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University Advancement

Scheduling Policy

DUQUESNE UNIVERSITY

THE ADMINISTRATIVE POLICY

No. 49:  Scheduling of University Facilities

POLICY:

To provide for the orderly allocation of University facilities, the responsibility of scheduling shall be assigned in the following manner:

A. The Director for Student Activities and Scheduling

This administrator shall be responsible and have authority for allocating all non-permanently assigned space and facilities.  These events include internal activities sponsored by University Schools, departments, and recognized organizations.

The scope of this administrator’s authority to schedule shall include all University facilities readily available for general use, excepting all classrooms and laboratories generally set aside for teaching or research purposes within the academic programs.

The Director of Student Activities and Scheduling shall chair a University Committee, which ordinarily shall include the Director and Associate Director of University Events, the Conference Services Manager, and representatives from Facilities Management and Dining Services.

The Director of Student Activities and Scheduling shall report to the Executive Vice President for Student Life.

B. The Director of University Events

For events hosted by the Executive Officers of the University, faculty and staff that are non-revenue generating, this administrator shall be responsible and have authority for allocating all non-permanently assigned space and facilities.  These events include the external activities sponsored by University Schools and departments. 

The scope of this administrator’s authority to schedule shall include all University facilities readily available for general use, excepting all classrooms and laboratories generally set aside for teaching or research purposes within the academic programs.

The Director of University Events shall report directly to the Office of the Assistant Vice President for Development.

C. Scheduling Officer for Academic Programs

This administrator shall be responsible and have the authority to schedule the use of all classrooms, laboratories, and comparable areas customarily set aside for teaching purposes.

This administrator shall maintain a current record of all physical facilities suitable to serve for classroom or laboratory use, the capacities of each, as well as their current utilization from semester to semester.  He shall work in consultation with Deans, Directors, and department Heads in scheduling these facilities to serve the course offerings.  Furthermore, he shall work in consultation with the other administrators responsible for scheduling all University facilities other than classrooms, laboratories, and research facilities for other appropriate activities.

The University Registrar is designated as the Scheduling Office for Academic Programs.  The Registrar reports to the Provost/Vice President for Academic Affairs.

D. The Manager of Conference Services

For revenue generating events/conferences/meetings, this administrator shall be responsible and have authority for allocating all non-permanently assigned space and facilities.  These events include internal conferences sponsored by the University Schools and departments; external groups affiliated with the University; and the University community.

The scope of this administrator’s authority to schedule shall include all University facilities readily available for general use, excepting all facilities already assigned for teaching or research purposes within the academic programs.

The Manager of Conference Services shall be responsible for administering the schedule of facility rental fees as set by the University and for the collection and disbursement of such fees.

The Conference Services Manager reports directly to the Executive Director of Auxiliary Services.

E. Special Notations

1. The Director of Student Activities and Scheduling and the Director of University Events shall cooperate in maintaining the Master Calendar and in ascertaining the availability of University facilities open for scheduling.

2. Master Calendar is defined as the scheduling of the Student Union during the academic year.

3. Athletic, recreational, residential, dining, and Chapel facilities may be assigned after consultation with the appropriate administrator.

PROCEDURE

1. Initial requests for academic or non academic facilities will be made to the administrator as so designated for such responsibility in A, B, C, and D above.  Requests may be made by the completion of the appropriate University reservation form.  The request is to be followed in writing through the appropriate University reservation form.  The appropriate scheduling office will make every attempt to confirm immediately the reservation of a facility.

2. The appropriate administrator to whom the original request is forwarded shall be responsible for coordinating the necessary arrangements with other responsible personnel involved (i.e., Facilities Management, Public Safety, Parking, etc.).  It shall also be the responsibility of this person to ascertain the needs of the originators of the request (i.e., climate control, physical set-up, etc.).