Management of Freeman Ranch Lodge††††††††††††††††††††††† UPPS No. 08.01.12
†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Issue No. 5
†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Effective Date: 06/29/2011
†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Review: September 1 ENY
01.†††† POLICY STATEMENT
01.01† The purposes of this UPPS are:
a.†† To identify procedures for reserving the Freeman Ranch Lodge (lodge) 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 Ranch Lodge.
02.†††††† PROCEDURES FOR MAINTAINING AND OPERATING OF FREEMAN RANCH LODGE
02.01† Scheduling the Freeman Ranch Lodge
a. The Freeman Ranch manager will maintain a calendar and make reservations for the Freeman Ranch Lodge. The Freeman Ranch manager 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 manager 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 Ranch manager no later than one week before the scheduled activity, or the manager (a) may not allow the event; or (b) may charge a late fee.
c.†† The Freeman Ranch Manager 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 Ranch manager 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 Ranch manager 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 hours notice is given and one-half of the reservation fee if more than twenty-four hours notice is given.
j.††† The University Police Department will determine appropriate security for the event and the sponsor will pay for this security.
k.†† Materials Management 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.
02.02† Regulations and Restrictions
a. The Freeman Ranch 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. The Freeman Ranch strongly suggests that a TABC-approved server is always used.
d.†† Fund-raising 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 manager will assess a fee for this service.††††††††††
h.†† The sponsoring party must assume 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).
03.†††††† REPORTING OF INCOME
03.01† The Freeman Ranch manager will prepare an annual report of Freeman Ranch activities that will reflect income from activities at the Freeman Ranch Lodge.
03.02† The Freeman Ranch will retain income from the lodge and deposit it into the ranch income account.
04.†††††† REVIEWERS OF THIS UPPS
04.01††† Reviewers of this UPPS include the following:
Assistant Vice President for ††††††††††††††††††††† Sept. 1 ENY
Research and Federal Relations
Managing Director of Freeman ††††††††††††††† Sept. 1 ENY
Ranch Teaching and Research Center
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