UH-Victoria

Administration and Finance

Office of the Vice President for
Administration and Finance

SECTION: GENERAL INDEX: H-1

SUBJECT: FACILITIES AND GROUNDS USAGE

POLICY

Facilities and grounds owned or controlled by the University are to be used for the purpose of supporting the University's role and mission of teaching, research, and public service for the benefit of faculty, staff, and students. University facilities are not available for unrestricted use. However, facilities and grounds may be used by internal or external individuals, groups, or organizations if the use does not interfere with the purposes for which the facilities and grounds were intended and does not conflict with University rules or local, state, and federal laws. The University has absolute preemptive priority over individuals or groups and reserves the right to deny, cancel, postpone or alter reservations and arrangements for any event when necessary. Approval to use facilities does not imply approval of the aims and purposes of the sponsoring organization nor the event being planned.

All potential lessee/users of the Multi-purpose Room must submit a reservation and set up form prior to receiving consideration for reservations. Completed Set-up form: http://www.uhv.edu/Facilities/Forms/RoomSetupForm.pdf and the Reservation form: http://www.uhv.edu/Facilities/Forms/ReservationFormA.pdf. Reservation and Set-up forms must be received and approved prior to the scheduling of a requested reservation. When a morning event is scheduled, the lessee/user must approve the completed "set up" by 4:00 p.m. on the afternoon prior to the event. When an afternoon or evening event is scheduled, the lessee/user must approve the completed "set up" by 9:30 a.m. on the morning of the event.

In accordance with Board of Regents' Policy No. 09.02.2, any use of the name of the University, other than to indicate the location of the event, must be approved in advance by the Office of the President and the appropriate University of Houston System official. Similarly, use of the University's seal, logos, photos or any other identifying mark must be approved in advance by the Office of the President and the appropriate University of Houston System official. Even if permission is granted, the University's name must not be used in ways that suggests or imply the endorsement of any organization, their products, or their services. The use of the University's name, seal, and photographs in the advertising and other promotional material and activities of outside organizations is prohibited, particularly when such use is likely to be understood as an endorsement, even if such an endorsement is not the intention of the person or organization seeking to use UHV's name. Permission to use the University's name when granted shall include the understanding that the permission does not involve, either expressly or by implication, any endorsement or sponsorship by the University; in appropriate circumstances permission may be made conditional upon a retirement of an express statement that the University does not endorse or sponsor the particular activity.

Multimedia equipment will be set up, maintained, and scheduled through the Information Technology Department by completing the Set-up form: http://www.uhv.edu/Facilities/Forms/RoomSetupForm.pdf, and the Reservation form: http://www.uhv.edu/Facilities/Forms/ReservationFormA.pdf

DEFINITIONS

Education & General (E&G) - Net assignable area used for academic instruction, research, and support of the institution's mission. It does not include auxiliary enterprise space or space which is permanently unassigned. E & G space is supported primarily from state appropriated funds.

General Purpose Classroom - A classroom used for academic instruction that is not totally within the designation of an academic department. Generally, all classrooms are considered E & G space unless they are part of an auxiliary enterprise operation.

Grounds - All acreage not covered by buildings including plazas, parks, parking lots, roadways, and any other outside space.

Lessee - A paying individual or group, whether internal or external to the System or one of its components, or whether sponsored or not sponsored (in the case of external individuals or groups), who reserves and uses any university facility or space for a purpose other than that for which it is provided.

User - A non-paying individual or group, whether internal or external to the UH System or one of its components, or whether sponsored or not sponsored (in the case of external individuals, or groups), who reserves and uses any university facility or space for a purpose other than that for which it is provided.

Normal Work Hours - Monday through Friday, 8 a.m. through 5:00 p.m.

Sponsor - Any organized faculty or staff body (i.e., Faculty Council, Staff Council, etc.) and/or student organization and/or academic or administrative committee consisting substantially of persons conducting official university business.

UC - University Center
UW - University West

GENERAL

University facilities are essentially classified as Educational and General (E & G) and are supported primarily by state appropriated funds. All other space falls within the grounds category.

E & G space may be used for non-E & G purposes. Under certain conditions such use shall be subject to charges that at a minimum ensure recovery of that part of the operating cost of the facility attributable directly to or indirectly to that use.

Persons or organizations associated with the UH System, a component university or The Victoria College may request the use of space on a first-come, first-served basis at no rental charge. All others may request the use of space on a first-come, first-served basis subject to University approval and will be assessed rental fees depending on the rental category and requested services.

Use of facilities or grounds for political campaign events is generally prohibited. Political candidates (incumbents, new office seekers, members of their staff, or their campaign representatives) are not permitted to reserve university facilities for political campaign events. However, officially recognized student organizations may sponsor political activities in accordance with applicable UH System and university rules.

When facilities or grounds are requested for use of religious services, the use, if approved, should be intended primarily for the benefit of students and/or university employees.

Any use of university nomenclature or graphic elements by an external party other than to indicate the location of the event must be approved by the Office of University Advancement.

SPONSORED ACTIVITIES

Events may be sponsored only by a university administrative, academic, or student unit, not an individual. Sponsorship includes being actively involved in the event, ensuring compliance with university policy and procedures, monitoring the event's progress and taking overall responsibility for the event's success or failure. Sponsoring organizations include the following:

Schools or departments of the University
Organized faculty or staff bodies (e.g., Faculty Council, Staff Council, etc.)
Officially recognized student organizations
Academic and/or administrative committees consisting substantially of persons conducting official university business
Rental fees may be waived if the event is directly sponsored by the University.

FOOD AND BEVERAGES

Commercial catering services may be used in facilities where food service is permitted including the University Center, University West and University Outreach facilities. Off-campus providers must show proof of insurance and provide a temporary alcohol license if serving alcohol.

Individuals and groups are prohibited from bringing in food and beverages to be served at events without prior approval.

Only Coca-Cola products may be sold or given away in conjunction with events held on campus. The UH System has an exclusive contract with the Coca-Cola Bottling Company to supply cold beverages (defined as all forms of non-alcoholic liquids intended for human consumption and all beverage bases from which these can be prepared. This does not include (1) milk, (2) flavored milk, (3) fresh brewed coffee and tea (whether served hot or cold), (4) fresh brewed hot chocolate, (5) soups, (6) fresh squeezed juices, (7) unflavored tap, faucet or fountain water drawn directly from the public water supply, and (8) non-alcoholic beer. However, it is allowable for non-Coca Cola Products to be purchased off-campus by individuals and brought onto campus for personal consumption and not for distribution on Campus.

It is also permissible for non-Coca Cola beverages to be served at privately catered events not open to the public, provided that the University does not sponsor and University Concessionaires do not cater the event and the beverages are served at no charge to event attendees.

ALCOHOL

All members of the university community and guests are required to comply with federal, state, and local laws regarding the possession, consumption, and distribution of alcoholic beverages. Possession, consumption or distribution of alcoholic beverages on campus is subject to disciplinary action outlined in Alcoholic Beverage Use on Campus, UHV Policy A-41 which may be seen at www.uhv.edu. The appropriate form must be completed by the person sponsoring the event. http://www.uhv.edu/fin/forms/alcoholuseform.pdf.

ADA COMPLIANCE

Under Title II of the Americans with Disabilities Act (ADA), the University is obligated to ensure that its programs, practices, policies, and procedures do not discriminate against individuals with disabilities. Persons, organizations, or sponsors wishing to use university facilities must comply with all ADA standards as a condition for such use.

EXCEPTIONS

Exceptions to policy or procedures regarding the scheduling, usage, or the rental rate charged must be authorized by the President or Vice Presidents with signature approval on the Facilities Use Reservation Form for that event.

DISPUTE RESOLUTIONS

The Provost and Vice President for Academic Affairs will have final authority in the resolution of academic space usage issues;
The Vice President for Administration and Finance will have final authority in the resolution of multi-purpose room, grounds, and other non-academic space use issues.

RESERVATION PROCEDURES

RESERVATION PROCEDURES AND UNIT RESPONSIBILITIES

Procedures and Guidelines Applicable to All Users:

Reservation and/or Set up Forms are required for all internal and external events. (Reservation and Setup Forms)
Internal users should always reserve space directly with the department having scheduling authority over that space.
Reservations from internal groups will not be accepted more than one year in advance.
Reservations from external groups will not be accepted more than six months in advance.
Lessees/users are required to submit a Reservation and/or a Setup form at least fourteen (14) calendar days in advance of the planned event. Late Setup Requests (those received with less than 7 calendar days notice) can either be accepted or declined by Facilities Services at the discretion of the Director of Facilities based on workload.
Internal users will not be charged rental fees, but may be assessed security and custodian fees for events held after 5:00 p.m., Monday through Friday. Users may be assessed for special setup changes, kitchen use fees or deposits.
Additional charges for security personnel or help required from temporary personnel agencies will be charged back to the requesting department.
External users will be charged according to the "Base Room Rental Rate" schedule in this policy.

Other Facilities Events Assistant Responsibilities:

Upon receipt of a Reservation and Setup Form, the Facilities Events Assistant will:
- Handle the complete coordination of the desired setup with the user, including a walkthrough prior to the event, if requested or warranted;
- Provide parking diagram to the user.
- Provide a means of communications to user and a contact number for a facilities representative.
- Schedule meetings, as requested, with interested parties to review current facilities usage issues.

MULTI-PURPOSE ROOM GUIDELINES

A Setup and Reservation Form is always required for both internal and external users.
The multi-purpose room is not to be scheduled for routine academic classroom use. Smaller groups are to be accommodated in other appropriate areas such as Conference or Seminar rooms. Setups for less than 40 participants will not be scheduled.
Department users must coordinate events with Facilities Services prior to any event commitment and advertising. Users are encouraged to check the Master Calendar to avoid schedule conflicts.
Departments other than Facilities Services will not be permitted to setup partition panels due to possibility of damage.
Facilities Services will schedule and confirm reservations for multi-purpose room use upon receipt of Reservation and Set up forms which are due a minimum of 14 days before the event.
When a morning event is scheduled, the lessee/user must approve the completed set up by 4:00 p.m. on the afternoon prior to the event. When an afternoon or evening event is scheduled, the lessee/user must approve the completed set up by 9:30 a.m. on the morning of the event. Approving set-ups may avoid last minute changes. We may be unable to make last minute changes in set-ups.
Last minute changes are performed when adequate Facilities staffing is available
Back to back events in one day are discouraged but may be approved according to Facilities staffing, and at the discretion of the Director of Facilities.
Calendar blocking of events will include necessary break-down, set up, and cleaning time.

RESPONSIBILITY FOR SPACE ASSIGNMENT

President's Office

Sr. Administrative Assistant or Sr. Secretary		(361)-570-4331
	President's conference room (restricted)	Room UC305A
	Alcorn Auditorium	Room UW204
	Seminar Room Center Bldg.	Room UC103

Information Technology

Academic Computing Services Manager		(570-4393 or 570-4390)
	ITV rooms	UC 215, 302, 312, UW120
	Computer Teaching Labs	UC201, 205, 216

Facilities Services

Facilities Event Assistant		(361)-570-4838
	Multipurpose room	UC 104, 105, 106, & 107
	Patios	University Center
	Outdoor areas	University Center
	Parking	MPR events coordination

Admissions and Records

Registration/Scheduling Assistant or Secretary		(361)-570-4121
	West building	Rooms - all classrooms in UW
	Center building	Room UW204
	Seminar Room Center bldg.	UC 303 and Seminar room UC 102

Provost's office

Sr. Administrative Assistant or Sr. Secretary		(361)-570-4321
	Conference rooms in the West building	Conf A UW 223
		Conf B UW 127
		Conf C UW 285

BILLING AND TAX COMPLIANCE

The University must comply with Federal guidelines for Unrelated Business Income Tax (UBIT) when renting facilities to a non-university renter. Facilities Services will be responsible for invoicing and collecting deposits and final payments for rental charges.

FACILITIES RENTAL

Categories for determining rental rates:

Category		Group Classification
1		UHV and The Victoria College sponsored events
2		Local, state and federal governmental agencies Non-profit groups

3		All others, including individuals and for-profit groups.

BASE ROOM RENTAL RATES

Rental Space	Category 1 UHV and VC Sponsored Events	Category 2 Nonprofit, Schools, Local, State, and Federal Governmental Units	Category 3 All Others
		Hourly Rates	Hourly Rates
Classrooms, Seminar Rooms, Conference Rooms	Rental fees waived. Other charges may apply.	(Min. $40)	(Min. $50)
Alcorn Auditorium	Rental fees waived. Other charges may apply.	Morning $88 8-12 Afternoon $88 1-5 Evening $144 6-9 All day $258 8-5	Morning $150 Afternoon $150 Evening $237 All day $464
Multipurpose 4 Rooms & patio	Rental fees waived. Other charges may apply.	Half day (1-4 hours) $50/hour $100/min $250/max	Half day (1-4 hours) $100/hour $200/min $500/max
ITV Rooms	Rental fees waived. Other charges may apply.	$50 (Min. $100)	$100 (Min. $200)
Computer Labs (UC201, 205, 216)	Rental fees waived. Other charges may apply.	$50 (Min. $100)	$100 (Min. $200)

Note: Authority to waive fee may be approved by the President, Provost or Vice President for Academic Affairs or Vice President for Administration and Finance. Rates are subject to change without notice.

Other charges that may apply	Category 1	Category 2	Category 3
Grounds	To be determined by Office of Business Services; rates dependent upon type and extent of grounds usage.
	Rates	Rates	Rates
Security Per Hour (if required)	$15	$15	$15
Custodial Per Hour (if additional services are needed)	$20	$20	$20
Special set-up request	None	$50	$50
Use of Kitchen	None	$25	$25
Deposit	None	None	$50
ITV Line Charges	Actual Charges	Actual Charges	Actual Charges