|University of Arkansas at Little Rock|
|Policy Name: Use of Instructional Space By Non-UALR Entities|
|Policy Number: 703.2|
|Effective Date: December 9, 2002|
Use of instructional space by non-UALR entities must be clearly within the educational objectives and mission of UALR. Examples of non-UALR entities include professional organizations that want to use the rooms for a conference or workshop, community youth groups, or a non-profit group that wants to use the space for a training seminar. Instructional space is not available for private social events or commercial purposes.
The steps for reserving and using UALR instructional space follow:
- Scheduling of instructional space will continue to be done through Records and Registration following normal rules and procedures regarding priority use classrooms. Sole use space will continue to be scheduled by the academic unit that has sole use, following this same procedure (with Records and Registration being informed after the reservation is confirmed in order to enter it into the official schedule).
- Instructional space will not be available for other purposes until after the 11th day of classes during the regular academic year or the 5th day of classes during summer sessions. This will allow for any room changes that may need to be made to accommodate students or instructors.
- Any non-UALR entity that requests use of instructional space should have a full-time UALR faculty or professional staff member as a sponsor for the scheduled event. He or she would be present during the scheduled event and take responsibility for gaining access to the space ensuring that use conforms to university policies, returning all furniture and equipment to their initial condition at the end of the event, and making sure that the space is properly locked at the end of the activity.
- Records and Registration staff will work with the non-UALR group to identify the most appropriate space to meet its need. If that turns out to be instructional space, then the group will be referred to the Dean’s office associated with the academic unit that has priority use of the room requested to pick up a reservation form. Attached to the form will be rules and guidelines for the use of the space in question. These rules would include, but not be limited to:
- No food or beverages in the buildings except in designated areas.
- A reminder that all buildings on campus are non-smoking.
- A statement of UALR policy concerning alcoholic beverages on campus.
- All rooms should be returned to original furnishings and configuration at the conclusion of the event.
- No meetings before a certain time and building must be vacated by a certain time.
- Records and Registration may choose to place a “hold” on the request, thus reserving the rooms for the given day(s) and time(s), while waiting for a confirmation from the academic unit. This “hold” will be lifted if Records and Registration has not received confirmation within five working days.
- The request form will need to be signed by the faculty sponsor for the non-UALR entity, the head of the academic unit with priority use, and the Dean associated with that academic unit. The form will then be forwarded to Records and Registration to confirm the reservation.
- The unit with priority use of a given room may choose to charge any non-UALR entity a usage fee, working in cooperation with the associate vice chancellor for facilities and services to determine reasonable costs. Fees are to be set at a level to cover maintenance costs and not as a source of revenue for the priority use unit. Their purpose is to cover the costs of any addition utility charges, cleaning or repairs arising from the non-UALR entity’s use of the space.
- A special account would be created in the Office of the Associate Vice Chancellor for Facilities and Services to receive these fees. Additional utility, cleaning and repair costs could then be charged against that FOAPAL. Cost for replacement or repair of equipment could also be charged against that account by the unit with priority use. It would be the responsibility of the priority use unit to monitor the status of the space and report any repairs that might be needed to the respective Dean. Draws against this fund would require approval by the dean associated with the academic unit with priority use, and the associate vice chancellor for facilities and services. If a conflict should arise regarding the use of these funds, the matter will be referred to the provost.
- “UALR entities” will not be charged a fee. However, they will follow the same guidelines and complete the same form described above if the desired use is for non-instructional purposes. If any additional utility, cleaning or repair costs arise as a result of that entity’s use of the space, the UALR entity that used the space will be charged to recover that cost.
Source: Administrative Memo, December 9, 2002, UA Board of Trustees Policy 705.1, November 11, 1988
Approved By: Dr. Charles Hathaway and Dr. Joel Anderson, Dec. 9, 2002