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Policy Details

5 -12.402

Operational procedures and regulations regarding conferences and events

(A)       Purpose. To maximize proper utilization of facilities and services, each and every event must be properly arranged and scheduled following the procedures outlined in this rule below.

 

(B)       Definitions.

 

(1)       Event. "Events" are those activities that require only facilities and services, such as food, housing and meeting facilities. These facilities and services might be extensive; minimal coordinated program development and management is required.

 

(2)       Three types of events that exist at the university.

 

(a)       “Type one” events are sponsored or held by an existing academic unit of the university.

 

(b)       “Type two” events are sponsored or held by an agency outside the university. Industry, associations, civic and governmental organizations are included in this category.

 

(c)        “Type three” events are sponsored or held by a recognized student group or organization.

 

(3)       Conference. "Conferences" are those programs that include some form of an instructional component and require program development and management in addition to facilities and services. A program contains an instructional component when there is an expected educational outcome and activities are planned and designed to achieve that outcome.

 

(4)       Types of conferences.

 

(a)       "Type one" conferences are those conferences integrally cosponsored by the division of continuing education and with other existing units of the university.

 

(b)       "Type two" conferences are defined as those conferences cosponsored by continuing education with an agency outside of the university. Industry, associations, civic and governmental organizations and labor unions are included in this category.

 

(C)       Procedures.

 

(1)       Operating procedures for implementing a type one conference.

 

(a)       A conference is initiated by a communication to or from the cosponsoring department, the academic agency, which assigns a program chairperson via the "Program Proposal Form," the critical instrument of planning. The dean of continuing education, in turn, assigns the program administrator.

 

(b)       The program administrator and the program chairperson develop the "Program Proposal Form" with details such as the plans and the budget.

 

(c)        The program administrator obtains the required authorizing signatures. The program chairperson is responsible for the conference content and standards.

 

(d)       A program account is established by the comptroller at the request of the division of continuing education.

 

(e)       A publicity program is developed in concert with the program chairperson and carried out by the division of continuing education.

 

(f)         All facilities and services are arranged through the conference bureau. The conference bureau director brings the various adjunct service units into the planning process as deemed appropriate.

 

(g)       The division of continuing education registers the participants and collects fees.

 

(h)        Fees are deposited in the program account with the university treasurer by the division of continuing education.

 

(i)         Payments and program expenses are expedited by the division of continuing education.

 

(j)         Program evaluation is conducted by the division of continuing education in cooperation with the sponsoring department.

 

(k)        Recycling of the planning process begins for the next related conference.

 

(2)       Operating procedures for implementation of a type two conference.

 

(a)       A conference is initiated by a communication to or from the external or nonuniversity base group, which assigns a program chairperson. In many cases this is an educational director or association officer. The dean of continuing education, in turn, assigns the program administrator.

 

(b)       The program administrator and the program chairperson develop the "Program Proposal Form" with details such as the plans and the budget.

 

(c)        The program administrator obtains the required authorizing signatures. The program chairperson is responsible for the conference content and standards and often cooperatively with the program administrator.

 

(d)       A program account is established by the comptroller at the request of the division of continuing education.

 

(e)       A publicity program is developed, in concert with the program chairperson and carried out by the division of continuing education.

 

(f)         All facilities and services are arranged through the conference bureau. The conference bureau director brings the various adjunct service units into the planning process as deemed appropriate.

 

(g)       The division of continuing education registers participants and collects fees, in concert with the cosponsor when arranged.

 

(h)        Fees are deposited in the program account with the university treasurer by the division of continuing education after registration and/or after the organization has been invoiced.

           

(i)         Payments and program expenses are expedited by the division of continuing education.

 

(j)         An evaluation of the conference is conducted by the division of continuing education in cooperation with the program chairperson.

 

(k)        Recycling of the planning process begins for the next related conference.

 

(3)       Operating procedures for implementing an event.

 

(a)       All events must be scheduled through the university scheduling office. It is the applicant's responsibility to contact the university scheduling office first and it is the responsibility of all other university departments to insure that this is done before arrangements are discussed.

 

(b)       An "Application for Scheduling Events" will be completed. This application is a request to reserve a location or room on university property. The location or room preferred will be assigned if possible. If not, an alternate location will be assigned.

 

(c)        After the application is completed and arrangements are discussed with a university scheduling office representative, a confirmation will be prepared and sent to the applicant confirming exactly what has been requested regarding the event. Copies of the confirmation will be sent to all units that will be providing services for the event, or which may be helpful to the event.

 

Effective: June 1, 2007  

Prior Effective Dates: 10/18/1982, 10/3/2005  

Related Forms: