UC Santa Barbara Policy 5542
Policies
Issuing Unit: Administrative Services Date: February 1, 1985
NON-ACADEMIC SCHEDULING OF FACILITIES
I. PURPOSE AND SCOPE:
In accordance with Policy 5539, the Registrar is responsible for
scheduling academic classes 8:00á a.m. through 10:00 p.m., Monday
through Friday, (with the exception of University Extension Classes)
and the Campus Scheduling Office is responsible for scheduling all
requests on a Master Calendar for use of University facilities for
co-curricular, extra-curricular, and University Extension programs.
This latter office is responsible for processing all requests for
facility use on weekends as well as requests for programs starting
later than 10:00 p.m., Monday through Friday.
II. REFERENCE:
UCSB Policies Manual, Policy 5548, Facility Scheduling During the
Regular Academic Year and Break Periods.
III. PROCEDURE:
A. Submission of Priority User Requests
All priority users (as identified in Policy 5548) shall submit
facility use requests to the Campus Scheduling Office each
quarter in accordance with the following deadlines:
1. Request for dates in Fall Quarter shall be submitted no
later than the last Friday of instruction Spring Quarter.
2. Requests for dates in Winter Quarter shall be submitted no
later than the fourth Friday of instruction Fall Quarter.
3. Requests for dates in Spring Quarter shall be submitted no
later than the fourth Friday of instruction Winter
Quarter.
4. Special requests for early facility-use confirmation for
academically related, cocurricular and extra-curricular
programs during the academic year that require approval
more than one quarter in advance shall be submitted to the
appropriate scheduling office (Registrar, Campus
Scheduling Office, or as indicated in Policy 5548) and
will be considered by the Campus Program Committee on a
quarterly (or as needed) basis. (Approval of such requests
will only be granted if the program does not interfere
with the projected facility needs of academic programs.)
B. The Master Calendar Process
1. Once all priority users have submitted their schedules,
dates will be recorded on the Master Calendar in order of
priority until all priority needs are met.
2. Requests by priority users will be confirmed with the
originating department.
3. All requests for remaining ("open") dates in all
facilities will be considered on a firstcome, first-served
basis by the appropriate scheduling office.
C. Scheduling Changes and Additional Priority User Requests
1. If a priority user has changes or additions to the
schedule after the Master Calendar deadline, the
appropriate scheduling office (Registrar/Campus Scheduling
Office) should be notified immediately.
2. Should the requested facility(ies) not be available (i.e.,
already scheduled by another group or department), the
Dean of Students or his/her designee, shall attempt to
accommodate the priority user's needs by suggesting the
substitution of comparable facilities to the other user,
and will secure substitution approval from him/her, if
possible
D. Tentative Holds and Final Confirmation
1. Student Organizations
"Confirmation of use" in the case of student organizations
is equated with the completion of one of the following
forms, depending on the scope/nature of the event:
a. Room Reservation, used to confirm the use of
facilities when no services are required and no funds
are being raised. Receipt of a properly initialed
carbon copy of the form by the originating
organization is proof of confirmation.
b. Activities Budget and Planning Guide, which, when
completed, serves as final confirmation of use. Until
this form is complete, student organization "holds"
on facilities are only tentative. NO CONTRACTS SHOULD
BE SIGNED by organizational officers until this form
is complete.
2. Other Departmental Confirmation
Reservations received from all campus departments will be
considered confirmed upon the return of the signed
scheduling form to the originating department from the
Campus Scheduling Office or the Registrar. Until this copy
is returned, however, this form only serves as a request
for use of facilities, and should be understood as such.
The mere mailing of a room reservation form does not
guarantee the use of a particular facility (since it may
already be reserved by someone else): confirmation is only
final when the copy is initialed and returned to the
department of origin.
E. Reservation Cancellation (does not apply to academic programs)
1. Should a campus department or student organization decide
not to use a facility for which it has obtained either a
tentative hold or a final confirmation, the facility must
be released in accordance with the following timetables:
If the capacity of the Notification of
facility is: cancellation must be received
by campus scheduling at least:
less than 100 persons 48 hours prior to scheduled use
between 100 and 400 10 working days prior to
scheduled use
more than 400 15 working days prior to
scheduled use
2. Penalties for non-compliance with this cancellation
notification schedule shall be developed by the Campus
Program Committee.
3. In all cases, released (unused) dates must be "returned,"
to the Campus Scheduling Office by all campus departments
for reassignment to groups who have applied to be on a waiting
list developed and maintained by the Campus Program Committee.
4. The Committee shall also be responsible for approving all date
trades among programming groups once the Master Calendar has
been set for the quarter.
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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