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Policy and Procedure Statements

UPPS 08.01.02 - Scheduling of Health & Human Performance, Athletics, and Campus Recreation Facilities

Scheduling of Health & Human Performance, Athletics, and Campus Recreation Facilities

UPPS No. 08.01.02
Issue No. 10
Effective Date: 5/23/2025
Next Review Date: 4/01/2030 (E5Y)
Sr. Reviewer: Chair, Department of Health and Human Performance

POLICY STATEMENT

Texas State University is committed to providing appropriate facilities to ensure the delivery of instruction, athletic events, and student-related recreational sports programs in the most efficient and effective manner possible.

  1. SCOPE

    1. This policy establishes procedures for the scheduling of Jowers Center, University Events Center, UFCU Stadium, Student Recreation Center (SRC), tennis courts, and intramural and athletic fields.

    2. The specific objectives of this policy are:

      1. to assign responsibility for each facility;

      2. to outline the procedures for coordinating the use of facilities by the Department of Health and Human Performance (HHP), Texas State Athletics, and Campus Recreation;

      3. to outline the procedures for reserving Jowers Center, University Events Center, UFCU, SRC, tennis courts and intramural and athletic fields;

      4. to establish user eligibility requirements and priorities; and

      5. to establish a usage fee and deposit amount for each facility.

  2. OPERATING PROCEDURES

    1. Scheduling of Facilities

      1. Scheduling of facilities for HHP departmental usage, athletic sporting events, Campus Recreation programs, university events, and community programs requires coordination among representatives from HHP, Texas State Athletics, and Campus Recreation. The HHP Facilities coordinator, the associate director of Texas State Athletics for Facilities and Game Operations, and the associate director of Campus Recreation, or other representatives designated by the provost and executive vice president for Academic Affairs, will make up the Scheduling Committee.

      2. The Scheduling Committee will meet on an as-needed basis to prepare the schedule for the following semester. The HHP Facilities coordinator will coordinate with HHP staff to post the Jowers Center classrooms’ and gymnasiums’ schedule in the university scheduling system. Texas State Athletics and Campus Recreation representatives on the Scheduling Committee will prepare and retain a copy of the reservations schedule for their respective facilities.

    2. Priority Use

      1. Facilities are normally reserved for HHP for instructional purposes, Texas State Athletics for athletic events and practices, and Campus Recreation for student-related recreational sports programs.

      2. Facilities may also be reserved for university and community events, such as university and area high school graduations.

      3. In some cases, students, faculty, and staff may also reserve the facilities.

      4. A reservation request form for Jowers Center gymnasiums and classrooms can be obtained through the contact information on the HHP website. Reservation requests for SRC and other Campus Recreation facilities are made directly with the associate director of Campus Recreation. Reservation requests for the athletic facilities are made directly with the associate director of Texas State Athletics for Facilities and Game Operations.

    3. Facility Reservation Procedures

      1. Requests for reserving facilities for university and community events are made up to one year in advance. However, reservation requests for the fall semester are finalized after the Scheduling Committee meets at the beginning of the fall semester. Reservation requests for the spring and summer semesters are finalized after the Scheduling Committee meets at the beginning of the spring semester.

      2. The Scheduling Committee will not approve a reservation that conflicts with an already scheduled class, athletic event, or Campus Recreation activity.

      3. The person requesting the reservation is responsible for completing the necessary forms and obtaining official approval from the facility coordinator or director.

      4. Texas State Athletics and Campus Recreation will collect deposits and rental fees from reservations for their facilities. HHP does not charge a rental fee for university related events, and does not schedule events for groups that are not directly related to the university.

      5. Texas State Athletics and Campus Recreation will maintain a system that collects facility deposits prior to events and maintains them until the completion of all activities. After the event, the person responsible for collecting the deposit will determine if and how much of the deposit will be returned according to the group’s compliance with the rules and the condition of the facility and equipment.

    4. Eligible Users and Fees

      1. Based on the facility, fees will be charged on an individual basis.

      2. The respective director will determine the rental fee and required deposit.

      3. In general, facility usage is free to HHP for instructional purposes, Texas State Athletics for practices and other scheduled athletic events, and Campus Recreation for recreational sports programs.

      4. The respective director may assess additional charges for staffing requirements, set-up, clean-up, etc.

    5. Increased student enrollment, graduate night classes, and adult and continuing education classes may warrant schedule adjustments for additional instructional classes. Affected offices must agree on the adjustments, or the appropriate vice presidents will determine the adjustments.

    6. Facilities’ scheduling directors or coordinators are:

      1. the associate director of Campus Recreation – maintains the schedule for all Campus Recreation facilities;

      2. the HHP Facilities coordinator – maintains the schedule for all HHPS and Jowers Center facilities; and

      3. the associate director of Texas State Athletics for Facilities and Game Operations – maintains the schedule for all athletic facilities.

    7. If non-university entities rent the facilities, it is necessary to report the usage as unrelated business income. Texas State Athletics and Campus Recreation business managers are responsible for submitting financial reports to the university’s tax specialist by November of each calendar year. The financial reports include income and expenses related to the rental of facilities to non-university entities during the prior fiscal year.

  3. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      PositionDate
      Chair, Department of Health and Human PerformanceApril 1 E5Y
      Associate Director of Texas State Athletics for Facilities and Game OperationsApril 1 E5Y
      Director, Campus RecreationApril 1 E5Y

  4. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Chair, Department of Health and Human Performance; senior reviewer of this UPPS

    Dean, College of Education

    Provost and Executive Vice President for Academic Affairs

    President