AADV 104


    

Number:

AADV 104

Section:

University Advancement

Subject:

Scheduling of Campus Facilities

Date:

March 1, 2010

Revised on:

August 1, 2013

Issued by:

Director of Conferences and Continuing Education

Authorized by:

Vice Chancellor of University Advancement

  

Facilities on the USC Aiken campus may be scheduled for both internal and external group events.  Internal groups are defined as academic and administrative departments and units and student organizations.  External groups are defined as private, corporate, and non-profit entities.  The Conference and Continuing Education Office will schedule and coordinate all events for external groups, with the exception of the Etherredge Center and the Convocation Center.

 

I.  Policies for Scheduling USC Aiken Facilities

a. Facilities on the USC Aiken campus can be scheduled for both internal and external group events.  Internal groups are defined as academic and administrative departments and units and student organizations.  External groups are defined as private, corporate, and non-profit entities.  The Conferences and Continuing Education Office will schedule and coordinate all events for external groups, with the exception of the Etherredge Center and the Convocation Center.

b.  A Facility/Scheduling Request Form (F/SRF) must be completed for all meetings or events held on campus.

c.  All groups using campus facilities are required to use campus food services, ARAMARK.

d.  The Conferences and Continuing Education Office will be the coordinating unit with final approval for all campus facility requests.

e.  USC Aiken F/SRF and the Designated Schedulers Directory are available online on the USC Aiken homepage under "F" in the A to Z index.

f.  All groups using campus facilities must leave facilities as they found them.  i.e. no excessive trash, no changes in the room setups, no covers on doors, windows, etc.

g.  All groups using campus facilities must refrain from making excessive noise during their meeting/events in classroom buildings in order not to disturb other classes, meetings, or students who are studying.

h.  Weekend event and end times for all groups are as follows:  Sunday-Thursday: events must end by midnight, with guests vacating the facility by 12:15am, facility must be clear of all equipment and cleaned up by 1:00am. Friday-Saturday:  events must end by 1:00am, with all guests vacating the facility by 1:15am, facility must be clear of all equipment and cleaned up by 2:00am.

*Requests for a later closing time (which may include time for break-down or clean up) must be made to the Director of Student Involvement for student events or to the Director of Conferences and Continuing Education for Other events no later than ten (10) business days prior to the event.

i.  There may be charges for housekeeping, house managers, technical personnel, and/or operations, i.e. setups, breakdowns, cleanups, in addition to any rental fee for the use of University facilities to be assessed by the Conferences and Continuing Education Office, the Etherredge Center Office, and/or the Operations Office.

j.  It is the responsibility of the requesting individual or group to set up an appointment with the USC Aiken Police for security for events with 100 or ore participants.  If it is determined that security is needed at specific events, the charges for this service will be paid by the responsible individual group.

k.  Parking is available in Parking Lots A, B, C, and D.  Visitors should park in the spaces indicated by the white lines.  The parking spaces indicated by yellow lines are reserved for faculty and staff; visitors are prohibited from parking in these areas.

l.  All campus rooms and facilities are booked on a first-come, first-served basis

m.  Campus facilities may not be available for use on official University holidays.

 

II.  Procedures for Scheduling Internal Groups

 

a.  Before completing the Facilities/Scheduling Request Form (F/SRF), all requesters (to include students, faculty, and staff) must email the Designated Scheduler to check on the availability of the room or facility.  The email should include the following information regarding the proposed event:  date(s), name of the event, facility reservation time(s), or the start and end time that the requester would like to reserve the facility, published event time(s), or actual start and end time of the event, number of people expected to attend, and the room or facility requested.  All student groups/organizations must have their F/SRFs signed by the student organization's faculty or staff advisor and the Director of Student Involvement prior to submitting the F.SRF to the Designated Scheduler. If your meeting or event will be held on multiple dates, i.e. a sorority or fraternity meeting that is held each week at the same time/same room, it is not necessary to fill out a separate F/SRF for each meeting or event.  However, you must attach a list of specific dates for your meetings or events to the F/SRF.

b.  The Designated Scheduler will respond to the requester's email request within two business days of receipt of the request.  If the desired facility is available the F/SRF should be completed online and sent to the Designated Scheduler.  A copy of the Designated Scheduler's email confirming the room or facility reservation must be attached to the F/SRF.  In other words, you must attach "proof of reservation."  The F/SRF should be submitted at least two weeks prior to the event.

c.  If any type of setup is required, including a setup for catering or A/V equipment, a diagram must be attached to the F/SRF.  The F/SRF and setup diagram should then be submitted to the Designated Scheduler.  The Designated Scheduler will sign the form and forward it to the Operations Office.  If the setup cannot be accommodated, you will be notified immediately by email. 

d.  If no setup is required, the F/SRF should be submitted directly to the Designated Scheduler for signature and the Designated Scheduler will submit the F/SRF to the Conferences and Continuing Education Office , the requester will receive, via campus mail or email, a copy of their approved F/SRF within five business days of receipt of the form.  Facility/scheduling requests are not considered final until the requester receives this approved copy.

e.  To request the use of A/V equipment, please click here and complete the equipment request form.  If there is a specific setup/layout diagram, please send a copy to the Center for Teaching Excellence Office at Campus Box 31.  Please note that A/V equipment may not be requested by students.  Student organization requests must be completed by the organization advisor only.

f.  Only one F/SRF will be accepted per event.  Any changes in events i.e. times, location, or cancellations, must be reported via email to the designated scheduler.

 

III.  Related Policies

 

IV.  Reason for Revision

      Annual Review