Scheduling University Facilities

University Policy 601.6, Scheduling University Facilities

Executive Summary: 

The buildings and grounds of the UNC Charlotte campus are provided to enable the institution to accomplish its mission as a public institution of higher education. This policy sets forth University regulations governing the scheduling and reserving of facilities by members of the University community and others.

I. Purpose

To establish a policy for the scheduling of all space on the UNC Charlotte campus.  

II. Scope

This policy sets forth University regulations governing the scheduling and reserving of facilities by members of the University community and others.  The buildings and grounds of the UNC Charlotte campus are provided to enable the institution to accomplish its mission as a public institution of higher education. Assuring the availability of space for the numerous activities that take place on the campus during a single day requires the coordination of a number of Support Services and careful scheduling to avoid conflicts.

III. Definitions   

The following terms apply to this policy:

Academic Term: For the purposes of this policy, the period between the date of Fall Semester opening of the residence halls for student occupancy and the following Spring Commencement, excluding periods when class is not in session and the University is open.

Affiliated Group:  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.

Assigned Space:  Space for which a department or 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 and/or buildings.   

Departmental Priority: A class scheduling strategy used by the Registrar in which a department’s classes are scheduled first in a particular classroom or laboratory.  

Instructional Space: Space in which classes are regularly scheduled.  This includes general use classrooms, laboratories, and related space designed for instructional purposes.

Large Scale Event:  An event that is likely to: interrupt normal campus operations; create a high demand for parking; or receive significant media attention.  In addition, any event meeting two or more of the following conditions will be deemed a Large Scale Event:

a. Expects more than 500 people at the event.

b. Requires two or more Support Services;

c. Total payment or cost to reach or exceed $10,000; or

d. Requires contracting of off campus services.

Examples of Large Scale Events include: sporting events, concerts, live music, professional conferences, political rallies, parades, races, etc. 

Non-Instructional Space: Any space other than Instructional Space.

Non-Affiliated Group:  Any group that is not an "Affiliated Group".

Residential Space: Space that supports the on-campus residential program (except Bissell House).   

Restricted Space: Space that is generally unavailable to be scheduled except by special arrangement with the department or unit to which its use has been delegated.  Such space may be designed for a particular purpose and include laboratories, or contain artifacts, special equipment or materials that mandate limited access for reasons of safety, asset protection, or security and/or offices and departmental conference rooms without public access.

Sponsored Non-Affiliated Group:  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.  For purposes of this policy, 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.

2.     The Affiliated Group has substantial participation in and responsibility for planning and executing the planned activity, including financial responsibility, and is not merely lending its endorsement to the Non-Affiliated Group.

Support Services:  Any service provided by a campus or off campus entity specifically required to support an event.  Such services may include but are not limited to food service, parking, meeting space, technical support (audiovisual, lighting, etc.) and table, chair, tent or other equipment rental.

IV. Policy

1. Responsibility for scheduling all campus space is delegated to the Conference, Reservations, and Event Services (CRES) Office in accordance with procedures developed by that office and with the following exceptions:

a.   The scheduling of Instructional Space for academic course and/or course related activities is delegated to the Registrar’s Office.

b. The scheduling of Assigned Space that is delegated to a specific department or unit.

c.  The scheduling of Residential Space is delegated to the Director of Housing and Residence Life.

2. All scheduled activities on campus must be recorded in the University space scheduling system (currently Resource 25) by those delegated the responsibility to perform those duties.  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 campus space.  It is the responsibility of all departments or units to make information regarding the planned usage of their space accessible to other units.  Failure to record scheduled activities in the space scheduling system may result in: additional costs and/or a scheduling fee, cancellation of the event, and/or loss of scheduling or event-hosting privileges.

3. To protect the University and its constituents, address risk management, and assure the proper coordination of Support Services (e.g., Parking, Food Service, Housing, Technical Services, Equipment rental), events that may meet any of the following criteria must be coordinated through the CRES Office:

a. Events that may bring more than 40 people from off campus;

b. Outdoor events;

c. Events open to the public;

e. Events that may include major dignitaries;

f. Events that require provision of Support Services;

g. Events, regardless of whether it is in Assigned or Instructional Spaces, that are scheduled on Saturdays between August and November to avoid conflict with intercollegiate football games; or

h. Events scheduled on a day when a Large Scale Event is scheduled. 

4.  The University may make exceptions to this policy, but only where doing so significantly furthers the University’s mission.  Any request for an exception must be sponsored by a University unit and must clearly demonstrate how granting the exception will significantly further the University’s mission.  Any such exceptions must be endorsed by a Cabinet-level official or his/her designee before the request will be reviewed for approval.

5.  Events that are scheduled for any academic year prior to the official release of athletic schedules for competitions that occur in the Student Activities Center or the football stadium must have a contingency plan that may include alternate dates or spaces reserved.  If it is determined that campus units cannot support both events, NCAA intercollegiate athletic contests will have priority and other events may be asked to reschedule or relocate.  Changes to the athletic schedule after the official release date must be coordinated around any/all scheduled activities already approved for those spaces.

V. Priorities in the Scheduling of Space

1.     The highest priority for the use of space will be for that activity for which the space is designed.

2.  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 Academic Term, 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:

a.  Is not permitted to reserve space more than 60 days in advance of a requested date that falls during the Academic Term;  

b.  May request space up to five years in advance for requested dates that fall during periods other than the Academic Term; and

c.  Must follow University use regulations and policies specific to special use facilities such as Cone University Center, Barnhardt Student Activity Center, Student Union or various cafeterias.

3.     After application of the priorities established in Section V.1 above, and except as specifically provided elsewhere in this policy, the following priorities shall be observed in resolving conflicts where the same space is requested for use at the same times by different groups:

a.  NCAA Intercollegiate competition athletic events shall have priority to the extent required and specific to athletic facilities.

b.  The request first received shall have priority over all later requests.

c.   Where requests are received at substantially the same time from different groups, Affiliated Groups shall have priority over Non-Affiliated Groups.

d.  If conflicts remain after those priorities are applied, selection shall be by lot.

VI. Restricted Space Assignment

1.  It is the responsibility of the appropriate Vice Chancellor to identify that portion of the Assigned Space that is Restricted Space.  

2.  The appropriate Vice Chancellor will delegate to a department or unit the responsibility for determining access to, and security for, Restricted Space.

VII. Academic Course Scheduling

1.  Scheduling academic course and course-related activities (e.g., examinations, seminars that do not fall within the parameters outlined in Section III.2) has first priority in Instructional Space.

2.  It is the responsibility of Academic Affairs to establish Departmental Priority for Instructional Space and to establish when such space is to be used for scheduling academic courses and course-related activities.

3.  Academic Affairs may delegate the scheduling of courses and course-related activities to an academic department for Instructional Space for which that department has Departmental Priority.

4.  If use of Assigned Space is necessary to accommodate the scheduling of a course or course-related activity, the Registrar will coordinate such use with the department or unit that has been delegated the responsibility to administer and/or schedule that space.  

VIII. Non-Academic Scheduling

1.  Non-academic related activities may be scheduled in Instructional Space only after the release of that space each semester by the Registrar to ensure academic courses and course-related activities have priority.  The responsibility for scheduling all non-academic activities in Instructional Space rests with the CRES Office.

2.   For activities to be scheduled in either Assigned Space or Restricted Space the department or unit to which scheduling authority has been delegated will schedule the activity or will authorize the CRES Office to do so.  

3.   In order to ensure proper coordination and support, all events regardless of whether they are scheduled outdoors or in Assigned, Restricted, Instructional Space, that are scheduled to occur on any Saturday between August and November must be scheduled through and approved by the CRES Office, regardless of scheduling authority.  

IX. Assemblies Not Requiring Reservations or Approval

1.   The University permits freedom of assembly of Affiliated and Non-Affiliated Groups without prior reservation on the Cone University Center Plaza, Residence Hall Cafeteria Plaza, Holshouser Plaza, Scott Plaza, and the Belk Tower Plaza.  To avoid space conflicts, however, groups are urged to reserve space for such assemblies.  A group that has reserved such assembly space shall have exclusive use during the period of the reservation.

2.  All such assemblies must be conducted without sound amplification equipment and must be so conducted in a manner such 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.

 

Revision History: 
  • 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
  • Revised July 22, 2013

Authority:  Chancellor

Responsible Office:  Student Affairs

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