UC Santa Barbara Policy 5548
Policies
Issuing Unit: Administrative Services Date: August 15, 1986
FACILITY SCHEDULING DURING THE
REGULAR ACADEMIC YEAR AND BREAK PERIODS
I. REFERENCES:
A. UCSB Policies Manual, Policy 5551, Facility Scheduling During
the Summer Months.
B. UCSB Policies Manual, Policy 5539, Academic Scheduling of
Classes and Classrooms.
C. UCSB Policies Manual, Policy 5560, Use of Centennial House.
D. UCSB Policies Manual, Policy 5563, Use of Cliff House.
II. POLICY:
A. Definitions:
For the purposes of this policy, the following definitions
apply:
1. Regular Academic Year: The first day of pre-instructional
activities for Fall Quarter, as published in the Schedule
of Classes, through the last day of Commencement in Spring
Quarter, excluding breaks.
2. Classrooms: Rooms for organized classes which do not
require special-purpose equipment for student use.
Classrooms are typically, but not necessarily, equipped
with tablet armchairs or similar types of seating.
3. Assembly Rooms: Rooms equipped for theatrical performances
although they are also used for class lectures.
4. Athletic/Recreational Facilities: Rooms or indoor areas
used by students, staff, and/or the public for athletic
activities and such rooms as directly serve such athletic
activities as extensions of the activities in such a
facility. For the purpose of this policy, outdoor areas
used for such activities are also considered to be
athletic facilities (including the Main Pool, all athletic
fields, Pauley Track, the campus tennis courts, the Campus
Diamond, the volleyball courts and Harder Stadium).
5. Conference Rooms: Meeting rooms ordinarily used by other
than organized classes for formal discussions. May have
lounge-type furniture, straight-back chairs and/or tablet
armchairs. May be generally assignable or departmentally
assigned.
6. Academic Programs: Listed in order of priority.
a. All classes scheduled during the regular academic
year (as reflected in the Quarterly Schedule of
Classes).
b. All additional (extra, make-up or special) sessions
of a. (above).
c. Additional rooms needed for mid-terms or final
examinations of a. (above).
d. UCSB Extension classes (University credit classes
only).
e. Arts and Lectures programs (I&R general fund
supported).
7. Academically-related Programs: Listed in order of
priority.
a. Study, tutoring and review sessions sponsored by
academic departments or other University units (e.g.,
Academic Skills Center).
b. Special faculty lectures (with or without admission)
that are not part of the Quarter's regularly
scheduled academic offerings.
c. Student Parent Orientation and Student Affirmative
Action programs.
d. UCSB Extension (non-credit courses).
e. All programs sponsored by all other non-academic
University departments (including Arts and Lectures
programs linked to specific UCSB academic courses,
but not I&R general fund supported). Departmental
seminars and meetings.
f. Programs sponsored by the Office of Public Events and
Ceremonies.
8. Co-curricular Programs: No specific priorities intended.
a. All programs sponsored by registered student, faculty
or staff organizations.
b. All A.S.- and G.S.A.- sponsored programs.
c. All programs sponsored by all other non-academic
University departments (e.g., Arts and Lectures,
Affiliates, Development, Alumni).
9. Extra-curricular Programs: Programs sponsored by
off-campus persons or organizations, under the auspices of
the Office of Residential Life or Housing and Residential
Services and/or the Office of Business Services.
10. Academic Quarter: The dates falling between that on which
the "Quarter Begins" and that on which the "Quarter Ends,"
as specified in the Quarterly Schedule of Classes.
11. Calendar Year: January 1 through December 31.
12. Summer Months: The day after Commencement in Spring
Quarter to the first day of the following academic quarter
during the regular academic year.
13. Quarter Breaks: The day after the last day of final
examinations through the first day of the following
academic quarter during the regular academic year.
B. Priorities for the Use of UCSB Facilities: The Regular Academic
Year.
1. Classrooms:
a. The Registrar, for an academic programs.
b. All other campus departments, sponsoring
academically-related and co-curricular programs.
c. The Office of Business Services and/or the Office of
Residential Life or Housing and Residential Services
for extra-curricular programs.
2. Assembly Rooms:
a. Assembly Rooms with Specific, Established Priorities:
(1) Campbell Hall
(a) The Registrar, for academic programs held
between 8 a.m. and 2:50 p.m., M, W, F, and
8 a.m. and 2:00 p.m., T, Th, and all pre-
instructional and examination periods,
between 7:00 a.m. and 10:00 p.m.
(b) The Arts and Lectures, after 2:50 p.m., M,
W, F, and after 2:00, T, Th, and on
weekends, in accordance with the following
guidelines:
1) Arts and Lectures shall have booking
privileges for Campbell Hall for a
maximum of 35 dates each quarter, for
technical preparations, rehearsals,
and events.
2) Arts and Lectures will make every
attempt to schedule events in such a
way as to use no more than six Fridays
and/or Saturdays in a quarter and no
more than four days in any single
week.
3) All requests for exceptions to these
guidelines must be submitted to the
Campus Program Committee for its
approval prior to making contractual
commitments.
(c) The A.S. Program Board, for up to ten dates
for co-curricular programs each academic
quarter.
(d) The Activities Coordinating Committee,
which shall have the responsibility of
processing and approving all additional
requests for all remaining "open" dates
each academic quarter for academically-
related and co-curricular programs.
(e) The Office of the Registrar, for academic
programs after 2:50 p.m., M, W, F, and
after 2:00 p.m., T, Th.
(f) The Office of Business Services and/or the
Office of Residential Life or Housing and
Residential Services for extra-curricular
programs.
(2) Lotte Lehmann Concert Hall
(a) The Registrar, for academic programs
between 8:00 a.m. and 2:50 p.m., M, W, F,
and 8:00 a.m. and 2:00 p.m., T, Th, and all
preinstructional and finals periods between
7:00 a.m. and 10:00 p.m.
(b) The College of Creative Studies, for two
annual lecture/demonstration series: one to
consist of six consecutive days and the
second to consist of six performances over
the period of a month.
(c) The Music Department for academic programs
after 2:50 p.m. M, W, F, and 2:00 p.m., T,
Th. and on weekends.
(d) The Activities Coordinating Committee,
which shall have the responsibility of
processing and approving all additional
requests for any "open" dates each quarter
for academically-related and co-curricular
programs.
(e) The Office of the Registrar, for academic
programs after 2:50 p.m., M, W, F and after
2:00 p.m., T, Th.
(f) The Offices of Business Services and/or the
Office of Residential Life or Housing and
Residential Services for the use of the
hall for extra-curricular programs.
b. Priorities for all other Assembly Rooms
(1) The Registrar, for academic programs 8 a.m. to
10 p.m. Monday through Saturday.
(2) All other campus departments, for academically
related and co-curricular programs.
(3) The Office of Business Services and/or the
Office of Residential Life or Housing and
Residential Services for extra-curricular
programs.
c. Isla Vista Theaters
(1) The Registrar, for academic programs, between
8:00 a.m. and 2:50 p.m., M, W, F, and 8:00 a.m.
and 2:00 p.m., T, Th, and all pre-instructional
and finals periods between 7:00 a.m. and 10:00
p.m.
(2) All other campus departments, sponsoring
academically-related and cocurricular programs.
(3) The Office of Business Services and/or the
Office of Residential Life or Housing and
Residential Services for the use of the theaters
for extra-curricular programs.
3. Athletic/Recreational Facilities
a. Athletic Facilities with Specific, Established
Priorities
(1) Campus Events Center (ECen)
The ECen Advisory Committee, which shall process
and approve all requests for use of the Center
for academic, academically-related, co
curricular, and extra-curricular programs, in
keeping with the scheduling processes and
priority guidelines set forth by the Committee.
(2) Harder Stadium
(a) The Department of Intercollegiate Athletics
and the Department of Physical Activities
and Recreation for inter-collegiate events,
intramurals, and recreation programs.
(b) The A.S. Program Board, for co-curricular
programs.
(c) All other campus departments for academic,
academically-related and co-curricular
programs.
(d) The Office of Business Services and/or the
Office of Residential Life or Housing and
Residential Services for extra-curricular
programs.
b. Priorities for All Other Athletic/Recreational
Facilities
(1) The Registrar, for academic programs 8 a.m. to
10 p.m. Monday through Friday.
(2) The Department of Intercollegiate Athletics and
Department of Physical Activities and Recreation
for intercollegiate events, intramurals and
recreation programs.
(3) The A.S. Program Board, for co-curricular
programs.
(4) All other campus departments, for
academically-related and co-curricular programs.
(5) The Office of Business Services and/or the
Office of Residential Life or Housing and
Residential Services for extra-curricular
programs.
4. University Center (UCen)
The UCen Advisory Committee, which shall process and
approve all requests for use of the Center for academic,
academically-related, co-curricular and extra-curricular
programs, in keeping with the scheduling process and
priority guidelines established by the Committee.
5. Storke Plaza (UCen Plaza/UCen Lawn)
For specific guidelines for use of these areas, please
refer to UCSB Policies and Campus Regulations Applying to
Campus Activities, Organizations, and Students.
6. Cafe Interim (Building 434)
a. International and cultural programming sponsored by
student organizations (coordinated by the Office of
International Students and Scholars.)
b. Other departments located in Building 434.
c. All other campus departments for academic,
academically-related or co-curricular programs.
7. Cliff House Conference Center (West Campus)
The use of the Cliff House is governed by the guidelines
established in Policy 5563, and all requests for use
should be submitted in accordance with that policy.
8. Student Organization Trailers/A.S. Trailer Space
The organizational trailers are assigned to the Activities
Planning Center for use on a quarterly basis. Eligibility
for use of trailer space is contingent upon the group
being registered as a registered campus organization with
the Activities Planning Center.
9. Faculty Club
Faculty Club facilities are open to both members and
non-members and are administered in accordance with
policies established by the Faculty Club Board of
Directors.
10. Centennial House
The use of Centennial House is governed by the guidelines
established in Policy 5560, and all requests should be
submitted in accordance with that policy.
11. Residence Hall Facilities
a. Use of Residence Hall facilities is governed by
policies found in "Regulations for Use of Residence
Hall Facilities" (an R.H.A. document).
b. Additional guidelines may be found in UCSB Policies
and Campus Regulations Applying to Campus Activities,
Organizations, and Students.
12. Music Bowl
The Music Bowl shall be scheduled by the Public Event
Manager in the Music Department. Because of the location
of the Bowl, events will be approved only if:
a. They do not appear to conflict with activities in
adjacent classrooms and/or offices; and
b. They do not appear to conflict with other Music
Department events.
13. Conference Rooms
a. Departmentally assigned: The department to which the
room is assigned (as indicated in the Campus
Facilities Inventory) shall have authority for
scheduling these rooms. They may schedule other
campus departments/groups in their assigned space in
accordance with departmental policy.
b. General Assignable: Cheadle Hall, Rooms 2128, 3122,
3128, and South Hall Rooms 3421, 4421 are assigned
for scheduling for administrative use to the Office
of Business Services.
c. Chancellor's Conference Room, Cheadle Hall: Assigned
for scheduling for administrative use to the
Chancellor's Office.
14. Off-Campus Facilities (other than IV Theaters): contact
administrator in charge.
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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