AboutUST

Policy Title: Event Request Process / Campus Space Request
Effective date:9/1/1999
Pertains to: All students, faculty and staff
Policy Index: www.stthomas.edu/policies

Event Request Process / Campus Space Request

Any individual, club, organization or department which is planning to reserve a campus space for an all-campus educational/informational event or a sales or solicitation process will need to use the Facilities Scheduling On-line Request. This request has questions that each organizer must answer in order to confirm their space reservation.

  • Go on-line to the Facilities Scheduling Request for Service and login. The contact person must chose the "Student Organization/Student Affairs Request" menu and answer the questions posed before entering in the times needed for reserving campus space.

    All sales and solicitations sponsored at the University of St. Thomas must comply with all guidelines and regulations within the Sales and Solicitation Guidelines. These policies can be obtained by clicking on Policies & Guidelines in the menu bar.

    All speakers, performers and entertainers sponsored at the University of St. Thomas must comply with all guidelines and regulations within the Performance Contract and Performance Information Sheet. These forms can be obtain by clicking on Policies and Guidelines in the menu bar.
     
  • The Office of Campus Life will review the request from Facilities Scheduling. If it appears the event, sales or solicitation involves a controversial issue [see Statement Regarding the Addressing of Controversial Issues, in the St, Thomas Student Policy Book], the Campus Life Staff will refer the request to the Student Life Committee. The Student Life Committee, advised by the Dean of Students, will review the request and either (1) approve the request, (2) approve the request with recommended revisions or (3) deny the request. The request will then be returned the Department of Campus Life . The Campus Life Staff will contact the designated contact person as to the progress of the requested event. A minimum of ten business days is required for this review.
  • If the event is (a) open to the entire university community, (b) scheduled for a large campus venue or (c) held in an auditorium on campus, Campus Life will also consult with the University Lectures Committee regarding the room reservation request. Campus Life will provide the Lectures Committee with all speaker information submitted by the requestor. Requestors are encouraged to include the speaker’s/entertainer’s résumé, biography, Web site information, and references from colleges and universities where the proposed speaker/entertainer has performed. The Lectures Committee will review the merits of the request in light of the UST Speakers Policyand will make a recommendation to Campus Life . Campus Life will review the recommendation by the Lectures Committee and either (1) approve the request, (2) approve the request with recommended revisions or (3) deny the request. The Campus Life Staff will contact the designated contact person as to the progress of the requested event. A minimum of ten business days is required for this review.
  • In the event an appeal is requested, the room reservation requestor may request an appeal of Campus Life ’s decision from the Vice President for Student Affairs. This must be done in writing and within five days from the receipt of the decision. The vice president will determine if an appeal is warrented and, if it is, will choose an appeal panel of three members to review the decision. The appeal panel will bring its recommendation to the vice president, whose decision will be final.
     
  • The contact person of the requested event will be expected to follow up with Facilities Scheduling to see that the requested space has been secured.
     
  • The contact person of the request event is expected to contact those offices/services relevant to the execution of the requested event.
     
  • A copy of the completed On-Line Request will remain on file in the Office of Campus Life . Should any detail of the approved event change prior to the event, the contact person of the request event must notify the Department of Campus Life and inform the office of the changes.