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Publication Date: March 1, 1997

Chapter 8

Facilities and University Services

8.5 Use of University Facilities by Outside Groups: The University as a Joint Sponsor

Authority to issue an invitation on behalf of The University of Texas at San Antonio to use University facilities and to commit the University to joint sponsorship is vested with the Vice President for Business Affairs.

The UT System Board of Regents' Rules and Regulations, Part One, Chapter VI, Section 6.9 state policy governing use of University facilities by outside groups and read as follows.

6.9
Joint Sponsorship of the Use of Property, Buildings, or Facilities.--Except as permitted in Subdivision 6.61, Subsection 6.(10), and Subsection 6.(11) of the Regents' Rules and Regulations, the use of property, buildings, or facilities owned or controlled by the U.T. System or a component institution by individuals who are not students, faculty, or staff; by groups that are not registered student, faculty, or staff organizations; or by associations or corporations for programs or activities must be jointly sponsored by the U.T. System or the component institution and shall be subject to the following conditions.

6.91
The program or activity must be upon the invitation of the U.T. System or component institution. Only the chief administrative officer of the U.T. System or component institution, or his or her delegate, can authorize joint sponsorship.

6.92
In order for joint sponsorship to be appropriate, the educational implications of a program or activity must be self-evident, must directly supplement the educational purposes of the U.T. System or component institution, and must not result in financial gain for the invited individual, group, association, or corporation.

6.93
The U.T. System and component institutions established as public institutions without regard to political affiliation or religious faith cannot be a joint sponsor for political or sectarian gatherings.

6.94
The U.T. System or component institution will be responsible for all details of the program or activity and reserves the right to approve all copy for advertising and news releases and may require an accounting of the income and expenses directly related to the program or activity.

6.95
The scheduling of property, buildings, or facilities for programs or activities of the U.T. System or component institution shall always have priority over the scheduling for programs or activities that are jointly sponsored.

6.96
The fee to be paid by the invited individual, group, association, or corporation will be a matter for negotiation in each case and will be specified in the agreement providing for the joint sponsorship. At a minimum, the fee must ensure recovery of the cost incurred by the U.T. System or component institution.

In those cases where an invitation by the Vice President for Business Affairs is required, the Office of the Vice President for Business Affairs shall be notified well in advance of the need for the invitation. The following steps shall be followed in order to secure issuance of an invitation for joint sponsorship and/or use of University facilities by an outside group.

  1. Request a letter from the non-University group desiring to use University buildings and facilities.

  2. Submit to the Vice President for Business Affairs the following:

    1. letter from the non-University group,

    2. cover memorandum from the individual/area or office recommending cosponsorship describing the program that is to be jointly sponsored and specifying how the program will "directly supplement the educational purposes of the System" as required by the Regents' Rules and Regulations, and

    3. written invitation on behalf of the University for the Vice President for Business Affairs' signature.

  3. After cosponsorship has been approved, confirm space arrangements with the appropriate office designated for reserving University facilities. The policies and procedures are set forth in Section 8.6 of this Handbook of Operating Procedures.

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