Responsibility of Approval, Calendaring, and Scheduling of Facilities for University-Sponsored Activities (B-46)

To: Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices

Re: Responsibility of Approval, Calendaring, and Scheduling of Facilities for University-Sponsored Activities

GENERAL

With the increasing demand made upon University facilities and with the space limitations the University faces, it is essential to have an all-campus calendar listing student, staff, and outside events. To reduce conflicts in scheduling of facilities and make the most efficient use of the available facilities, all student, staff, and outside events and activities will be calendared.

This memorandum establishes the University-wide policies covering the approval, calendaring, and scheduling of facilities and assigns responsibilities for implementing these policies on any Purdue campus. Any exceptions to the policies presented in this memorandum must be approved in advance by the President or his designee.

In this memorandum the terms "approval", "calendaring", and "scheduling" of facilities are defined as:

1. Approval: The laws of the State of Indiana have conferred upon the Board of Trustees the authority to govern the disposition of the property owned, used, or occupied by Purdue University and to make all rules and regulations required or proper to conduct and manage Purdue University. The Board of Trustees has authorized the President of the University to establish regulations governing the method and purpose of the use of University facilities. The President, in turn, has delegated this responsibility to certain offices, committees, and administrative officers. All activities and events conducted at Purdue University are to be "approved" by the proper office, committee, or administrative officer.
2. Calendaring: Certain types of activities and events will be listed, or "calendared", with the appropriate University office. The calendaring of activities and events essentially provides an information service.
3. Scheduling of Facilities: When specific space is reserved (with the administrative officer in charge of that facility) for a specific activity or event, that facility has been "scheduled". Scheduling than refers to the act of reserving facilities for a specific activity or event with the proper administrative officer.

WEST LAFAYETTE CAMPUS -- ASSIGNMENT OF RESPONSIBILITIES

The University Calendar Office, established 1 September 1962, functions to reduce the number of conflicts in scheduling of facilities and to provide a more efficient use of facilities. The Office has the responsibility for maintaining, publishing, and distributing a continuing all-University calendar which lists student, staff, and outside events.

Further, the Office has the responsibility for assisting with approval calendaring, and scheduling of facilities for the activities and events. Calendar Information Form (R-2) and the Student Calendar Form are used to secure approval for the activity, calendaring the event, and scheduling facilities.

1. Responsibility for Approval, Calendaring, and Scheduling of Facilities
   
   

   To clarify approval, calendaring, and scheduling of facilities for University activities and events, the following assignments are made.

   1. Recognized Student Organization Activities
      1. Approval of student organization activities and events will be obtained from the Office of the Dean of Students.

         Student organization activities such as monthly meeting are approved by virtue of recognition of the group as a Purdue Student Organization by the Office of the Dean of Students. However, student organization activities and events which do not fit into this category will be individually considered for approval by the Office of the Dean of Students by processing a Student Calendar Form.

         Student organization activities and events of a Purdue Student Organization involving off-campus participants will be individually considered for approval by the Office of the Dean of Students by processing a Calendar Information Form (R-2). These activities and events are classified as conferences and regulations cited in Section F then are applicable.

      2. Calendaring of student organization activities and events will be accomplished by the following:
         1. Submission of the annual student activity calendar to the University Calendar Office by the Office of the Dean of Students; or
         2. Processing a Student Calendar Form; or
         3. Processing a Calendar Information Form; (R-2)
      3. Scheduling of facilities for student organization activities and events will be accomplished by reserving the desired facility with the administrative officer in charge of the facility. This may be accomplished by:
         1. Contacting the administrative officer in charge of the facility; or
         2. Processing a Student Calendar Form; or
         3. Processing a Calendar Information Form (R-2)

      Note: The following information may assist in the scheduling of facilities:

      Facility Officers

      Facility	Administrative Officer
      Purdue Memorial Union and Stewart Center (includes Fowler Hall)	Director, Purdue Memorial Union
      Academic Administrative Space (includes all General Purpose Classrooms, Armory, Conference Rooms, etc.)	Administrative Coordinator, Schedules and Space
      Intercollegiate Athletics	Director, Intercollegiate Athletics
      Intramural	Director, Recreational Sports
      Edward C. Elliott Hall of Music and Loeb Playhouse and Slayter Center	Director, Edward C. Elliott Hall of Music and Loeb Playhouse
      Airport	Director, Service Enterprises and Purdue Airport
      Mall	Administrative Coordinator, Schedules and Space, and Director, Physical Plant

   2. Faculty and Staff Meetings Involving University Participants Only (Departmental Colloquiums, Departmental Symposiums, etc.)
      1. Approval of the activities and events is the responsibility of the head of the department or administrative unit.
      2. Calendaring of these activities and events requiring use of facilities not controlled by the department or administrative unit will be accomplished as follows:
         1. Faculty and staff activities and events using Purdue Memorial Union and/or Stewart Center facilities will be calendared through the scheduling office of the Purdue Memorial Union and reported to the University Calendar Office.
         2. Faculty and staff activities and events using other University facilities will be reported to the University Calendar Office.
      3. Scheduling of facilities not controlled by the department or administrative unit will be accomplished as follows:
         1. Faculty and staff activities and events using Purdue Memorial Union and/or Stewart Center facilities will be scheduled through the scheduling office of the Purdue Memorial Union.
         2. Faculty and staff activities and events using other University facilities will be scheduled through the administrative officer in charge of the facility.
   3. General University and/or Community Entertainment Functions (Convocations and Lectures, Purdue Musical Organizations, Purdue University Theatre, University Bands, etc.)
      1. Approval of these activities and events is the responsibility of the appropriate University committee and/or department head.
      2. Calendaring of these activities and events will be accomplished by reporting them to the University Calendar Office.
      3. Scheduling of facilities will be accomplished through the administrative officer in charge of the facility.
   4. University Intercollegiate Athletic Activities and Events
      1. Approval of intercollegiate athletic activities and events is the responsibility of the Director of Intercollegiate Athletics.
      2. Calendaring of the dates of all intercollegiate athletic activities and events will be accomplished by reporting them to the University Calendar Office.
      3. Scheduling of facilities for intercollegiate athletic activities and events will be accomplished through the administrative officer in charge of the facility.
   5. Social Events for Staff and Staff-Related Groups and Non-Complex Activities and Events for Community Groups

      In this memorandum the term "non-complex activities and events" is used to designate activities and events that are of a single session duration, have an educational and/or social purpose, and serve an audience drawn from the Greater Lafayette area.

      1. Approval of social activities and events is the responsibility of the Director of the Purdue Memorial Union.
      2. Calendaring of social activities and events requiring use of facilities not controlled by the department or administrative unit will be accomplished as follows:
         1. Social activities and events using Purdue Memorial Union and/or Stewart Center facilities will be calendared through the scheduling office of the Purdue Memorial Union and reported to the University Calendar Office.
         2. Social activities and events using other University facilities will be reported to the University Calendar Office.
      3. Scheduling of facilities not controlled by the department or administrative unit will be accomplished as follows:
         1. Social activities and events using Purdue Memorial Union and/or Stewart Center facilities will be scheduled through the scheduling office of the Purdue Memorial Union.
         2. Social activities and events using other University facilities will be scheduled through the administrative officer in charge of the facility.
   6. Conferences (Short Courses, Extended Meetings, Advisory Councils, Meetings Involving Non-Purdue University Personnel, etc.) and Complex Activities and Events for Community Groups.

      In this memorandum the term "complex activities and events" is used to designate activities and events that are multi-session in duration, have an educational and/or social purpose, and serve an audience drawn from either the Greater Lafayette area or outside the Greater Lafayette area.

      1. Approval of conferences, short courses, and meetings is the responsibility of the Director of the Continuing Education Administration.
      2. Calendaring of conferences, short courses, and meetings will be accomplished by processing a Calendar Information Form (R-2).
      3. Scheduling of facilities for conferences, short courses, and meetings will be accomplished by processing a Calendar Information Form (R-2).

         NOTE: Invitation to learned, scientific, and professional societies to hold conferences, short courses, and meetings on the West Lafayette Campus will be issued through the Division of Conferences by the Office of the President.

2. Campus Facilities Committee
   

   The function of the Campus Facilities Committee will be to work with the Director of the Division of Conferences in the scheduling of University calendar activities and events and facilities for large groups and/or groups having multiple space needs.

   The membership of the Committee will consist of the Vice President for Housing and Food Services, chairman; Director, Continuing Education Administration; Coordinator of Schedules and Space; Director, Purdue Memorial Union; Director, Edward C. Elliott Hall of Music and Loeb Playhouse; and such other administrative officers responsible for the scheduling of facilities as are designated by the Executive Vice President and Treasurer.

REGIONAL CAMPUSES -- ASSIGNMENT OF RESPONSIBILITIES

Subject to the prior approval of the President and within the general guidelines prescribed in this memorandum, the Chancellors of the Regional Campuses are accountable for implementing University-wide policies on their respective campuses, establishing procedures and assigning responsibilities for approving, calendaring, and scheduling facilities.

Arthur G. Hansen
President