Scheduling Workshop

1
Scheduling Workshop
2
Why?

• Why is a new facility use policy needed? And why
  a new Application for Use of Facilities form?
• Growth is a constant at MTSU. Over the last 20
  years, weve witness unmatched growth in
  students, staff, and facilities. This growth has
  placed many demands on MTSU personnel as everyone
  attempts to balance the usage of available space
  between academic needs, student activities, and
  the constant requests for special event space.
• The purpose of this policy is to establish rules
  and regulations for more efficient use of
  University-owned or leased facilities. This
  includes academic buildings, Union facilities,
  athletic facilities, and outdoor areas.
• The scope of this policy applies to all faculty,
  staff, students, guests, and visitors to Middle
  Tennessee State University.

3
User Definitions
University Academic Activities are those
activities directly related to the instructional
mission of the University such as University
academic credit bearing classes, course related
events resulting from academic course work, such
as research, outside study, tutoring, and field
testing. Faculty departmental meetings are also
included in this category.
EXAMPLE 1 If a UNIV 1010 class needs to use a
different academic space than already assigned.
Moving because HVAC system in BAS is out, so
class moves to MASS COMM. Contact Scheduling
Center to be assigned a different space. Staff
meetings for departments may also be scheduled in
academic space by the Scheduling Center.
EXAMPLE 2 If a UNIV 1010 class wants to use a
non-academic space for part of the class then
they must contact that facility scheduler/event
coordinator UNIV 1010 wants to use Rec Center
for a part of the learning experience. Forms may
be required for use of this type of space. A PSY
1030 class wants to utilize the KUC Theater for
research. Forms are required for use of this type
of space.
4
User Definitions
University Sponsored Events are those activities
directly related to the life of the campus
community beyond the classroom such as
athletics, recreation, student programming
activities, and academic camps/conferences/worksho
ps. There are two sub-categories for such an
event.      1. Official University Events 
Official University Events are those programs
that are scheduled or sponsored by faculty,
staff, administrative offices and departments
that are planned primarily for members of the
University community.  Guests and alumni may
attend these programs.      2. Student Events
Student Events are those programs, activities and
services that are scheduled or sponsored by
student clubs or organizations that are
officially recognized by the University and
planned primarily for members of the campus
community.  Members of the community, guests and
alumni may attend these programs. 
EXAMPLE 1 Official University Events
Seigenthaler Chair events, Honors Lecture Series,
Departmental lectures. Must contact appropriate
facility scheduler for use of space. Facility
form required.
EXAMPLE 2 Student Events MTSU officially
recognized student organizations. Student org is
hosting a lecture, meeting, or social event. Must
contact appropriate facility scheduler for use of
space. Facility form required.
5
User Definitions
University Related Events match the same criteria
as a University Sponsored Event, but also include
a charge for registration and/or
admission. University Co-Sponsored Events are
academic programs, conferences and/or meetings
involving two entities a University school,
academic department, administrative unit or
student organization and an outside organization
such as a professional association in which the
University holds membership or maintains a
relationship that directly benefits the
University community.
EXAMPLE 1 University Related Events University
Department plans and hosts a conference that
requires a registration or admission fee. Must
contact appropriate facility scheduler for use of
space. Facility form required.
EXAMPLE 2 University Co-Sponsored Events The
Agribusiness Department pairs up with the local
4-H organization and hosts a competition.
Chemistry Department pairs up with Expanding
Your Horizons. Must contact appropriate facility
scheduler for use of space. Facility form
required.
6
User Definitions

• The following conditions must be met for all
  Sponsored, Related and Co-Sponsored events
• The university department/organization is
  responsible for all communication
  including reservation and event arrangements with
  the venue scheduling staff.
• EXAMPLE The Agribusiness Department must
  contact the event scheduler for all
  communications, not the 4-H group.
• 2. A university department/organization
  representative must be present and actively
  participate with the event.
• EXAMPLE The Kappa Deltas must actively
  participate when the Girls Scouts sell cookies on
  campus. The Ag. Department representative must be
  present and is the event contact.
• 3. The university department/organization is
  responsible for all charges related to the event.
• EXAMPLE When charges are incurred to produce a
  specific event, a departmental account/index
  number is required.

7
User Definitions
Non-University/ External Events are those
programs and activities organized by any person,
business or community group not encompassed in
the organizational structure of the University. 
Only Non-academic buildings can be reserved for
Non-University/External Events.
Non-University/External groups can reserve space
up to four (4) times per semester. This includes
non-profit organizations.
EXAMPLE World Outreach Church rents Murphy
Center for Easter weekend events.
8
User Fees Definitions
Support Services Fees (Direct Costs)  Any cost
that is incurred as a direct result of the event
occupying the facility.  These fees include but
are not limited to Security, Custodial, Food
Services, Building Attendant, Technical Attendant
and Production Services. Services must recoup
their cost. Services are not making
profits. User Fee (Facility Use)  Room
occupancy fee Administrative Fee University
Coordinators time
9
User Fee Structure
University Academic Activities No charges
(except as noted below) EXAMPLE No charge
UNIV 1010 moves to a different academic space.
Rec Center must charge for outdoor coordinators
expertise. University Sponsored Events      1. 
Official University  Support Services Fees
(Direct Costs), Applicable      2.  Student 
Support Services Fees (Direct Costs),
Applicable EXAMPLE Department or approved
student organization has a large conference and
additional services are needed. On Friday and
Saturday in BAS/300 peoplecustodial needs and
technical assistance, etc. Must be paid with a
MTSU account/index number. University Related
Events      1.  Official University  Support
Services Fees (Direct Costs), Applicable
Administrative Fees.      2.  Student  Support
Services Fees (Direct Costs), Applicable
Administrative Fees. EXAMPLE Same as above and
additional Administrative Fees are applicable
University Co-Sponsored Events      1. Support
Services Fees (Direct Costs)      2.
Administrative Fees      3. Proof of Liability
Insurance Required EXAMPLE The Ag. Department
must use an account/index number to pay all
costs. The 4H outside organization must provide a
1 million dollar liability insurance policy.
10
User Fee Structure
Non-University/External Events      1. User
Fees      2. Support Services Fees (Direct
Costs)      3. Administrative Fees      4. Proof
of Liability Insurance Required      5. Contract
Required EXAMPLE World Outreach Church pays
Murphy Centers User Fees and also signs a
contract. University fees will be based on the
type of space, the length of usage, and the
competitive market rates for comparable square
footage.  Administrative fees follow the same
logic for justification. 
11
Basic Examples of Support Services Fees (Direct
Cost)
Please note that some charges are venue or event
specific, please contact facility coordinator for
specific fees. These services may now require
MTSU account/index numbers prior to event.
12
MC Examples of User Fees-External Groups Only
(per day)
13
Instructions and guidelines to request space on
MTSU campus
1. Check www.mtsu.edu/webviewer (Master Calendar)
for appropriate facility and/or available space.

14
(No Transcript)
15
(No Transcript)
16
Instructions and guidelines to request space on
MTSU campus
2. Contact correct scheduler for tentative hold
www.mtsu.edu/eventcoordination
17
Instructions and guidelines to request space on
MTSU campus
3. Complete and print Application for Use of
Facilities form. Hard copy must be submitted with
original signatures  Students-advisor student
organization signatures. Faculty/Staff-department
budget head signature
18
(No Transcript)
19
Instructions and guidelines to request space on
MTSU campus
4. All paperwork (forms, contracts, insurance
information, etc.) must be approved, finalized
and received by the scheduler ASAP or at least 5
business days (Mon-Fri) prior to the event or
meeting. Additional forms include (but not
limited to) Bring Food to Campus form Banner
Application Outside sound approval MC marquee
advertising Parking requests Contact facility
scheduler for additional information or
forms 5. See event check list for additional
services (additional forms maybe required).
www.mtsu.edu/eventcoordination
20
The following MTSU services provide event
planners with the knowledge and resources for a
successful event. Please contact the facility
scheduler for specific facility policies,
building hours and applicable fees.
21
Questions???Open ForumContact any scheduler or
our office at 898-5002http//www.mtsu.edu/eventco
ordination/