Series 25 Space Utilization
Centralized Space Scheduling Policy
As an initial first step in accomplishing the Resource 25 implementation plan, the implementation team has drafted policy that would enable Pace to centralize requests for all of the university’s scheduling activities. The policy calls for space reservation requests, except for academic classes scheduled through the Registrar’s office, requests for smaller spaces such as conference rooms and all requests for the School of Law, to be approved by and dispatched through the Office of University Special Events (USEO). The USEO will serve as the central clearinghouse for all non-academic space utilization and reservations, act as the primary arbiter in resolving conflicting scheduling requests from the University’s various constituencies as well as consult with their clients on identifying suitable alternatives.
This centralized approach will result in efficient utilization of space and resources, an increased level of customer service, and improved public relations with the Pace community by capitalizing on the new Resource 25 technology. The improved system will empower each campus event planner by streamlining the coordination of the numerous activities required for a successful event including:
a) Space availability
b) Schedule of events already planned that may detract from the event
c) University Facilities and University Special Event staff availability
d) Catering availability
e) Security information
f) Audio visual and other equipment information and procurement
g) Signage and Marketing
h) Liability insurance information
i) Parking/traffic control
Outlined below are the strategic goals, proposed policy guidelines and overarching procedures for a University-wide space scheduling system.
- The USEO recognizes that after academics, the primary use of the University’s facilities and equipment resources is to provide the logistical infrastructure for internal and external events that further the mission of the University.
- Competing demands on the University’s limited facilities and equipment resources have generated concern regarding the priorities and processes governing their use.
- Enhancing the use of the Resource 25 (R25) technology to create an integrated database of classes and scheduled events to promote data-driven decision-making, and to offer a high degree of transparency to the entire Pace Community.
- 1. Academic Classes
- 2. University/School/College Events
- 3. Student and Campus Activities
- 4. External Events
- Priority will be granted to scheduled academic classes and then to annual, all-college events. Examples of “college events” include: endowed lectures and concerts, University-Fest, Student Orientation, Open House, Student Conversion Events and Commencement. Those events that may occur only once, such as a building dedication, will also receive scheduling priority.
- Provision of an adequate inventory of space throughout the term for student-led and campus activities events is a high priority, especially for larger campus spaces.
- The University Special Events Office, so as to maximize opportunity and avoid overtaxing facilities, resources and staff, will make every attempt to distribute events broadly and reserves the right to make space recommendations based on event type across the academic year.
- One-time academic events aligned with the academic mission of the University will receive the next highest priority.
- Established community collaborations will be given next priority, and renewed on an annual basis.
- While exclusive use of classroom and meeting space is uncommon, appropriate priority assignment of space to certain individuals, departments or organizations is normal practice.
- In an effort to maximize revenue-generating and outreach opportunities when facilities and resources are not focused on the academic mission, the University will grant access to space to members of the external community. Priority will be granted to those requests from the external community that most closely align with the University’s academic mission and secondly to those which maximize revenue.
- Provide clear, consistent guidelines to equitably resolve competing demands on space.
- Reduce the number of overlapping or redundant scheduling systems to an enterprise-wide scheduling environment.
- Increase coordination between requestors, schedulers and service providers to better meet University needs.
- Offer a scheduling process to the University community that encourages advanced planning and use of a University-wide master calendar.
- Requests for high profile events that have campus-wide impact will be forwarded to the Special Events Council comprised of representatives from University Special Events, University Facilities, Campus Activities/Student Development, Philanthropy, Auxiliary Services, Food Services, Cultural Affairs/Schimmel Center, Enrollment Management and the Athletic Department. After careful consideration and a full hearing of the requestor’s intentions, the Special Events Council will make a recommendation to the Office of the Provost on the event request.
- All Pace University facilities and equipment resources are owned by the University and may be assigned and reassigned as appropriate to each event by University Special Events to serve the institution’s overall priorities and needs.
- University Special Events grants access to facilities and equipment resources to current students, faculty and staff and to the external community in various capacities.
- University faculty and staff may schedule facilities and equipment resources so as to carry out their specific job duties and to schedule events related to their responsibilities at the University. Other requests from faculty or staff for use of University space and equipment will be considered as external requests.
- Students may only schedule facilities and equipment resources for both social and academic activities with the approval of University Special Events only with approval from the Office of Campus Activities and Student Life.
- University Special Events expects those who use facilities and equipment resources to demonstrate good stewardship, considerate use of space and consistent efforts to address life safety measures. Particular attention is called to the University’s policies on free speech and the limitations imposed by the University’s status as a not-for-profit organization.
- University Special Events reserves the right to refuse access to facilities and equipment resources (including food service) when it is necessary to avoid straining resources and/or to allow for maintenance. Food service requests must be made two weeks in advance to ensure a purchase order number is secured. The University supports a policy of requesting resources and services at least two weeks before any scheduled event, and reserves the right to refuse access to equipment resources or services when requested with less than 14 business days notice.
- University Special Events reserves the right to charge for the use of facilities and equipment resources by members of the external community according to an established schedule of fees determined and approved by the Office of Finance and Administration.
- No staff or faculty member will be given access to the space reservation system without completing R25 training 101.