UAMS ADMINISTRATIVE GUIDE

NUMBER: 12.4.01
DATE: 11/17/95
REVISION:

PURPOSE

The purpose of this policy is to inform the University of Arkansas for Medical Sciences (UAMS) staff, employees, students, extra-curricular, and non-university groups of the location, availability and procedures for reserving UAMS conference/meeting rooms available through the Office of Academic Services.

POLICY

University facilities exist for the primary purpose of serving a planned and scheduled program of educational activity. At times when not required in the regularly planned educational program, University facilities may be made available for extra-curricular use to colleges, departments, and other organizational units of the University; to organizations composed exclusively of faculty and staff; to organizations which exist solely for the benefit of the University; and to recognized student organizations with the approval of the faculty advisor.

University facilities under law cannot be made available to other organizations for their own purposes. However, when a facility is in use neither for a regularly scheduled educational activity nor for an extra-curricular use by one of the University organizations listed above, the President or Chancellor is authorized to approve the use of the facility when such use serves the educational objectives of the University. It is the objective of the University to provide opportunities for university and broader communities to see and hear major leaders from throughout the state, nation, and world. Speeches and debates by or on behalf of candidates for major state or national offices may be scheduled in University facilities under arrangements which allow reasonable opportunities for opposing candidates or points of view. It must be made clear that the University neither supports nor opposes the views stated by and/or the candidacy of such individuals.¹

PROCEDURE

1. Any college, department or other organization of the faculty or administration, any organization composed exclusively of faculty members or University employees and any other organization whose membership includes University or for scholarly pursuits may use University facilities to hold meetings, subject only to local regulations regarding room scheduling.²
2. The rooms are scheduled on a first-come first-serve basis. Reservations are required. Most rooms are available for scheduling on weekdays and weekends during the hours of 6:00 a.m. through Midnight.
3. Extra-curricular, non-university groups, and external events activities will be scheduled only when there is no conflict with the regularly planned educational programs. External groups must request approval of the Chancellor or the Vice Chancellor for Academic Affairs. The use of rooms must serve the educational objectives of UAMS. Soliciting of political membership, supporting or opposing political candidates, and the raising of funds for projects not directly connected with a University activity or for the conduct of private business represent invalid uses of the facilities, and will not be approved. These events may be held in any of the classroom, lecture hall or laboratory facilities located in the Education II Building, the classroom and lecture hall facilities in the Education III Building and the classroom and atrium facilities in the Biomedical Research Center. For more information on the room charges, please contact the Office of Academic Services, extension 65575.³
4. Furniture is specifically assigned to each room, and each room arrangement is predetermined. Groups holding meetings are welcome to re-arrange furniture to their wishes, but, unless prior arrangements are made, users are expected to restore the room to its original configuration when finished. Furniture items should not be moved from room to room.
5. For information concerning audiovisual equipment and other services, contact Audiovisual Services of the Office of Academic Services at extension 65575.

REFERENCES

1 Board Policy 705.1
2 University Administrative Memorandum 715.1
3 Office of Educational Services User's Guide to Services and Pricing