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Handbook of Operating Procedures
Chapter 8 - Facilities and University Services
Publication Date: August 13, 1999
Responsible Executive: VP for Student Affairs

 

8.06 Use of Campus Facilities Other than for Regular Classroom Instruction

The property, buildings, or facilities owned or controlled by The University of Texas System (UT System) or the University are not open for assembly, speech, or other activities as are the public streets, sidewalks, and parks. The responsibility of the UT System Board of Regents to operate and maintain an effective and efficient system of institutions of higher education requires that the time, place, and manner of assembly, speech, and other activities on the grounds and in the buildings and facilities of the UT System or the University be regulated. Acting pursuant to the general authority of Chapter 65 of the Texas Education Code and the specific authority of Chapter 51 of the Texas Education Code, the Board of Regents adopts and promulgates this Section relating to the use of buildings, grounds and facilities for purposes other than programs and activities related to the role and mission of the UT System or component institution. (See Regents' Rules and Regulations, Part One, Chapter VI, Section 6.1)

No person, organization, group, association, or corporation may use property, buildings, or facilities owned or controlled by the UT System or the University for any purpose other than in the course of the regular programs or activities related to the role and mission of the UT System or the University, unless authorized by the Regents' Rules and Regulations. Any authorized use must be conducted in compliance with the provisions of the Regents' Rules and Regulations, the approved rules and regulations of the University, and applicable federal, state, and local laws and regulations. (See Regents' Rules and Regulations, Part One, Chapter VI, Section 6.2)

  1. POLICIES

    Policies and responsibilities for use of various UTSA facilities and campus areas are as follows:

    Location Authorization for Food/Drink Designated Reservation Office
    1.   Convocation
    Center
    Concession only
    or
    by special
    arrangement
    Director of Athletics
    2.   Convocation Plaza
    Physical
    Education Bldg.
    Concession only
    or
    by special
    arrangement
    Director of Athletics
    3.  Recreation Areas:
    Tennis Center
    Outdoor Track
    Softball Field
    Concession only
    or
    by special
    arrangement
    Director of Athletics
    4.   Library
    (Second and
    Third Floors of
    John Peace
    Library Bldg.),
    UTSA Downtown
    No Director of Libraries
    5.   Classrooms/Labs
    Lecture Halls and
    Special Rooms;
    HSS 2.01.04
    SB 2.01.02
    No
    No

    By special
    arrangement

    Room Scheduling,
    Registrar's Office
    6.   Special
    Conference
    Rooms
    Fourth Floor John
    Peace Library:
    JPL 4.02.12
    JPL 4.03.08
    JPL 4.03.10
    JPL 4.03.12
    By special
    arrangement
    President's Office
    7.  Recital Hall

    Gallery & ART's
    Galleria
    No

    By special
    arrangement
    Director of Music

    Gallery Director
    8.  Television Studio No Director of University Communications
    9.  Food Service
    Facilities

    University Dining
    Room
    Yes


    By special
    arrangement
    Room Scheduling,
    Registrar's Office

    Vice President for
    Business Affairs
    10.  General Public
    Areas:
    Patios
    Central Plaza
    Sombrilla
    Arcades
    Paseos
    Lounges
    Gallerias
    Undeveloped
    Land
    By special
    arrangement
    Vice President for
    Student Affairs
    or his or her designee
    11.  Parking Lots By special
    arrangement
    University Police
    12.  University Room
    BB 2.06.04
    Board Room
    BB 2.06.12
    Kiva
     MS 2.02.18
    By special
    arrangement
    President's Office
    13.  UTSA Downtown
    (excluding space
    scheduled for
    classes)
    By special
    arrangement
    Associate Provost for
    UTSA Downtown

    SPECIAL USE FACILITIES:

    Location Authorization for Food/Drink Designated Reservation Office
    1.   University
    Center
    By special
    arrangement
    Director,
    University Center
    2.   Institute of Texan Cultures (ITC) By special
    arrangement
    Executive Director,
    ITC


    The policies of UT System for use of institutional buildings, grounds, and other facilities for purposes other than regular academic use are outlined in Part One, Chapter VI, Section 6 of the Regents' Rules and Regulations. The Board of Regents adopts and promulgates those rules pursuant to the specific authority of "Subchapter E, Protection of Buildings and Grounds," of Chapter 51 of the Texas Education Code. For approval process for use of University facilities by outside groups and for joint sponsorship, see Handbook Section 8.05.

    The following policies are cited for general guidance. Regents' Rules and Regulations establish the governing policy regarding use of University facilities. Other Sections of the Handbook may apply to special circumstances. Student organizations should consult the Student Handbook.

    APPLICABLE HANDBOOK SECTIONS

    4.23 Registration of Faculty or Staff Organizations

    5.02 Policies and Regulations Relating to Student Activities

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

    9.10 Solicitation of Any Kind and Distribution of Newspapers and Other Materials on the UTSA Campus

    9.16 Use of Alcoholic Beverages

    9.36 Nonsmoking Policy

  2. PRIORITY SYSTEM

    First priority: University programs that are integrally related to the primary academic objectives of academic units on campus, student and staff organizations, and University continuing education programs.

    Second priority: Other University-sponsored programs. Meetings of recognized learned societies and meetings of professional organizations would normally be classified within this priority.

    Within the priority system, all approved meetings will be scheduled on a first-come, first-serve basis. The President reserves the authority to revise the schedule of events as required.

    The route of appeals for activities not approved follows the normal channel of administrative authority.

  3. CHARGING ADMISSION

    Part Two, Chapter III, Section 1 of the Regents' Rules and Regulations prohibits any department, division, or individual staff member from receiving money in the name of the University unless authorized by the Vice President for Business Affairs. If tickets are to be sold, or admission charged for any activity Regents' Rules Part Two, Chapter III, Section 1.5 and 1.6 apply and the Business Manager must be notified (Extension 4210) five (5) working days in advance of the event in order to meet the monetary reporting requirements.

  4. RESERVATION PROCEDURES

    1. Requestor should:

      1. Complete the Request for Facility Reservation form which is available from General Stores.

      2. Complete and return the form to the designated reservation office, with the exception of registered student organizations which must route requests through the University Center calendaring office for confirmation of registered status by cosignature of the Director of the University Center under the signature of the individual making the request.

      3. Assume responsibility for group's compliance with the Regent's Rules and Regulations and with Sections 4.23, 5.02, 8.05, and 9.16 of this Handbook.

    2. Upon request for the use of an area and/or the request for special arrangements, the designated reservation office for the area has the following responsibilities:

      1. Determines whether the requestor is a University administrative or academic unit, a registered student, faculty or staff organization or a non-University individual or group.

      2. Determines if the proposed activity and the organization are appropriate under Regents' Rules and Regulations and policies of the University. If there is a question, the Office of the Vice President for Business Affairs will be contacted.

      3. Determines the fee, if applicable, for the proposed use and contacts the Business Manager (extension 4210) if there are questions in fee calculation.

      4. Distributes the approved copies of the "Request for Facility Reservation" form and makes the necessary photocopies for the Cafeteria and Media Resources.

  5. FEE SCHEDULE

    The University Facilities Use Fee Schedule is a supplement to this document. When assessing fees for use of the facilities, the following items should be considered:

    1. The user will be charged when UTSA must rent furniture/equipment for support of any activity. Additional charges to those outlined in the fee schedule may be levied if there appear to be excessive costs involved in providing support from any service area, such as Housekeeping.

    2. Registered faculty/staff/student organizations that are permitted to charge admission (by selling tickets or soliciting donations) are subject to a minimum service charge of $25 Monday through Saturday noon in addition to any other applicable fees for use of facilities.

    3. The Business Manager will invoice all users for charges which may be incurred. No organization or group, whether registered or not, may use the facilities of any component institution as long as it owes a monetary debt to the institution and the debt is considered delinquent by the crediting institutional agency.

Editorial Amendment Issued March 2010