Scheduling of Evans Auditorium, University UPPS No. 08.01.10

Performing Arts and Conference Center, Issue No. 3

University Theatre, and Glade Theatre Effective Date: 08/23/2006

Review: June 1 E5Y

Attachments I, II

01. POLICY STATEMENT

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

02. PROCEDURES FOR SCHEDULING OF THESE FACILITIES

02.01 Evans Auditorium and the University Performing Arts and Conference Center (UPAC) are scheduled in the School of Music, Music Building, Room 101, 245-2651. The Theatre and Glade Theatre are scheduled in the Department of Theatre and Dance, Theatre Center Room 101, 245-2147.

02.02 Users of the above facilities should contact the proper office to determine availability and to obtain reservation forms. (Sample forms are attached to this UPPS as Attachment I.)

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.

03. SCHEDULING PRIORITIES

03.01The 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 Other presidential events Commencement and honors ceremonies Orientation programs
3	Admissions Office events other than orientation programs Events conducted by university departments Events conducted by the Registrar’s Office Events conducted by chartered student organizations University-sponsored continuing education activities Events sponsored by the Student Affairs Division
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 If a user questions the assigned priority, appeals should be directed to the Dean of the College of Fine Arts and Communication, whose decision is final.

04. SCHEDULING PROCEDURES

04.01 The University will accept reservations for priority consideration for the following academic year between February 15 and April 1. After April 1, the University will accept reservations on a first-come, first-served basis. Persons desiring reservations should submit their requests at least ten working days before the reservation date, after the April 1 deadline.

04.02 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.

04.03 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.

04.04 Calendars for Evans and UPAC are maintained by the School of Music (Music Building 101 - 245-2651). The calendar for the Theatre and Glade Theatre is maintained by the Department of Theatre and Dance, Theatre Center Room 101, 245-2147).

05. PROCEDURES FOR PERSONNEL AND MANAGEMENT

05.01 The management and operation of these four facilities will be under the direct supervision and control of the Director of the School of Music (Evans and UPAC) and the Chair of the Department of Theatre and Dance (Theatre and Glade Theatre).

05.02 The Director of the School of Music (Evans and UPAC) and the Chair of Theatre and Dance (Theatre and Glade Theatre) will approve and assign all personnel needed to operate equipment (lights, sound, house curtains, etc.) in these four 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.

05.03 Security may be required as deemed appropriate by the Chief of University Police, the Director of the School of Music, or the Chair of the Department of Theatre and Dance. Sponsoring organizations shall assume the financial responsibility if security is required and shall assume responsibility for any damages to equipment of facilities. The cost for security will be: Police Officers, $35/hour, minimum of four hours; Guards, $25/hour, minimum of four hours.

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

06. PROCEDURES FOR MAKING PAYMENTS FOR FACILITY USE

06.01 A fee is charged for the use of space and personnel required for each event depending on priority grouping. Attachment II lists the specific charges. The Dean of the College of Fine Arts and Communication may amend the fee schedule under appropriate circumstances.

06.02 Checks from fifth and sixth priority users should be made out to Texas State University and submitted to the appropriate school or department upon completion of services. The respective school or department should deposit checks with the cashier the day they are received, securing a receipt. Deposits must be made no later than three working days following their receipt in the departments.

07. REVIEWERS OF THIS UPPS

07.01 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

08. 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