Space Utilization and Scheduling

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University Policy Number 1103

Categorized:

Responsible Office:

Policy Procedure:

Related Law & Policy:


I. Scope

This policy applies to all George Mason University employees, students, registered student organizations, divisions of the University, entities and persons that reserve and use space owned, leased, or controlled by George Mason University (“University”).

This policy does not govern classroom assignments made by the Office of the University Registrar.

II. Policy Statement

A. Use of Facilities

Facilities are intended primarily for the use of University employees and students to advance the educational mission of the University. No use of Facilities shall be permitted that is inconsistent with the mission of the University.

Facilities that are outdoor open areas of the University, and that have not already been reserved as permitted by this Policy, are generally available to employees, students, and members of the public for any lawful non-commercial use, provided that such use does not interfere with educational functions of the University and does not endanger health and safety.

Commercial use of Facilities, including but not limited to the selling or advertising of goods or services, is permitted only with prior written approval of the Office of University Events. University Facilities may not be used for personal financial gain without a contract with the University.

All use of Facilities must comply with University policy and procedures, and applicable federal, state, and local law.

B. Scheduling

 The University may, in its sole discretion, cancel, deny, reschedule, or renegotiate any use of Facilities in the event use of Facilities conflicts with this policy, conflicts with a scheduled Event, or to preserve health and safety.  Whenever scheduling conflicts arise, Events will be given priority based on their potential benefit to the University’s academic and civic mission.

All Events must be scheduled using the University’s centralized scheduling system.  All Events must be accurately and fully described when scheduled in the University’s centralized scheduling system.  Failure to accurately describe an Event or to provide all required information will result in forfeiture of space reservation.  Repeated failure by a University Client or an External Client to provide accurate and complete information will result in loss of scheduling privilege, and may result in disciplinary action.

All Clients must follow the procedures on scheduling and management of Events published by University Events.

University Major Events will have highest priority for scheduling and use of University support resources.

All Events must be classified as an Internal Event or External Event.  The Office of University Events and persons designated by that Office (“University Events”) are solely responsible for classifying Events.

Internal Events must be scheduled using a University organization code, and the Event Client must be a University employee, student, or employee of an Affiliated Entities.

External Events may be scheduled only by University Events or another scheduler authorized by University Events to schedule External Events. No External Event may be scheduled unless the University has entered into a written contract with the External Client.

University employees, students, student organizations, and Affiliated Entities and their employees may not (1) schedule Facilities on behalf of any External Client, including external organizations with which they may be affiliated, (2) provide Facilities to any such External Client, unless approved by University Events and (3) accept payment to reserve or provide Facilities to any External Client.

C. Special Use Facilities

All Events scheduled in Special Use Facilities are subject to the approval of the authorized scheduler for that space.  The authorized scheduler of the Special Use Facilities or designee is responsible for scheduling events in that space and contracting with any External Client using a University-approved Event contract.  Units/departments that have Special Use Facilities assigned to them may not charge External Clients to use Special Use Facilities unless such charges (or the ability to impose such charges) have been approved by the University.

D. Fees

Fees for use of Facilities, other than Special Use Facilities, shall be determined and assessed by University Events, as provided for in the applicable procedures.  University Events may offer discounted Facilities use fees at their discretion.  Facilities use fees may be increased in the sole discretion of University Events, if the client fails to provide accurate information about an Event.

III. Definitions

University Clients: Divisions of the University, including University offices, departments, units, and auxiliary enterprise operations; Recognized student organizations; and Affiliated Entities.

External Client: Any person or entity that is not a University Client.  All for-profit companies are External Clients. 

Affiliated Entity: Entities that have entered into written affiliation agreements with the University

Event: A meeting, conference, presentation, gathering, or other activity that occurs on Facilities.  The definition of “Event” does not include routine department activities or meetings that (1) occur in space assigned to and scheduled by a department in the University’s centralized scheduling system, (2) do not include any non-university employees or students, and (3) do not exceed 30 people.

Event Client or Point of Contact: The primary point of contact for an Event. The Event Client must be on-site during the Event or appoint a designee to assume this role for the duration of the Event. Responsibilities include scheduling, ensuring compliance with all University policies and procedures, responding to emergencies, and communicating logistical and financial information to the Event Coordinator.

Event Coordinator:  University Events representative who is the liaison to the Event Client regarding a specific Event.

Facility or Facilities: space owned, leased, or controlled by George Mason University.

Special Use Facilities: Any Facility that has been allocated to a specific department or office by the Space Administration Committee, and is not ordinarily scheduled by the University Events Office.  Examples of Special Use Facilities include, but is not limited to, the Center for the Arts, Athletic and Recreational Spaces, Departmental space or Conference Rooms, Housing Spaces, Parking Lots, Point of View, and Smithsonian-Mason School of Conservation.

Event Type:

Internal Event: An Event scheduled and organized solely by a University Client, branded solely as an Event of the University, and that is related to the educational mission of the University or University business.  Participation by external persons or entities (e.g., speakers, presenters, audience members, sponsors) in an Event otherwise organized solely by a University Client does not make an event an External Event.    

External Event: Any Event that is not an Internal Event.  Events scheduled and organized by an External Client or organized jointly by an Internal and External Clients are External Events. Events scheduled by University faculty, employees, students and affiliates related to non-University activities or personal use are External Events.

High Impact Events: Events that require significant resource commitment or may disrupt normal University operations. Events that may qualify as High Impact Events will be identified by Event Coordinators and evaluated for campus-wide impact by University Events in coordination with other University offices.

University Major Events: Certain regularly scheduled Events that are critical to the University mission.

IV. Compliance

University Events is responsible for enforcing compliance with this policy. Failure to comply with this policy may result in removal of scheduling privileges and/or disciplinary action.

V. Dates:

A. Effective Date:

This policy will become effective upon the date of approval by the Senior Vice President for Administration and Finance and the Provost and Executive Vice President.

B. Date of Most Recent Review:

12/9/2019

VI. Timetable for Review

This policy, and any related procedures, shall be reviewed every three years or more frequently as needed.

VII. Signatures

The policies herein are effective upon publication.  This Administrative Policy shall be reviewed and revised, if necessary, annually and to become effective at the beginning of the University’s fiscal year, unless otherwise noted.

Approved:

__/S_____________________
Senior Vice President

__/S______________________
Provost

Date approved: February 24, 2003

Revision approved: September 4, 2013

Revision approved: April 27, 2015

Revision approved: December 13, 2019