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Clayton State University Academic Affairs

Room Reservations - Policy and Procedure

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Policies and Procedures for use of facilities at Clayton State University

  • POLICY STATEMENT
    • Facilities and equipment of Clayton State University are provided for the purpose of supporting educational programs and services approved for the University by the Board of Regents.
    • The Office of Continuing Education and Community Outreach is responsible for sanctioning the use of University facilities by non-academic events and by groups external to the University. The primary considerations in determining use of University facilities are whether the proposed activity is in keeping with the mission of the University and whether the University has the resources to co-sponsor the activity as one of its own educational programs.
    • Activities of other educational agencies, state and local governments, and non-profit organizations which are in conformity with the purposes of the University are usually approved and co-sponsored by the University.
    • The Harry S. Downs Center for Continuing Education, the Wellness Center, and Spivey Hall are special use, training and performance facilities and have specific policies and procedures developed stating priorities of use.
    • Requests to use facilities by chartered student organizations shall be approved in accordance with guidelines set in the Clayton State University Handbook, Student Organization Rights and Responsibilities, Section III, B.
    • The physical education facilities are primarily for the use of University students, faculty and staff. Policies governing the use of these facilities are designed to permit maximum utilization by students, faculty, staff, and their guests; to insure the safety and well being of the participants; and to provide for the protection, care, and maintenance of the facilities.
    • Athletic events, which involve the participation of students of Clayton State University, both intramural and intercollegiate competition with or without a public audience, are considered to be in the best interest of the University and general public of the State of Georgia are not administered under this policy statement.
    • Procedural documents and facilities agreements have been developed to establish the terms of use of University facilities and equipment and must be executed when appropriate.

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  • Responsible Offices
    • The Office of the Vice President for Academic Affairs is responsible for scheduling and sanctioning use of University facilities for academic classes and faculty development activities.
    • The Office of Continuing Education and Community Outreach is responsible for scheduling and sanctioning the use of University facilities for non-credit instruction and non-academic events. The Office of Continuing Education and Community Outreach sanctions the use of University facilities by groups external to the University and in most cases serves as University sponsor.

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  • PRIORITY OF USE OF UNIVERSITY FACILITIES
    • The Harry S. Downs Center for Continuing Education, Spivey Hall and the Wellness Center are special use, training and performance facilities and have specific policies and procedures developed stating priorities of use. All other Clayton State University facilities, classrooms, labs and equipment are committed for use with priority given according to the following categories:
      • Academic credit course offerings sponsored by the University.
      • Activities associated with the essential performance duties of a unit of the University such as orientation, advisement, registration, testing, recruitment, and University committees and councils. These will be scheduled in Banner Events and will not block any long-term event.
      • Non-credit course offerings by the University’s Office of Continuing Education and Community Outreach.
      • All other events or activities are considered on a first-come, first-served basis. This includes student activities and events sponsored by University personnel.

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  • POLICIES FOR CATEGORY for Events and Activities
    • Campus Sponsor
      • All instructional and non-academic activities and events using Clayton State University facilities must have a University sponsor. The University sponsor’s responsibilities are to:
        • process appropriate requests for use of facility forms and agreements;
        • schedule support services as requested by the user including room reservations, set up and reset of physical arrangements of furniture and equipment, food service arrangements, catering menu selection and guarantees, media services equipment, indoor climate control, outdoor lighting and custodial services provided by Plant Operations, proper campus directional signage, and notification of the event to the Department of Public Safety and College Relations;
        • serve as the University contact with the user; and
        • schedule appropriate University personnel to be on duty during the activity.

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    • Facilities Use Agreement
      • The Facilities Use Agreement including a properly executed indemnification and liability insurance agreement must be completed, signed by the user and approved by the Vice President for Operations Planning & Budgeting for all non-university events which hold a potential for harm to the participants as a result of which a liability could be incurred. (Section 914.03 of Board of Regents Policies and Procedures Manual)

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    • Costs
      • Non-university groups will be assessed a fee for out-of-pocket costs for utilities and custodial services at a rate to be determined based on services requested. In the case of a request for use of fields, tennis courts and any other outdoor areas on campus, a fee for out-of-pocket costs may be assessed for grounds’ upkeep.
      • Non-university groups may be assessed a charge for any loss or damages to Clayton State University facilities or equipment incurred by individuals during the scheduled activity. A refundable deposit against potential damage to facilities or equipment may be required as determined by the University.
      • Fees will be assessed for the use of the Harry S. Downs Center for Continuing Education and Spivey Hall for all activities and events based on the current fee schedule available in each facility.

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    • Cancellations
      • The Office of Continuing Education and Community Outreach should receive cancellations of scheduled events at least five working days before the date of the event. Charges may be made for expenses incurred by the University for services requested and not canceled.

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    • Restrictions
      • University facilities may not be used for fund raising activities unless the activity is sponsored by the Clayton State University Foundation.
      • The sale of any items, merchandise, food, admission tickets or collection of membership fees is not permitted on University grounds. Provisions for these services may be made through one of the University’s auxiliary enterprises with the approval of the Vice President for Operations Planning & Budgeting.
      • The Georgia Code provides that "the General Assembly shall not by vote, resolution, or order grant any donation or gratuity in favor of any person, corporation, or association." The use of University equipment, institutional stationery and supplies, copying and duplicating services, or the use of a campus mail service to assist private business may be construed as a gratuity and be in violation of state law.
      • Food and beverages may not be brought into campus facilities by individuals attending University or non-University events, meetings or activities.
      • (See Food and Beverages section)
      • The use of tobacco products is prohibited in all University facilities.
      • Hanging pictures, banners, or others items on walls, doors, windows or buildings is prohibited by anyone other that the Clayton State University Department of Plant Operations.
      • Political rallies and private activities or personal events such as parties, social events, weddings, receptions, church services and dance recitals are not in keeping with the mission of the University and will not be approved.
      • Clayton State University parking regulations will be enforced.
      • All state and local laws will be enforced by the Clayton State University Department of Public Safety at all times.

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    • Food and Beverages
      • Food may not be brought into a University facility by any organized group without the first right of refusal given to the University’s contracted food service provider and approval of the Vice President for Operations Planning & Budgeting.
      • Alcoholic beverages may be served in the Harry S. Downs Center for Continuing Education and/or Spivey Hall only with the approval of the Executive Director of Spivey Hall in accordance with the Alcoholic Beverage Service Agreement. Requests for the serving of alcohol must be submitted in writing to the Vice President for Operations Planning & Budgeting for approval. Prior to the service of alcohol during any event, a copy of the approved agreement must be on file in the Department of Public Safety and Spivey Hall.

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    • Labs and Special Classrooms
      • Requests to use computer labs, technical labs, model classrooms, and other special use classrooms or instructional facilities normally used for credit classes will be evaluated on an individual basis by the VPAA in consultation with the school or department responsible for scheduling educational offerings in that particular facility.

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    • Room Assignment
      • The University reserves the right to reassign room reservations for any non-academic event or any event scheduled by a non-university group.

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    • ADA Requirements
      • All events scheduled on campus requiring a furniture or equipment set-up that is not standard to the facility must be reviewed by the ADA officer on campus to insure that all accessibility guidelines are met as required by law. Provisions for individuals with impairments are the responsibility of the user.

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    • University Affiliated Events
      • Social events, dances and dinners scheduled by University groups including Clayton State University student activities, alumni, Clayton State University Foundation, Spivey Foundation, University Center in Georgia and University System of Georgia Board of Regents may be assessed a services fee in addition to expenses incurred for the use of specific facilities.
      • Requests for use of Clayton State University facilities by University faculty, staff, students, and alumni on behalf of professional organizations, clubs, civic groups or relatives, will be considered as a request from a non-University group.

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    • Outdoor Facilities
      • Facilities of the University such as tennis courts and soccer fields are maintained by the University for use in the instructional programs and related activities of the University. Funds for the repair and maintenance of these facilities are provided by the State and the students of Clayton State University. The purpose for which these facilities are provided and the limited resources available to the University for repair, maintenance, and supervision of the facilities, require certain priorities and restrictions concerning their use.

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Scheduling Procedures for Room Assignments and Services at Clayton State University

  • SCOPE
    • Academic scheduling of campus space
    • Initial assignment of credit and non-credit classes to classrooms*
    • Room changes involving credit and non-credit classes
    • Non-academic event scheduling of space
    • University meetings/events scheduling of space
    • Non-University sponsored meetings/events scheduling of space
    • Scheduling space for student activities and events
    • Scheduling athletic facilities and campus grounds
    • Scheduling events in Spivey Hall
    • Scheduling events at off-campus centers

    • * "Classroom" as used in this document includes labs and other instructional facilities normally used for credit classes.

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  • ASSUMPTIONS
    • All classes, meetings, events and activities will be assigned in compliance with the Policies and Procedures for Use of Clayton State University Facilities.
    • BANNER is the official record for all room assignments for classes, meetings, events and activities.
    • Certain rooms designated as "restricted use" rooms are scheduled and assigned by the Office of the Vice President for Academic Affairs. All other non-restricted and general use space is available for scheduling by designated BANNER users authorized to schedule rooms on behalf of campus sponsors.
    • For all schedulable rooms, BANNER will identify room type, room capacity, and room features
      • The Vice President for Academic Affairs (VPAA) will maintain inventory in BANNER for restricted and non-restricted classroom space (type, features, and capacity). Only the VPAA will make changes of descriptive features of classroom space.
      • Continuing Education and Community Outreach will maintain inventory in BANNER for non-academic space (type, features, and capacity). The appropriate administrator must approve feature changes in non-academic rooms.
      • Plant Operations will inventory all space not schedulable for classes or events and will continue to inventory schedulable space for features not germane to class or event scheduling (e.g. light fixtures, HVAC equipment, etc.)
      • In all cases of feature changes to restricted, non-restricted and general classroom space, all BANNER users responsible for scheduling space will be informed. NOTE: OITS will assist in establishing inventory mechanism.
    • The Office of the VPAA will maintain a list of rooms in school/department office areas that are NOT assignable for credit or continuing education classes but are useable for small meetings (departmental workrooms, conference rooms, etc.). These rooms will be reserved by the department/office where the room is located.
    • Institutional Research & Planning will be responsible for filing Facilities Inventory Reports with the Board of Regents as required.
    • The Banner user who initially schedules a credit class, non-credit class, meeting or event is the only user to make changes to room assignments for that event.

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  • Procedures for Academic Scheduling
    • Academic scheduling of University facilities will be made through the Office of the Vice President for Academic Affairs. This includes:
      • the schedule of credit classes for the academic term
      • exam schedules
      • class meeting cancellations and changes
      • class make up sessions and special presentations
      • laboratory sessions
      • practice or study sessions associated with a credit class
      • music practice rooms
      • special use laboratories, distance learning and computer laboratories
      • faculty development activities
    • Assigning rooms for the schedule of credit classes and exams for the academic term.
      • "First Run." For each term, AdAstra will be used to schedule classrooms by the Office of Academic Affairs.
      • "Adjustment and Negotiation." Following the first run, deans, associate deans, and department heads will review the schedule and work with the VPAA or designee to make adjustments as needed. All adjustments will be entered into BANNER by the VPAA or designee.
      • "Lock-in." Following adjustment and negotiation, the schedule with rooms is submitted to the Registrar for final printing and posting on the Web. Departments/schools will NOT make any room changes in BANNER after this point. (Early postings to the Web will not include rooms.) (After "lock-in" VPAA will "hold" some space to accommodate potential added sections. Excess space, if any, will be released for CE use.)
      • At the end of drop-add, the VPAA will release the classrooms that were in a "hold" status and make the appropriate changes in BANNER to free additional instructional space for use by Continuing Education.
    • Room changes after "lock-in."
      • Room changes should be avoided at this stage unless absolutely necessary.
      • Faculty and/or administrators will scan the appropriate BANNER screens to determine if there is a room where they can move.
      • Faculty and/or administrators will negotiate with other administrators if they want to switch rooms.
      • Requests for changes will flow from faculty to department heads (associate deans) to deans.
      • Requests for changes (with brief explanation) will be submitted to the Office of the VPAA by the dean or designee.
      • Upon approval, the key staff member in the VPAA Office will enter the change in BANNER.
      • Departments/schools will be responsible for notifying students of any change in the location of a class. This will include making a neatly printed sign and posting it at all doors to the room where the class was originally scheduled.
      • FATAL ERRORS!!!
        Faculty will not change rooms without request and administrative approval. Faculty will not move desks or chairs among classrooms. Faculty will not move computer or media equipment among classrooms. Schools/departments will not make room changes in BANNER after the announced "lock-in" date.

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  • Procedures for scheduling non-academic events, meetings and activities
    • Non-academic scheduling including non-credit classes, non-academic meetings and events, all requests for use of the Harry S. Downs Center for Continuing Education and the use of University facilities by non-university groups will be made through the Office of Continuing Education and Community Outreach. This includes:
      • non-credit short courses and training
      • conferences, meetings, workshops and teleconferences offered by the Office of Continuing Education and Community Outreach
      • contract training developed for business and industry
      • meetings and special events sponsored by the University
      • local businesses, organizations, and community groups requesting space for meetings, workshops and conferences in the Continuing Education Center or in University facilities.
    • Assigning rooms for the schedule of non-credit classes.
      • Non-credit classes will be entered in BANNER after credit classes have been "locked-in."
      • Non-credit classes will not be moved by VPAA after "lock-in" without notification by VPAA to Continuing Education.
      • Changes to room assignments for non-credit
    • Reserving instructional space for meetings and events.
      • Rooms will not be reserved for meetings/events until after the "lock-in" stage of the schedule of credit and non-credit classes for the term.
      • Reservations for meetings and events will be made through Continuing Education and Community Outreach including support services such as media equipment, food services, HV/AC, etc.

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  • Procedures for scheduling space for Student Activities
    • --Key Administrator,
    • --key staff member,
    • Student sponsored activities and requests by student organizations for use of College facilities will be approved and administered by the Office of Student Life in accordance with Section III of the Clayton State University Student Handbook. These requests include:
      • student sponsored organization meetings and events
      • lyceum events
      • movies, special presentations
      • student activities
      • Student Government Association sponsored activities
      • specific areas in the Student Center
      • movies
    • Student and Enrollment Services (SES) must request the use of instructional space from the VPAA until the end of the schedule adjustment period each semester. After the schedule adjustment period, SES may schedule student activities and events in instructional space directly in BANNER. SES may work with VPAA after drop-add to block certain rooms (e.g. STC 229) for short notice student use.
    • SES must schedule all non-student events and meetings through Continuing Education and Community Outreach. SES requests for assignment of space, room set-up, food services, and media equipment in the Harry S. Downs Center for Continuing Education must be made directly with Continuing Education.

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  • Scheduling Athletic facilities or fields
    • --Key Administrator, Mason Barfield, Athletics Director
    • --key staff member, Pat Keane, (patkeane@clayton.edu)
    • Requests for use of Athletic facilities or fields will be made with the Athletic Department. The Director of Athletics will be responsible for obtaining a certificate of insurance from the user in accordance with Regents policy 914.03 and will approve the use of:
      • indoor athletic facilities including the gymnasium
      • tennis courts, soccer fields, designated practice areas
      • athletic equipment

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  • Scheduling the use of Spivey Hall
    • Requests for the use of Spivey Hall will be made with Spivey Hall. The Director of Spivey Hall will execute all facilities use agreements for the hall. This includes:
      • requests for use of the hall by students, faculty and staff for University related activities
      • performances by students enrolled in classes for academic or non-academic credit
      • requests for use of the hall by non-university groups

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  • Campus grounds and lakes are open to individuals and policies governing use of outdoor public areas are posted at various locations on campus and enforced by the University’s Department of Public Safety. (Attachment C)
    • Requests for use of campus grounds or lakes for non-academic, organized activity by students, faculty and staff, or individuals not affiliated with the college must be scheduled and approved by the Office of Continuing Education and Community Outreach.
  • Rockdale Center for Higher Education
  • Roswell Center for Business and Professional Development

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