Scheduling Facilities at†††††††††††††††††††††††††††††††††††††††††††††††††††† UPPS No. 08.01.12

Freeman Center††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Issue No. 6

†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Effective Date: 06/17/2013

†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Review: September 1 ENY

†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Attachment I, II, III

 

01.†††† POLICY STATEMENT

 

01.01The purposes of this UPPS are:

 

a.†† To identify procedures for reserving the Freeman Center Lodge (lodge) and the multi-purpose classroom facilities by university and non-university sanctioned groups;

 

b.†† To establish user eligibility requirements, priorities and use fees (see Attachment II);

 

c.†† To establish steps for scheduling special service arrangements (food service, audio visual, tables and chairs);

 

d.†† To establish responsibilities for maintenance, custodial work; and

 

e.†† To establish reporting requirements associated with the Freeman Center Lodge and the multi-purpose classroom facilities.

 

02.†††††† PROCEDURES FOR MAINTAINING AND OPERATING OF THE FREEMAN CENTER LODGE

 

02.01Scheduling the Freeman Center Lodge

 

a.    The Freeman Center director will maintain a calendar and make reservations for the lodge. The Freeman Center director will issue keys to sponsoring groups during normal working hours. The department or organization scheduling an event at the lodge is the designated sponsor for reservation purposes. The sponsor will forfeit the key deposit if he or she does not return the key to the Freeman Center director, at the end of the day of the scheduled activity.

 

b.†† The sponsor must complete and submit the Reservation Request Form Attachment I to the Freeman Center director no later than one week before the scheduled activity, or the Freeman Center director (a) may not allow the event; or (b) may charge a late fee.

 

c.†† The Freeman Center director will confirm reservations on a first-come, first-served basis, consistent with the priorities listed in Attachment II, User Eligibility Requirements, Priorities and Use Fees. The Freeman Center director will charge a rental fee based on the priority grouping and use type.

 

d.†† Normal policy allows only one group to use the lodge per day.

 

e.†† Events should complement academic functions, programs, and other non-academic events of the university.

 

f.††† The Freeman Center director will verify that all forms submitted by the sponsor are on hand.

 

g.†† The sponsoring party is responsible for forwarding all completed forms to the proper entities, including the University Police Department, including those required by UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure.

 

h.†† The sponsor must leave the lodge and grounds in the same condition as when the event began. The sponsor must pay for damage or loss of equipment that occurs in connection with the event.

 

i.††† In case of event cancellation, the sponsor will pay the full reservation fee if less than twenty-four hour notice is given and one-half of the reservation fee if more than twenty-four hour notice is given.

 

j.†††† The University Police Department will determine appropriate security for the event and the sponsor will pay for this security.

 

k.†† The Department of Materials Management and Logistics will provide any required special set-ups for university uses, with requests submitted a minimum of seven days in advance. A special set-up is defined as any alteration requested from the standard lodge set-up. Set-up charges for university and non-university events are listed in Attachment II, User Eligibility Requirements, Priorities and Use Fees.

 

l.††† The university will provide routine custodial services (e. g., removal of trash, sweeping, mopping, and dusting) without charge. However, if an event requires services beyond routine normal services (e. g., decoration removal, trash gathering), the sponsor will pay for these charges, based on actual time spent.

 

02.02Regulations and Restrictions

 

a.    The lodge best accommodates groups of fewer than forty people.

 

b.†† Student parties or recreational activities involving alcohol are not allowed at the lodge. Students may use the facility only for faculty- or administrator-directed and monitored activities or events. Sponsors must attend for the entire time students remain.

 

c.†† The dean of Students must approve events for which alcoholic beverages are served as provided in UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedures.

 

d.†† Fundraising events or solicitation activities must conform to university solicitation regulations and laws of the State of Texas.

 

e.†† If university funds pay for the catering, the sponsor must select an off-campus caterer from the Office of Auxiliary Servicesí approved list in UPPS No. 05.03.02, Catered Events-Policies.

 

f.††† The sponsoring group shall assume liability when food or beverages are provided without caterers.

 

g.†† Sponsors must gather and bag all trash, securing it from animals, or the Freeman Center director will assess a fee for this service.††††††††††

 

h.†† The sponsoring party assumes all liability for any event. The sponsoring party must sign a release and indemnity agreement that accepts full responsibility for personal injuries and property damage that may occur from any cause in connection with the event (see Attachment III).

 

02.03 Scheduling the Multi-purpose Classroom Facilities

 

††††††††††††††††††††††† One half of the classroom facility will be reserved for workshops conducted by the Forensic Anthropology Center at Texas State (FACTS). When not used for FACTS workshops, that portion of the classroom facility will be made available for general use. The other half of the classroom facility will be open for scheduling events related to education and research activities conducted at Freeman Center (classes, workshops, conferences, etc.).

a.    The Freeman Center director will maintain a calendar and make reservations for the multi-purpose classroom facilities.

 

b.    The sponsor must complete and submit the Reservation Request Form (Attachment I) to the Freeman Center director no later than one week before the scheduled activity, or the director may not allow the event.

 

c.    The Freeman Center director will confirm reservations on a first-come, first-served basis, consistent with the priorities listed in Attachment II.

 

d.    Events should complement academic functions, programs, and other non-academic events of the university.

 

e.    The Freeman Center director will verify that all forms submitted by the sponsor are on hand.

 

f.     The sponsoring party is responsible for forwarding all completed forms to the proper entities, including the University Police Department, including those required by UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure.

 

g.    The sponsor must leave the lodge and grounds in the same condition as when the event began. The sponsor must pay for damage or loss of equipment that occurs in connection with the event.

 

h.    In case of event cancellation, the sponsor will pay the full reservation fee if less than twenty-four hour notice is given and one-half of the reservation fee if more than twenty-four hour notice is given.

 

i.      The Department of Materials Management and Logistics will provide any required special set-ups for university uses, with requests submitted a minimum of seven days in advance. A special set-up is defined as any alteration requested from the standard classroom set-up. Set-up charges for university and non-university events are listed in Attachment II, User Eligibility Requirements, Priorities and Use Fees.

 

j.      The university will provide routine custodial services (e. g., removal of trash, sweeping, mopping, and dusting) without charge. However, if an event requires services beyond routine normal services (e. g., decoration removal, trash gathering), the sponsor will pay for these charges, based on actual time spent.

 

03.†††††† INCOME REPORTING

 

03.01The Freeman Center director will prepare an annual report of Freeman Center activities that will reflect income from activities at the lodge and the multi-purpose classroom facilities, if applicable.

 

03.02The Freeman Center will retain income from the lodge and deposit it into the Center income account.

 

04.†††††† REVIEWERS OF THIS UPPS

 

04.01††† Reviewers of this UPPS include the following:

 

Position††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Date

 

Assistant Vice President for†††††††††††††††††††††† Sept.1 ENY

Research and Federal Relations

 

Director, Freeman Center†††††††††††††††††††††††††† Sept.1 ENY

†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††

05.†††††† 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.

 

Assistant Vice President for Research and Federal Relations; senior reviewer of this UPPS

 

Associate Vice President for Research and Federal Relations

 

Provost and Vice President for Academic Affairs

 

President