7.09 SCHEDULING FACILITIES

Effective: August 15, 2024

Purpose: To outline the requirements for scheduling facilities.

Scope: This policy applies to all University facilities campus wide, except the Breidenthal University House.

Responsible Office: Campus and Facilities

Policy Statement: University facilities used for scheduled classes are assigned during the compilation of course scheduling. The use of University grounds and facilities for all other functions will be scheduled through the Conference & Scheduling Center. The Center will notify all units responsible for the grounds, facility, and/or rooms for access, security, cleaning, conditions, and all other services indicated in a request.

Reserving Equipment

Equipment needed for classes and not available in the classroom or academic unit should be reserved through Information Technology.

Equipment needed for meetings, conferences, and workshops should be reserved through the Conference Scheduling Center.

Tent Usage

Two (2) University logoed 30’x40’ tents, with or without walls, are available for campus use.

Tents must be requested through Conference and Scheduling. Any request must be received at least fourteen (14) days prior to the requested use date.

Because a tent uses three and a half-foot stakes to secure it to the ground, use of these tents requires a “Dig Safe,” which University Facilities will initiate.

Requestor of a tent must abide by the following requirements:

• Must not be in the direct pathway of building exit doors, ramps, or steps.
• Must be located at least ten (10) feet from any building.
• No open flame heating devices, including patio heaters, may be used inside of a tent.
• Requested use area must have adequate space from trees to prevent damage to a tent.
• Can only be erected for a maximum of fourteen (14) days in any one location.
• Requestor must inspect the tent daily and report issues to University Facilities.

Priority of Use:

• Residential Life Move-In Support
• Athletics
• Other Events

Outdoor Patio Heater Usage

Outdoor radiant heaters are available for campus use.

Heaters may be requested through OnBase by submitting a Facilities Service request in the ‘Furniture Moved’ queue.

There will be a fee charged for each heater to cover the cost of propane.  If a refill is required during the usage period, an additional fee will be billed for each refill.

Requestor is responsible for the security, safety and proper operation of the heater and must abide by the safety requirements listed below.

Safety requirements:

• Adhere to all manufacturer’s instructions regarding setup, operation, and maintenance.
• Propane/liquid petroleum containers (even empty ones) are not allowed inside any building at any time.
• Must not be located in the direct pathway of building exit doors, ramps, or steps.
• Must be located at least ten (10) feet from any building.
• Must not be located where building structure is present directly above the unit (e.g. under a balcony, inside of a tent, etc.).
• Must be located at least ten (10) feet from loose or piled flammable or combustible materials (leaves, dry grass, etc.).
• Unit should not be left on or burning if unattended.
• Adequate lighting and security measures should be implemented as needed to prevent any unauthorized use and accidents.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Campus and Facilities.

[Campus and Facilities procedures - coming soon]

Related Policy Information: [coming soon]