NORTHWEST VISTA COLLEGE PROCEDURE

Transcription

1 Procedure Number: Relevant Board Policy: Procedure Title: Originating Unit: Maintenance Unit: XXXX C Facilities Use G Use and Access to College District Facilities On-Campus Room Reservation & Event Requests by Internal Users- Internal Events Office of President Event Specialist Supervisor 1. PURPOSE 1.1 This procedure describes and articulates the method by which Northwest Vista College facilities may be reserved by organizations internal to the Alamo Colleges District community. NVC makes its facilities available to employees and registered student organizations in accordance with Alamo Community College District Board of Trustees policy. Internal reservations must be consistent with the mission of the Alamo Colleges District. Employees or registered student organizations wishing to reserve NVC facilities should begin their request with the following procedure: 2. DEFINITIONS 2.1 Internal Events: Within regular NVC business hours (official NVC business). Examples: convocation, drama production, and employee development day. Outside regular NVC business hours (official NVC business). Examples: weekend new student orientation, NVC sporting event outside normal business hours 2.2 An Internal Event is coordinated by a member of the College s registered student organization, faculty, staff or NVC organization. 2.3 A Facility can be any of the following, but are not limited to a room (Innovation Center, a classroom, conference or presentation room, etc.); a building (CCC, MZH, PH) or an area (Lake Area, Breezeway of Juniper.), and all parking lots. 2.4 Student Life is responsible for granting registered student organization requested events. 2.5 The Event Manager is responsible for approving the event content, determining that the event does not conflict with the Alamo Colleges District guidelines, and ensuring that the event is properly managed. Additionally, The Event Manager is responsible for guiding the requestor through event process and preliminary approval of the event and use of facilities, and identifying college-wide resource requirements. Page 1 of 7

2 2.6 The Event Manager is responsible for determining the availability of the requested room, facility, or area, and scheduling the event in AdAstra. The Event Manager is also responsible for notifying the Requestor of its availability and scheduling the event on the college calendar. 3. STATEMENT 3.1 Request Use of Facilities form can be accessed via the NVC webpage by clicking on the XXX link and selecting the XXX option under Use of Facilities Forms. The Request Use of Facilities form is transmitted to the XXXX 3.2 A student, faculty or staff member seeking to hold an event at any NVC facility is responsible for obtaining initial approval for the proposed event from their immediate supervisor. 3.3 The Student Life Division (Student Success) is responsible for approval of registered student organization requested events, obtaining approval from the Vice President of Student Success, requesting usage of the room, facility or area from the Office of Facilities Rentals and placing its seal of approval on campus advertising (flyers) for the event after receiving notification from the Student Life Event Manager. 3.4 The Department Administrative Services Specialist is responsible for granting preliminary approval for faculty requested event content and for obtaining approval from the Department Chair. 3.5 The Event Manager is responsible for approval of and use of facilities, as well as, identifying college-wide resource requirements. The President has final approval for the event and must be consulted if concerns arise regarding the propriety of an event. 3.6 The Event Manager screens requests within 48 hours and replies by to individual who submitted the request: Confirming appropriate event process procedures Suggesting alternatives, if the room requested is not available; or Provide guidance for events (i.e. logistics, etc.) Requesting further information for processing the request; and If needed, will participate on committees and/or meetings. 3.7 Recording of campus event room reservations: 1. On-campus room reservations must be recorded in AdAstra, the software used by Northwest Vista College for all academic and events scheduling. This increases accurate room utilization data in AdAstra reports, and diminishes potential scheduling conflicts. 2. Unofficial or impromptu use of rooms/academic classrooms even if within Alamo Colleges District policy that have not been entered in Astra Schedule must give precedence to academic requirements and/or events already scheduled in the system, in case a conflict should arise. Page 2 of 7

3 3. Conflicts or potential conflicts in room scheduling should be brought for resolution to the Event Specialist Supervisor at or NVC- 3.8 Departments are responsible for developing processes for the college s on-campus room reservation and event requests. 3.9 Please view the Event Request Process Flowchart: (insert link here) 4. CANCELLATION/REVISION TO A SCHEDULED EVENT 4.1 It is important that the Requestor notify the Event Manager immediately if the event or function is cancelled, or needs to be modified (set up, location, time, day, etc.) at NVC- Events@alamo.edu. The Event Manager will make all necessary cancellations or modifications, and will then notify the Event Specialist Supervisor. 5. APPROVAL AUTHORITY FOR SUBSTANTIVE CHANGE OR REQUESTS 5.1 The President has final approval for the event and must be consulted if concerns arise regarding the propriety of an event. If (1) Marketing/promotional materials (2) Technical support/presentation equipment are needed, the requester must submit a Footprint ticket at least 2 weeks prior to the event. 5.2 If the President of the College is requested to attend, the requester must contact the President s Office Event Manager. 5.3 Work Orders for the Auditorium will only be handled by the PCA Auditorium Event Manager. All other locations at a different facility, the college Event Managers are responsible for: 1. Submitting work orders to the IT department, PR and/or Facilities office for setup and breakdown of rooms that are not already in the desired configuration or for necessary technology and equipment. 2. Ensuring that, when finished with the room, it is returned to its condition in which the event started. Any cost occurred due the condition of the room after the event will be the responsibility of the requestor. 3. Notifying: DPS, Risk Management, Contract Management, Purchase Facilitation, and Facilities, as necessary two weeks prior to the event. 6. MONITORING AND ENSURING COMPLIANCE 6.1 This policy was reviewed by XXXX, XXXX, XXXX, XXXX Contact for Interpretation: Executive Assistant to the President Relevant Board Policy: Relevant SACSCOC Principal: Page 3 of 7

4 Originating Unit: Maintenance Unit: President s Office President Issued: May 17, 2017 Approved: Executive Assistant to the President President of Northwest Vista College Page 4 of 7

5 Exhibit 1 Procedure XXX Use of College Facilities for an Internal Event Issued By: Effective Date: INTERNAL EVENT FACILITY REQUEST FORM (FOR USE BY NORTHWEST VISTA, FACULTY AND STAFF) FROM: (Prospective Organizer) Date: Organization/Group Name: Campus Telephone Number: Alternate Number: TITLE OF EVENT: Description of Event: Facility/Room Requested: Alternate Room: Date of Event: Estimated Attendance: Time Doors Open: Exact Time of Event is from: to Total Time Needed to Access Area(s), Including Set-Up & Clean-Up is from: to SPECIAL ARRANGEMENTS: Tables (# ) Chairs (# ) Podium ( ) Stage ( ) Microphone ( ) Other ( ) Description of Special Arrangements, Food Service or Audio Visual Needs: On-Campus Caterer Telephone Number: Off- Campus Caterer** Name: Telephone Number: ** Off-Campus caterer requires a Vendor ID # & Certificate of Insurance. Page 5 of 7

6 AUTHORIZATIONS: Director, Student Life: Signature Date Vice President, Student Success: Signature Date Supervisor/Department Chair: Vice President /Department Head: Signature Date Page 6 of 7

7 Exhibit 2 Procedure XXXX Use of College Facilities for an Internal Event Issued By: Signature: Effective Date: NOTIFICATION OF FACILITIES USE Date: The use of College facilities has been authorized as follows: Organization: Event: Facilities: Estimated Attendance: Time Doors Open: Duration of Event: The following individual is in charge of the event and should be contacted regarding specific questions: Name: Phone: Please ensure that: Facilities are Open Lights are On Air Conditioning is On Heat is On The following special arrangements are made: Sound Technician Required? (Y) (N) If Yes, Approved By: Page 7 of 7