LOWMAN STUDENT CENTER OPERATIONS POLICY

 

 

LINKED BY SECTION:

I.               GENERAL

II.             RESERVATIONS

III.           DECORATIONS

IV.          FOOD

V.            ALCOHOLIC BEVERAGES

VI.          POSTING

VII.        SIGNAGE

VIII.      MISCELLANEOUS

 

 

I.              GENERAL

 

A.   Sam Houston State University students, faculty, staff, alumni, and their guests are eligible to use the facilities of the Lowman Student Center.

1.     All use must be conducted in accordance with local, state, and federal law and in accordance with applicable rules, regulations, policies and procedures of the Texas State University System and Sam Houston State University.

 

2.     Use will not disrupt or disturb the academic or University program and will not result in damage to or defacement of any facilities of the Lowman Student Center.

 

3.     Persons using the Lowman Student Center facilities will abide by the Lowman Student Center Operations Policy and all other campus policies, procedures, rules, and regulations.

 

B.    Sam Houston State University students have priority over non-students in the use of all public areas of the Lowman Student Center.

 

C.    Regular building operational hours for the Lowman Student Center are

 

Monday – Thursday

7 a.m. - 10 p.m.

Friday

7 a.m. - 7 p.m.

Saturday

10 a.m. - 10 p.m.

Sunday

3 p.m. - 10 p.m.

 

1.     Hours will vary during University holidays, University closings, semester breaks, and summer.

 

2.     Changes to the regular building hours must be approved by the Director of the Lowman Student Center.

 

D.   Furnishings and equipment of the Lowman Student Center are not to be removed from the building for any reason.

 

E.    Improper use of furniture, fixtures, or equipment is not permitted. Individuals or groups using Lowman Student Center facilities are responsible for the behavior of their guests and any damages to Lowman Student Center property due to their negligence or vandalism. Damage costs will be assessed to the individual or group responsible for the damage.

 

F.    Individuals or groups using the Lowman Student Center facilities must leave them in a condition comparable to that found at the time of occupancy.

 

G.   Any physical changes to an area must be approved by the Lowman Student Center Director/Designee. Any unauthorized alterations will be corrected at the expense of the organization or individual using the facility according to the current Lowman Student Center Fee Schedule.

 

H.   Animals or pets of any kind are not permitted in the Lowman Student Center at any time unless approved by the Lowman Student Center Director. An exception to this policy is guide animals for the physically challenged or animals used in law enforcement.

 

I.      The use of tobacco products is prohibited.

 

J.     Gambling is prohibited.

 

K.   Bicycles, skateboards, or roller skates/blades are prohibited inside the building.

 

L.    Bicycles should be parked in bicycle racks outside and adjacent to the Lowman Student Center.  Bicycles found parked on porches or inside are subject to impoundment and a fine assessment.

 

M.  Children under the age of 12 must be accompanied by a parent or guardian at all times.

 

N.   No classes, lectures, laboratories, or any type of "class for credit" will be scheduled unless approved by the Director of the Lowman Student Center.

 

O.   All meetings must be scheduled and held in designated spaces.

 

P.    Only full-time staff who are issued an external key are authorized to be in the Lowman Student Center at times outside of the Lowman Student Center operational hours.  Staff using the building after hours must enter/exit through the main doors (second floor), S1, and log in/out at the Information Center.  Students employed by any office in the Lowman Student Center may be in the building as long as accompanied by a full-time staff member.  If a student employee leaves the building after hours, a full-time staff member must accompany the student to the exit and ensure the exterior door is closed and locked.

 

Q.   Possession or use of intoxicating beverages is not permitted at any time except as provided for in the section on alcoholic beverages (LSC Operations Policy, Section V).

 

R.    The Lowman Student Center is not responsible for any articles lost in the building. Articles found in the building should be taken to the Lowman Student Center Office, Suite 311, or to the second floor Information Center for proper handling and/or forwarding to the SHSU Public Safety Services Office.

 

S.    Storage space is extremely limited in the Lowman Student Center. Overnight storage of display materials, decorations and/or equipment is not permitted without prior approval through the Lowman Student Center Office. All items left in the Lowman Student Center will be discarded.  The Lowman Student Center is not responsible for items left unattended.

 

T.    Organizations or individuals are not permitted to solicit funds or sell goods in any area of the Lowman Student Center without explicit permission of the Director of the Lowman Student Center.

 

U.   All postings and decorations must comply with all University guidelines and the sections on Posting (LSC Operations Policy, Section VI) and Decorations (LSC Operations Policy, Section III) and be approved in advance by the Director of the Lowman Student Center.

 

V.   Loud, boisterous or profane language, disorderly conduct and disturbing the peace are not permitted and may lead to disciplinary action.

 

W.  Sound levels of events will not disrupt normal operations in the Lowman Student Center.

 

X.   Electrical circuits, telephone outlets or computer connections will not be altered or connected to, except through provided outlets or by special arrangements through the Reservations Office or the Director of the Lowman Student Center.

 

Y.   Failure to comply with this policy or with persons enforcing this policy may result in suspension of privileges to use the Lowman Student Center and/or lead to further action under the SHSU Student Guidelines.

 

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II.            RESERVATIONS

 

A.   Philosophy – The philosophy behind the Lowman Student Center Reservations Policy is to maximize the use of space, facilities, and services of the Lowman Student Center for the broadest number of organizations and groups. The following policies establish the guidelines and means for implementing the most effective use of Lowman Student Center facilities.

 

B.    Priority – Generally, reservations are taken and honored on a first come, first serve basis. However, in unusual circumstances, it may be necessary to alter reservations based on the following prioritization:

1.     Any organization or group that has a direct connection with the University such as a registered student organization, University department, or administrative group whose financial support is derived from state appropriated or local University funds.

 

2.     Any organization or group having a direct connection with some phase of University activity, but financial support is provided by outside sources.

 

3.     Any outside, off-campus organization or group having no direct connection with the University but is officially invited to convene here, subject to policies approved by the University President.

a.     Off-campus organizations may use Lowman Student Center facilities subject to established Lowman Student Center Operations Policy.

b.     Summer camps, clinics, conferences, and/or workshops may use Lowman Student Center facilities and are to be scheduled through the SHSU Office of Continuing Education.

 

C.    Fee Schedule

1.     Fees will be charged according to the current Lowman Student Center Fee Schedule.

 

2.     Facility Rental Fees

a.     Campus Organizations and University Departments – Officially registered campus organizations (student, faculty, or staff) and University departments may reserve the Lowman Student Center facilities and services.

(1)  Generally, use of Lowman Student Center facilities is free to campus organizations and University departments. However, applicable auxiliary charges or service fees will be assessed (See Lowman Student Center Fee Schedule.)

 

(2)  If a campus organization or University department charges an admission fee, registration fee, or any other fee including receiving an offering resulting in income generation for the sponsoring organization or their guests, the room rental fee for Student Organization Fundraiser or University Department Fundraiser will apply. (See Lowman Student Center Fee Schedule.)

 

b.     Individual Students and University Personnel – Current SHSU students, faculty, and staff may use Lowman Student Center facilities subject to the same policies as applicable in LSC Operations Policy Section II.C.2.a.

(1)  Limited use of appropriate Lowman Student Center facilities may be extended to individual students, faculty, or staff for personal use for functions such as weddings, wedding receptions, wedding or baby showers, birthday parties and/or retirement parties.

 

(2)  The room rental fee for Individual Students and University Personnel will apply. (See Lowman Student Center Fee Schedule.)

 

(3)   Groups Unaffiliated with University or Off-Campus Groups Sponsored by University Department or Registered Student Organization – Officially registered student organizations or University departments entering into joint sponsorship with individuals, groups, or students that are not officially registered/affiliated with the Sam Houston State University may use Lowman Student Center facilities subject to the same policies as applicable in LSC Operations Policy Section II.C.2.a.

 

(4)  The room rental fee for Groups Unaffiliated with University or Off-Campus Groups Sponsored by University Department or Student Organization will apply.  (See Lowman Student Center Fee Schedule.)

 

c.     Off-Campus Groups – Any organization or group that is not a campus organization, University department, or University sponsored organization will be considered an off-campus group. Off-campus groups are further defined as organizations or groups having no direct connection with the University, but are officially invited to convene here subject to policies approved by the University President.  These groups are subject to the same policies as applicable in LSC Operations Policy Section II.C.2.a.

(1)  Facilities of the Lowman Student Center may be used by off-campus groups subject to the Lowman Student Center Operations Policy, rental fee schedule, and other applicable charges.

 

(2)  Continuing Education has been designated as the primary office to coordinate summer events (camps, clinics, conferences, and workshops) for the University.

 

3.     Auxiliary Charges/Service Fees

a.     Security Services – The customary ratio of security for a special event is one officer for every 100 in attendance.  There will be a minimum of four (4) officers required for special events, unless waived by the SHSU Public Safety Services Office. Security services must be arranged through the SHSU Public Safety Services Office. Cash payment must be received by that department at least 48 hours in advance of the scheduled event or the event will be cancelled.  If officers are not available to work the event, the event cannot be held in the Lowman Student Center and will be cancelled.

 

b.     Events that begin or continue beyond the normal building operational hours must be scheduled at least one (1) week prior to the event date and are subject to Early Opening or Late Closing Fees according to the current Lowman Student Center Fee Schedule.

(1)  Requests for early opening, late closing or opening when the Lowman Student Center is closed must be submitted in writing to the Director of the Lowman Student Center using the form provided by Lowman Student Center Office.  The request must be made at least one week prior to the scheduled event. There is a four (4) hour minimum event duration period for opening when the Lowman Student Center is scheduled to be closed.

 

(2)  Activities must conclude one-half hour prior to the agreed late closing time to allow participants time to vacate the facility and the building to be secured.

 

(3)  Late closings as a result of an extended program, without prior arrangements, will result in an assessed Late Closing Fee, according to the Lowman Student Center Fee Schedule, until the building is closed and secured.

 

c.     Late Cancellation Fees – Failure to use or cancellation of reserved facilities less than two (2) business days prior to scheduled time of use may result in an assessed Late Cancellation Fee in accordance with the current Lowman Student Center Fee Schedule.

 

d.     Room set-ups or other facility furniture or equipment may not be changed or moved by individuals or organizations. Only Lowman Student Center personnel are authorized to move equipment, tables, chairs, plants, etc. Violation of this policy may result in reservation privileges being revoked or other appropriate disciplinary action. Any unauthorized alterations will be corrected at the expense of the organization using the facility according to the current Lowman Student Center Fee Schedule.

 

e.     Damage to any facility and/or equipment by group members and/or guests may result in appropriate charges and/or disciplinary action for the sponsoring entity.

 

f.      Leaving the facility in an unusually unclean condition will result in a clean-up charge.

 

g.     In cases not clearly defined or for the rental of other facilities not listed above, the Director of the Lowman Student Center will determine the appropriate fee.

 

D.   Facility Reservations

1.     Policies

a.     All requests for use of Lowman Student Center facilities must be made through the Reservations Office by completing and returning an LSC Reservation Request form to the Lowman Student Center Office at least two (2) business days in advance. Rooms are not guaranteed until a confirmation has been issued.

 

b.     Reservations will not be made or confirmed over the telephone.  No tentative reservations will be taken.

 

c.     Advance reservations for registered student organizations and University departments will not be confirmed more than one year in advance of the event. Advance reservations for outside, off-campus organizations will not be confirmed more than six (6) months in advance of the event.

 

d.     Proposed use of Lowman Student Center facilities must be appropriate and suited to the size, structure, purpose, and operational cost of the facility.

 

e.     The Reservations Office reserves the right to change a reservation to another room in order to accommodate the greatest number of organizations with the understanding that, if possible, a comparable room will be provided.

 

f.      Changes to the standard arrangement of furniture and equipment in a reserved space must be requested through the Reservations Office at least two (2) business days prior to a scheduled event. After initial set-up, changes will be made only as time and personnel permit.

(1)  Lowman Student Center personnel will provide, at no charge, one initial room or facility set-up as requested. A facility set-up change fee of $50 will be charged to the group or individual requesting the change after the initial set-up.

 

(2)  Individuals or groups will be required to pay for special services or facilities. Charges may include, but are not limited to, special lighting, security, projectionist, spotlight operator, or other technical assistance.

 

g.     Failure to notify the Reservations Office of a cancellation two (2) business days in advance of scheduled use will result in a late cancellation fee being assessed (see Lowman Student Center Fee Schedule).

 

h.     Any organization wishing to use Lowman Student Center space for recruiting on campus for jobs must have authorization and a reservation made by SHSU Career Services.

 

i.      Commercial enterprises are not permitted to reserve or use space in the Lowman Student Center for purposes of promotion or sales, unless they are participating in Bearkat Mania, have a contract with the University, or are associated with an enterprise that has a contract with the University. A per-table Vendor Fee will be assessed according to the current Lowman Student Center Fee Schedule.

 

j.      Social events that are fundraisers sponsored by University groups and attract a large number of off-campus attendees have a 500-person limit.

 

k.     Facilities reserved for events will not be used in excess of their capacity.

 

l.      Off-Campus Speakers in University Facilities

(1)  No invitation by a registered student, faculty or staff organization will be issued to an outside speaker without prior written concurrence of a person or committee as may be designated by the University president for scheduling of speaker dates and assignment of campus facilities (see Student Guidelines).

 

(2)  All procedures outlined in the Student Guidelines will be followed.  Off campus speaker forms are available in the Lowman Student Center Office.

 

(3)  To reserve the Lowman Student Center for an off-campus speaker a copy of the written University approval to have an outside speaker must be submitted to the Lowman Student Center at the time the reservation is made.

 

m.   All contracts related to the presentation of an event in the Lowman Student Center, including contracts between user and performers, speakers, sub-contractors, managers, and others, are subject to review by the Director of the Lowman Student Center.

 

n.     Groups and individuals with an outstanding bill or debt owed to the Lowman Student Center will have their reservation privileges in the facility suspended until the debt is paid in full.

 

o.     Special Events

(1)  Special events that are fundraisers sponsored by University groups that attract off-campus attendees are limited to 500 people.

 

(2)  Special events must conclude by 1:00 a.m.

 

(3)  All required forms for a special event must be competed and submitted before a reservation can be confirmed.

 

2.     Facilities

a.     Ballroom - The Ballroom is a multi-purpose room used for banquets, luncheons, receptions, dances, concerts, conventions, and other appropriate events.

(1)  Organizations are limited to no more than two (2) Ballroom reservations per semester. In the event the Ballroom is available, organizations may request additional Ballroom reservations no more than two (2) weeks prior to the event.

 

(2)  Any food and/or drinks served in the Ballroom must be provided by and/or coordinated through the University catering service.

 

(3)  Alcoholic beverages may be served in conjunction with special events held in the Lowman Student Center Ballroom subject to prior approval as provided for in the section on alcoholic beverages (see LSC Operations Policy Section V).

 

(4)  Arrangements for special set-ups in the Ballroom must be made with the Reservations Coordinator at least two (2) business days prior to the event.

 

(5)  Any decorations in the Ballroom must comply with the decorations policy (see LSC Operations Policy Section III).

 

(6)  Flagrant violation of any of the above policies may result in cancellation of future reservations and/or other appropriate disciplinary action.

 

b.     Conference Rooms - Eighteen conference rooms in various sizes can accommodate groups ranging from approximately 12 to 120 people.

(1)  Advance semester reservations for registered student and University organizations will be accepted November 1st–15th for spring reservations and April 1st–15th for fall reservations. Registered student organizations desiring to schedule regular meetings throughout the semester must complete and submit a "Request for Semester Reservations" form to the Lowman Student Center Office.

 

(2)  Once the semester reservation is confirmed, changes will not be made without a processing fee.

 

(3)  In order to equitably accommodate requests for conference rooms, each registered student and University organization is limited to two (2) two-hour meetings per week.

 

(4)  All meetings should conclude fifteen minutes prior to the Lowman Student Center closing time in order to provide time for participants to exit the building.

 

(5)  If a conference room is to be used for any other purpose or activity than a meeting, the Reservations Office must be informed prior to use.

 

(6)  Refreshments provided and served by registered student organizations and University departments may be served in third floor conference rooms only. Cleanup is the responsibility of the sponsoring organization or department (see LSC Operations Policy Section IV for full details).

 

(7)  If two weekly meetings are missed without following proper cancellation procedures, the semester reservation will be cancelled.

 

c.     Theater - The Theater is a multi-purpose facility designed and equipped to accommodate special needs for events such as lectures, films, seminars, conferences, meetings, educational and entertainment programs.

(1)  The Theater should be used for activities that require theater accommodations.

 

(2)  Audio/visual equipment must be operated by a trained Lowman Student Center technician.  Technical support fees or audio/visual equipment rental fees may apply (see Lowman Student Center Fee Schedule).

 

(3)  No food or beverage is allowed in the Theater.