Cheyney University Policy Number Policy Title: Common Calendar and Scheduling Policy OP

Transcription

1 Cheyney University Policy Number Policy Title: Common Calendar and Scheduling Policy OP Approved by: Common Calendar Committee September 24, 2015 President s Executive Council February 23, 2016 History: Issued and Effective date February 23, 2016 Revised Policies superseded or modified Related Policies: Additional References: A. Purpose: State the reason for the origin of the policy. The purpose of this policy is to develop a coordinated University scheduling guide for developing and maintaining a common calendar of events at Cheyney University to maximize attendance at events, make the best use of human and financial resources, and to remove conflicts. B. Scope: Who should read this policy? Campus community, external community, anyone seeking to utilize facilities and schedule events at Cheyney University. C. Definition(s): List of terms used in the document; defines unfamiliar terms that have a specialized meaning in the policy. No specialized definitions used. D. Policy and Procedure(s): The policy itself, including relevant implementing procedures and guidelines. See attached. 1

2 This policy document contains the following sections: I. General Principles II. Ill. IV. Event Priorities Academic and Instructional Activities Student Services and Activities V. University, Division, College, and Department Events VI. VII. VIII. IX. Events for Off Campus Groups and Organizations Event Charges Specialized Facilities Specialized Events, Special Handling, and Other Considerations X. Procedures XI. XII. Operational and Technical Support Roles and Responsibilities 2

3 I. General Principles A. The first priority for usage of any indoor or outdoor space is the purpose for which that space was constructed. This information is contained within the University's Facilities Master Plan (FMP). Any subsequent changes are documented in the Office of the Vice President of Finance and Administration. Space utilization at CU is based on the correspondence between space type and usage - for example, a lecture room is only counted as being "used" when a state-supported lecture or seminar is scheduled in that space. B. A corollary is that scheduling should optimize the match between the capacity of the space and expected n u m b e r s o f participants or users while considering facility features such as seating type, technology or other special equipment, access, etc. C. Another corollary is that scheduling should optimize space utilization throughout the day, week, academic term and calendar year. D. Additionally, facility scheduling should factor in anticipated set-up and breakdown time, routine maintenance, and other requirements. E. Typically, major renovations are scheduled six months or more in advance, so that events can be planned and scheduled knowing in advance when facilities might be off-line. II. Event Priorities A. The general priority order for scheduling all spaces and facilities follows. Subsequent sections of this document address each in more detail. 1. Academic classes and other instructional activities in instructional space; 2. Student services and instructional support in designated spaces (e.g., student housing, student unions, recreation and wellness center) 3. University, division, college, department, center or institute events 4. Events for affiliated entities and external organizations (such as the Cheyney University National Alumni Association, C- Club and Cheyney Foundation) B. The priority order will be followed for initial scheduling of all events that coincide with an academic term, including summer. 1. Academic classes meeting in regular classrooms and labs have priority until the class schedule is published and students enroll through the end of the registration cycle. 2. Academic classes and activities (including Athletics) that meet outdoors have priority for six or more months in advance of each academic term. 3. Subsequently, facilities are scheduled on a first-come, first-serve basis. 4. Space assignments for lower priority events are subject to change due to academic or other higher University priorities. 3

4 C. Non-academic/instructional events that occur during the summer term are scheduled on a preliminary basis on a first-come, first-serve basis. If the request is made more than 2 months in advance of the event, the University will confirm the availability of appropriate space, but defer specific assignments until all academic scheduling is completed for the term. D. Events that occur during term breaks are scheduled on a first-come, first-serve basis. If the request is made more than 2 months in advance of the event, the University will confirm the availability of appropriate type of space, but defer specific assignments until 30 calendar days in advance of the event. E. If a higher priority activity needs a facility that has been scheduled already, reassignment ("bumping") may occur under the following conditions: 1. The University will provide a minimum of 24 hours of notice regarding a room change for a lower priority event if the priority activity is an academic class. 2. The University will provide a minimum of 30 calendar days of notice if accommodating a higher priority event means that the University no longer has appropriate space for the previously scheduled event on the preferred date. If a rental agreement has been signed and payment received for a reserved space, the University will accommodate the activity as reasonably as it is able to do. 3. The University will provide a minimum of two weeks of advance notice if accommodating a higher priority event requires that the previously scheduled event must be moved to a different venue on campus. If a rental agreement has been signed and payment received for a reserved space, the University will accommodate as reasonably as it is able to do. Ill. Academic and Instructional Activities A. Instructional activities receive priority scheduling in all spaces designated for instruction, including lecture and seminar rooms, "open access student computer la bs, disciplinary teaching labs, and specialized facilities such as auditorium a nd physical education facilities (indoor and outdoor). 1. All lecture and seminar rooms are considered, "general purpose" and scheduled centrally. 2. Open Access student computer labs are equipped to be available to students for ad hoc access. 4

5 3. Discipline-based teaching labs typically contain specialized equipment or furnishings so lab sections in that discipline receive first priority. Other labs and activities may be scheduled in such facilities only with approval by the department chair or dean. 4. All specialized facilities are assigned first to the instructional use for which they were designed. They may be scheduled centrally for other instructional uses within specific policies pertinent to each space. 5. Note: classes that meet "by arrangement away from the campus, or partially or completely online are also "scheduled" and published in the online class schedule for the purposes of student registration, faculty workload, and recording mode of instruction. B. Instruction is scheduled and rooms (or other spaces) are assigned prior to publication (online) of the official class schedule each term and the opening of the student registration period according to the following hierarchy: 1. State-supported classes that a. Meet regularly according to the adopted scheduling pattern for the term. b. Set irregular meetings prior to the registration period. Examples include hybrid classes that meet face-to-face on an occasional basis, as well as special review sessions for regular courses. 2. Self-supported programs and classes offered through special sessions that a. Meet according to the adopted scheduling pattern for the term. b. Set irregular meetings prior to the registration period. 3. Other self-supported programs and classes offered for credit that a. meet according to the adopted scheduling pattern for the term. b. set irregular meetings prior to the registration period. 4. Self-supported classes that are not credit-bearing. C. Other academic scheduling considerations-once students begin to register for classes and actual enrollments are recorded, there may be occasions when space assignments are changed and an academic class will take priority over another class for space for reasons such as the following: 1. To accommodate accessibility requirements for faculty and/or students. 2. To better match space capacity to enrollment. 5

6 3. To provide an appropriate teaching space layout. D. Pedagogy. From time to time the University may become aware of the need to make changes in general purpose classrooms to accommodate emerging pedagogies as a result of accumulating space requests. At such times, faculty representatives, academic scheduling, facilities, and Information Technology (IT) may undertake a review of instructional spaces and prepare a plan to meet emerging needs. IV. Student Services and Activities A. Events supporting student activities are prioritized based on the sponsor and nature of the activity, in the following order: 1. Athletic competitions and other non-credit athletic activities. 2. Student Affairs Division activities with broad appeal 3. Student clubs and organizations. Note: the Office of Student Activities may reserve general purpose classrooms and general purpose conference rooms on behalf of recognized student clubs and organizations, but must note this on the room reservation form. 4. Residential life activities not accommodated in Housing facilities and space B. The priority order in A may be adjusted for specific venues as noted below: 1. Residential Life activities have top priority in Housing facilities and spaces. 2. Division of Student Affairs activities have top priority in the Marcus Foster Student Union and Burleigh Hall. V. University, Division, College, and Department Events A. University events are defined as activities that involve more than one university division, and/or are open to all members of the university community and often the public as well, and/or involve more than one venue including outdoor spaces as well as indoor facilities. Many university events recur annually rather than more frequently. 1. Presidential events have priority over any other university event. 2. Parking spaces may be designated or otherwise managed for these events. B. Presidential events are a subset of university events hosted by the President's Office. The list is reconfirmed annually. 6

7 1. Presidential hosting carries with it a set of expectations about the quality of the event, how it is planned and carried out. 2. Examples include but are not limited to the following: Fall and Spring Presidential Lecture Series, Convocation, faculty honors, holiday party, and commencement. C. Outreach and recruitment events are a subset of university events that focus on bringing new students to the university. 1. Examples of recurring outreach and recruitment events include but are not limited to Cheyney Day, Clearance Days, new student and family orientations. D. Other universitwide events typically focus on the university community but are open to others. 1. Examples of recurring events include but are not limited to Founder s Day, Marcus Foster Memorial Lecture, Freshman Convocation, Homecoming, graduate fairs, and career fairs. 2. Examples of occasional events include but are not limited to ground-breakings, ribbon-cuttings, and dedications. E. Division, college, department, center or institute events are defined as activities that are sponsored by a single division or unit within a division such as a college or academic department as part of the regular academic or administrative "business" of that unit. Such events may include activities funded by a grant to a university entity or faculty member. They may be open to all members of the university community and often the public as well; and they may involve more than one venue including outdoor spaces as well as indoor facilities. College, department, and division events may recur on a regular basis (e.g., quarterly), or may be one-time activities. VI. Events of Affiliated Entities and External Groups and Organizations A. Events involving off campus organizations can be grouped in the following general categories, in descending order of priority: 1. Events involving affiliated entities. 2. Events involving outside organizations arranged at the invitation of CU or hosted by CUe.g., conferences, community engagement activities. (Note: The authority to offer such an invitation resides in the President's Office.) 3. Requests from off campus organizations whose events will contribute to CU educational mission - with CU division, college or department sponsorship. These are typically local 7

8 government and non-profit educational organizations such as the following: a. Events arranged by other organizations, but related t.o academic programs b. Reciprocal events with other PASSHE Universities c. Local community and municipal events d. Groups affiliated with education 4. All other rentals - groups or individuals -with no CU division, college or department sponsorship B. Invitation and Sponsorship - Responsibilities of Hosts, Sponsors and Renters 1. Invitational events: The University or division host assumes responsibility for coordinating the event with the hosted organization and assumes liability. Such events are then considered to be university or division events (as in Part V), except that the host division also designates a liaison with the host organization for logistical arrangements. 2. Division, college, or department sponsored events: Note: sponsors must be an organizational unit at Cheyney University, not an individual employee or student. The sponsoring unit must provide the rationale for sponsorship (under VI, A, 3, above) to facilities rentals; communicate University policy to the group; identify a single liaison from the group to make event reservations and communicate directly with the facilities rental coordinator in Finance and Administration, currently the Executive Associate to the Vice President. 3. Unsponsored events: The organization renting the facilities assumes all responsibility for the event. VII. Event Charges A. Scope: Charges for events include both direct and indirect costs. Direct costs include equipment and services required to support the specific needs of the event, such as custodial services, public safety, additional equipment, food and beverages. Indirect costs include rent and overhead charges (to cover administrative costs, routine wear and tear, utilities and other such costs). B. Events organized by CU units (i.e., Academic Classes and Other Instructional Activities, Student Affairs, and University, Division, College, and Department Events) are considered core to the University mission and pay no indirect costs for the basic facility and standard equipment or set up associated with the space being reserved. However, campus u n i t s are responsible for direct costs, such as food and beverages. 8

9 C. CU affiliated and off-campus organizations whose events will contribute to CU's educational mission and that have engaged a CU sponsor (under VI, A,2,above) are responsible for covering the overhead associated with the event (contact the Procurement Office for charges) and all direct costs beyond the standard set up. A Facilities Use Request must be submitted to the Procurement office 30 days prior to the event. Once completed and approved a Facilities Use Agreement will be provided to the organization. D. Unsponsored events by off- campus organizations and individuals are responsible for all indirect and direct costs associated with their event. Organizers of unsponsored events that involve multiple facilities, multiple days, and/or recur may negotiate a combined charge that covers the entire event. Contact Procurement office for charges associated with the various CU facilities. Organizers of unsponsored events that involve multiple facilities, multiple days, and/or recur may negotiate a combined charge that covers the entire event. A Facilities Use Request must be submitted to the Procurement office 30 days prior to the event. Once completed and approved a Facilities Use Agreement will be provided to the organization. VIII. Specialized Facilities A. Conference Rooms 1. Conference room use and reservation policies are based first on the physical location and designation of the room. From time to time the scheduling system will be updated to ensure that critical attributes are up to date, such as capacity, room configuration, equipment and internet access, whiteboards/chalkboards, and other attributes or constraints. a. General Purpose rooms that are accessible from a common "public" hallway any time a building is open. Reservations are made on a first-come, first-serve basis, following the event priorities established above for "bumping.'' b. Restricted rooms that are accessible from a common "public" hallway any time a building is open. However, due to other considerations, use will be limited in the scheduling system to an authorized set of users (e.g., students in library study rooms). c. Embedded rooms that are located within an office suite without access from a common "public" hallway. Reservations are subject to the approval of the division, college, or department that occupies the surrounding suite. This unit has first priority for "bumping" other users. 9

10 d. Dedicated rooms that may or may not be embedded. A limited number of conference rooms are located in particularly sensitive or secure areas and/or are equipped for specialized uses and users so access to them is subject to approval on a case-by-case basis. 2. Classrooms and other spaces may be reserved for meetings on a space available basis when a conference room of an appropriate size and configuration is not available. 3. All university employees (faculty and staff) may reserve general purpose conference rooms so long as they abide by conference room etiquette. No approval (other than availability) is required for general purpose conference rooms, unless the reservation is for more than 4 hours in a single day. Reservation access to conference rooms is based on user authentication and authorization. 4. Other users ( e.g., off campus) may request reservations though the space reservation system subject to other requirements, such as pricing in addition to conference room etiquette. (See IX,C, below.) B. Computer Labs- see Section Ill, A, above. C. Athletic Facilities- see Section Ill, A, above, for practices scheduled as courses, and IV.A for other athletic activities that are organized by C h e y n e y U n i v e r s i t y Athletics. See Sections V and VI for other uses of athletic facilities. D. Other Specialized Facilities (e.g., Student Union spaces, Library study rooms) - Scheduling for any other specialized facilities occurs on a case by case basis, depending on the purpose for which the facility was built. IX. Specialized Events, Special l Handling, and Other Considerations A. Complex, High Impact and High Visibility Events. Some University events involve such a large scale that university-wide coordination is necessary so as to manage any potential disruption of academic activities, parking and circulation, vending, etc. Typically such events involve outdoor as well as indoor space, and may occur over more than one day and may also require advance preparation earlier in the week of the event. Examples of recurring University events include Commencement, Homecoming, move-in and move-out days for Housing. Similar events organized by an outside group, such as high school graduations, involve the same complexity. Other such events may occur from time to time for a presidential inauguration, a celebrity visiting either campus, etc. Scheduling requests for any such event will be referred to the Common Calendar Committee, which (among other responsibilities) will review requests for other events during the same time frame and determine whether 10

11 these other events can be accommodated concurrently. B. Concurrent Event Coordination. While a single event may not trigger the impacts discussed under IX, A, above, several concurrent events may have a similar cumulative effect, particularly during the summer. When a scheduling request occurs for a second large event that would be concurrent with a large event already accommodated, the Common Calendar Committee will determine whether and how the University can accommodate both events. X. Event Reservation Procedures A. Academic and Instructional Activities. Academic Department staff members enter course scheduling data through School Dude and work with academic scheduling regarding any special needs and adjustments. The School Dude class schedule is exported to the centralized scheduling software and all instructional space is then managed by academic scheduling in accordance with the course scheduling and registration calendar for each term. B. All Other Events and Activities. Each organization seeking to reserve a facility or space must identify a single individual as the primary contact to work with facilities reservations staff and represent all of the user needs associated with an event. Facilities Reservations manages the standard workflow for all events, including confirmation of all necessary arrangements for standard facility set up and all additional university requirements. Facilities Reservations works with the Common Calendar Committee on complex, high impact and high visibility events. C. Conference Rooms, Study Rooms, and other Specialized Facilities. Authorized users of conference rooms, study rooms, and specialized facilities are identified by role in the scheduling system, allowing those individuals to directly reserve specialized spaces. D. The Cheyney University employee (event sponsor) who reserves a space is responsible for accurately describing the event and its activities, identifying services required, and reporting any changes up through and during the event. E. All non-standard furniture, equipment, and services, including specialized information technology must be ordered when the space reservation is submitted. Note: some specialized services require more lead time so it is important to anticipate these needs well in advance. F. Classes and other events are often booked close together or "back to back," so event organizers and participants need to be respectful of the users who follow them in the same space. This includes managing the event within the reserved space and time, including set up and break down (returning furniture to the standard set 11

12 up);providing for delivery and pick up of equipment, food and beverages; and removing food waste, excess trash, and any leftover materials. In addition, during normal business and class hours, events should not generate noise that may interfere with teaching and learning in nearby spaces. Finally, as a courtesy to others who may wish to use a facility, event organizers should cancel a reservation promptly when they determine that their event is not going to occur. XI. Operational and Technical Support A. Facility Work Orders. When users notice specific problems, such as electrical service, heating and ventilation issues, water leakage or broken furniture, they should ask their department to submit a work order, and if the space is used for instruction, notify academic scheduling, so that alternative arrangements can be made if necessary. 1. If a facility issue occurs during an event and interferes with the event being able to continue as planned, users should contact F a c i l i t i e s immediately at or the University Police Department at (Facility issues in classrooms may also be reported using the installed telephone.) B. IT and Media Support. The Information Technology department provides all media support for instructional and conference spaces Monday through Friday during regular business hours. Thus, any issues with classroom technology should be reported by opening a service desk ticket and, if the space is used for instruction, notify academic scheduling, so that alternative arrangements can be made if necessary. C. Access to Classrooms and Other Instructional Spaces. All instructional spaces are normally open Monday through Friday during teaching hours, and as scheduled on evenings and weekends. Access for faculty who teach regularly in rooms that are typically locked to protect equipment such as computers and musical instruments is renewed annually. Faculty and staff seeking to use such rooms occasionally for classes and other events need to schedule their activities a minimum of one week in advance to allow time for access to be activated. D. Routine maintenance and indoor and outdoor services such as trash collection, use of motorized equipment, etc. should normally be scheduled during the least heavily used times for academic classes. The classification of indoor and outdoor space is handled by Facilities and is NOT a scheduling function. Any requests for changes in classification, configuration, capacity or other attributes, including new technology, must go through that office, which will also refer any major changes to the Finance and Administration Council- even when funding is available from an independent source. E. Room change requests. Any request for changes that affect general purpose classrooms or 12

13 other instructional spaces must also be coordinated with academic scheduling as well so that the overall impact on classes can be addressed. F. Inventory of Scheduled Spaces. The University Finance and Administration office will maintain a current inventory of all University spaces that may be scheduled, and ensure that the data in the room reservation and scheduling system are accurate and consistent. XII. Roles and Responsibilities of the Common Calendar committee: A. Coordinate university calendar B. Review scheduling conflicts and reschedule events if necessary to maximize attendance and the efficient use of fiscal and human resources. C. Review university capacity to handle concurrent events and coordinate as needed. D. Representation -Office of the President, University Advancement, Finance and Administration, Academic Affairs, Enrollment Management, P l a n n i n g a n d I n s t i t u t i o n a l R e s e a r c h, Student Affairs, Keystone Honors Academy, and Athletics E. Review outcomes of completed events and recommend improvements 13