UTSA The University of Texas at San Antonio
University Center Policies

1.5 - Special Use Facilities Priority

Rationale:
The UTSA University Center (UC) is primarily funded by a designated student fee authorized by the Texas Legislature. Therefore, the UC has established a priority system to provide students the first opportunity to utilize UC meeting spaces and resources. The UC has delegated scheduling authority and event space management to the Office of Events Management & Conference Services (EMCS).

Policy:
Priority System
EMCS schedules events in the UC for groups in the following priority:
1. Sponsored Student Organizations
2. Registered Student Organizations (RSOs)
3. University departments/units                                                                                               
4. Joint sponsorship events or special use events such as weddings, banquets and receptions

NOTE: academic classes are not scheduled in any UC space except with special advanced arrangement through the Registrars' office in conjunction with Academic Affairs.

Priority Scheduling Deadlines (Open Reservation Dates):
The following scheduling dates provide the campus an opportunity to request event space in the UC up to one (1) semester in advance. Reservation requests received after these deadlines will be handled on a first-come, first-served basis.

To schedule for:

Summer

Fall

Spring

Registered Student Organizations

February 1

April 1

October 1

University Departments/Units

February 8

April 8

October 8

University-Wide Events: Sponsored Student Organizations

Same as RSOs, but up to one (1) year in advance

Joint Sponsorships
Special Use Events

Based on availability after reservation dates have passed

Individual Students

Individual students may not reserve rooms for meetings or events at student organization rates. Students may use the Acacia and Wild Persimmon rooms as study rooms on a walk-in, first-come, first-served basis for a period of two (2) consecutive hours. (see UC Operations Manual section 1.4)

Scheduling Exceptions
Certain large-scale events desiring space in the UC may be scheduled in advance of priority scheduling deadlines to allow for these events to book speakers, secure funds or coordinate complex logistics.

Proposed events seeking scheduling exceptions may not at any time displace or create a conflict with Registered Student Organization or Sponsored Student Organization events. Approval of events seeking scheduling exceptions is subject to building hours and staffing availability.

Exceptions for University Events and Joint Sponsored Events
Large-scale University events or Joint Sponsored events that occur Monday through Friday between the hours of 8 a.m. and 5 p.m. may be scheduled in the University Center in advance of priority scheduling dates at the discretion of UC Director or designee.

Exceptions for Special Events and Weddings
Special events and weddings held during spring break, winter break or from May 15 to August 15 may be scheduled in advance of priority scheduling dates  at the discretion of the UC Director or designee.

Related BORR, HOP or other Policies (with Links if possible):
Texas Education Code, §54.532
Use of University Center Facilities, UTSA HOP 5.07
Use of Facilities Other than for Regular Classroom Instruction, UTSA HOP 8.06:
UT System Board of Regents' Rules and Regulations 80104
UT System Board of Regents' Rules and Regulations 80106

Revised: 5/21/12