Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-30 - Social Events; Housing; Aid; and Mandatory Tuberculosis Screening › Section 3364-30-01 - Reservation policy for student union facilities

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
Student organizations and university-wide major events will
				have precedence in reserving public space inside and near the Thompson student
				union Centennial mall (including the patio and Edison fountain areas), front
				steps of the student union and flatlands. While these named spaces are
				available to registered student organizations, university departments and
				affiliates, community members, and the general
				public for both business and personal use, reservation of these spaces will not
				be allowed in advance of eighteen months prior to the event. Student
				organizations use will take precedence according to the following
				schedule:
On November first of the current academic year, only registered
				student organizations will be permitted to reserve space in the student union
				and afore mentioned areas for the period beginning on or after August first of
				the following academic year.
On December first of the current academic year, all university
				departments and affiliates will be permitted to reserve space in the student
				union and afore mentioned areas for the period beginning on or after August
				first of the following academic year.
On January first of the current academic year, the general
				public will be permitted to reserve space in the student union and afore
				mentioned areas for the period beginning on or after August first of the
				following academic year.
At any point after a designated priority access date is passed,
				facility users in that category may continue to make facility reservation
				requests on an equal access "first come, first served basis."
This schedule excludes university wide major events such as
				homecoming, new student convocation, student
				appreciation days, new student orientation, vice president for student affairs
				priorities, and presidential priorities which may be scheduled more than
				eighteen months in advance and supersede student organization priority
				dates.
(B) Purpose of
			 policy
The purpose of this policy change is to ensure that priority is
				given to registered student organizations in accessing student union meeting
				and event space and to regulate extended commitments that prevent student use.
				Additionally, it is intended that once space is committed to a facility user it
				will remain committed unless the space is released by the requestor or in the
				case of non-university use the terms of the contract will prevail.
(C) Procedure
The various facility user groups will be granted access to
				schedule space in accordance with the schedule detailed in the policy statement
				and by following the procedures detailed as follows.
(1) Registered student organizations will
			 submit an event via the online involvement network (invonet) event registration
			 process at least twenty-eight days prior to the event. Upon availability, the
			 student union office will tentatively reserve the space. Once the office of
			 student involvement and leadership has approved the event, the tentative
			 reservation will be confirmed.
(2)
			 University departments, administrative offices and affiliated organizations
			 will submit an event registration form electronically to the student union
			 office to request a space reservation.
(3) Organizations with no university
			 affiliation will submit an event registration form in person or electronically
			 to the student union office. Once accepted, the student union will issue a
			 contract for the use of space with the terms of use and payment terms detailed
			 in the agreement. Upon the return of this signed contract with the deposit the
			 requested space will be confirmed.
(4) Event registrations for outdoor spaces
			 reserved by the student union (e.g., centennial mall and the flatlands) will be
			 circulated for approvals from grounds, campus police, risk management, and any
			 other department that may be impacted by the event being planned. Once
			 approved, the requestor will be issued a confirmation notice. A pre-event
			 planning meeting with the afore mentioned approvers may be scheduled due to the
			 details of the events.