Responsible Office: Student Development
Policy Administrator: VP for Student Development
Scope: |Student

Approved By: VP/Provost

Approved Date: 7/1/2017

Effective Date: 7/1/2017

Category: Student

Description/Purpose:

Student Activities and Organization: Scheduling Facilities and Activities

Details:

All requests for usage of Saint Francis University facilities and planning of events (extra-curricular and co-curricular) must be authorized by the Center for Student Engagement through the online scheduling form found on OrgSync. Events open to the entire campus community should be scheduled at least 30 days prior to the proposed date, programs open to a particular organization's members should be scheduled seven (7) days prior to the proposed date, and meetings should be scheduled 48 hours prior to the date of the event. It is the sponsor's responsibility to see that set-up and clean-up arrangements are made.The Center for Student Engagement schedules activities and facility usage at Saint Francis University on a first come first serve basis. University policy requires that all events must be scheduled with the Center for Student Engagement where a master calendar is maintained. While the Center for Student Engagement schedules all events, several departments schedule various facilities where programs, events, meetings, banquets, etc. are held.

These are as follows:

• Center for Student Engagement - John F. Kennedy Student Center and classrooms for non- academic events Monday through Friday after 5:00 p.m. and Saturdays and Sundays
• Registrars Office - All classrooms Monday through Friday, 8:00 m. to 5:00 p.m., and all academic events.
• Pasquerilla Library - All Library facilities
• Stokes Athletics Center - All Athletics indoor and outdoor facilities
• Department of Residence Life - All Residence Halls
• DiSepio Institute All DiSepio facilities

If it is unclear who schedules a facility the group would like to reserve, contact the Center for Student Engagement for assistance.

Procedures:

• Complete and submit a scheduling form through the Center for Student Engagement on OrgSync
• Remember to confirm the date first, then make final arrangement
• Complete the scheduling form in its entirety and obtain your club/organization advisors approval and submit to the Center for Student Engagement for final approval.
• The organization will be notified by the Center for Student Engagement whether the request has been approved
• Please note that the group must schedule the program/event on the Master Calendar before CES credit can be approved

IMPORTANT! The policy is intended to:

• provide a master calendar of all University events in one centralized locati
• avoid conflicts of events and facilities, and provide a well-balanced program of usag
• assure that those planning a particular program will experience a quality outcom
• provide the essential procedures and expert advice regarding the implementation of event
• Please contact the Center for Student Engagement at studentlife@francis.edu with any questions or concerns regarding the scheduling policies and procedure