NOTICE TO CIOs: Use of Academic Space

Recently, the Office of the Dean of Students has received multiple reports indicating that CIOs are improperly using academic spaces for CIO events. Among these reports are accounts that CIOs are gaining unauthorized entry into spaces, are staying in the space beyond the allotted reservation time, are leaving debris, food, and trash in the space, and are improperly using classrooms for rehearsals and performances.

In order to preserve the privilege of reserving academic space, all CIO leaders are asked to review the following important reminders about the use of academic space:

1)      Academic space reservations must be requested via The Source (www.virginia.edu/source). For full information on the use of academic and student activity space, please visit http://www.virginia.edu/newcomb/wordpress/?page_id=183.

2)      Academic space is generally available Monday – Thursday from 6:00 pm until 11:00 pm; Saturday and Sunday from 8:00 am until 11:00 pm.

3)      Once a reservation is confirmed, a CIO cannot extend or alter the time of the reservation without seeking approval from the reservation coordinator.

4)      Academic space must be used for its intended purpose. Musical and dance performances, for example, are not permitted in academic space

5)      At the conclusion of the reservation, CIOs are expected to return the academic space to its original condition.

6)       Any damage to academic space furnishings and/or equipment will be billed to the CIO.

Please note, if a CIO violates the expectations or policies concerning the use of academic space, all future space reservations may be revoked. Moreover, the CIO’s status at the University may be suspended or revoked, at which point your organization will forfeit all privileges of CIO status including, but not limited to: access to the Student Activities Center and the ability to apply for funding from the Student Council Appropriations Committee. Finally, individual students and CIOs could face additional University responses, which may include the filing of University Judiciary Charges for unauthorized use of space and violations of policies referenced in the Undergraduate and Graduate Records.

If you require assistance with a reservation request or understanding a reservation policy, please don’t hesitate to contact the ODOS Event Planning Office by phone (924-0821) or email (reservenewcomb@virginia.edu).