Scheduling of University Facilities
Texas State University-San Marcos
Official UPPS No. 08.01.01
Issue No. 4
Effective Date: 01/13/99
Review: June 1 E10Y
01. POLICY STATEMENTS
01.01 We at Texas State are committed to the provision and maintenance of appropriate physical facilities which contribute to a comfortable and conducive learning and work environment. The following procedure contributes to the fulfillment of this policy.
01.02 This UPPS establishes general policy regarding scheduling of University facilities, provides basic information about facilities available, and references policy and procedures statements of other departments/offices containing specific information for scheduling certain facilities.
01.03 Each division/department/office responsible for scheduling an Texas State room, building, or other facility as listed in Section 03.02 shall have a policy and procedures statement (PPS) giving the basic information necessary for reserving the facility. All such PPS's shall be based on input from all stakeholders and approved at the appropriate level.
02. DEFINITIONS
02.01 The term facilities, applies to all real property which is under the legal jurisdiction of the University, and includes:
a. Classrooms - any space which is regularly used for direct instruction of students (e. g., lecture rooms, laboratories, tennis courts);
b. Residential Areas - any facility devoted to providing residence hall or apartment housing to University students, faculty, or staff;
c. Offices - any space regularly assigned to employees for conduct of academic, administrative, or clerical work;
d. Service Areas - any special facility utilized for public access to services other than direct instruction (e. g., Albert B. Alkek Library, J. C. Kellam, LBJ Student Center, University Bookstore, University Club, Student Health Center, Harris, Commons and Jones Cafeterias, UPACC, Evans Auditorium, Theatre Center);
e. Work Areas - any facility utilized for normal University operations which is not generally open to the public (e. g., Utilities Station, Warehouse, Mail Room, Computing Center);
f. Parking Areas - any space designated for regulated vehicle parking by employees, students, or campus visitors;
g. Grounds - all remaining outdoor areas not included in categories defined above.
03. SCHEDULING OF FACILITIES
03.01 Final authority for scheduling and utilization of all University facilities rests with the President. This UPPS will be applied consistently with the rules and regulations promulgated by the Board of Regents, Texas State University System, which are incorporated herein by reference.
03.02 In scheduling University service areas for official events, the departments/offices identified below will have final approval authority. Any funds collected for facility use will go to the appropriate income account for that facility. Exceptions to this provision may be made by the President or his/her designee.
a. Alkek Conference Room, Library Multipurpose Meeting Rooms 105/106 - Alkek Library, Room 204, 245-2132, Fax 245-3002
b. Aqua Sports Center Gym and Pool - HPER Department, Room A111 Facility Coordinator, 245-3959. See UPPS No. 08.01.02
c. Aquarena Center - Continuing Education, 245-7583, Fax 245-7543
d. Aquarena Inn - Auxiliary Services, 245-7500, Fax 245-7535
e. Bobcat Stadium, Track, and Maroon & Gold Room - Athletic Department, Events Manager, 245-2023, Fax 245-8387. See UPPS No. 08.01.02
f. Classrooms - Registrar, 245-2158
g. English Department Multipurpose Meeting Rooms 253 & 257 - English Department, Room 365, 245-2163
h. Evans Auditorium - Music Department, Room 101, 245-2651, Fax 245-8181. See UPPS No. 08.01.10
i. Freeman Ranch - Continuing Education, 245-2507, Fax 245-7543. See UPPS No. 08.01.12
j. Free Speech Area - Dean of Students, 245-2124, Fax 245-8286
k. Glade Theatre - Theatre Department, Room 101, 245-2147
l. Golf Course - Recreational Sports, Associate Director, 245-2392, http://www.vpsa.txstate.edu/recsports
m. Harris Underground - Residence Life, Administrative Asst. II, 245-2929, Fax 245-7619. See SA/PPS #08.01
n. Hill House (Meeting Rooms Only) - Coordinator, LBJ Student Center Services, 245-2264, Fax 245-1715. See UPPS No. 08.01.11
o. Hill House (Bedrooms Only) - Sr. Administrative Asst., Physical Plant, 245-2148, Fax 245-7403. See UPPS No. 08.01.11
p. J. C. Kellam, 11th Floor - Director of Special Projects, JCK 914, 245-2368. See UPPS No. 08.01.15
q. Jowers Center Classrooms, Gyms, Jowers Field & Field 5, Conference Rooms, Dance Studios, Racquetball Courts - HPER Department, Room A111, Facility Coordinator, 245-3959. See UPPS No. 08.01.02
r. LBJ Student Center & Mall - Coordinator, LBJ Student Center Services, 245-2264, Fax 245-1715. See UPPS No. 08.01.13
s. Media Services Multimedia Viewing Rooms 147, 148 & 149 - Media Services, Room 108, 245-2319, Fax 245-3168
t. Parking Facilities - Parking Services, 245-2887. Exception: Parking Garage - LBJ Student Center Bus. Mgr., Student Ctr., 245-3454, Fax 245-1488
u. Playing Fields - 1) Intramural Fields 1, 2, 3, & 4 Recreational Sports, Associate Director, http://www.vpsa.txstate.edu/recsports; 2) Varsity Ball Fields (softball & baseball) Athletic Department, Events Manager, 245-2023, Fax 245-8387; 3) West Campus Field Recreational Sports, Associate Director, 245-2392, http://www.vpsa.txstate.edu/recsports; 4) Armory Field Athletic Department, Events Manager, 245-2023, Fax 245-8387. See UPPS No. 08.01.02; 5) Football/Track (See "e" - Bobcat Stadium...); 6) Jowers Field (See "q" - Jowers...).
v. Quad - Coordinator, LBJ Student Center Services, 245-2264, Fax 245-1715
w. Residence Halls (for Special Activities/Special Housing) - Continuing Education, Dr. John Powell, 245-2507, Residence Life, John White, 245-3964. See UPPS No. 07.03.02
x. Sewell Park - Recreational Sports, Associate Director, 245-2392. See UPPS No. 08.01.07; http://www.vpsa.txstate.edu/recsports
y. Strahan Coliseum, and Maroon & Gold Room - Athletic Department, Events Manager, 245-2023, Fax 245-8387, Jowers Center Weight Room
z. Student Recreation Center - Recreational Sports Associate Director, 245-2392. See UPPS No. 08.01.06; http://www.vpsa.txstate.edu/recsports
aa. Teaching Theatres - 1) Alkek Library (AA/PPS 4.12) Alkek Library, Room 204, 245-2132, Fax 245-3002; 2) Centennial Hall Contact: 245-2132, Fax 245-3002; 3) LBJ Student Center Multipurpose Meeting Room Reservations, 245-2264; 4) Flowers Teaching Theatre English Department, Room 354, 245-3011
bb. Tennis Courts, and Covered Tennis Courts Athletic Department - Events Manager, 245-2023, Fax 245-8387
cc. Theatre Center - Theatre Department, Room 101, 245-2147. See UPPS No. 08.01.10
dd. University Camp - Recreational Sports, Associate Director, 245-2392, http://www.vpsa.txstate.edu/recsports
ee. University Club (Dining Room Only) - Coordinator, LBJ Student Center Services, 245-2264, Fax 245-1715. See UPPS No. 08.01.14
ff. University Performing Arts and Conference Center (UPACC) - Music Department, Room 101, 245-2651, Fax 245-8181. See UPPS No. 08.01.10
03.03 Conflicts concerning priorities will be resolved by the affected vice president(s).
03.04 Facilities which are leased by or leased from the University may be subject to contractual conditions relating to permissible assignment or scheduling of those facilities. Questions relating to contractual conditions should be initially directed to the facility director, who may as necessary, consult with the University Attorney.
03.05 Any person or organization that sponsors an on-campus event must obtain the prior written approval from the Dean of Students or his/her designee for the sale, service or consumption of alcoholic beverages. The Dean of Students has discretion to disapprove consumption of alcoholic beverages at any event.
a. If approved by the Dean of Students, an event held on any property owned or maintained by the University at which alcoholic beverages will be consumed, served or sold will require the additional approval of the facility director, the University's alcoholic beverage contractor and the Director of the University Police Department.
b. The University requires the assignment of appropriate personnel including bartender(s), ID checker, and the University police officers unless the requirement is waived by the Dean of Students in consultation with the alcoholic beverage contractor, the facility director, and the Director of the University Police Department. The University Police requires notification at least ten (10) days in advance of the event and schedules officers according to their availability. Events may be rescheduled if sufficient university police personnel are not available. The Director of the University Police Department may waive police staffing of selected events if it is determined they are low risk events. Please see UPPS No. 05.03.03.
NOTE: Police assignments for alcohol related events are off-duty assignments with a minimum of four (4) hours compensation per officer charged to the sponsoring department or organization.
04. MAJOR RESPONSIBILITIES ASSOCIATED WITH THIS UPPS
04.01 Major responsibilities for routine assignments associated with this UPPS include:
Position Section Date Registrar Review June 1 E1OY Director, Recreational Sports Review June 1 E1OY Director, LBJ Student Center Review June 1 E1OY Director, Special Projects Review June 1 E1OY Asst. Vice President for Facilities Review June 1 E1OY Director, Continuing Education Review June 1 E1OY Director, Residence Life Review June 1 E1OY 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.
Ms. Lloydean Wilson, Acting Registrar; senior reviewer of this UPPS
Mr. John Campbell, Director of Recreational Sports; reviewer of this UPPS
Ms. Lillian Dees, Director of LBJ Student Center; reviewer of this UPPS
Mr. Kevin Gilley, Director of Special Projects; reviewer of this UPPS
Mr. Pat Fogarty, Assistant Vice President for Facilities; reviewer of this UPPS
Dr. John Powell, Director of Continuing Education; reviewer of this UPPS
Dr. Joanne Smith, Director of Residence Life; reviewer of this UPPS
Dr. Robert Smallwood, Associate Vice President for Academic Affairs and Director of Assessment
Dr. Robert Gratz, Vice President for Academic Affairs
Dr. Jerome H. Supple, President