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Campus Notices

Event Scheduling Reminders for Fall

Notice Type: 
Notices
Event Date: 
Mon, 08/26/2019

Fall Quarter is less than a month away!  The students will soon return, pumpkins will come into harvest, and the days are going to get shorter.  That’s right, it’s time to kick off another successful year!

 

As we all get ready for the countdown to Welcome Weekend, Scheduling Services would like to share some friendly reminders to assist with streamlining your event reservation process:

  • Student Union policy and procedure is vetted through the ASCWU Student Union Advisory Board, comprised of student members.   Therefore, all Exception Requests and Sponsorship Applications need to be completed and submitted to the committee for approval.  Be sure to read the instructions and complete forms correctly.  Requests may be denied for being incomplete, neglecting to attach requested information, or simply submitting the form late.  Don’t rush, complete forms carefully and thoroughly, and submit applications within the written timeline prior to event dates.  More information about approvals can be found here: http://www.cwu.edu/studentunion/forms
  • Student Union posting policy was updated in Spring to better accommodate the needs of the building and public safety:

Freestanding Displays / Pull-up Banners / Flipchart Stands (Indoor Promotions)

Freestanding items for the purpose of event promotion are limited to one display per event for a maximum of 14 days. All materials must be approved by the Student Union Information Center, and attach a stamped approval notification. CWU departments will be approved a maximum of two displays at any given time. Timing is restricted to one week prior and the week of the promoted event date(s). Student Union staff will choose an appropriate location for promotional materials, and reserves the right to relocate or remove items as needed.  All current Student Union policies and procedures can be  found at: http://www.cwu.edu/student-union/policies-and-procedures     

  • ASCWU Clubs have a specific process for scheduling space – it is not the same procedure for departmental reservations.  It has been requested that representatives from departmental offices refrain from booking meetings for clubs. 
  • Facilities Management, Academic Scheduling, and Scheduling Services met to refine and update the Building Unlock / Lock Procedures for both Academic and Event purposes.  The current documents are the results of what was agreed upon, and can be found on http://www.cwu.edu/facility

IMPORTANT: Facilities Management does not guarantee service for scheduling requests made less than 5 days in advance, and cancellation of work orders require a minimum of 2 business days.

 

Managing Charges:

  • Student Union and Event Support charges should process on the 1st and 16th of each month – we try our best to stay on schedule.  However, we do not conduct service partner billing for university affiliated groups. On-campus service providers (Facilities Management Department, Dining / Catering, ITS, University Recreation, Theater Dept., Music Dept., etc) will conduct charge / credit processes internally with other on campus entities.
  • All invoicing for non-University affiliated clients funnel through Scheduling Services.  SURC Accounting then helps us to credit each service provider’s revenue accordingly once payment is received.
  • Facility Management Department final charges will “generally be posted within 3 weeks of last service to a work order. If any timesheets have errors through payroll then those timesheets will not post until they are fixed.” 
    • Be aware that organizers of non-academic activity using academic spaces may incur charges for clean-up, even during regular building hours.
    • Reservations outside of regular building hours require a Work Order submission through Scheduling Services.  
    • FMD has requested notification for events open to the public, events where food will be provided, and events with expected attendance of 100 people or more.

The primary role of Scheduling Services is to provide the best service possible for all of our clients.  If you have any questions or comments on how we may be able to improve our service, please do not hesitate to contact me directly.  My door is always open.

Warm regards

BK

 

Brian “BK” Koehler

Assistant Director, Student Union Operations

O: 509.963.1337 | C: 814.441.4189
 

   

 

 

 

 

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