Student Center Policies

University of Minnesota, Morris

Student Center Facility Use: Policies and Procedures

I. Use of Student Center facilities

II. Building hours

III. Use by campus groups

IV. Use by off-campus groups

V. Facilities available to be scheduled

VI. Event and meeting planning: logistics and constraints

VII. General Policies

VIII. Policy Exceptions


University of Minnesota, Morris

Student Center Facility Use: Policies and Procedures

I. Use of Student Center facilities

A. Board of Regents policy regarding use of University facilities

As noted in the University of Minnesota Board of Regents policy (appendix 1): University campuses and facilities exist to meet the needs of the institution and further its teaching, research, and outreach mission. University facilities are at any and all times available for University purposes and programming. This includes programs that (a) contribute to the physical and cultural development of students supplementary to formal course work; and (b) stimulate the intellectual lives and personal development of students, faculty, staff, and the broader community.

University facilities are not for general use by non-University entities. The University recognizes, however, that (1) its facilities are sometimes more particularly suited for specific purposes than are other non-University facilities that may be available; and (2) that the purposes of non-University entities may coincide with or complement those of the University. The president or delegate shall develop administrative policies that define which non-University uses are permissible. The University may enter into rental agreements with non-University entities for permissible uses of University facilities when the University’s legal and financial risks are minimized and its reputation is upheld.

The following scheduling processes have been developed to reflect Board of Regents facility use policies as they apply to the University of Minnesota, Morris Student Center.

B. Priorities for use

UMM Student Center facilities may be reserved on a first come, first served basis with the following qualifications:

On those occasions where access to the facility must be prioritized, the following list reflects the intended primary uses for the Student Center (in priority order).

  1. Events of an all-campus nature
  2. Recognized student organization sponsored events, meetings, and activities
  3. Activities or meetings of the campus community or where community members are significant participants
  4. Continuing Education, West Central Research and Outreach Center, and Minnesota Extension Service programs
  5. Personal use by University community members (e.g. wedding receptions)
  6. Other events

The Director of Student Activities reserves the right to change room assignments in case of conflict or to accommodate additional meetings.

II. Building hours

Student Center building hours, reviewed annually by the Student Center Committee, are as follows*:

Academic year

Monday-Friday
Saturday
Sunday

7 a.m. until 12:30 a.m.
10 a.m. until 12:30 a.m
Noon until 12:30 a.m.


Breaks

Monday-Friday
Saturday
Sunday

7 a.m. until 12:30 a.m.
Closed
Closed


Summer Session

Monday-Friday
Saturday
Sunday

7:00 a.m. until 4:30 p.m..
Closed
Closed


Special arrangements must be made for programs that extend beyond regular hours.

Throughout the academic year, the South Wing of the Student Center, including the Study Lounge, is open 24 hours per day. During summer session, the South Wing is open from 7 a.m. until 10 p.m.

III. Use by campus groups

A. Fee policy

In general, Student Center facilities are available for campus community use at no charge to the sponsoring group. Sponsoring groups are responsible for the additional costs associated with special setups, extensive cleanups, food and beverage service, performance quality sound and lighting, and other services described in Section VI. If programs extend beyond regular hours, all sponsoring organizations will be charged for the Information Center staffing and labor required to keep the Student Center open.

Facility rental fees (established to cover costs of utilities, custodial time, access to information desk, and scheduling services, and the like - see Appendix 2) will apply to events scheduled by UMM groups and individuals when:

Late Cancellation of Events in Oyate Hall or Edson Auditorium:

When timely cancellation is not received:

Exemptions to cancellation fee:

Billing: Student organizations and campus units will be billed directly by the appropriate campus office for charges associated with an event. Charges associated with events scheduled for personal use by individual UMM community members will be consolidated and billed by the Office of Student Activities, Conferencing, and Special Events.

B. Using Student Center Space (Reserving Student Center facilities)
  1. Student groups wishing to reserve a space in the Student Center will fill out an events scheduling form in the Office of Student Activities a minimum of one week prior to the event. Event scheduling forms must be filled out in detail—include audio visual requests, Facilities Management setups, etc.
  2. The Office of Student Activities will ascertain the availability of the room.
    • If the space is available, Student Activities:
      1. will OK the request and
      2. will notify Office of Student Activities, Conferencing, and Special Events staff, Facilities Management, Campus Security, and other campus offices as appropriate.
  3. When spaces are unavailable, groups will be invited to resubmit requests with alternative dates and/or sites.
  4. Groups are limited to two on-going regular weekly meetings per semester. Additional meetings will be considered single events and may be reserved no further than one week in advance. (i.e. The widget club at UMM may schedule their weekly meetings on Mondays at 10 a.m. and Thursdays at 2 p.m. If the widget club then wanted to schedule another meeting for Wednesdays at noon, they would only be able to reserve these meetings one at a time with one week’s notice.)
  5. University units or campus community members wishing to reserve a space in the Student Center will contact the Office of Student Activities to request space, necessary equipment, and space setups. If the space is available, an events scheduling form will be completed; Media Services details, setup information, etc. will be included on this form. Copies of the completed events scheduling form will be sent to Campus Security, Facilities Management and other appropriate offices; a copy of the scheduling form will also be sent to the person scheduling the space as a confirmation of their reservation.
  6. Groups are responsible for equipment and room furnishings during the time under their reservation. (Contact the Information Desk to have doors locked.) Groups will be billed for damages or losses to rooms or equipment.
  7. Following their events, campus groups must ensure that rooms are clean and returned to their original setup. Large events with special setups may be coordinated with Facilities Management (see Section VI).
  8. If any problems occur with rooms or setups, contact the Office of Student Activities or Information Desk.

IV. Use by off-campus groups

A. Access to Student Center facilities:

On those occasions where access to the facility by off-campus groups must be prioritized, the following list reflects the intended primary uses for the Student Center (in priority order):

B. Rental charges and Billing

  1. Off-campus persons or organizations renting Student Center facilities are required to reimburse the campus for costs associated directly with their use of the Student Center.
    1. A basic room rental fee is charged to cover costs of utilities, custodial time, access to Information Desk, and scheduling services, etc. See Appendix 2: UMM Student Center Room Rental Rates. These fees include the basic setup provided in the room.
    2. Additional services are available as described below, in Section VI.
    3. If programs extend beyond regular hours, all sponsoring organizations will be charged for the Information Center staffing and labor required to keep the Student Center open.
  2. Late Cancellation of Events: No room rental fee will be charged to groups canceling their room reservations at least one week prior to the day of the event. Groups not canceling in advance will be charged 1/2 the full rental fees. Events cancelled due to “acts of God” are exempt from late cancellation fees. If facilities scheduled as a rain site are not needed, no fee will be assessed.
  3. Billing: The Office of Student Activities, Conferencing, and Special Events will consolidate facility rental charges for all services and bill the sponsoring group following the event. Payment is due within 30 days of billing.

C. Using Student Center Space

  1. Non-University groups wishing to reserve a space in the Student Center will contact the Office of Student Activities, Conferencing, and Special Events to request space, necessary equipment, and space setups. The Office of Student Activities, Conferencing, and Special Events will ascertain the availability of the room. If the space is available, an event confirmation will be sent electronically. The Office of Student Activities, Campus Security, Facilities Management, Instructional and Media Technologies, campus food services, and other appropriate offices will be copied electronically.
  2. Groups are responsible for equipment and room furnishings during the time under their reservation. (Contact the Information Desk to have doors locked.) Groups will be billed for damages or losses to rooms or equipment.
  3. Groups using Student Center spaces should notify the Office of Student Activities, Conferences, and Special Events if any problems occur with rooms or setups.

V. Facilities available to be scheduled

The following spaces may be scheduled for meetings, events, and activities appropriate to the design and function of the room. (Note: Other areas of the building may not normally be scheduled.)

Edson Auditorium: a 500-seat proscenium theater (capacity up to 500)

Turtle Mountain Cafe: a 135-seat cafe. Seating area may be scheduled for meetings and special events when the cafe is not in operation as a food service area. Special meal functions held during cafe hours may be coordinated with dining services.

Oyate Hall: a large ballroom and banquet space; may be divided into three meeting spaces; will seat 275 people for banquets or lectures (capacity up to 250)

Prairie Lounge: 16-seat meeting room (up to 16)

Moccasin Flower Room (up to 30): 32-seat meeting room

Student Activities Conference Room (up to 10)

Louie’s Lower Level (10-40): performance/lounge space that can be used as a club type gathering space and vending lounge

Lobby Display Areas: The main level lounge area can hold up to 10 tables/displays and must be reserved in advance.

TV Lounge (15-20): lounge space designed as a television viewing area

VI. Event and meeting planning: logistics and constraints

Special Room Setups/Facilities Management:

Basic Special setups must be coordinated with the Office of Facilities Management and may be requested in the event scheduling process; cost estimates are available if desired.

Audiovisual, Sound, and Lighting Equipment:

Basic audiovisual (AV) equipment, provided in individual Student Center rooms, may be used at no charge. Additional AV equipment is provided at no charge to campus groups by the Media Services. Charges for off-campus groups will be included in their consolidated billing.

 

Professional quality sound and lighting is available through Student Center technical staff. Student groups needing such services will be billed for technical staff time, including setup and teardown; there is no equipment rental fee. All others will pay an equipment rental fee, and an hourly rate for staff time. Arrangements must be made a minimum of two weeks prior to the event.

Decorating: Nothing may be hung on Student Center walls without prior permission from the Office of Student Activities.

Food and Beverage Service:

Food and beverage service at UMM are provided by the University’s food service provider. UMM’s contract with its food service provider, gives them exclusive rights to food and beverage service on the campus. Groups may not hire another caterer or bring their own refreshments into the Student Center for scheduled events. Two exceptions are made to this general policy. The director of food service may grant other exceptions.

Alcoholic Beverages:

By policy of the Board of Regents, alcoholic beverages are not permitted in the Student Center. Exceptions to this policy for scheduled events can by made only through the process described on the “Application to Serve Alcoholic Beverages at an On-Campus Event (an exception to the Regents’ Policy on Alcohol).” Application forms are available to student groups in the Office of Student Activities; for all others, forms are available in the Chancellor’s Office or Office of Student Activities, Conferences, and Special Events. Applications must be received in the Office of the President of the University of Minnesota at least 15 days prior to the event.

VII. General Policies

Smoking: The UMM Student Center is a smoke free building.

Bikes/Rollerblades/etc: The Student Center is open to pedestrian traffic only.

VIII. Policy Exceptions

Exceptions to Student Center policies may be made only with permission of the Director of Student Activities (or designee) or the Student Center Committee.

Appendices

  1. University of Minnesota Board of Regents Policy: Campus and Facility Use
  2. UMM Student Center: Room Rental Rates