UNIVERSITY OF WISCONSIN River Falls

Use of University Facilities (AP-01-103)

UW-River Falls Administrative Policy
Policy ID: AP-01-103
Effective: October 23, 2002
Last Revision: November 15, 2014
Review: 1 year

Use of University Facilities

Maintained by: ACBF
Approved by: Chancellor
Next Review Date: November 15, 2015


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Policy

It is the policy of the Board of Regents that the facilities of the University are to be used primarily for purposes of fulfilling the mission of teaching, research, and public service. University facilities are not available for unrestricted use for other purposes. In order to preserve and enhance the primary functions of University facilities, this policy paper was established to govern facility use on the River Falls campus.

Authority

The UW-River Falls Chancellor issues this policy in accordance with the Administrative Policy process. The Assistant Chancellor for Business and Finance is responsible for the administration of this policy. Request an exception to this policy by writing to administrative-policy@uwrf.edu.

Sanctions and Appeals Process

Failure to adhere to the provisions of this policy may result in appropriate disciplinary action as provided under existing procedures applicable to students, faculty, and staff, and/or civil or criminal prosecution.

Procedure

Requests by University Departments and campus organizations to utilize University facilities shall be directed to the Registrars office for credit producing courses, or to the Campus Reservations office for classroom related or general activities or events. The delegates of the Facility Use Task Force shall have responsibility for interpreting and enforcing University policies relating to the use of facilities.

Organizations and groups not affiliated with the University shall contact the Conference and Contract Services Manager. The Conference and Contract Services Manager shall handle all aspects of facility usage, and negotiate a contract that shall spell out the terms of the agreement. In those cases in which a group not affiliated with the University is invited to campus and sponsored by a University department, the group shall still enter into a contract with the University through the Campus Reservations office.

Registrar's Office Responsibilities

The Registrar's Office is responsible for the following:

  1. Schedule academic space for credit producing instructional units based upon established and agreed upon guidelines found in the Facility Use Task Force Document.
  2. Oversee the distribution and collection of information from instructional units for the development of future term sessions.
  3. Update all classroom assignment adjustments in the Dean Evans & Associates software system, EMS Enterprise.
  4. Provide classroom and laboratory space use data to UW System per established guidelines.

Campus Reservations Responsibilities

The Campus Reservations Office is responsible for the following:

  1. Ensure that space is scheduled according to UWS 21 policies for on-campus groups.
  2. Ensure that space is used on campus based upon the guidelines in the Facility Use Task Force Document.
  3. Assist with problem solving, enforcing and updating University Center policies and procedures and Facility Use Task Force documents.
  4. Implement the interpretations of facility use based upon established Memorandum of Understandings (MOU) for various specialty spaces on campus.
  5. Oversee the correct invoicing, collection and distribution of facility use fees based upon campus policies for on-campus groups.
  6. Oversee the process for providing accurate, detailed facility use information to the campus community using the Dean Evans & Associates software system, EMS Enterprise.
  7. Communicate all academic space conflicts with all parties involved.

Conference and Event Services Responsibilities

The Conference and Contract Services Manager (or designee) is responsible for the following:

  1. Ensure the space is scheduled according to UWS 21 policies for off-campus groups.
  2. Ensure that space is used on campus based upon the guidelines in the Facility Use Task Force Document.
  3. Assist with problem solving, enforcing and updating University Center policies and procedures and Facility Use Task Force documents.
  4. Implement the interpretations of facility use based upon established Memorandum of Understandings (MOU) for various specialty spaces on campus.
  5. Oversee the correct invoicing, collection and distribution of facility use fees based upon campus policies for off-campus groups.
  6. Coordinate with Camp, Wedding, Tradeshow and Conference organizers for facility, dining, parking and housing requests.
  7. Market to off-campus groups.
  8. Manage contracts and fiscal resources, facility operations, and coordinate with service providers in the best interest of the University.

Director of University Center Responsibilities

The Director of University Center (or designee) is responsible for the following:

  1. Use delegated authority to review and execute contracts in an amount and duration not to exceed $10,000.  Contracts above $10,000 must be reviewed and executed by the Associate Vice Chancellor for Student Affairs.
  2. Forward the signed contract to the Business and Finance Office.

Risk Management Responsibilities 

The Risk Manager (or designee) is responsible for the following:

  1. Review contract language periodically whenever language is deleted or added to the contracts.
  2. Approve Certificate of Insurance for off-campus groups.

Related Documents 

Contact

Please direct questions about this policy to administrative-policy@uwrf.edu.