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University Facilities


General Policy

All University of Kansas Medical Center space and facilities are the administrative responsibility of the Executive Vice Chancellor to centrally schedule or assign to other administrative units for management.

Use of University of Kansas Medical Center facilities is generally limited to mission-related activities and for activities of registered organizations.

Classrooms, auditoriums, and conference areas are scheduled centrally through the Teaching & Learning Technologies (TLT) department. Use of specific departmental facilities is scheduled through that administrative unit. All classes, meetings, and special events are normally scheduled on the hour or half hour. The time reserved for an event must include time for any special setup. All programs must end 10 minutes prior to the designated ending, thereby, allowing for transition between programs.

Regularly scheduled classes will be given priority for use of academic facilities.

No academic facilities may be reserved for an event until completion of the academic scheduling process. After classes have been scheduled, any remaining space will be available for scheduling of activities for University offices, registered organizations, and special events. In case of conflicting demands for specific locations, TLT will attempt to find alternate locations to resolve the problem.

Any non-registered or off-campus group wishing to use KUMC facilities for an activity must request use of KUMC facilities in writing. The request must be signed by the group’s official representative and be approved by the Executive Vice Chancellor's office. All requests for the use of KUMC facilities will be considered on an individual basis. If use of KUMC facilities is approved, the group and activity is subject to all Medical Center facilities use policies. An agreement, prepared by the University General Counsel's Office, must be signed by the non-University, non-registered organization and the University prior to the event and be kept on file with the Office of the University General Counsel.

Medical Center or Hospital units may sponsor events for off-campus groups.  A sponsorship form is used for this purpose.  See Appendix III for additional information.

Guidelines for Scheduling University Facilities

1. Events which do not require EVC approval

  1. Events which do not require EVC approval include, but are not limited to, regularly scheduled classes for Medical Center units, and meetings, workshops, conferences, or seminars sponsored by Medical Center or Hospital units or registered organizations.
  2. Occasional demonstrations of commercial products sponsored by a University Office or registered organization and intended to inform members of the Medical Center community.
  3. Activities authorized through a grant, contract, or other formal agreement approved by the University.

Scheduling Procedures: If centrally scheduled space is to be used, contact TLT at 588-7326, to reserve the appropriate room, audio-visual equipment, and special staffing. If the room is not a centrally scheduled facility, the specific administrative unit responsible for the space to be used must be contacted to reserve the space.

For events using multiple TLT services or audiovisual equipment, sponsors may be asked to provide the request in writing and meet in person to review event plans.

After scheduling has been completed, a confirmation will be provided by TLT.

2. EVC approval is required where any of the following conditions exist:

  1. If admission is charged;
  2. If non-student entertainment is involved;
  3. If the proposed event or activity may be classified as a sale, benefit, solicitation of funds or promotional venture;
  4. If the proposed event is not sponsored by a University or Hospital Office or registered organization.
  5. If a primary purpose of the event or activity is financial gain by a corporate entity or if financial support of the event or activity is provided by such an entity.

Scheduling procedures: To initiate review by the Office of the Executive Chancellor, secure a Request to Use University of Kansas Medical Center Facilities form from TLT located in 2015 Orr-Major. Complete and submit the request form and agreement form to TLT a minimum of 30 working days before the event. However, to assure best access to the facilities, the requesting party is encouraged to make arrangements for the event as far in advance as possible; six months is a recommended minimum. It is possible to make a tentative room reservation, subject to approval of the event by the EVC's Office, but no advertising of the event may begin until after written approval of the event is obtained.

If centrally scheduled space is to be used, contact TLT at 588-7326, to reserve the appropriate room, audio-visual equipment, and special staffing. For events using multiple TLT services or audiovisual equipment, sponsors may be asked to provide the request in writing and meet in person to review event plans.

If the room requested for the event is not a centrally scheduled facility, the specific administrative unit responsible for the space to be used must be contacted to reserve the space.

Written notice of the decision concerning the facilities use request will be transmitted by TLT to the organization and to the appropriate facilities coordinator. The requesting party must confirm all details directly with the facilities coordinator.

Note: Approval, when granted, means the location, day, time, and purpose of the event as described in writing or in discussion, constitute appropriate use of University facilities. Once an event is approved, the sponsor and the facility coordinator are notified. If centrally scheduled space is to be used, the approved event is entered in the computerized scheduling system maintained by the Teaching & Learning Technologies department of Information Resources.

Other facilities use considerations such as admission policies, sale of food or other items, sales tax requirements, use of alcohol, copyright issues, events for private or corporate gain, and facilities use charges can be found in Appendix I.

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