UPPS 07.03.02 - Scheduling of University Housing Facilities for Camps, Conferences, and Other Activities and Uses
Scheduling of University Housing Facilities for Camps, Conferences, and Other Activities and Uses
UPPS No. 07.03.02
Issue No. 5
Effective Date: 11/05/2014
Next Review Date: 11/01/2018 (E4Y)
Sr. Reviewer: Director, Department of Housing and Residential Life
The purpose of this policy is to provide guidance for decisions that affect the student housing program and support Texas State University’s mission.
The Department of Housing and Residential Life (DHRL) provides housing for enrolled students at Texas State. The priority is to serve the incoming freshmen class; as such, all housing during the academic year is reserved first for the incoming freshman class, with some limited spaces made available for returning residents and transfer students. As space becomes available, some requests for other uses may be made, in accordance with this policy and procedure statement.
DHRL is responsible for scheduling the use of residential facilities for special activities (camps and conferences); it may also be of assistance in identifying other resources (e.g., food, non-housing facilities meeting spaces, recreation spaces, etc.) and providing contact information for those needs and venues.
DHRL also recognizes that there may be occasions when faculty or students from other universities visit our campus for research and is able to assist those individuals during a much reduced timeframe. Some limited on-campus accommodations may be made available during the academic year or during the summer months for visiting students and faculty.
GUIDELINES FOR USE OF INDIVIDUAL STUDENT ROOMS WITHIN RESIDENCE HALLS OR APARTMENTS
During the course of the academic year, assignments made to the individual student rooms within university-owned residence halls and apartments by fully admitted students who are enrolled at Texas State shall be made through the Housing Administrative Services (HAS) office.
During the summer session, a reduced amount of housing is made available for students who are either continuing residents from the previous spring semester, or incoming students who have contracts for the upcoming fall semester.
Inquiries for housing arrangements by Texas State students are to be directed to the assistant director for HAS or the coordinator for Housing Assignments.
Each student shall sign a housing contract, agreeing to the terms and conditions of the contract, and agreeing to pay all charges affiliated with their respective assignments.
During the course of the academic year, individual student rooms within university-owned residence halls and apartments shall be limited to students enrolled at Texas State. If space is available, DHRL may make rooms available, for an appropriate fee, for use by individuals who have an academically-related need, but are not enrolled at Texas State and are authorized by the vice president for Student Affairs to live in on-campus housing (see Section 04. for specific information).
During the summer session, the use of individual student rooms may fall into one of four categories, listed in priority order:
individuals enrolled in Summer I or Summer II classes at Texas State;
individuals participating in New Student Orientation programs;
individuals participating in grant-sponsored programs, directly related to the mission of Texas State; and
individuals participating in workshops, camps, or conferences that are sponsored by a university department or program; these types of events must serve the university mission.
As the university does not operate as a hotel, requests for on-campus housing by individuals or groups who do not have a university department as a sponsor cannot be accommodated.
In categories b. through d. above, the DHRL coordinator for Camps and Conferences shall be the contact point (see Section 04. for specific guidelines).
GUIDELINES FOR USE OF SUPPORT SPACE (LOUNGES, SEMINAR ROOMS, LARGE MEETING ROOMS, ETC.) WITHIN RESIDENCE HALLS OR APARTMENTS
The provision of support space, in the form of lounges, living rooms, lobbies, study rooms, seminar rooms, meeting rooms, etc., has been made to support the academic and personal success of the students who reside in each residence hall or apartment complex. Therefore, space allocation during the course of the academic year will primarily be made to the residents who live in each hall.
During the course of the academic year, the use of support space within a residence hall or apartment complex shall be limited to those residence hall- or apartment-specific sponsored programs. The residence director, under the supervision of an assistant director for Residential Life and Education shall be responsible for maintaining a reservation system so that in-hall or in-apartment complex usage of support space can be secured by hall councils, resident assistants, or the Residence Hall Association. Requests by individual residents within their assigned hall or apartment may be considered; however, residents may not routinely use space for campus-wide registered student organization meetings or events.
During the summer, the use of support space within a residence hall or apartment complex shall be made available to academic programs, workshops, conferences, or camps. Requests for reservations may be made for only the timeframe of June 1 through July 31 of each summer. Due to post-academic year cleaning and pre-academic year preparations, requests for space utilization outside of June 1-July 31 cannot be accommodated.
A list of support spaces and affiliated costs is provided on the DHRL website. Requests for use of support space may be made via the DHRL coordinator for Camps and Conferences. Some fees for usage may be required, depending upon whether the requesting group or department is also utilizing and paying for student rooms at the same time.
PROCEDURES FOR SCHEDULING SPECIAL ACTIVITIES IN UNIVERSITY HOUSING FACILITIES DURING THE SUMMER SESSION
Requests for either student rooms or support space are accommodated based upon the above-outlined guidelines, on a space-available basis, using several factors, including historical usage, number of rooms or halls needed, and, for new requests, on a first-come, first-served basis.
Responsibilities of event sponsor, event coordinator, or event advisor (hereafter referred to as “sponsor”) are as follows:
the sponsor will complete the Request for University Housing Facilities Form and the Event Contract Terms and Conditions Form for any and all requested;
Athletic-Related Camps - Requests that involve sports camps, cheer/dance camps, etc., should begin the reservation process with the Department of Intercollegiate Athletics (DIA) at Texas State. The DIA liaison to the DHRL coordinator for Camps and Conferences will submit completed forms, as outlined in Section 04.02 a., above. The DIA liaison will be responsible for coordinating requests for usage of other non-housing related support spaces (e.g., fields, gymnasiums, etc.);
New Student Orientation (Summer) Program - Requests for space that involves Texas State’s NSO program should begin with the Office of Undergraduate Admissions. The Admissions staff liaison to housing will submit completed forms, as outlined in Section 04.02 a., above. The Admissions staff liaison will be responsible for coordinating requests for usage of other, non-housing related spaces (e.g., LBJ Student Center, classrooms, etc.);
the sponsor will be responsible for completing all information requested on the form. The completed forms will be filed with DHRL a minimum number of days prior to the opening day of the event, as outlined in the contract. All requests received will be reviewed and confirmed by DHRL to determine space availability and final location assignment;
the sponsor will be responsible for providing a “participant guarantee number” no less than 30 days prior to the event. That guarantee number will be the minimum number used for billing purposes. An additional percentage of the final bed count will be added and prepared. Billing for the additional beds used will be based upon the original contracted per bed dollar amount; any beds used above the amount set aside will be charged at an increased rate above the contracted per bed dollar amount. In some cases, DHRL will not be able to accommodate last minute excessive participants; if that occurs, the sponsor will be responsible for communicating with those participants for whom no space is available;
post-event, the sponsor will complete a Program Evaluation form which will be supplied by the DHRL coordinator for Camps and Conferences, within five working days after conclusion of the event. This form, or a comparable survey instrument, will be filed with DHRL. Copies of the evaluation will be provided to DIA or NSO, depending upon the event sponsor, in addition to the director of Auxiliary Services, for feedback on dining;
individual event participants will be encouraged to complete a Summer Camps/Conference Participant Satisfaction Survey at the conclusion of the event. That form will be supplied by the DHRL coordinator for Camps and Conferences;
the sponsor is required to provide adequate supervision for all participants residing in university residence halls and apartments. The recommended ratios are one counselor per 10 students through age 12, one counselor per 15 students who are 13 years or older, or one counselor per 40 participants if the participants are adults; and
all university policies and procedures are to be adhered to by all visiting groups.
Responsibilities of DHRL:
ensure that events and participants do not conflict with the regular academic functions of the university;
receive and immediately review all submitted forms for completion and for preliminary approval of dates and tentative assignment of facilities. All requests will be reviewed and confirmed subject to space availability;
distribute copies of submitted forms to, and confer with, Auxiliary Services, Dining Services, University Police, and other campus offices to determine factors in location assignment process. Distribute final list of all groups staying in university housing;
confirm that meal service contracts have been completed, signed and submitted to Auxiliary Services and Dining Services;
ensure that event groups comply with the University Food Service Contract (Part III, Section 1.02) which states that all event attendees staying in university housing facilities are required to utilize the services provided by the dining contractor, unless attendees are at an off-campus location during the meal period;
event groups may have one meal catered by an approved off-campus caterer. If this option is chosen, DHRL will provide additional cleaning services for a fee, or specific instructions on self-cleaning expectations to avoid a cleaning fee. It is the responsibility of the event sponsor to make all arrangements in compliance with university policy; DHRL will assist the sponsor in identifying campus resources to learn more about compliance;
DHRL will request the reserved number of meal tickets and deliver them to the sponsor on arrival;
small adult groups and other special groups may be exempt from dining requirements as approved by the director of Auxiliary Services; however, only one meal may be catered. All other meals must be taken at off-campus locations, or may be purchased by each individual at an on-campus location;
receive and review the “participant guarantee number” from each sponsor; ensure that all spaces have been prepared, including 10 percent more beds; and ensure that the sponsor adheres to and understands the billing consequences of both “over” and “under” occupancy, as well as the space limitations should the number exceed more than 10 percent. In some cases, DHRL will not be able to accommodate last minute excessive participants; if that occurs, the sponsor will be responsible for communicating with those participants for whom no space is available;
hire, train, and schedule appropriate full-time and student support staff for each activity;
serve as a liaison between the sponsor and Auxiliary Services, Dining Services, University Police, Transportation and Parking Services, and the LBJ Student Center Reservations office;
coordinate access card requirements for residence hall exterior entrance access, including notification to the Access Services office staff, distribution and collection of all cards. Charges for lost cards or cards that are not returned will occur at the end of the event and will be added to the final invoice. DHRL will not bill individual participants who are part of a centrally-billed event; and
work with each sponsor to coordinate the distribution of individual room keys. Any keys lost or not returned will require a lock change; charges for lost keys or keys that are not returned will occur at the end of the event and will be added to the final invoice. DHRL will not bill individual participants who are part of a centrally-billed event.
Responsibilities of Auxiliary Services:
Assign prices for various dining plan options available for various groups and provide pricing information to DHRL coordinator for Camps and Conferences no later than October 1 of each year;
issue the requested number of meal tickets to the DHRL coordinator for Camps and Conferences at least three business days prior to the arrival of the group; and
reconcile billing and provide invoice information to the DHRL coordinator for Camps and Conferences within five days after the group departs.
PROCEDURES FOR REQUESTING NO-COST/REDUCED-COST/FULL-COST HOUSING
No-cost/reduced-cost housing arrangements in residence halls or university-owned apartments may be considered if:
vacant space is available;
the image of the university is enhanced; or
there is a possibility of future reciprocal arrangements.
No-cost/reduced-cost/full-cost housing may be approved for the following individuals or categories of groups, with the respective guidelines being applied:
the full value of the housing provided must be paid by the individual or the sponsoring department to the DHRL;
new faculty or staff members who need transitional housing for a limited time:
if space is available during the academic year and after all incoming student requests have been filled;
transition housing for newly employed staff and faculty may be requested at half of the normal rent for a maximum of three months;
if there is a request for the space, the faculty and staff member must either move or agree to rent the space through normal procedures and at regular cost if requested beyond the three month limit; and
staff and faculty will be responsible for all other applicable costs such as utilities, telephone, damages, etc.;
visiting faculty/officials from other universities:
if space is available during the spring semester and after all incoming student requests have been filled; and
all other requests will be reviewed on an individual basis.
Requests for no-cost/reduced-cost housing must be approved by the director of Housing and Residential Life, dean of Students, and the vice president for Student Affairs. The Request for Non-student Housing form is requested from and returned to the director of DHRL.
The name, full value of the no-cost or reduced housing, and amount actually paid by the staff, faculty member or guest will be reported to the Texas State Payroll and Tax Compliance office on a quarterly basis and will be considered as income for tax purposes.
If there are conflicts, the final determination about the priority or location for housing staff, faculty or special guests will be made by the vice president for Student Affairs.
The university will not provide no-cost food service.
Match for grant programs for summer conference or camp activity:
the President’s Cabinet designated that up to 75 rooms (150 no-cost beds) in the residence halls will be available for matching grants in the summers. A private room is considered as two bed spaces and will only be available if space permits and
requests and approval for the beds must be coordinated through the Office of Sponsored Projects and DHRL prior to the grant being submitted to the grant agency:
the Office of Sponsored Projects will submit a list of the grants that will be utilizing the beds and the total number of beds needed by May 1 each year to DHRL coordinator for Camps and Conferences; and
DHRL and the Office of Sponsored Projects will keep records of usage of the bed spaces.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
Position Date Director, Department of Housing and Residential Life November 1 E4Y Director, Auxiliary Services November 1 E4Y
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.
Director of Housing and Residential Life; senior reviewer of this UPPS
Associate Vice President for Student Affairs and Dean of Students
Vice President for Student Affairs