Mission Essential Task
To support the educational mission of UHCL regarding space usage for campus programming as well as renting facilities to the outside community.
UHCL's Scheduling Department provides support to all academic units in the development of the schedule of classes and assignment of classroom space. Classrooms will be assigned fairly and used appropriately to accommodate the university's instructional and scholastic needs. We are committed to working with the UHCL community by providing respectful, helpful, cooperative and courteous delivery of services.
The Scheduling Department strives to educate the community on how to plan successful events and is dedicated to creating an exceptional experience for each individual. With a welcoming environment, superior customer service and an efficient reservation process, we create a simplified method for planning and executing events on UHCL campus.
Scheduling Department Policies and Procedures
All facilities to include classrooms, conference rooms, common areas and grounds are managed by the FMC Scheduling Department (extension 2200). The request for facilities is done on a Facilities Request Form. Community and/or private events will require custodial and/or grounds support. The requestor (user) is responsible for all damages caused to any facility, its components and/or campus grounds.
Custodial support is required during and after every special event. Special events includes performances, seminars, luncheons, trade shows, weddings etc. All the facilities used must be cleaned upon completion of each event. Custodial support for special events must be requested in advance by submitting a facilities request form to the FMC Facilities Scheduling Office (extension 2199 and fax extension 2257).
Information and publicity posters for UHCL should be displayed on building bulletin boards only. The bulletin boards are located throughout each floor and by each classroom. Due to safety considerations and resulting damages to surfaces, notices will not be placed on glass panels, doors or walls.
The following actions are specifically prohibited:
- Using tacks, nails, staples or tape on building walls or doors.
- Placing placards and posters on sidewalks, benches, driveways, trash receptacles, fences or buildings.
- Using chalk or any other writing material on sidewalks, benches, driveways, trash receptacles, fences or buildings.
- Placing posters on shrubbery.
All items to be posted must be approved by Student Life (extension 2560); the approval is good for 30 days. Student Life will designate the appropriate bulletin boards to be used. It is the responsibility of the posting individual, organization and/or department to remove posters or notices. Custodial services may be used to remove materials, and all labor costs may be charged to the appropriate group.
The academic schedule receives priority over any internal and external event. To better accommodate the needs of our students and professors, we hold all classroom meeting requests until the week academic courses begin each semester. This policy allows us to quickly and efficiently respond to classroom change requests from professors. You are welcome to send your classroom meeting requests in early as they are filed in the order in which they are received.
All internal and external organizations reserving the university's facilities must submit a copy of their setup to the Office of Scheduling and Space Planning at least 5 working days prior to the scheduled event. Setups are not guaranteed to be completed if setup diagrams are not submitted in the appropriate time.
Any person needing an accommodation for a disability in order to participate should contact the UHCL ADA Coordinator at 281-283-2648 at least one week prior to the event to arrange for the accommodation.
Fun runs, 5Ks and half marathons are welcome to use the Student Parking Lot as a staging area. Walks, Runs and 5Ks are only held on Sunday mornings. While there is no fee for use of the lot, these events require UHCL Police Officers for the duration of the event. The number of police officers required is determined by the anticipated attendance. A meeting with the Scheduling Department and Police Department is mandatory before any walks, runs or 5Ks are approved. Some rules apply for using the parking lot such as no stakes in the ground (must use water barrels) and no spray painting. Additional rules and policies are discussed in the scheduled meeting.