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FISCAL MANAGEMENT OPERATIONS GUIDE

Use of University Facilities By Outside Groups: the University as a Joint Sponsor

The UT System or the University of Texas at San Antonio must jointly sponsor the use of property, buildings, or facilities owned or controlled by The UT System or the University of Texas at San Antonio by outside groups.

Outside groups include: (Per The UT System Board of Regents' Rules and Regulations, Part One, Chapter VI, Section 6.9 state policy governing use of University facilities by outside groups.)

• Individuals who are not students, faculty or staff
• Groups that are not registered student, faculty, or staff organizations
• Associations or corporations

The policies and procedures for the use of University facilities by outside groups are set forth in Section 8.5 of the Handbook of Operating Procedures. In order for joint sponsorship to be appropriate, the educational implications of a program or activity must be self-evident, must directly supplement the educational purposes of UT System or the University, and must not result in financial gain for the invited individual, group, association, or corporation.

The UT System and the University of Texas at San Antonio are established as public institutions without regard to political affiliation or religious faith and cannot be a joint sponsor for political or sectarian gatherings.

Authority to issue an invitation on behalf of The University of Texas at San Antonio to use the University facilities and to commit The University to joint sponsorship is vested with the Vice President for Business Affairs.

In those cases where an invitation by the Vice President for Business Affairs is required, the Office of the Vice President for Business Affairs shall be notified well in advance of the need for the invitation. The following steps should be followed in order to secure issuance of an invitation for joint sponsorship and/or use of University facilities by an outside group..

1. The division/department or individual will request a letter detailing the activity or program from the non-University group desiring to use University buildings and facilities.
2. The division/department or individual will submit to the Vice President for Business Affairs the following:
   1. Letter from the non-University group
   2. Cover memorandum from the division/department or individual recommending co-sponsorship describing the program that is to be jointly sponsored and specifying how the program will "directly supplement the educational purposes of the System" as required by the Regents' Rules and Regulations.
   3. Written invitation on behalf of the University for the Vice President for Business Affairs' signature.
3. After co-sponsorship has been approved, the division/department or individual will confirm location arrangements with the appropriate office designated for reserving University facilities. The policies and procedures are set forth in Section 8.6 of the Handbook of Operating Procedures.