Policy Manual

 

Subject:

Scheduling University Facilities

Policy #:

ADMN100

Authorized by:

Associate Dean for Administrative and Financial Services 01/7/98

Approved by:

Dean of the University 1/9/98

I. POLICY

Physical facilities of the University of South Carolina Sumter will be scheduled for use in priority order as follows:

    1. USC Sumter academically related activities, such as instruction, commencements, convocations, special lecture programs, etc.

    2. USC Sumter Student Activity Programs.

    3. USC Sumter Continuing Education Programs.

    4. Non-academic programs, USC Sumter "Sponsored" events.

    5. Academic use, Sumter area educational institutions.

    6. Academically or culturally related, non-profit organizations.

    7. Non-academically related, non-profit organizations.

    8. Other.

II. GUIDELINES

    1. Undergraduate academic use will be scheduled by the Office of the Associate Dean for Academic Affairs and coordinated with the Office of the Assistant Dean for Administrative and Financial Services.

    2. Graduate, Distance and Continuing Education use will be scheduled after coordinating with the Office of the Associate Dean for Academic Affairs.

    3. All other requests for facilities will be coordinated through the Office of the Assistant Dean for Administrative and Financial Services.

III. PROCEDURES

A.Internal Software reservation system - All campus facilities can be scheduled through the use of the Resource Reservation System. This database is available from every faculty and staff computer on campus.

B.University-sponsored events may be scheduled as far as desired into the future with the following limitations. The academic schedule for the time frame for which the event is scheduled must have been published, or

Clearance must be obtained from both the Office of the Associate Dean for Academic Affairs and the Office of the Assistant Dean for Administrative and Financial Services.

C.Use of facilities by non-University individuals and organizations must first be submitted to the Office of the Assistant Dean for Administrative and Financial Services to determine if the use conforms to University policy. Requests should be in writing, indicating the type of event, date, times, number of people, and any other specifics in order to determine costs. Once this office confirms that the use is within guidelines, a contract will be completed. NOTE: Authority to sign contracts is restricted to the Columbia campus. Adequate time must be allowed for contract approvals.

D.Although a tentative reservation may be made, a confirmed reservation (executed contract) will not e make for an event sponsored by an external organization more than sixty (6) days prior to the event, unless this provision is specifically waived by the Dean of the University. The maximum continuous time for which a campus facility may be committed to an external organization is seven (7) days.

E.A full time University employee is required to be present during the time the facility is being utilized by an external sponsor. The employee may be compensated for the time involved depending on his/her regular work schedule. Compensation may be in the form of time off (flex-time), overtime pay, or direct payment from the external sponsor. It is understood that this person is representing the University, and therefore required to insure compliance with University policy and protect University property. For programs sponsored by University personnel, the program sponsor assumes responsibility for compliance with University policy and protection of University property.

F.Keys will not be issued or provided to non-University personnel. (See ADMN 301) It is the responsibility of the program sponsor or the designated University representative to obtain necessary keys or access in accord with established guidelines of the University.