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Handbook of Operating Procedures
Chapter 8 - Facilities and University Services
Publication Date: August 24, 2015
Responsible Executive: VP for Student Affairs


8.06 Special Use Facilities


I. POLICY STATEMENT


In accordance with Rule 80106 of The University of Texas (UT) System Rules and Regulations of the Board of Regents, the president of The University of Texas at San Antonio (UTSA) may designate specific facilities such as special event centers, conference centers, concert halls, theaters, auditoria, or other facilities as “Special Use Facilities” and may designate rules for the use of such Special Use Facilities.   


II. RATIONALE


This policy provides for institutional control and oversight of the usage of Special Use Facilities at UTSA. A dedicated special use policy is required by the UT System Board of Regents’ Rules and Regulations, Rule 80106.


III. SCOPE


This policy governs the usage of UTSA Special Use Facilities by individuals, groups, associations, or corporations without the necessity of joint sponsorship by the UT System or any of the institutions.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter8/8-6.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

  1. UT System Board of Regents' Rule and Regulations Rule 80106, Special Use Facilities
  2. UTSA Handbook of Operating Procedures (HOP) policy 5.07, Use of University Center Facilities
  3. UTSA HOP policy 8.05, Use of University Facilities by Outside Groups
  4. UTSA HOP policy 9.36, Tobacco Free and Smoke Free Campus

VI. CONTACTS


If you have any questions about HOP policy 8.06, Special Use Facilities, please contact the following office:

The Office of Events Management & Conference Services
210-458-4155


VII. DEFINITIONS


Athletic Purposes: “Athletic purposes” refers to utilizing facilities overseen by the director of Athletics or the director of Campus Recreation exclusively for sporting activity.  It does not include using those facilities as a meeting space or a non-sporting event space.

Conferences/Conventions: Conferences/conventions are events involving only registered members of an external organization as attendees and speakers, presenters or facilitators and occurring no more than annually.

Special Use Facility: Special Use Facilities may be reserved and used by non-university individuals, groups, associations, or corporations without the necessity of joint sponsorship by the UT System or any of the institutions.   Currently designated Special Use Facilities at UTSA include the Institute of Texan Cultures (ITC), Recreation and Wellness Center and Recreation Field Complex, the Convocation Center and Athletic Facilities, and the University Center.


VIII. RESPONSIBILITIES


  1. President
    The President designates specific facilities such as special event centers, conference centers, concert halls, theaters, auditoria or other facilities as “Special Use Facilities” and may designate rules for the use of such Special Use Facilities.
  2. Facility Responsibilities
    The contact person or office responsible for the specific building or facility reviews, responds to, and manages all requests and logistics for reservations and use of the corresponding facility.

Location

Authorization for Food/Drink

Designated Reservation Office

Recreation and Wellness Center and Recreation Field Complex

By special arrangement

Director of Campus Recreation

Convocation Center
and Athletic Facilities

Concession only or
by special arrangement

Director of Athletics

Institute of Texan Cultures

By special arrangement

Executive Director, ITC

University Center

By special arrangement

Events Management
and Conference Services

 


IX. PROCEDURES


  1. Regulations Governing Use of Special Facilities
    1. Designation as a Special Use Facility does not constitute the facility a public facility or forum that is open to use by individuals, groups, associations, or corporations on a first come, first served basis.
    2. Priority in the reservation and use of Special Use Facilities shall be given to programs and activities of the UT System or UTSA that are in furtherance of and related to the educational, cultural, recreational, and athletic programs of the institution.
    3. As a lower priority, the rules and regulations may provide for reservation and use of Special Use Facilities by individuals, groups, associations, or corporations without the necessity of joint sponsorship by UTSA.
    4. Priority scheduling rules vary for each of UTSA’s Special Use Facilities, but may not be inconsistent with this policy.
    5. Rates must be charged for the use of the Special Use Facility that, at a minimum, ensure recovery of that part of the operating cost of the facility attributable directly or indirectly to such use.
    6. The user will sign a facilities usage agreement that is in accordance with the model contracts developed by the UT System Office of General Counsel.
    7. Special Use Facilities may provide for the rental of space for display of samples of merchandise in designated areas inside the facility that have been approved by the president of UTSA or his or her delegate, and for advertising by displays on an electronic scoreboard or message center inside the facility or on the facility’s outdoor electronic marquees or message center. Such rules and regulations may further provide for the sale of advertising space on ticket envelopes for events sponsored by the facility and in any publication of the facility distributed in connection with a sponsored event or announcing future sponsored events.
  2. Special Policies Applicable to Non-University Users
    In addition to all general policies, and the specific policies set forth above, the following policies apply specifically to non-University users, including Registered Student Organizations and Registered Faculty and Staff Organizations:
    1. Religious Organizations: A organization applying for use of a Special Use Facility must submit written evidence from the Internal Revenue Service that the organization has been granted an exemption from taxation under Section 501 (c) (3) of Title 26 of the United States Code (Internal Revenue Code), and may be permitted to use a Special Use Facility only for annual Conferences/Conventions, subject to all constitutional and statutory provisions relating to the use of State property or funds for religious purposes. Special use athletic/recreation facilities may be used for Athletic Purposes by religious organizations.
    2. Political Organizations: Subject to all constitutional and statutory provisions relating to the use of State property or funds for political purposes, a political organization applying for use of a Special Use Facility must present written evidence that the organization had candidates for either state, district, or local offices listed on the ballot at the last general election, and may be permitted to reserve Special Use Facilities for annual Conferences/Conventions. 
    3. Individual Candidates for Political: Individual political candidates and their election organizations are not permitted to reserve Special Use Facilities. Such candidates may be invited by Registered Student Organizations or Registered Faculty and Staff Organizations and may appear in the facility, provided that the organization extending the invitation is responsible for reserving the facility and meeting all costs related to the event.
    4. Advertising: All news releases, handbills, advertisements, television and radio announcements, or other media utilized to inform the public of a non-University event to be held in a Special Use Facility must carry a disclaimer, approved by the director of the facility, to the effect that use of The University of Texas at San Antonio facilities does not imply endorsement of the event or the sponsoring organization by the University.
  3. Reservations
    All groups or individuals requesting use of any UTSA Special Use Facility may contact the appropriate office listed above at Section VIII.B or utilize the online form included in Section X. below.


X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


Online form to reserve UTSA Special Use Facilities: http://utsa.edu/calendar/request.cfm


XII. APPENDIX


None