or cancellation is necessary, the dean of the College of Fine Arts and Communication will determine the appropriate schedule for the facility. The managing unit, at its discretion, may reserve the facility between academic terms (the end of final exams through the start of classes for the next term) for maintenance purposes or staffing reasons.

 

02.06  Upon the recommendation of the School of Music or the Department of Theatre and Dance and with the approval of the dean of the College of Fine Arts and Communication and the dean of Students, Texas State may deny use of a facility to any person or group that has demonstrated a failure to properly care for a facility.

 

03.       SCHEDULING PRIORITIES

 

03.01   The following chart shows the scheduling priorities for the four facilities.

 

Priority

Event

1

Academic needs of the School of Music and the Department of Theatre and Dance

 

University arts events and presidential events

2

Academic needs of other academic departments

 

Commencement and honors ceremonies

 

Orientation programs

3

Events conducted by other university departments

4

Events conducted by registered student, faculty, and staff organizations

5

Continuing education activities sponsored by entities other than the university

6

Other events sponsored by entities other than the university

 

03.02  A user questioning the assigned priority should direct appeals to the dean of the College of Fine Arts and Communication, whose decision is final.

 

04.       PROCEDURES FOR PERSONNEL AND MANAGEMENT

 

04.01  The director of the School of Music (Evans) and the chair of the Department of Theatre and Dance (Theatre and Glade Theatre) directly supervise the management and operation of these three facilities.

 

04.02  The director of the School of Music (Evans) and the chair of Theatre and Dance (Theatre) will approve and assign all personnel needed to operate equipment (lights, sound, house curtains, etc.) in these three facilities for any event. In consultation with the organization using a facility, these individuals will determine the number of workers needed to manage each event effectively.

 

04.03  The chief of University Police, the director of the School of Music, or the chair of the Department of Theatre and Dance may require security. Sponsoring organizations shall assume the financial responsibility for security and any damages to facility equipment. Sponsors will pay the following security costs: police officers, $35/hour, minimum of four hours; guards, $25/hour, minimum of four hours.

 

04.04  Requests for security must be made ten days in advance of the scheduled event.

 

05.       PROCEDURES FOR MAKING PAYMENTS FOR FACILITY USE

 

05.01  The priority grouping (see Section 03.01) determines the fee charged for the use of space and personnel required for each event. Attachment IV lists the specific charges. The dean of the College of Fine Arts and Communication may amend the fee schedule under appropriate circumstances.

 

05.02  Fifth and sixth priority users should make their checks out to Texas State University and submit to the appropriate school or department upon completion of services. The cashier should receive checks from the respective school or department on the day the department receives them, securing a receipt. The department must make the deposit no later than three working days following receipt.

 

06.       REVIEWERS OF THIS UPPS

 

           06.01   Reviewers of this UPPS include the following:

 

Position                                                          Date

 

Director, School of Music                           June 1 E5Y

 

Chair, Department of Theatre                    June 1 E5Y

and Dance

 

07.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and presents Texas State policy and procedure from the date of this document until superseded.

 

 Director, School of Music; senior reviewer of this UPPS

 

 Dean, College of Fine Arts and Communication

 

 Provost and Vice President for Academic Affairs

 

 President