Siena College Campus Scheduling Policy

Siena College Campus Scheduling Policy Campus Scheduling Office: Trustco Bank Center, Office Hours: College Business Hours Academic Year: 8:30 4:30 Summer 8:00 4:15 M-Th 8:00 12:00 Telephone: Office 518-783-2350 The Campus Scheduling Office is charged with the scheduling of all public (nonclassroom) spaces for meetings, college events and public events. Reservations for on-campus space for meetings and events can be made by academic and administrative departments and chartered student organizations via the Scheduling Procedures outlined on page 7 and are subject to the Facility Use Policy. Outside groups who are requesting to utilize College facilities, are governed by the Conference Services Policy, and should contact the Conference Services Office to schedule space. (Telephone 783-2350) The following definitions of events will assist users in determining whether an event should be arranged via the Scheduling or Conference Service Offices. DEFINITIONS OF EVENTS Meeting Typical college business meeting for which more space and/or audio visual equipment is needed than is available in the meeting organizers office. Coffee or food service may or may not be required. Campus Event Includes all academic, administrative, faculty, staff, athletic and student events whose activities are directly related to the mission and life of the campus community Attendees consist of Siena students, faculty or staff conducting Siena business Examples: Employee Recognition Luncheon, Student Club Activities Campus Event with External Guests Event is presented by Siena students, faculty or staff, directly relates to Siena business Attendees consist of Siena students, faculty, staff and/or external guests 1

Conferences & Other External Events The following types of events are to be scheduled via the Office of Conference Services and operated in accordance with the Conference Services & Outside Rental Policy. Co-Sponsored External Event for Campus Community and/or External Guests Event is presented by Siena entity (academic department, division or student organization) and non-siena entity (professional organization that directly relates to Siena community) for Siena students, faculty, staff and/or external guests. The non- Siena entity controls the logistics of event. Attendees consist of Siena students, faculty or staff and/or external guests Examples: Academic Programs, Conferences, Annual Meetings External Event for Campus Community and/or External Guests Event is presented by non-siena entity that has no affiliation with the College. Attendees are primarily external guests Examples: Corporate Meetings and Events, Seminars, Conferences, Continuing Education Programs, lectures, expos, non-siena athletic events General Scheduling Protocols Scheduling Conflicts Scheduling is generally on a first come first serve basis, however priority is given to scheduled academic classes, Presidents Office events and Admissions Programs in assigning space. If a conflict occurs with regard to scheduling campus space, the Campus Scheduling Office will assign space according to the following priority: Academic Classroom Activity (Lectures, Academic Events, Study Groups, etc.) President s Office Events Admissions Programs Serra Manor Priority: 1) BOT connected 2) President s Office 3) Development Office 4) VP approval Molinari Room Priority: 1) BOT Connected 2) President s Office 3) VP approval 2

Maloney Great Room, Snyder Hall, Massry Commons Priority: 1) Board of Trustees 2) Campus-wide convocations 3) Admissions events 4) New student orientations a. Leadership training b. Orientation 5) Student Groups The Scheduling Office in consultation with the Director of Business Affairs will work with meeting/event organizers to resolve any scheduling conflicts to the satisfaction of all parties. The college s mission and planning priorities will be used as a guide in resolving conflicts. In the event that a successful compromise cannot be reached the Comptroller will have the final decision as to what event has priority. In the event that a conflict results from the time required for setting up and breaking down events the Event s Foreperson, Office of Facilities Management and Director of Business Affairs will work with all parties to bring about a successful compromise. If a solution, acceptable by all parties, is not achieved, the Comptroller will have the final decision Appropriate Space Usage Room requests will only be approved for spaces appropriate to the size and function of the group. The final decision regarding room accommodations rests with the Director of Business Affairs. When scheduling general business meetings, it is expected that organizers will utilize rooms that require no special sets ups and are no larger than required. The Scheduling Office will work with the organizer to determine the appropriate meeting venue, and will make the final determination as to the meeting accommodation Events/meetings will generally be assigned based on a first come first serve basis. In the event of a conflict, the Campus Scheduling Office will work with the event/meeting organizers to come up with a solution that is satisfactory to all parties. First preference will however be given to those meetings/events that are student centered and/or involve a large segment of the internal College Community. Outdoor Areas Outdoor areas are scheduled through the Scheduling Office are subject to the following conditions: Use of outdoor college facilities for overnight camping is strictly prohibited. Under special circumstances, exceptions can be made. Those seeking permission for an overnight camping event, must contact the Scheduling Office well in advance of the event. Requests will be 3

reviewed on a case by case basis with the Scheduling Office coordinating the permission. Camping includes staying overnight in a vehicle Amplified sound may be used at outdoor events only if the amplified sound does not interfere with classes, scheduled events, and normal business of the college or the general public. The Scheduling Office is responsible for permitting the use of amplified sound, and will coordinate with the Department of Public Safety when an event requires amplified sound/music to ensure the sound does not exceed Town of Colonie Noise Ordinance. Due to the large number of underground utilities any structure or activity that requires breaking of ground in any way must be pre-approved by the Assistant Vice President for Facilities Management. Tents are not allowed on campus without the prior approval of the Assistant Vice President for Facilities Management. Academic Quad during the academic year the use of the academic quad will general be limited to use the internal campus community for student centered activities. During the summer and when classes are not in session the quad can be reserved by other parties provided the activities do not interfere with normal college operations. Limited Use Space While all public meeting spaces are scheduled via the Campus Scheduling system, certain spaces require the additional approval of those individuals responsible for that space. These spaces require separate approval, prior to the Scheduling Office confirming the space reservations. When requesting these spaces, please note that the final decision for space use is up to the individual(s) responsible for the space, so all questions and concerns regarding the use of these spaces should be directed to that individual. Charges and Fees Departments and campus groups that reserve space on campus for events that require services other than the use of the campus space will be charged for the specific services. When reserving a room/space you will be required to provide a budget code for these charges at the time of the reservation. Possible charges may be incurred for the following services: *Facilities Management Services such as room setup, seating, tables, staging etc. 4

*Overtime custodial charges for large event set-up, evening or weekend event set-up, excessive event clean-up, or replacement of damaged equipment. *Security charges for dances, concerts, events with alcohol or when deemed appropriate by the Scheduling, Public Safety, Student Affairs Office(s). *Catering charges for catering services provided by AVI. *Charges for certain audio/visual/it support. *Any rental equipment that cannot be provided by the college for event set-up. Any questions or concerns regarding charges or special services should be directed to the Scheduling Life and/or the providing department. Facilities Management Services Facilities Management services include the following: room setup (seating, tables, staging, etc.), electrical, housekeeping, sound system and grounds requests. Events/meetings requiring support in off-hours could be subject to overtime rates. Also, full scale or large event venues could incur overtime rates due to their size, complexity and requirements. *Requests must be made at least three business days prior to the event to ensure accommodation. Late requests may not be accommodated and requests made less than three business days prior to event will not be supported. *It is the responsibility of the event/meeting planner to enter any facilities operations requests at the time a reservation is made (at least three business days prior to the event). *For events requiring extensive set up and breakdown, the Scheduling Office will consult with Facilities Management and other stakeholders (i.e. Dining Services) to determine if the event can take place in the requested space, at the requested time. Technology Requests The Information and Technology Services Office provides computer, telephone and audio-visual support and services for meeting and events. Events/meetings requiring support 5

in off-hours or very specialized equipment could be subject to overtime rates or additional equipment charges. Meeting/event planners are responsible for contacting the Office of Information Technology Services to arrange for all audio/visual and technology needs at least five business days prior to the event. Dining Services The college s contracted food service vendor is AVI Fresh. AVI Fresh shall have the exclusive right for providing food and beverage service on campus. It is the responsibility of individual meeting/event planners to directly contact the Siena Fresh Catering Services office at least five days in advance to arrange for catering needs. Meeting/event planners will be required to provide a purchase order number in order to finalize the booking of the catering services. The Catering Office phone number is 518-783- 2934. For a link to Catertrax, use https://sienafresh.catertrax.com/. Siena Fresh pricing is all inclusive other than the necessary rental costs. For events involving alcohol, we require 21 days notice to secure the temporary liquor permits. The State does not guarantee permits within 14 days notice. Safety and Security When Public Safety needs can be met through the use of regularly assigned personnel, during the course of their normally scheduled duties there is no need for the event/meeting planner to contact Public Safety. However, if an event requires specific actions by the Public Safety Office such as access to buildings outside of normal business hours, parking and traffic logistics or overnight guests, the meeting/event planner must coordinate their needs directly with the Public Safety Office. The Scheduling Office will provide guidance with regard to the inclusion of Public Safety in the planning of an event/meeting. Special Events. Event/meeting planners must coordinate all security needs for their scheduled event with the Director of Public Safety. Building Security. Events held in buildings after normal business hours require prior approval from the appropriate administrative unit head. The event planner will contact the Department of Public Safety to arrange for the building to be unlocked in accordance with the building policies. Immediately upon conclusion of the event, it is the event planner s responsibility to contact the Office of Public Safety and arrange for the facility to be secured. It is the event planner s responsibility to pay for any additional costs that may be associated with opening the building for the event (i.e., a staff member may be required to be present at the entrance in order to control access afterhours). 6

RESERVATION & SCHEDULING PROCEDURES Meetings & Campus Events (Conferences and Other External Events please see Conference Services Policy) Reservations 1. Reservations for academic and administrative department can be made 1 year in advance. Student organizations can only make reservations in the academic year. 2. To reserve college facilities, event planners shall use the online form found at https://schedule.siena.edu/virtualems/ 3. At the time a request is made the following information must be provided: event name and title, sponsoring organization, contact name and phone number, expected attendance, event start time and date, event end time and date, and a list of all resources needed by the Office of Facilities Management along with set up requirements. This information must be provided at least three business days prior to the event unless otherwise noted or the event is subject to cancelation. Confirmation Confirmation of facility reservations will be at the time the meeting/event planner has entered all of the required information into VEMS. Confirmation for the spaces designated as limited 7

use will be provided after the use of space has been approved by the administrative office responsible for the limited use space. Adjustments and Cancellations Any change requests made after the event has been confirmed cannot be guaranteed unless they are provided by the deadlines as outlined. Cancellation of confirmed events must be made to the reservation as soon as possible, but not less than 72 business hours prior to the event, if an event is to be cancelled within 72 hours of the event you must contact the Campus Scheduler. Cancelations will be automatically updated in scheduling software and the departments will be notified. Reservation Timelines Reservations for academic and administrative department can be made 1 year in advance. Student organizations can only make reservations in the academic year. Exceptions may be made for large scale events and conferences scheduled by the Board of Trustees, President s Office or Enrollment Management Events. For optimal service, please allow at least 7 business days for reservation request processing. Reservations with any requested service (set-up, A/V, catering, security, etc.) must be made 72 business hours prior to the event date. Final event numbers must also be confirmed 72 hours prior to event. Reservations that do not require any services may be made within 24 hours of the event, the rooms may not be altered in any way for these events. Failure to provide requested information for events planned for Siena College facilities may result in cancellation of space reservation. 8