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UPPS 08.01.21 - Service Vehicle Access to Bobcat Trail and the Academic Mall

Service Vehicle Access to Bobcat Trail and the Academic Mall

UPPS No. 08.01.21
Issue No. 1
Effective Date: 6/22/2017
Next Review Date: 4/01/2020 (E3Y)
Sr. Reviewer: Associate Director, Parking Services; Director, University Police Department

  1. POLICY STATEMENTS

    1. Texas State University recognizes that services to buildings and facilities on campus are essential to realizing educational goals. These services must balance pedestrian safety with the need for vehicular and service access while ensuring the safety of pedestrians and preserving the beauty of the campus.

    2. This policy establishes the procedures associated with deliveries to, and servicing of, university buildings and facilities off Bobcat Trail and the academic mall from Old Main to the LBJ Student Center.

  2. PROCEDURES FOR ACCESSING DESIGNATED AREAS

    1. At all times, vehicles are prohibited from utilizing Bobcat Trail and the academic mall for any reason other than the performance of service and delivery functions and emergency response.

    2. From 7:30 a.m. until 4:30 p.m., Monday through Friday, on class days, vehicular access is restricted to:

      1. emergency fire, police, and EMS vehicles;

      2. university vehicles responding to urgent service requests;

      3. university golf carts (operating as provided in UPPS No. 05.07.02, Parking and Transportation); and

      4. pre-approved vendors or contractors (see Section 04.03).

    3. All possible safety precautions must be used when operating vehicles in this area during the restricted access periods such as, but not limited to: the use of flagmen, overhead emergency lights, and speed limitations.

  3. ACCESS TO BOBCAT TRAIL AND THE ACADEMIC MALL

    1. Parking on any portion of the pavers adjacent to the entrance gates, or blocking access via the entrance gates at any time is prohibited.

    2. The following access points are designated for emergency vehicular access points in order for staff to perform approved service and delivery functions during the restricted access periods:

      1. between Taylor Murphy/Comal via LBJ Drive. Three service vehicle spaces are located on the second floor of the Pleasant Street Garage;

      2. between Chemistry/Old Main via Old Main Drive. Two service vehicle spaces are located on Old Main Drive;

      3. between ASBN/ASBS via Old Main Drive. Two service vehicle spaces are located at this location; and

      4. the back of Commons. Except for one handicapped accessible space, the entire lot is designated for service vehicle use only.

  4. PROCEDURES FOR OBTAINING ACCESS AUTHORIZATIONS OR PERMISSIONS

    1. Authorization for access into the restricted area via the Guadalupe South, North LBJ South, and Edward Gary South gates is subject to approval from Access Services under the University Police Department (UPD). An email request must be made by the department director, or his or her designee, including date, duration, purpose, expected number of vehicles, and location.

    2. Authorization for university faculty and staff is subject to approval from Access Services. An email request must be made by the department director, or his or her designee, including date, duration, purpose, expected number of vehicles, and location.

      1. Access Services will create, upon receipt of an approved email to access-services@txstate.edu, access permission groups for each department with personnel needing card access to the gates. The permission groups will be limited to the specific day of the week and time requested by the authorizing department.

      2. Departments may add and remove employees to their permission group by emailing access-services@txstate.edu.

      3. Permission groups needing occasional access outside the time they are normally permitted to access the gates, may request a temporary access extension. The authorizing director, or his or her designee, may request temporary access extensions by sending an email request to Access Services during business hours at least two days in advance.

    3. Permanent vendors or contractors (e.g., Chartwells, Staples, Coke, Ozarka, etc.) are subject to approval from UPD or Access Services.

      1. The department overseeing the contract of a particular vendor or contractor will be the department to authorize access. For example, Auxiliary Services will authorize Chartwells, and Procurement and Strategic Sourcing will authorize Staples.

      2. Access Services will issue access cards to the department’s representative for issuance to the vendor or contractor.

      3. Access Services will create a permission group for permanent vendors or contractors for each authorizing department.

      4. Base permissions and the process for requesting additions, removals, or extensions for the groups will be the same as above for faculty and staff.

    4. One-time access to gates will not normally be approved. The department, working with the person needing one-time access, should have one of their employees with access permission open the gate for the person. For example, if a one-time furniture delivery is scheduled, the company would not be granted access. Someone with access receiving the furniture would have to meet them and let them through the gate.

    5. Emergency Access

      1. The San Marcos Fire Department, San Marcos Hays County EMS, and UPD have been given access cards to carry in their vehicles for emergency access.

      2. UPD dispatchers have been given access to open the gates remotely in case of an emergency.

    6. Authorized Access During Restricted Periods - In all cases, every effort should be made by the sponsoring department to schedule services and deliveries outside the restricted access periods (before 7:30 a.m. and after 4:30 p.m., Monday through Friday). When not feasible, exceptions may be granted during the restricted period by sending an email to Access Services during business hours at least two days in advance.

  5. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following

      Position Date
      Associate Director, Parking Services April 1 E3Y
      Director, University Police Department April 1 E3Y
  6. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Associate Director, Parking Services; co-senior reviewer of this UPPS

    Director, University Police Department; co-senior reviewer of this UPPS

    Associate Vice President for Finance and Support Services Planning

    Vice President for Finance and Support Services

    Vice President for Student Affairs

    President