UT System policy sets parameters for use of university facilities

(Jan. 10, 2002)--As event planning for the spring semester gets under way, Vice President for Business Affairs David Larson asks all Tri-Campus community offices and organizations to take a few minutes to review the UT System Board of Regents Rules and Regulations governing joint sponsorship of outside groups on campus. Access the Handbook of Operating Procedures online.

Particularly, note the following provisions:

Chapter VI, Section 6 of the Rules and Regulations addresses the use of university facilities. Before agreeing to joint sponsorship with an outside organization, note that the entity presenting the program or activity must be invited to the institution, and only the Vice President for Business Affairs can authorize joint sponsorship (Section 6.91).

The rules specifically state that the "educational implications of the program or activity must be self-evident, must directly supplement the educational purposes of the UT System or component institution and must not result in financial gain for the invited individual, group, association or corporation" (Section 6.92).

Section 6.94 states that the university "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."

All approvals, including facilities reservations, should be received before any commitment is made to the outside organization. Additionally, all sponsors of a program or activity are accountable for complying with the rules and regulations regarding use of university facilities.

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UT System policy sets parameters for use of university facilities

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