The Catholic University of America

Co-curricular Scheduling Policy

Archived 12/17/13

I.   Introduction

In conjunction with the Office of Enrollment Management and the regular scheduling of academic classes, Conferences and Pryzbyla Management (CPM) coordinates the event scheduling functions of the University. Events at the Columbus School of Law are scheduled through the Columbus School of Law Student Life and Special Events Office (tel. 202-319-6126).

A campus event must be registered with Conferences and Pryzbyla Management if it is an open event (does not require an invitation), takes place in a public space, or requires approval from one of the policies contained herein. If an event falls into one of these categories then a completed space request form from http://pryzbyla.cua.edu/eventplanning/sched/index.cfm must be submitted to Conferences and Pryzbyla Management 10 working days prior to the event. The Department of Athletics, the School of Music, the School of Law and the Hartke Theater, the Department of Theology and Religious Studies (for the Happel Room), the Department of Architecture and Planning, the Department of Engineering (for the Scullen Room), make separate arrangements to schedule these spaces.

 II.  Definitions

A.  CPM refers to the Conferences and Pryzbyla Management office.

 III.  Requesting a Space

CUA staff, faculty, and students representing CUA offices, departments, and registered student organizations may secure the use of a campus facility for CUA related activities.

The Office of Enrollment Management  handles requests regarding classroom instruction for credit of registered CUA students in academic spaces. All other requests for space (including use of classrooms for other purposes) must be submitted to CPM and approved by staff for co-curricular events. A completed Facility Request Worksheet must be submitted to CPM 10 working days in advance of the event and must be approved before services can be arranged or publicity can be approved.

In assignment of space, the staff considers:

  1. the availability of the facility,
  2. the best use of facilities and their suitability to various activities and functions in consultation with the appropriate building administrators,
  3. the appropriateness of the request in relation to the mission of the University, and local and federal policies, laws, and regulations, or
  4. if the event may disrupt normal University function or pose a risk to members of the University.

Event sponsors may not make any contractual or other service agreements until a space confirmation has been signed and returned to the Coordinator for Scheduling and Event Planning.

 IV.  Scheduling Priority

Scheduling priority is given to academic scheduling and official functions of the University. Co-curricular needs of CUA registered student organizations and members of the faculty or staff receive next priority. Whenever possible, University facilities are then made available to off-campus organizations or agencies with established ties to the campus community or whose goals are not in conflict with the mission of the University.

Facilities are reserved on a first-come, first-served basis. They may be reserved on a regular basis (e.g., every Tuesday, 7-9 p.m.) for one semester up to one year in advance. Specific spaces may have limitations that may prevent such advanced scheduling. Consult the Coordinator for Scheduling and Event Planning for details concerning those spaces. If the University experiences an emergency closing due to weather, utility failure, or natural disaster, then the event is cancelled.

The Department of Public Safety may end an event if it disrupts normal University function, poses a risk to members of University, or if the University is forced to close in the event of one of the previously mentioned emergencies.

 V.   Event Sponsor Responsibilities

The person making a reservation on behalf of an organization or department is responsible for the accuracy of all the information provided. This individual or someone he or she designates serves as the contact person and is required to attend the event, remain in the facility for the duration of the event, make sure that it ends on time, and assure that the facility is returned to its original configuration. Only the sponsor indicated on the facility request worksheet is authorized to use reserved facilities or make any changes in the reservations. Authorization cannot be transferred, assigned or loaned to another organization or individual without prior approval from CPM. The sponsor is also responsible for any damages to the facility incurred during the course of the event or during the event set-up and take-down.

An approved event does not guarantee event support services such as a/v equipment, catering, or custodial support. The event sponsor is ultimately responsible for the planning and coordination of the event including making all event-related arrangements with CUA and non-CUA event services. These arrangements should be made immediately after the facility has been secured.

 VI.  Americans with Disabilities Act (ADA) Compliance

All meetings and events at the University open to the student and University community, or open to the public, will be scheduled in accessible rooms. This requirement applies to academic events, whether curricular, or co-curricular, and to all student organization meetings. Organizers of closed meetings must be prepared to certify them as such.

 VII.  Alcohol

Alcohol may be served at officially sanctioned University events sponsored by student organizations or University departments. Guidelines for planning events where alcoholic beverages are served are available in the Office of Campus Activities.

 VIII. Cancellations

Only the contracting sponsor may alter or cancel a scheduled program, except for CUA's reservation of rights noted above. Such requests to change or cancel must be communicated to CPM and service departments in a timely fashion. Failure to notify a department in time may result in fees being charged to the sponsor. The Department of Public Safety may end an event if it disrupts normal University function, poses a risk to members of the University, or if the University is forced to close in the event of one of the previously mentioned emergencies.

 IX.   Co-Sponsorship

CUA departments, offices and registered student organizations may make facility or service commitments for or with off-campus agencies and organizations with the understanding that the off-campus user may be assessed a fee as stipulated by the CPM. Refer to the CPM Guidelines or contact CPM for further details.

 X.    Entertainment Copyright License

The University annually pays a licensing fee to three copyright companies. The payment of these fees entitles departments and organizations to show movies and films under specific circumstances, to contract speakers and entertainers, and to broadcast music. This licensing fee does not permit an organization or individuals to publicly show a movie or video obtained through a video store membership. This would be a violation of Public Performance Copyright laws and may subject the sponsor to prosecution. If you have any questions or concerns you may contact the Program Coordinator for Campus Activities.

XI.   Campus Event Security

The Department of Public Safety reserves the right to require officers for any event. Large social events usually require one officer to be present for every 100 people. Two officers per 100 people are required if alcohol is served at the event. If the sponsoring group is unable or unwilling to hire the officers after DPS has notified them, then the event may not occur at all. Consult the assistant Director of DPS for further details.

 XII.   Fees and Liability

CUA registered student organizations and members of the faculty or staff are not charged for the use of facilities. All users are expected to pay costs associated with additional services or conveniences. This includes foodservice, audiovisual services and overtime staff salaries.

A fee structure is in place for off-campus organizations or agencies including groups co-sponsoring events with CUA departments and offices. Those groups are required to make facility and service requests through  CPM.

Depending upon the nature of the activity and/or the sponsor, UCSPE may request a certificate of insurance or an acceptable bond indemnifying the University against liability. For outside sponsors, Conferences and Events requires these items at all times.

 XIII. Tentatively Reserving Space

Event sponsors may ask staff to tenatively schedule one or more spaces while they finalize other event plans. The event sponsor must make a decision on the space (if the Great Room or Caldwell Chapel has been tenatively scheduled) no later than 15 working days prior to the event or within 24 hours after notification from staff of another request for the same space.

 XIV. Political Activities

As a non-profit, private institution of higher education whose activities are regulated in part by Section 501(c) (3) of the Internal Revenue Code, The Catholic University of America is prohibited from participating or intervening in any political campaign of a candidate for public office. Complete guidance can be found in the Political Activity Policy.

 XV.  Presentations Sponsored by Student Organizations

CUA registered student organizations that want to sponsor an off-campus speaker or contract entertainment for a major event must meet with Campus Activities Program Coordinator prior to facility approval. They must submit a completed and approved presentations review report before any final arrangements (room reservations, contract officers, requisitions etc.) can be approved for films, speakers, or performers invited to campus. This report must be filed at least 20 days prior to the program date. Refer to the Presentations Policy  online at the University policy page.

 XVI.   Private Parties

Private parties are not scheduled on campus. These activities place CUA in direct competition with local establishments. CUA's tax-exempt status prohibits or limits unrelated business revenues. Private functions for CUA employees, students, and alumni may be permitted, but must be done through CPM.

 XVII.  Religious Services

The University chaplain must approve all religious services on campus. The University chaplain can be reached in the Office of Campus Ministry (tel. 202-319-5575).

 XVIII.  Vending and Information Distribution

CUA registered student organizations and members of faculty or staff may reserve a table in the University Center for any consecutive three-day period, Monday-Friday, during operating hours. Because of limited space, usually only one table per group is available on any given day. There is no charge to University organizations or departments distributing campus-related materials or selling items such as baked goods, plants, buttons, balloons, etc. for approved fundraising. Information distribution is also subject to the Posting Policy available on the University policy page.

Staff must approve any off-campus vendor before a table space can be scheduled. A vendor application is required along with appropriate vending and liability insurance licenses, a list of references, and a sample of their merchandise. Because of limited space, usually only one table per vendor is available and may be scheduled for three consecutive working days. A fee of $50 or 15 percent of gross sales, whichever is greater, is charged per day. Contact CPM for further information (tel. 202-319-5291).

These activities may only occur at the Pryzbyla University Center. The only exception is for USG and GSA elections, which may be set up at other areas throughout campus.

 XIX.   Date/Time Restrictions  

  1. Events can be scheduled between 8 a.m.-10 p.m. on weekdays and 8 a.m.-midnight on weekends. The Coordinator for Scheduling and Event Planning must approve exceptions.
  2. No other events may be scheduled during Orientation, Homecoming, Family Weekend, or Commencement unless they are directly associated with those programs.
  3. Non-academic use of classrooms may not be scheduled until after the third day of the fall or spring semesters.
  4. Non-academic use of classrooms may not be scheduled until after March 1 for the following summer semester.
  5. No events other than exams or make up classes may be scheduled in any academic space during final examinations.
  6. Student organization programming usually ends after the last day of class of each semester, and may resume after the last day of finals.
  7. The University is closed for Christmas during the time period when the CUA staff is on leave. No events may take place during that time.
  8. Limited scheduling may occur during Thanksgiving and Easter break, but no extra services may be available (custodial, DPS, etc.)