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Initially
approved August 29, 1977
Revised
September 11, 1978
Revised
November 27, 1978
Revised
July 8, 1985
Revised
May 2, 1988
Revised
August 28, 1995
POLICY
STATEMENT #21
SCHEDULING UNIVERSITY FACILITIES
The
buildings and grounds of the UNC Charlotte campus are
provided to enable the institution to accomplish its
missions as a public institution of higher education.
Assuring the availability of space for the numerous
activities which take place on the campus during a single
day requires the coordination of a number of supporting
services and careful scheduling to avoid conflicts.
This policy sets forth University regulations governing
the scheduling and reserving of facilities by members
of the University community and others.
Summary
of Delegated Responsibilities:
Responsibility
for scheduling all exterior campus space, space in the
Cone University Center, and all other indoor space on
campus which is not Instructional Space, Assigned Space
or Residential Space as defined in this Policy Statement
is delegated to the University
Reservations and Event Services Office, located
in Cone Center. (Contact this office for a copy of the
scheduling procedures.) Responsibility for the scheduling
and use of Residential Space is delegated to the Director
of Residence Life.
All
other space is either Instructional Space or Assigned
Space. Responsibility for scheduling Instructional Space
and Assigned Space is shown in the following summary:
| |
Instructional
Space |
Assigned
Space |
| |
Non-Restricted |
Restricted |
Open |
Private |
|
Course Scheduling |
Registrar |
Registrar |
Special
Arrangement: Registrar & Dept/Col |
N/A |
| Activity
Scheduling |
UR&ES
with Registrar's Approval |
UR&ES
with Department's Approval |
Meeting:
Dept, Event: UR&ES |
By
Special Arrangement with Department |
UR&ES
= University Reservations and Event Services Office.
I.
Definitions
The
following terms apply to this Policy Statement.
A.
"Assigned Space" is space for which an organizational
unit has been delegated the responsibility to administer
and schedule. Assigned Space may include, but is not
limited to: conference rooms, offices, lounges, foyers,
and designated non-instructional laboratories.
B.
"Open Assigned Space" is Assigned Space which is available
to be scheduled by students, faculty, and staff for
use as a meeting place. This space may include conference
rooms, certain non-instructional laboratories, foyers,
and similar spaces. Access to such space does not disrupt
office operations.
C.
"Private Assigned Space" is Assigned Space which is
generally unavailable to be scheduled by students, faculty,
or staff except by special arrangement with the academic
department or other administrative unit to which its
use has been delegated.
D.
"Instructional Space" includes all rooms in which classes
are regularly scheduled. This includes general classrooms,
laboratories, and related space regularly used for instructional
purposes.
E.
"Restricted Instructional Space" is Instructional Space
designed for a particular purpose with special laboratory
equipment, artifacts, or materials that mandate limited
access for reasons of safety, asset protection, or security.
F.
"Non-Restricted Instructional Space" is Instructional
Space which may be available for scheduling non-course
activities through the University Reservations and Event
Services Office upon the approval of the Registrar.
G.
"Departmental Priority" is a class scheduling strategy
used by the Registrar in which a department's classes
are scheduled first in a particular classroom or laboratory.
H.
"Residential Space" is space for which authority for
determining scheduling and use has been delegated to
the Director of Residence Life.
I.
An "Affiliated Group" is any group established by the
Chancellor or established by virtue of an explicit delegation
of Chancellor authority to a particular administrator,
faculty member, staff member, or to the student body,
the faculty, or the staff.
J.
A "Sponsored Non-Affiliated Group" is a Non-Affiliated
Group sponsored by an Affiliated Group. Except with
respect to rates charged for use of University facilities,
a Sponsored Non-Affiliated Group shall enjoy the rights
and obligations of an Affiliated Group under this Policy
Statement. For purposes of this Policy Statement, an
Affiliated Group is considered to "sponsor" a Non-Affiliated
Group only if the following conditions are met:
1.
The Affiliated Group, and not merely a member of an
Affiliated Group, determines to invite the Non-Affiliated
Group to use University facilities, for purposes:
a.
consistent with the mission of the University, and
b.
consistent with the goals and objectives of the
Affiliated Group, and
2.
The Affiliated Group has substantial participation
in and responsibility, including financial responsibility,
for planning andexecuting the planned activity, and
is not merely lending its endorsement to the Non-Affiliated
Group
K.
A "Non-Affiliated Group" is any group which is not an
"Affiliated Group".
II.
Space Assignment
A.
Responsibility for scheduling all Instructional Space
is delegated to the University Registrar.
B.
Identification of Instructional Space as Restricted
Instructional Space is the responsibility of the Registrar.
The Registrar will delegate to an organizational unit,
e.g., an academic department, the responsibility for
determining access to and security for Restricted Instructional
Space.
C.
Open Assigned Space is available for scheduling for
the general use of the University community. It is the
responsibility of the department or other administrative
unit to whom the appropriate Vice Chancellor has delegated
responsibility for Assigned Space to identify that portion
of the Assigned Space that is not generally accessible
to the University. Such Private Assigned Space includes
offices or conference rooms without public access.
III.
Scheduling Instructional Space
A.
Scheduling academic course and course-related activities
(e.g., examinations, special meeting times, seminars)
has first priority in Instructional Space. Non-instructional
activities may be scheduled in this space in accordance
with guidelines established by the Registrar.
B.
It is the responsibility of the Registrar to establish
each Departmental Priority for Instructional Space and
to establish when such space is to be used for scheduling
academic courses and course-related activities.
C.
The Registrar may delegate the scheduling of courses
and course-related activities to an academic department
for Instructional Space for which that department has
Departmental Priority.
D.
If use of Open Assigned Space is necessary to accommodate
the scheduling of a course or course-related activity,
the Registrar will coordinate such use with the Dean
of the affected college or his/her delegate.
E.
It will be the responsibility of the Registrar to insure
that the schedule for course and course-related activities
is recorded in the university space scheduling system.
IV.
Scheduling Assigned Space
A.
To assure the proper coordination of administrative
units providing services (i.e., Parking, Food Service,
Housing, Technical Services), the following activities
must be scheduled through the University
Reservations and Event Services Office:
-
Events which will bring more than 25 people from off cam
pus whether the event is open to the public or not;
-
Outdoor events;
-
Events open to the public;
-
Events that include major dignitaries; or
-
Events that require provision of services by university
service areas. B.
Except as noted in the preceding paragraph, the responsibility
for the scheduling of all Assigned Space rests with the
department or unit to which scheduling authority has been
assigned. The unit may delegate the responsibility for
scheduling its Open Assigned Space to the University Reservations
and Event Services Office.
C.
It is the responsibility of the department or unit which
schedules its Open Assigned Space used for meetings
to record the planned usage and reservations within
the university scheduling system. This record will assist
support service units in their efforts to communicate
emergency messages as well as meeting locations to University
guests, when necessary. It will also provide information
on the availability and use patterns of meeting space.
D.
The University Reservations and Event Services Office
is responsible for assisting Affiliated, Sponsored Non-Affiliated,
and Non-Affiliated Groups in the reservation of space.
For activities scheduled in Open Assigned Space or in
Restricted Instructional Space, the University Reservations
and Event Services Office is responsible for coordinating
the schedule with the administrative unit to which scheduling
authority has been delegated.
E.
The responsibility for scheduling all non-instructional
activities in Instructional Space rests with
the University Reservations and Event Services Office.
Reservations for all Restricted Instructional Space
requires the permission of the responsible administrative
unit.
F.
Organizational units may reserve Restricted Instructional
Space through the University
Reservations and Event Services Office, with the
approval of the department or unit to which scheduling
authority has been assigned. It is the responsibility
of the appropriate department or other administrative
unit to make information regarding the planned usage
of this space accessible to other units.
V.
Scheduling Residential Space
A.
Refer to Policy
Statement #19, "Use of Student Residence Facilities."
VI.
Priorities in the Reservation of Space
A.
The highest priority for the use of space will be for
that activity for which the space is designed. University
units to which the Registrar has delegated authority
for Assigned Space are given highest priority in the
use of that space.
B.
The University intends that Affiliated Groups shall
have priority in the use of University facilities, but
will permit use of certain facilities by Non-Affiliated
Groups. Affiliated Groups' heaviest demand for facilities
use is during the Fall and Spring Semesters, and an
Affiliated Group's need for space may be identified
on short notice. The University has thus adopted the
following rule to establish priority for use of facilities
between Affiliated and Non-Affiliated Groups:
A
Non-Affiliated Group is not permitted to reserve space
more than 45 days in advance of a requested date which
falls during the regular academic term, but may request
space up to five years in advance for requested dates
which fall during periods other than the regular academic
term, or for facilities such as Cone Center or certain
cafeterias in accordance with the University use regulations
specific to those facilities.
For purposes of the preceding paragraph,
the "regular academic term" is the period between the
date of Fall Semester opening of the residence halls
for student occupancy and the next following Spring
Commencement, excluding periods designated as Fall Break,
Winter Break, and Spring Break. C.
After application of the priorities established in Paragraphs
A and B above, and except as specifically provided elsewhere
in this Policy Statement, the following priorities shall
be observed in resolving conflicts where the same space
is requested for use at the same times by different groups.
1.
The request first received shall have priority over all
later requests.
2.
Where requests are received at substantially the same
time from different groups, Affiliated Groups shall
have priority over Non-Affiliated Groups.
3.
If conflicts remain after those priorities are applied,
selection shall be by lot. VII.
Assemblies Not Requiring Reservations or Approval
The
University permits assemblies of Affiliated and Non-Affiliated
Groups without prior reservation in the Cone University
Center Plaza, the Residence Hall Cafeteria Plaza, Holshouser
Plaza, Scott Plaza, the Belk Tower Plaza, and the Amphitheater.
To avoid space conflicts, groups are urged to reserve
space for such assemblies. A group which has reserved
such assembly space shall have exclusive use during
the period of the reservation.
All
such assemblies must be conducted without sound amplification
equipment and must be so conducted that regular instructional
activities are not disrupted, campus pedestrian and
automobile traffic are unimpeded and members of the
University community not participating in the assembly
may proceed with their normal activities and are not
unreasonably disrupted in their offices and classrooms.
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