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Handbook of Operating Procedures
Chapter 9 - General Provisions
Publication Date: October 11, 2012
Responsible Executive: VP for Student Affairs

9.47 Use of Residential Conference Centers


I. POLICY STATEMENT


In accordance with Rule 80112 of The University of Texas System Rules and Regulations of the Board of Regents, the president of The University of Texas at San Antonio (UTSA) may designate rooms and meeting spaces as a Residential Conference Center that may accommodate individuals, groups, associations, or corporations without the necessity of joint sponsorship by UTSA and may designate rules for the use of such Residential Conference Center.


II. RATIONALE


This policy establishes the rules for a Residential Conference Center at UTSA that includes rooms for overnight residential guests, rooms for conferences, banquets, and meetings, catering services, and conference and related programming services.


III. SCOPE


The policy applies to rooms and meeting spaces designated by the president of UTSA as a Residential Conference Center.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter9/9-47.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’ Rules and Regulations Rule 80112, Residential Conference Centers
  2. UT System Regents’ Rule 80104, Use of Facilities
  3. UT System Regents’ Rule 80105, Joint Sponsorship of the Use of Property or Buildings
  4. UT SystemRegents’ Rule 80106, Special Use Facilities
  5. UT System Regents’ Rule 80103, Solicitation

Other Policies & Standards

  1. Texas Education Code Section 51.202 - Rules and Regulations, Penalty
  2. Texas Government Code Section 2165.002 – Exceptions to Commission Charge and Control
  3. Texas Government Code Section 2203.004 – Requirement to Use State Property for State Purposes

VI. CONTACTS


If you have any questions about HOP policy 9.47, Use of Residential Conference Centers, please contact the following office:

Office of Student Life
210-458-4720


VII. DEFINITIONS


Events Management & Conference Services (EMCS) – An administrative unit within the Division of Student Affairs that provides event coordination, scheduling, and support for the University community and external clients.

Residential Camps and Conferences Services (RCCS) - An administrative unit within the Office of Housing and Residence Life that coordinates accommodations in University-owned residential facilities for those participating in conferences and camps.

Residential Conference Center – Space in UTSA-owned residential and other facilities designated by the president of UTSA under this policy and Rule 80112 of the UT System Rules and Regulations of the Board of Regents for use by individuals, groups, associations or corporations without the necessity of joint sponsorship by UTSA.


VIII. RESPONSIBILITIES


  1. President
    1. Designates space in UTSA-owned residential and other facilities as a Residential Conference Center

  2. Residential Camps and Conferences Services program (RCCS) operated by the Office of Housing and Residence Life in conjunction with Events Management & Conference Services (EMCS), under the direction of the Division of Student Affairs
    1. Reviews, responds to, and manages all requests and logistics for reservations and use of the Residential Conference Center.

IX. PROCEDURES


  1. A. Designation as a Residential Conference Center will not constitute the facility as a public facility or forum open to use by individuals, groups, associations, or corporations on a first-come, first-served basis.
  2. Reservations and arrangements for the use of the Residential Conference Center will be handled by the RCCS and EMCS.  
  3. Priority in the reservation and use of the Residential Conference Center will be given to activities and events of UTSA that are in furtherance of and related to the academic, educational, cultural, recreational, and athletic programs of UTSA or the UT System.
  4. As a lower priority, the Residential Conference Center may be made available to individuals, groups, associations, or corporations without the necessity of joint sponsorship by UTSA and may be used for purposes such as banquets or conferences by entities that use annual conferences or other similar activities to acquire operational funds for the entities.
  5. Rates charged for the use of the Residential Conference Center must, at a minimum, ensure recovery of that part of the operating cost of the facility, attributable directly or indirectly to such non-UTSA use.
  6. The manager of the facility may grant complimentary rooms or food as is ordinary and customary in the operation of similar facilities for promotional or customer relations purposes if it is reasonably necessary for the operation of the facility.
  7. Subject to all constitutional and statutory provisions relating to the use of state property or funds for religious or political purposes, the Residential Conference Center may be made available for religious or political conferences or conventions.
  8. At UTSA’s discretion, groups utilizing the Residential Conference Center may be provided a suitable space to have conference sponsors exhibit goods and services relevant to that conference population. Any such exhibit must meet UTSA standards, guidelines and requirements. A Residential Conference Center retail operation for goods related to conferences or guest services as well as sales of books, other educational products, software, or related products within the Center will be allowed and considered within UTSA and the Board of Regents’ solicitation policy (Rule 80103, section 2.5).

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


UTSA Events Management & Conference Services: http://www.utsa.edu/events/


XII. APPENDIX


None