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CHAPTER 6. UNIVERSITY FACILITIES AND SERVICES 

The University of Texas at Austin                   Policy Memorandum 6.104
Office of the President                             June 19, 1975

Subject: USE OF THOMPSON CONFERENCE CENTER AND LYNDON BAINES JOHNSON AUDITORIUM

A. The following policy and procedures supersede all previous University of Texas at Austin policies and regulations regarding scheduling and use of the Joe C. Thompson Conference Center and the Lyndon Baines Johnson (L.B.J.) Auditorium facilities and services.

1. University Academic or Administrative Units

a. University academic or administrative units wishing to use Conference Center and L.B.J. Auditorium facilities must apply to the Director of the Thompson Center specifying:

(1) the name of the unit;

(2) the purpose of the meeting;

(3) the preferred meeting dates; and

(4) the Center and/or Auditorium facilities and services requested.

b. The Director of the Center will first give tentative approval of the application if:

(1) the meeting is initiated by an academic or administrative unit of The University of Texas at Austin or by The University of Texas System administration;

(2) the meeting is for short-term continuing education or public service or is otherwise within the purview of the University.

c. Further approval of the application must be obtained from the academic dean, who has jurisdiction over the applicant academic unit, or the appropriate vice president in the case of administrative units, or the President.

d. The approval of both (1) the Director of the Thompson Center and (2) the President, a vice president or an academic dean of the University is required for facilities use and services.

2. Off-Campus Groups; A University Unit Serving as Co-sponsor

The use of physical facilities of the University by off-campus groups is subject to the provisions of Regents' Rules and Regulations, Part One, Chapter VI, Section 6.

a. All off-campus groups wishing to use Conference Center and L.B.J. Auditorium facilities must apply to the Director of the Thompson Center specifying:

(1) the name and function of the group and the University unit which proposes to co-sponsor the meeting;

(2) the purpose of the meeting;

(3) the preferred meeting dates; and

(4) the Center and/or Auditorium facilities and service requested.

b. The Director of the Center will first give tentative approval of the application if:

(1) the purpose of the meeting is acceptable under Regents' Rules and Regulations and policies of The University of Texas at Austin;

(2) appropriate members of the University faculty and staff participate in the planning and and programming through effective co-sponsorship; and

(3) the meeting can be readily identifiable as short-term continuing education or public service activity whose subject is within the purview of the University unit which is serving as co-sponsor.

c. Further approval of the application must be obtained from the academic dean or vice president having jurisdiction over the University unit which will co-sponsor the meeting, or from the President.

d. The approval of both (1) the Director of the Thompson Center and (2) the President, a vice president or an academic dean of the University is required for facilities use and services.

B. The Director of the Thompson Conference Center shall have general responsibility for the campus accommodation of all approved meetings. He shall coordinate, as is required, all University as well as non-University support for approved meetings.

All approved meetings will be scheduled into the Conference Center and/or L.B.J. Auditorium, except for the special priority system governing the L.B.J. Auditorium, on a "first come-first served" basis. The President reserves the authority to revise the schedule of events as required.

Social events may be scheduled only in connection with approved programs of continuing education and public or institutional service.

The route of appeals for programs not approved will follow the normal channel of administrative authority.

The following Policy Memoranda, Operating Procedures, and L.B.J. Auditorium Priority are cited for guidance. Special circumstances may require adherence to Regents' Rules and Regulations, Policy Memoranda, and Operating Procedures not cited.

Policy Memoranda 
6.101  Use of Physical Facilities of the University 
       by Staff Members
6.102  Regulations for Use of University Facilities by Faculty 
       and Staff Organizations
6.103  Use of University Facilities by Outside Groups: The 
       University as a Joint Sponsor
6.107  Use of Student Health Center and Campus Recreational 
       Facilities by Members of Workshops, Seminars, Institutes, and Other Short-Term Activities
6.108  Workshops, Conferences, Symposia, and Similar Activities
6.501  Use of University's Name for Advertising Purposes
6.502  Use of University's Name in Organizations and Other 
       Titles

Handbook of Operating Procedures 
6.07 Restrictions on Use of Certain University Facilities by Non-University Organizations

C. L.B.J. Auditorium Utilization Priority System

First Priority--Programs that are integrally related to the on-going activities of the L.B.J. School of Public Affairs and the L.B.J. Library.

Second Priority--Programs that are integrally related to the primary academic objectives of other academic units on campus, and meetings of recognized learned societies.

Third Priority--Other University-sponsored programs. Continuing education programs and meetings of professional organizations would normally be classified within this priority grouping.

Lorene L. Rogers, President ad interim 

June 19, l975                                          Attachment #1 to 6.104
FLOW CHART
REQUEST FOR USE OF THOMPSON CENTER AND L.B.J. AUDITORIUM FACILITIES
Reservation Form

On-Campus Groups
|
|
T.C.C. CONFERENCE OFFICE
Name of group, number of participants, minimal statement
of purpose, proposed dates of program, contact person,
phone number
|
|
DIRECTOR, THOMPSON CONFERENCE CENTER
Reject - not appropriate within policy
Approve - appropriate within policy
|
|
ACADEMIC DEAN OR EXECUTIVE OFFICER
Reject - not appropriate educationally or institutionally
Approve - apppropriate, desirable
|
|
ACADEMIC DEAN OR EXECUTIVE OFFICER AND CONFERENCE OFFICE
Schedule dates, completed and signed reservation form
|
|
T.C.C. CONFERENCE OFFICE AND ON-CAMPUS GROUP
Detailed program planning, materials, equipment, service, facilities, schedule of costs, contract
|
|
T.C.C. CONFERENCE OFFICE
Letter of confirmation, program file, implementation
|
Program
|
|
I.D.T.
or
Invoice

NOTE: Thompson Center staff will informally discuss fees, facilities and services with an on-campus group but no formal consideration will be granted a program until notice of approval is received from an academic dean or an executive officer of the University. Meetings will not he scheduled without a reservation form signed by both the Director of the Thompson Center and an Academic Dean or an Executive Officer. 

June 19, 1975                                       Attachment #2 to 6.104
FLOW CHART
REQUEST FOR USE OF THOMPSON CENTER AND L.B.J. AUDITORIUM FACILITIES
Reservation Form

Off-Campus Groups
|
|
T.C.C. CONFERENCE OFFICE
Name of group, number of participants, minimal statement
of purpose, proposed dates of program, contact person,
phone number
|
|
DIRECTOR, THOMPSON CONFERENCE CENTER
Reject - not appropriate within policy
Approve - appropriate within policy
|
|
ACADEMIC DEAN OR EXECUTIVE OFFICER
Reject - not appropriate educationally or institutionally
Approve - appropriate, desirable
|
|
ACADEMIC DEAN 0R EXECUTIVE OFFICER AND OFF-CAMPUS GROUP
Letter of request, letter of invitation, role of the
University, needs of the conference, tentative dates
|
|
ACADEMIC DEAN OR EXECUTIVE OFFICER AND CONFERENCE OFFICE
Schedule dates, completed and signed reservation form
|
|
T.C.C. CONFERENCE OFFICE AND OFF-CAMPUS GROUP
Detailed program planning, materials, equipment, service,
facilities, schedule of costs, contract
|
|
T.C.C. CONFERENCE OFFICE

Letter of confirmation, program file, implementation
|
|
Program
|
|
Invoice

NOTE: Thompson Center staff will informally discuss fees, facilities and services with an off-campus group but no formal consideration will be granted a program until notice of approval is received from an academic dean or an executive officer of the University. Meetings will not be scheduled without a reservation form signed by both the Director of the Thompson Center and an Academic Dean or an Executive Officer.

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