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Handbook of Operating Procedures
  • Policy Process

    • Handbook of Operating Procedures
    Chapter 8 - Facilities and University Services
    Previous Publication Date: November 2, 2015
    Publication Date: March 16, 2021
    Policy Reviewed Date: November 29, 2023
    Policy Owner: VP for Academic Affairs


    8.05 Use of University Facilities by Outside Groups: Joint Sponsorship

    I. POLICY STATEMENT

    Except as permitted by Sections 8.06, 9.10, and 9.47 of the Handbook of Operating Procedures, the use of property or buildings of the University by individuals who are not students, faculty, or staff; by groups that are not registered student, faculty, or staff organizations; or by associations or corporations for programs or activities must be jointly sponsored by the University and shall be subject to the conditions herein.  

    II. RATIONALE

    This policy establishes guidelines for Joint Sponsored Events.

    III. SCOPE

    This policy applies to events, camps, conferences, meetings or programs that take place on any of the 世界杯官方app campuses, that occur only after 世界杯官方app extends an invitation and that is hosted by a 世界杯官方app/Internal Host and an Invited/External Host unaffiliated with 世界杯官方app.

    IV. WEBSITE ADDRESS FOR THIS POLICY

    http://ireh.shorinji-kempo.net/hop/chapter8/8-5.html

    V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

    世界杯官方app or UT System Policies or the Board of Regents' Rules & Regulations

    1. Board of Regents' Rules and Regulations Rule 80105, Joint Sponsorship of the Use of Building or Property
    2. Board of Regents' Rule and Regulations Rule 80106, Special Use Facilities
    3. 世界杯官方app Handbook of Operating Procedures (HOP) policy 8.06, Special Use Facilities
    4. 世界杯官方app HOP policy 5.07, Use of University Center Facilities
    5. 世界杯官方app HOP policy 9.10, Solicitation on 世界杯官方app Campuses
    6. 世界杯官方app HOP policy 9.36, Tobacco Free and Smoke Free Campus
    7. 世界杯官方app HOP policy 9.47, Use of Residential Conference Centers

    Other Policies & Standards

    1. University Center Events Management, Joint Sponsorship Procedure

    VI. CONTACTS

    If you have any questions about HOP policy 8.05, Use of Facilities by Outside Groups: Joint Sponsorship, contact the following offices:

    Events Management & Conference Services
    210-458-4155
    emcsevents@shorinji-kempo.net

    VII. DEFINITIONS

    External Host: Entities unaffiliated with 世界杯官方app, groups that are not registered student, faculty, or staff organizations, including outside organizations, associations and corporations that are invited to joint sponsor an event on campus.

    Internal Host: The 世界杯官方app department/unit sponsoring a joint-sponsored program or activity.

    Joint Sponsored Activity: Any event, camp, conference, meeting or program that takes place on any of the 世界杯官方app campuses, that occurs only after 世界杯官方app extends an invitation and that is hosted by a 世界杯官方app/Internal Host and an Invited/External Host unaffiliated with 世界杯官方app.

    VIII. RESPONSIBILITIES

    The responsibilities of the involved parties may be found here.

    IX. PROCEDURES

    1. The program or activity must be upon the invitation of 世界杯官方app. The president of 世界杯官方app, or his or her designee, must authorize a Jointly Sponsored Activity through an Invitation Letter.
    2. For joint sponsorship to be appropriate, the implications of the event, program or activity must directly supplement the educational purposes of 世界杯官方app.
    3. 世界杯官方app, a public institution established without regard to political affiliation or religious faith, cannot be a joint sponsor for political or sectarian events, activities, programs or gatherings.
    4. 世界杯官方app department/unit sponsoring the program or activity (the "世界杯官方app/Internal Host") will be ultimately responsible for all details of the Jointly Sponsored Activity. A representative of the 世界杯官方app/Internal Host must be present at the Jointly Sponsored Activity. The 世界杯官方app Communications Office reserves the right to approve all copy for advertising and news releases associated with the Jointly Sponsored Activity. 世界杯官方app may require an accounting of the income and expenses directly related to the Jointly Sponsored Activity.
    5. The scheduling of property, buildings, or facilities for 世界杯官方app's programs or activities, especially 世界杯官方app academic or academically-related programs or activities, shall always have priority over the scheduling for programs or activities that are jointly sponsored.
    6. The fees to be paid by the Invited/External Host will be a matter for negotiation in each case and will be specified in the agreement providing for the joint sponsorship. At a minimum, the fees must ensure recovery of all costs incurred by 世界杯官方app that relate to the Jointly Sponsored Activity. The offices charged with the responsibility of coordinating the logistic and other details associated with a Jointly Sponsored Activity at each campus can be found at here.
      The process for requesting and obtaining approval for a Jointly Sponsored Activity is found here.This website also has links to documents and forms associated with this process.

    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

    None

    XI. FORMS AND TOOLS/ONLINE PROCESSES

    A. Joint Sponsorship Application Form
    B. Event Coordination
    C. Coordination of Required Paperwork

    XII. APPENDIX

    XIII. Dates Approved/Amended

    03-16-2021
    11-02-2015