|Policy Title:||425 - Scheduling Campus Facilities|
|Type of Policy:||Modification of an existing policy .|
|Draft Number and Date:|
|President's Council Sponsor:||Val Peterson||Ext.||8424|
|Policy Steward:||James Michaelis||Ext.||8996|
|Title||Scheduling Campus Facilities||Number||425|
|Section||Facilities, Operations, and Information Technology||Approval Date|
|Subsection||Facilities and Scheduling||Effective Date|
1.1 Utah Valley University strives to serve its campus community and the community at large by offering its facilities for use when possible. This policy governs how requests for the use of UVU facilities are approved, what requirements those using UVU facilities must meet, and what types of fees are charged for university and non-university entities.
2.1 Utah Code 20a-8-404
2.2 Utah State Board of Regents’ Policy R255 Scheduling and Authorizing Use of
2.3 Utah State Board of Regents’ Policy R751 Capital Facilities Space Scheduling and Assignment
2.4 UVU Policy 157 Alcoholic Beverages, Unlawful Drugs, and other Illegal Substances
2.5 UVU Policy 158 Tobacco
3.1 Co-sponsored events: Events that are the result of a formalized professional relationship between university and non-university entities. These events include, but are not limited to, conferences, programs, workshops, activities, or seminars held at university facilities and properties. The hosted event must be supported in full or part by a university department, UVUSA, or university-chartered club and scheduled as part of the university entity’s mission. University entities must assume responsibility for any costs that may be associated with the event. The university entity must have a major role in the planning and hosting of the event and provide services and resources for the event. A representative of the university entity must execute an appropriate university agreement prior to the event.
3.2 Fronting: When a university or non-university individual or organization uses university space/facilities and services under the false representation to the scheduling office that the activity is a co-sponsored event, whether the representation is made by another member of the university community or a non-university individual or organization.
3.3 Non-profit entity: An organization with IRS 501C3 or 170B1A status.
3.4 Non-university entity: Any non-UVU group that is not covered by the state of Utah Risk Management insurance and receives no operational funding from UVU.
3.5 University entity: Any group funded by UVU and covered by the state of Utah Risk Management insurance.
4.1 The Utah State Board of Regents has directed that each institution develop policies that provide convenient and appropriate means for approving and scheduling the use of campus facilities it deems appropriate. As authorized by the Board of Regents, the President shall develop space scheduling policies appropriate for the University.
4.2 Use of campus facilities, whether by non-university or university entities, shall not interfere with instructional activities or any other part of the institution’s mission. Fronting, as defined in section 3.2, is prohibited.
4.3 Certain offices and others are designated by President’s Council for scheduling university facilities.
4.4 All events must be scheduled through the appropriate scheduling office. Requests to use university facilities may be reviewed for health and safety concerns and for compliance with university policy, state and federal law. Appeals to the decision of the involved scheduling office may be made to the Associate Vice President of Facilities Planning and the Vice President of Finance and Administration.
4.5 The appropriate scheduling office will inform both university and non-university entities of university policies and procedures and ensure all requirements are met prior to use of the facilities.
4.6 Co-sponsored events shall follow the same requirements as university entities.
4.6.1 University administration and the Office of Clubs & Organizations hold the right to deny any non-university entity from co-sponsoring an event with a club due to the nature of the event. When a non-university entity contacts a UVU-sponsored student club to co-sponsor an event, the following must be complied with:
1) The event, group, or organization must fulfill the mission and purpose of the club stated by the club’s constitution and charter form.
2) The club must be heavily involved with all aspects of the planning, publicity, and day of event. Only the authorized club officer or faculty sponsor may submit scheduling requests.
3) The non-university entity must also be involved in the planning and implementation of the co-sponsored event.
5.1 University Offices Responsible for Facility Scheduling
5.1.1 The President’s Council has designated these University entities with the responsibility for scheduling university facilities as follows:
Facilities Responsible For
Academic Scheduling and Curriculum
Classrooms and Labs (for credit classes only)
All other university facilities, including:
Alumni and Visitors Center
Outside areas (such as courtyards)
Events Center Office
Events Center parking lots
Office of Engaged Learning
Capitol Reef Field Station
Sorensen Center Scheduling Office
Student Life and Wellness Center
5.2 Scheduling, Fees, and UVU Dining Services
5.2.1 All non-university or university department co-sponsored events must be accompanied by a rental/use agreement prepared by the appropriate scheduling office. Refer to the appropriate scheduling office’s website for fees, cancellations, and refund information.
5.2.2 For all scheduled events in university facilities (with the exception of the events center, the baseball facility, and the Capitol Reef Field Station), any and all food must be scheduled through UVU Dining Services. On-campus groups may provide their own food with written approval from UVU Dining Services. UVU Dining Services has first right of refusal with providing food and beverage service for all events scheduled on UVU campuses (excluding Building L, Wasatch Campus, and the events center); if UVU Dining Services cannot accommodate the request, UVU Culinary Arts may be considered.
5.3.1 When it is determined that university and/or non-university entities have been fronting, their event will be canceled and they will be charged the full rental fee for the event.
5.3.2 Non-university entities that have engaged in fronting shall be forbidden from scheduling any events in the future on university property.
5.3.3. University entities that have engaged in fronting may be charged a rental fee for the current event and any future events; university employees that have engaged in fronting may face potential discipline.
5.4 Use of University Facilities by University Entities
5.4.1 University department or state entities may be required to pay expenses including, but not limited to staffing, custodial, sound and lighting, piano tuning and moving, security, etc. An estimate of these expenses will be provided before entering the required use agreement. An estimate is not binding; other costs that may arise will be billed.
5.4.2 University-sponsored events or users charging a registration fee will be charged a usage fee per registrant. (This does not apply to the events center or the Capitol Reef Field Station.)
5.4.3 Scheduling requests for university-chartered clubs must be made by the club officer or club advisor.
5.5 Use of University Facilities by Non-University Entities
5.5.1 For non-university entities requesting space for the sole purpose of hosting a fully catered meal, no insurance is required.
5.5.2 All non-university entities are required to pay a rental fee and expenses; university department co-sponsored entities are required to pay a usage fee. Fees are charged as follows:
1) The events center charges fees to all entities.
2) The Capitol Reef Field Station charges a rental fee to all entities.
5.5.3 Non-profit organizations will be charged half-price rental for the Sorensen Center and other facilities, excluding the events center, the baseball facility, and the Ragan Theater. Documentation is required as proof of IRS501C3 and 170B1A status.
5.5.4 Only Campus Scheduling is authorized to schedule department labs, fields, etc., for non-credit events and/or to non-university entities. University entities or non-university entities that wish to schedule these facilities for non-credit events must do so through Campus Scheduling.
5.6 Scheduling Sorensen Center Facilities
5.6.1 In this order, the Sorensen Center Scheduling Office will give priority scheduling to: 1) UVUSA, 2) university entities, and 3) non-university entities. UVUSA must submit their master calendar by June 1 for scheduling requests for the coming academic year; after June 1, all scheduling requests will be considered based on the receipt date of the request.
5.6.2 Campus Scheduling and the Sorensen Center Scheduling Office do not accept scheduling requests from students unless it is for a private, personal event (such as a wedding) unrelated to university functions.
5.6.3 Instructors are required to submit requests on behalf of their students for all functions related to academic classes.
5.7 Scheduling the Events Center and Baseball Facility
5.7.1 In this order, scheduling priority is given to: 1) the University, 2) Athletics, and 3) non-university entities. When conflicts occur over scheduling of events, the Director and the events center Board decide which event has precedence and is in the best interest of the University.
5.7.2 The events center prioritizes the catering for meals through 1) UVU Culinary Arts, 2) UVU Dining Services, and 3) outside vendors for required services.
5.7.3 Concessions are run by the events center. They may also work with outside vendors to come into the events center and baseball facility to sell their products.
5.7.4 The events center charges a fee plus expenses determined by the Director and the Board for the use of any room space in the event center and the baseball facility. A non-refundable deposit is required.
5.8 Scheduling Classrooms for Credit Classes
5.8.1 The Academic Scheduling and Curriculum (ASC) office coordinates with all academic departments in the production of semester class schedules for credit classes. Classroom and specialty lab space for credit classes is scheduled in the following order for each semester:
1) Priority scheduling
2) Active academic class sections
3) Additional academic class section requests
4) Supplemental time requests
22.214.171.124 Priority scheduling is given to the following:
1) Accessibility Services Department requests, as required by law, for student and faculty needs;
2) Dedicated or specialty labs (science, art, computer, etc.);
3) Space approved by the AAVP;
4) Special programs (Learning Communities, Structured Learning Assistance, etc.).
126.96.36.199 Scheduling of active academic class sections are:
1) Based on initial proofing reports reviewed by academic departments.
2) Based on academic department building preferences, section enrollment limits, and room capacity.
188.8.131.52 To maximize space utilization, active academic class sections must adhere to standard start times as published to ASC’s web page.
184.108.40.206 Additional academic class section requests are:
1) Processed based on receipt date.
2) Accepted only from authorized department scheduler(s) or department chair.
220.127.116.11 Supplemental time requests:
1) Must be directly related to a class section (seminar, guest speaker, study time, etc.) and must be an event to which the public is not invited. (If the public is invited, the event must be scheduled through Campus Scheduling.)
2) Accepted only from authorized department scheduler(s) or the department chair.
18.104.22.168 Students in need of space for personal study/review sessions must schedule the library group study rooms through the library website.
22.214.171.124 Non-academic requests for use of classrooms and labs can begin:
Fall Semester– July 15
Spring Semester– November 1
Summer Semester– March 1
5.9 Scheduling the Capitol Reef Field Station
5.9.1 Scheduling is done on a semester basis. Each semester has a posted deadline for reservation requests, which can be found the CRFS website. All requests received by the deadline are reviewed together and approved or denied. Any reservation requests received after the semester deadline are reviewed on a first-come, first-served basis.
5.9.2 Reservation requests are reviewed and rated by the Director, Associate Director, and Site Manager, who make all decisions regarding approvals/denials based on how the proposed activities relate to the mission of CRFS.
5.9.3 Once a group’s reservation has been approved, an approval notice is sent along with an invoice. The invoice must be paid in full within four weeks of the notice, or the group’s reservation will be canceled.
5.9.4 Reservation requests submitted less than two weeks in advance of the proposed visit will not be considered.
5.9.5 Utah Valley University reserves the right to deny, reassign, or terminate a meeting or event at CRFS when the event scope is beyond the physical or technical abilities of the facilities at CRFS or if security, safety, and environmental concerns cannot be adequately addressed. Reservation requests may also be denied or canceled if the organization or event is in conflict with University policies or regulations. In addition, Capitol Reef National Park may cancel or delay an event for safety or security reasons, including while an event is in progress.
5.9.6 Fees, cancellations, and length of stay permitted are described in detail on the CRFS website.
5.10 Scheduling the Library
5.10.1 To maintain the library as a place of study, library rooms shall not be scheduled for social events, including, but not limited to, weddings, wedding receptions, parties, reunions, etc. Library rooms may not be scheduled for off-campus organizations unless the event is in accordance with the mission of the University and is co-sponsored with a UVU entity.
5.10.2 All organizations requesting to reserve library rooms must first check availability in the Sorensen Center. If space is available in the Sorensen Center, the event must be scheduled there unless otherwise approved by library administration.
5.11 Requests to Film on UVU Campus
5.11.1 Requests to film on campus shall not interfere with any previously scheduled events.
5.11.2 The scheduling of all non-university entities requests for filming (which also includes the filming of conference and workshop sections) requires the following approvals:
1) The appropriate scheduling office must approve the filming date and time.
2) The appropriate scheduling office will send the film script to the Associate Vice President of Marketing for review and approval. This approval must be obtained at least ten business days prior to the requested date of filming.
5.11.3 The scheduling of filming for academic classes must have the approval of the appropriate scheduling office at least five business days prior to the requested date of filming. Class instructors shall review and approve the topics covered by student filming. Instructors are required to submit scheduling requests on behalf of their students.