Active CIOs, FOAs, Agency and Special Status Student Groups – How to Reserve Academic Space for Spring 2015

Active CIOs, FOAs, Agency and Special Status Student Groups

Beginning at 8:00 a.m. on Wednesday, November 12, 2014, the ODOS Event Planning Services Office will begin accepting reservation requests for Student Activity Spaces from active CIOs, FOAs, Agency and Special Status Organizations for Spring 2015 events occurring between January 12 and May 8 exclusively via EMS (http://www.virginia.edu/deanofstudents/eventplanning/ems/).

Request can only be submitted by your organization’s designated event requester(s). All organizations are permitted to have a maximum of 2 designated event requesters. To designate a member of your organization as an event requester please click here for a video with step by step instructions. If you are a designated event requester but you have not attended a training session please click here for information on upcoming sessions.

The chart that follows offers general policies applicable to the submission of space requests for Spring 2015. Please review the chart prior to submitting your space request. These parameters assist us in accommodating as many meetings and events as possible. If you have any questions or concerns, please email eventplanning@virginia.edu.

 

Policy
Ballroom /Theatre Maximum of 3 events in either the theatre or ballroom or the combination of both per CIO per semester.
Rehearsals Rehearsals are not permitted in Ern Commons on Thursday, Friday, or Saturday after 5 p.m.15 rehearsals per semester (1 per week) can be booked between January 12 and May 8. A second series of rehearsals can be requested starting on January 12.No rehearsals in the theatre or ballroom except for a dress rehearsal in the same location as the show.
Painting/set prep These activities may only take place in the SAB and certain outdoor spaces.
Weekly meetings One meeting per week (15 total) that is limited to 2 hours in duration can be requested from January 12 and May 8. A second series of weekly meeting can be requested starting on January 12.

 

Requests will be processed beginning on December 8, 2014 and will be processed in the order in which they are received.

Your submitted request does not constitute a reservation of the space. A space approval or confirmation will be sent via email from an event planner once your request has been approved.

Academic Space requests will be accepted beginning January 5, 2015.

Thank you for your cooperation and for planning your event with the ODOS Office of Event Planning Services.

How to Reserve Academic Space for Fall 2014

Single Date Request

Beginning on August 18, we will begin accepting single date request for an event occurring on
or after August 25 through October 17. Request must be submitted via the SOURCE at least 3
business days before the event start date.
Weekly Meeting Request

On October 13, we will begin accepting requests for weekly meetings occurring on or after
October 27 through December 5. Request must be submitted via the SOURCE at least 5 business
days before the event start date.

Please click here for a listing of academic spaces and hours.

Academic Space Use Policies for Student Groups

Every effort is made to accommodate student group request for academic space. Student groups include CIOs, FOAs, Agency, and Special Status groups. The policies below have been articulated by the Office of the Provost in consultation with the Office of the Dean of Students and Student Council in order to prevent disruption to classes and eliminate damage to classroom facilities. The restrictions apply to all events held in academic spaces.

a. Student groups (CIOs, FOAs, Agency, and Special Status groups) may not use academic
space without a confirmed reservation from Event Planning Services.
b. Classroom space may not be reserved after the last day of classes (due to exams)
c. The following is not permitted in academic spaces:

  • Food and Drink
  • Loud Noise (amplified sound, speaking or music beyond a normal conversation level, etc.
  • Dancing (dancing without shoes is permitted, but all furnishing must be returned to their original location)
  • Movies (because of the amplified sound policy and copyright laws)

*Special Note: Spaces left in disarray after an event will be assessed a housekeeping fee*
d. Furniture should not be removed from the classroom or rearranged unless it is returned to
its original set-up. Lecterns must not be moved. Classroom equipment MUST NOT be
disconnected or removed. Removal will be considered theft.
e. Activities must not disturb other groups using adjacent/nearby space.f. Student groups must adhere to the approved reservation time. Prior approval is required to
extend or alter a reservation in any way. This request must be made at least 24 business
hours in advance.
g. Student groups found to be in violation of these policies will be appropriately sanctioned.

Additional notes for Performing Arts Groups needing rehearsal and performances spaces

  1. A special “Sound Zone” has been created to permit acappella and theatrical rehearsals with minimal impact to classes. Singing and dramatic rehearsals are permitted in these spaces, though amplified sound and dancing (with shoes) are still prohibited. Groups needing amplified sound should seek to reserve Student Activity Spaces instead of academic spaces. Note that other academic spaces continue to be available to performing arts groups subject to the standard loud noise stipulations.
  2. High demand performance spaces (Chemistry 402 and Wilson 402) may be reserved for final/dress rehearsals 2 weeks prior to a group’s performance in those spaces. These spaces may also be reserved outside of that window subject to availability.
  3. Musical and theatrical rehearsals and performances must stay contained with the assigned room (i.e., no spillover into the hallway or lobby)
  4. Rehearsals are limited to 2 hours at a time due to demand constraints and the desire to be fair to all performance groups requesting space. Five business days prior to the rehearsal, however, the time may be extended beyond 2 hours if no other group has reserved the space.
  5. 5. Housekeeping must be provided for all performances.

Town Hall Presentation

Here is the presentation from the Town Hall Powerpoint FINAL  If you have questions, please feel free to contact studentactivities@virginia.edu.

Photos: The Teeny Tiny Zoo at U.Va.

http://social.virginia.edu/photos-the-teeny-tiny-zoo-at-u-va/

The Student Activities Center is Hiring!

Are you a student looking for a job for 2014-2015? The SAC is now accepting applications at https://atuva.student.virginia.edu/form/start/38002. The deadline is March 21st.

Activities atUVA: February 2014 Newsletter

Please click on the LINK to check out this month’s newsletter!

Flash Seminars At The MAC

Register Today at https://atuva.student.virginia.edu/form/start/36901

IMPT: 2014 CIO Information

As we start a new year, Student Activities would like to remind CIO leaders of important information and dates. Please take a few minutes to read through this message.   If you have any questions, please feel free to email studentactivities@virginia.edu. Included in this message is information on:

·         Student Activities Flyer Competition

·         SAC & MAC Resources

·         Space Reservations

·         Fundraising & Funding Information

·         Important CIO Policies

·         CIO Agreement/Club Sport Agreement Reminders

·         Updating Primary Contacts in atUVA

·         Student Activities Information

STUDENT ACTIVITIES FLYER COMPETITION.  Do you want to win 50 free colored copies this semester in the SAC? If so, submit your CIOs best flyer in the Student Activities Flyer Competition!

The SAC will be accepting flyers January 13th-24th. The flyers will be featured in the MAC and students will be able to vote for the best flyer the week of January 27th-31st.

SAC& MAC RESOURCES. As an active CIO, you are able to use the resources found in the Student Activities Center (SAC) and Media Activities Center (MAC).  For a list of resources visit http://www.virginia.edu/deanofstudents/studentactivities/?page_id=68.

RESERVATIONS. As an active CIO, you are able to make reservations on Grounds.  All reservations are made through the SOURCE or you can visit Event Planning Services located on the fourth floor of Newcomb.  With the use of all space, remember to treat the space in a respectful manner and to make sure it is returned to its original condition after use. Below is summary of important space reservation information.

  • Newcomb Spaces: ODOS Event Planning is currently scheduling events in these spaces for Spring 2014: Newcomb Hall rooms, UVa Chapel, Ern Commons, Forum at O’Hill, Lambeth Commons and Conference Room, Runk Green Room, and Student Activities Building (SAB). If interested in these spaces, we recommend that you submit a request via the SOURCE as soon as possible.
  • Academic Spaces: Requests for using academic classrooms must be done via the SOURCE. For detailed information on reserving academic space, please click here.

If you have any questions, concerns, or need more clarification, please email reservenewcomb@virginia.edu

For further detail on space and availability please visit the Newcomb Hall Event Planning Services website: http://www.virginia.edu/newcomb/wordpress/?page_id=8

FUNDRAISING INFORMATION AND FUNDING OPPORTUNITIES. Please review the section below for information on fundraising and funding information:

Student Council Appropriations

·         Spring Rolling Round 1:   Funding Deadline =January 20th.  Hearing=January 22nd.

·         Spring Rolling Round 2:  Funding Deadline=February 3rd.  Hearing=February 5th.

·         Spring Rolling Round 3:  Funding Deadline=February 24th.  Hearing=February 26th.

·         Spring Rolling Round 4:  Funding Deadline=March 17th.  Hearing=March 19th.

Cultural Programming Board

The CPB functions primarily as a monetary resource for members of the University community who contribute innovative and wide-reaching cultural events.  If you are interested in submitting a proposal for an upcoming event, please visit our website.  For any additional questions or clarifications please contact Julie Roa at jvr5d@eservices.virginia.edu

Vice President of Student Affairs (VPSA)

VPSA seeks to promote positive, healthy avenues of engagement in University life and, specifically, on-Grounds activities of interest to students as alternatives to events that involve alcohol.  Program funding is event-specific, and may only be used to pay pre-approved expenses for that event.   Application must be completed on the VPSA website.

Additional Funding Sources can be located on the Student Activities website: http://www.virginia.edu/deanofstudents/studentactivities/?page_id=387

POLICIES. Please take a few minutes to read over the policies highlighted below.  As a CIO, you have agreed to abide by the University policies listed below.  A full list of University policies can be found at http://www.virginia.edu/deanofstudents/studentactivities/?page_id=38.

Chalking/Posting Policy

As CIOs look to promote activities and events, we are asking for your cooperation and adherence to the University Posting & Chalking Policy.  While the policy spells out requirements and expectations, the overarching spirit of the policy is to ensure the lasting beauty of the Grounds. More specifically, chalking on brick sidewalks, slate, and buildings can lead to significant damage to these structures. Please remind your members of this policy and our shared responsibility to preserve the University’s appearance.

Sales, Solicitation, and Fundraising Policy

As CIOs look to fundraise and solicit for activities and events, we are asking for your cooperation and adherence to the University Fundraising/Solicitation Policy.  While the policy spells out requirements and expectations, the overarching spirit of the policy is to support the advancement of University or student organization goals and only secondarily those of a corporate sponsor.

For the purposes of this policy, solicitation is defined as selling, promoting for the purpose of future sales, commercial advertising, and canvassing. Fundraising is defined as any activity held by a student organization for the purpose of generating revenue to support the programs and activities sponsored by the organization.

Copyright Policy

Thinking about showing a movie at your next event or meeting? STOP AND READ FIRST!

In order to be able to reserve space to show a movie, you must make sure you have a public performance license. Why and what’s that, you ask? Copyright law states that when showing a movie that considered a public performance you must obtain the correct royalties/license as to not break copyright law. A public performance is defined by, “a place open to the public or any place where a substantial number of persons outside of a normal circle of a family or its social acquaintances are gathered.” It doesn’t matter if you own the movie, aren’t charging admission, just having an informal gathering, or you rented the movie, if the showing is going to take place in a public place you must obtain a license. Those that do not take measures to get a license will not be able to reserve space and could potentially face substantial fines. Have Questions and want to license a movie contact Swank Motion Pictures at http://www.swank.com/college/faq.html or the Student Activities Office at studentactivities@virginia.edu.

Hazing

Hazing is prohibited by state law and University policy. The University does not condone hazing in any form and all CIOs are required to abide by the University policy on hazing.

For more information on policies pertaining to CIOs please visit this site: http://www.virginia.edu/hazing/

CIO AGREEMENT/CLUB SPORTS AGREEMENT. In the New Year, please take some time to review the CIO Agreement and Club Sports Agreement.  The agreements can be found here http://www.virginia.edu/deanofstudents/studentactivities/?page_id=38.   It is especially important to review the CIO Agreement if your CIO has transitioned this semester.  If you are a club sport, please make sure you read over the agreement because it has been revised.

  • Please remember to use the University’s name as “XYZ Club at UVa” if you are creating urls, Facebook pages, Twitter handles, t-shirts, etc.  CIOs also need to seek approval to use University logos (Rotunda or Sabers) before posting them on flyers, website pages, t-shirts, etc.   This information can be found in section 4 of the CIO Agreement.
  • Please remember to include the non-affiliation language in section 3 of the CIO agreement on Facebook pages, websites, formal email communication, etc.  The CIO agreement also covers information about taxes, liability (language for members to read over), funding, use of facilities, etc.  If you have any questions, please feel free to contact Kendra Paisley at kp7nw@virginia.edu.

UPDATE PRIMARY CONTACT IN ATUVA. If your CIO has transitioned, please remember to have the old primary contact update atUVa with the new primary contact.  This is how Student Activities communicates with CIOs, so it is very important to make sure the contact is up to date.  This video tutorial can help you update your primary contact http://www.youtube.com/watch?v=IzqCrpQA8Oc.  If you still have questions, please feel free to contact studentactivities@virginia.edu .

CIO RENEWALS. CIO renewal for 2014-2015 will start in April.  Please remember ALL CIOs are required to renew their CIO during that time.  Information about renewals will be going out in mid-March.  For more information, please visit the Student Activities website.

SPACE ALLOCATION PROCESS. Information about space allocations will be going out in mid-February if you are interested in space for 2014-2015.  If you currently have space, you will need to reapply for the new school year.

STUDENT ACTIVITIES. The Staff in Student Activities exists to provide services, support, information, and consultation to CIO leaders. Located in Newcomb 149 and 164, the staff is available to field questions, troubleshoot and assist CIOs in all aspects of leadership and organizational development. Please stop in to Newcomb or email us at studentactivities@virginia.edu

STUDENT ACTIVITIES NEWSLETTER. Each month a different CIO will be featured in Activities atUVa.  Submit a brief description with a picture to studentactivities@virginia.edu.

STUDENT ACTIVITIES SOCIAL MEDIA. Student Activities has several social media outlets that you can interact with us on. Please check out the different outlets and share this with your friends and other organizations:

Have a great day!

Student Activities

Winter Activities Fair

Student Council will be hosting the Winter Activities Fair on Tuesday, January 21st from 11:00 a.m.-2:00 p.m. in the Newcomb Ballroom.  This is a great opportunity for you to meet with CIO leaders and get involved in something new this year!

Info on Spring 2014 Space Reservations

CIO, FOA, Agency and Special Status Groups

The Office of Event Planning Services will begin accepting reservation requests from active CIOs, FOAs, Agency and Special Status Student Groups for Student Activity Spaces for Spring 2014 (January 1-May 18, 2014) exclusively via The Source beginning on Friday, December 6, 2013.

We will begin processing request on Monday, December 9, 2013, in the order in which they are received.

Your submitted request does not constitute a reservation of the space. A confirmation will be sent via email once your request has been processed.

The Office of Event Planning Services does not accept new requests in person, via email, or over the phone.

Thank you for your cooperation and for planning your events in the spaces managed by the Office of Event Planning Services.

Academic Spaces
We will begin accepting single date requests for academic spaces on Friday, January 3, 2014 and will begin processing request on Monday, January 6, 2014.

Activities atUVA: November 2013 Newsletter

Please click on the LINK to check out this month’s newsletter!

Activities atUVA: October 2013 Newsletter

Please click on the LINK to check out this month’s newsletter!

Update: Policies for the Use of Academic Space

Every effort is made to accommodate CIO requests for academic space. As a result of the large number of CIOs and need to prioritize classroom space for classes and labs, CIO demand for classroom space frequently outstrips supply. We ask for CIO patience and cooperation in our efforts to  meet your needs with the understanding   that we may not always be able to approve your first choice of space and time. The policies below have been articulated by the Office of the Provost in consultation with the Office of the Dean of Students and Student Council in order to prevent disruption to classes and minimize damage to classroom facilities. We are grateful for your partnership in caring for our shared spaces.

Please note that Student Activity Spaces managed by the Office of the Dean of Students (Newcomb, Ern, the Forum, Runk Green Room, SAB, etc) are not subject to the policies listed below. For information on those spaces, please visit http://www.virginia.edu/deanofstudents/eventplanning/policies/.

  1. Requests for academic space must be submitted to Event Planning Services no later than 5 business days prior to the event start date and the request must be received by 5:00 pm.
  1. Academic spaces may be reserved on weekday evenings and weekends. Academic spaces and times designated by the Office of the Provost as available for reservation are listed on the Event Planning Services website: http://www.virginia.edu/deanofstudents/eventplanning/our-spaces/
  1. Classroom space may not be reserved after the last day of classes (due to exams).
  1. The following is not permitted in academic spaces:
  • Food and Drink
  • Loud Noise (amplified sound, speaking, or music beyond a normal conversational level)
  • Dancing (dancing without shoes is permitted)
  • Movies (because of the amplified sound policy and copyright laws)
  1. Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up. Lecterns must not be moved.
  1. Activities must not disturb other groups using adjacent/nearby space.
  1. Groups must adhere to the approved reservation times. Prior approval is required to extend or alter a reservation in any way. This request must be made at least 1 business day in advance.
  1. CIOs found to be in violation of these polices will receive a warning from Event Planning Services.  A second violation may result in the organization losing its academic space reservation privileges for a period of 12 months.

Additional notes for Performing Arts Groups needing rehearsal and performance spaces

  1. A special “Sound Zone” has been created to permit a cappella and theatrical rehearsals with minimal impact to classes (i.e., the Provost’s Office has generously moved classes to facilitate this zone). Singing and dramatic rehearsals are permitted in these spaces, though amplified sound and dancing (with shoes) are still prohibited. Groups needing amplified sound should seek to reserve Student Activity Spaces instead of academic spaces.

The following spaces are designated as a Sound Zone (the list may evolve as the year progresses):

  • Maury 104, 110, 113, and 115
  • Minor 125 (with the single provision that groups could be bumped if the room is needed by a special program/event; the bumped group will be provided with one week notice)
  • Minor 130
  • Cauthen 134

Note that other academic spaces continue to be available to performing arts groups subject to the standard loud noise stipulations.

  1. High demand performance spaces (Chemistry 402 and Wilson 402) may be reserved for final/dress rehearsals 2 weeks prior to a group’s performance in those spaces. These spaces may also be reserved outside of that window subject to availability.
  1. Musical and theatrical rehearsals and performances must stay contained within the assigned room (i.e., no spillover into the hallway or lobby).
  1. Rehearsals are limited to 2 hours at a time (Monday – Thursday) due to demand constraints and the desire to be fair to all CIOs requesting space. On Friday – Sunday, there is flexibility to go beyond two hours depending on space availability.  In addition, within five days prior to a weekday rehearsal, a CIO may contact Event Planning Services to request an extension beyond 2 hours if no other group has reserved the space.

Go Global – Get Your Passport

Tuesday, November 12 & Wednesday, November 13

10:00am – 3:00pm | Newcomb Ballroom

Click here for more information.

ACC Leadership Conference

ACC Leadership Conference

The ACC Leadership Symposium is organized by the ACC Inter-institutional Academic Collaborative. The symposium is an effort to promote student leadership and encourage interaction among the member schools outside of athletics. The ACCIAC is funded by revenue from the ACC football championship and administered by the presidents of the ACC schools.  Approximately 100 students participate in the symposium each year to find common ground and share ideas about what it means to be a leader in their community.

The ACC Leadership Symposium is a three day leadership learning opportunity to engage with peers across the Atlantic Coast Conference (ACC). Students from each participating university will be grouped with peers from their fellow ACC schools.  The symposium rotates between the different ACC institutions each year.

The 2014 ACC Leadership Symposium theme centers on the social issues prevalent in the 21st century and the resources available to students to address social change within their local and global communities. The symposium is scheduled for February 21-23, 2014 and will be hosted at Miami University in Coral Gables, FL.

The deadline to apply to become a part of the 2014 ACC Leadership Symposium delegation was Wednesday, October 16th. Information on the 2015 ACC symposium will be made available in Fall 2014.

For more information, please contact studentactivities@virginia.edu

Student Activities Center Advisory Board

Join the Student Activities Center Advisory Board to help enhance the CIO experience!

The Student Activities Center Advisory Board will meet twice a semester and is charged with providing student leader feedback about the operations, resources, and services of the Student Activities Center (SAC) and Media Activities Center (MAC).  As part of this charge, the Board will be asked to consider the following: the overall operations of the SAC/MAC, additional resources needed, promotion and marketing of the SAC/MAC, and the aesthetics/physical presentation of the Centers.  The group will also discuss resources and services that can enhance the CIO experience during the academic year.

Please apply here https://atuva.student.virginia.edu/form/start/25231. The deadline is September 25, 2013 at 11:00 p.m.  If you have any questions, please email studentactivities@virginia.edu.

Parents Committee Grant Applications

Parents Committee Grant Applications can be found at http://www.uvaparents.virginia.edu/grants. The deadline to submit your application is 5:00pm Monday, September 16th. The Parents Annual Fund raised more money than ever last year and the Committee is eager to distribute Grants. As always, the group is looking to support new and innovative ideas that will enhance the undergraduate student experience. The Committee will review and award grants during Family Weekend (September 27-29) and the decisions will be mailed out in early October. Please be sure to review the ‘Application Guidelines,’ available on the website for the fill list of application and award policies.

Academic Space Reservations

Academic Space Reservations

The Event Planning Services Office is currently accepting single date requests for academic spaces. To ensure the University Registrar’s Office has adequate time to finalize the placement of classes, single date requests are being approved on a weekly basis.

We will begin accepting weekly and recurring space requests beginning September 23, 2013, for  events occurring between October 1st and December 6th.

The following restrictions apply to all events held in academic spaces. As the organizer of the event, student organizations have the responsibility to maintain the good order of the classroom and will be held liable for any damage incurred during the event:

1)      Request must be submitted no later than 3 business days before your event start date and the request must be received by 5:00 pm.

2)      December 6 is the last day events can be held in academic spaces.

3)      The following is not permitted in academic spaces:

  • Food and Drink
  • Loud Noise (music, speaking, etc.)
  • Dancing
  • Movies
  • Auditions

4)      Rehearsals are only permitted in cases where the show is taking place within an academic space and it is within 2 weeks of the show date.

5)      Musical and Theatrical performances are limited to Chemistry 402, Maury 125, Wilson 402, and Minor Hall and must stay contained within the room.

6)      All performances-related requests must submit an amplified sound form.  The reservation request cannot be approved without it.

7)      Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up.

8)      Activities during meetings/events must not disturb other groups using any space.

9)      You must adhere to the approved reservation times. Prior approval is required to extend or alter a reservation in any way.

10)  If a CIO violates the terms of the Use of University Facilities policy, the organization may lose its space reservation privileges for a period of 12-months.

Student Activity Space Reservations

We are currently accepting reservations for Student Activity spaces which includes Newcomb Hall, Ern Commons, O’Hill Forum, Runk Green Room, SAB, UVa Chapel, and the Amphitheatre. Please allow 10 business days for processing.  Requests are processed in the order received.

Town Hall Presentation

Missed the Town Hall Presentation for CIOs? Or want to share the resource information with other members? Click here to view the presentation!

Fall Activities Fair Information

Monday, August 26

11am – 2pm

Organizations can check-in/set-up @ 9:30am.

Click here to review the map as well as an alpha sort of all organizations participating!