CHAPTER 9 OTHER INSTITUTIONAL POLICIES AND DOCUMENTS
SECTION 2 INSTITUTIONAL USE
(To see who has authority to approve changes to this section, please see the Approval of Changes page).
FACILITIES USE POLICY
PURPOSE AND SCHEDULING
PURPOSE.
The University of Wisconsin-Stevens Point recognizes and establishes the primacy of academic programs and co-curricular activities in the use of institutional facilities. Further, as part of its outreach and community service endeavors, the university will also provide its facilities for the use of residents of the state to the extent that the facilities are available and institutional resources permit. Rules of the Board of Regents of the University of Wisconsin System, UWS 21, establishes primacy of use of university facilities for fulfilling the university’s mission of teaching, research, and public service.
To meet this goal, requests for the use of facilities are granted when facilities are available and when the requested use
• will not conflict nor interfere with curricular and co-curricular programs of the university;
• will not conflict nor interfere with the general welfare of students or other members of the university community; and
• is compatible with the function of the facility to be used.
NOTE. The use of state facilities, including faculty and staff offices, for soliciting, receiving, or making political contributions by mail or in person is prohibited by law (11.36 Wis. Stats.).
Groups Not Part of the University.
If a university department or unit believes that the meetings or activities of a group not associated with the university will contribute to and serve the university’s purposes, the department/unit may sponsor the group’s use of university facilities
SCHEDULING.
Reservations for facilities may be made by referring to the Campus Space managers list.
PARKING FOR EVENTS
Conference and reservations personnel will assist planners of events in securing parking. Visitors attending conferences, workshops, institutes, or similar activities or events scheduled through the conference and reservations office are assessed parking fees through either
• assignment to a coin-operated lot; or
• issuance of a temporary parking permit.
When a university department, unit, or office hosts an individual or small group, parking fees are assessed to the host organization and they must contact Parking Services to make appropriate arrangements.
AUTHORITY
Authority for and limitations on granting the use of university facilities to the public is in 16.845 Wis. Stats., chapter UWS 21 of the Administrative Code, and Regent policies.
Behavior on university lands is governed by Chapter UWS 18 of the Code (a copy is in Chapter 4D.16, of this Handbook).
FUND-RAISING
DEVELOPMENT OFFICE AUTHORIZATION
AUTHORIZATION REQUIRED.
Any proposed fund-raising projects to solicit over $500 in funds or contributions of durable goods during a calendar year on behalf of the University or any of its components must have authorization from the Development Office before solicitation or negotiations to accept funds or contributions begins. The Development Office oversees an efficient, broad-based network of funding prospects and seeks to avoid excessive duplication of solicitation efforts of the same donor(s).
Applicability.
This policy applies to any solicitation of funds or goods initiated by individuals employed by or affiliated with UWSP, campus and off-campus support groups, departments, units, alumni associations, student organizations, friends, booster clubs, or similar individuals or groups.
PROJECT APPROVAL AND PRIORITY
DEPARTMENT/UNIT APPROVAL.
When a fund-raising project is initiated, the project must have the approval of the department or unit and the appropriate dean or vice chancellor. The provost and chancellor must approve projects for departments or units reporting directly to them.
Priorities.
Any unit requesting special funding for projects must establish priorities for such projects. The Development Office will not authorize solicitation without
• department/unit approval;
• administrative approval; and
• establishment of priorities for solicitation.
COSTS AND STAFF SUPPORT
DEVELOPMENT CAMPAIGN.
In general, when the Development Office conducts a fund-raising campaign for a project, the material cost of the campaign is charged to the specific area for which the campaign is conducted. This includes but is not limited to costs for:
• mailing and postage;
• supplies;
• clerical service and support;
• telephone charges; and
• printing.
Funding.
Arrangements for funding major campaigns must be confirmed before the campaign actually begins. An estimate of expenses will be available from the Development Office.
Staff and Departmental/Unit Liaisons.
The Development Office employs personnel specifically to solicit private gifts for the University. Colleges, departments, and units contemplating any external solicitation are encouraged to appoint an individual to serve as a liaison with Development Office personnel.
PARKING REGULATIONS
I. AUTHORITY, LIABILITY AND JURISDICTION
SECTION A: Authority
Authorization for parking regulations, which have been approved by the chancellor of the university, is derived from Chapter 36 of the Wisconsin Statutes and Chapter 18 of the State Administrative Code. Provisions of Chapter 346 of the Wisconsin Statutes relating to vehicular travel upon the highway open to the use of the public are also applicable to the University of Wisconsin-Stevens Point.
SECTION B: Liability
The University of Wisconsin-Stevens Point assumes no responsibility for damage to any vehicle, or its contents, that is operated or parked on University owned or controlled property.
SECTION C: Jurisdiction
University of Wisconsin-Stevens Point regulates parking on all property owned or controlled by the University. City streets that are within the boundaries of the university are under the jurisdiction of the Stevens Point Police Department and all city rules and regulations applying to the city streets will be enforced by the referenced agency.
II. PARKING RULES AND REGULATIONS
Information regarding parking restrictions, permit sales, parking lot designations, and fines and fee schedules are available on the UWSP Parking Services website. Any changes to parking permit fees and regulations will be subject to approval by appropriate university shared governance.
III. PARKING ANNUAL REPORT
The Parking Services director will annually create and distribute a report including revenues, expenses, and capital projects.
IV. PARKING APPEALS
Parking appeals shall be a function of the Parking Advisory Board (a committee of the Student Government Association).
V. PARKING ADVISORY BOARD
SECTION A:
Membership of the Parking Advisory Board shall be determined by the following guidelines as outlined in the Parking Advisory Board Bylaws:
• Two students at large nominated by SGA for a one-year term.
• One non-traditional student nominated by SGA for a one-year term.
• One representative nominated by RHA for a one-year term.
• One faculty member appointed by the Faculty Council Chair for a two-year term.
• One academic staff member appointed by the Academic Staff Council Chair for a two-year term.
• One university staff member appointed by the University Staff Council Co-Chairs for a two-year term.
• One member of the Parking Services office appointed by the Director of Parking Services.
SECTION B:
The Parking Advisory Board shall establish its own procedural rules regarding Parking Appeals within the following guidelines:
• The Chairperson shall be the SGA Student Life and Academic Affairs Director.
• The Chairperson, with consent of the Parking Advisory Board, shall determine a regular meeting schedule.
• A quorum shall consist of a majority of the Parking Advisory Board.
• Appeals shall be reviewed, and decisions made, based on the information provided by the appellant and information provided by Parking Services.
• Decision of the Parking Advisory Board will be provided to the appellant in writing. Should the appeal be denied the appellant has the right to appeal the decision in writing to the Director of Police and Security Services and Parking within 10 days of notification of the initial appeal.
All appeals will end with the Vice Chancellor of Finance and Administration, and their decision will be final.
FACILITIES PLANNING AND SPACE ALLOCATION POLICIES
INTRODUCTION
Space is a total university resource and must be utilized to support all aspects of the university mission. The wise allocation of this resource is essential to the university’s commitment to quality education.
SPACE ALLOCATION DECISIONS
MODIFIED DECENTRALIZED MODEL.
The university uses a modified decentralized space allocation model. This model captures the best aspects of both the centralized and the decentralized models.
DECISION AUTHORITY.
Authority for space allocation decisions, which shall be made according to these procedures and guidelines, is delegated according to the location of the space.
Academic Buildings.
Deans have authority over space in academic buildings–
• dean, Professional Studies: CPS, Champions Hall academic space, and Science (west wing);
• dean, Natural Resources: CNR, Paper Science and Chemical Engineering, and Field Stations;
• dean, Letters and Science: CCC, Science (all but the west wing), and Chemistry Biology Building;
• dean, Fine Arts and Communication: COFAC, Fine Arts Center and Communication Arts Center (CAC) ; and
• dean, University College: ALB.
Deans sharing spaces shall consult and cooperate on space allocation.
Residential Complex.
The vice chancellor for student affairs has authority over South Hall, residence halls, and centers.
GPR Buildings.
The vice chancellor for Finance and Administration has authority for space decisions for GPR administrative buildings (Delzell, George Stien, Main, Maintenance and Materiel, Nelson Hall, and Park Student Services Center).
SPACE REQUESTS.
Initial Request.
Requests for space from a department or unit shall be submitted to the administrator responsible for the department/unit. If the administrator cannot satisfy the department/unit’s need for space, the administrator shall consult with other deans or vice chancellors for possible available space.
Request to Other Area(s).
Following consultation, the request shall be submitted to the administrator responsible for the desired space.
Committee Action.
Initial Consideration.
The committee shall consider the request for its recommendations and shall include in its deliberations:
• consideration of the space utilization guidelines;
• data from the audit program; and
• information provided by the individuals who have requested the review.
Recommendations.
Recommendations from the committee shall be sent to the individual who sent the request to the committee for reactions. Reactions will be reported by the chair at the next meeting of the committee. Thereafter, the committee will forward its recommendations to the chancellor for a final decision.
Relocation.
When programs, departments, or units are asked to relocate as the result of space allocation decisions, a reasonable amount of time shall be given to plan for and accomplish the move.
SPACE UTILIZATION PRIORITIES
ACADEMIC BUILDINGS.
Standard Facilities
(Professional Studies, Collins Classroom Center, Science, Natural Resources, Communication Arts Center, and Fine Arts Center). Priorities in these academic buildings, and within each priority, shall be given to:
Classrooms.
1. Instruction (credit producing).
a. Department office in same building.
b. Overflow instruction in next closest building to department office.
2. Academic department meetings.
3. Student activities.
4. Outside University needs approved by Conference and Reservations.
Laboratories.
1. Instruction (credit producing; scheduled and nonscheduled).
a. Department located in same building.
b. Overflow instruction in next closest building to department office.
2. Faculty research.
3. University service units.
4. Agencies cosponsored by the university.
Offices.
1. Instruction
a. Dean’s office.
b. Department office.
c. Faculty and teaching academic staff office (8 credits to full-time, private office).
d. Academic staff office (1-7 credits, shared arrangement).
e. University support staff office.
f. Work space for funded full-time graduate students.
2. Emeritus faculty and academic staff.
3. Student organizations (full-time private office if necessary to perform service, shared if not).
4. Activities cosponsored by the university.
Special Facilities.
Albertson Hall.
1. Library services (e.g., acquisition, instruction, reference).
2. Other Academic Support Programs service units (Academic and Career Advising Center (ACAC), Center for Inclusive Teaching and Learning (CITL), Disability Resource Center (DRC), Office of International Education (OIE), and Tutoring-Learning Center (TLC).
3. Museum.
4. Instruction.
Champions Hall.
1. Academic instruction.
2. Intercollegiate activities.
3. Intramurals.
4. Other student activities.
5. Activities cosponsored by the university.
UNIVERSITY CENTER.
1. University Center administration and operations.
2. Campus Activities offices.
3. Student Government Association offices.
4. Student organizations.
DELZELL HALL.
1. GPR student services functions under Student Development.
2. PR student services functions under Student Development.
3. Other GPR student services functions.
PARK STUDENT SERVICES CENTER
(chief student services building).
1. Student services offices.
2. Administrative offices.
3. Student activities.
4. Activities cosponsored by the university.
OLD MAIN
(chief administrative building).
1. Office use (except Founders’ Room)
a. Chancellor and immediate staff.
b. Provost and immediate support staff.
c. Vice Chancellors and immediate support staff.
d. Other university departments needing direct liaison with the Chancellor, Provost, or Vice Chancellors
2. Founders’ Room: meetings, instruction, receptions, etc.
NELSON HALL
(GPR; university service building).
1. Administrative offices associated with functions in Old Main.
2. Academic related programs.
3. Student services.
4. Student activities.
5. Activities cosponsored by the university.
SOUTH HALL
(PR).
1. University units and organizations.
2. Activities cosponsored by the university.
GEORGE STIEN BUILDING.
1. Finance and Administration functions.
2. Physical Plant functions under Student Development.
MAINTENANCE AND MATERIEL BUILDING.
1. Physical Plant functions under Finance and Administration.
2. General Services functions under Finance and Administration.
3. Physical Plant functions under Student Development.
4. Physical Plant functions under academic departments.
STORAGE: ALL BUILDINGS.
1. Building occupants.
2. Other university departments and units.
MAJOR/MINOR PROJECTS PLANNING PROCEDURES
PROJECT PROPOSALS.
A major or minor project may be recommended by an individual or a department/unit. The proposal is then forwarded successively to the
• department or unit administrator (department chairperson, associate dean, director, etc.);
• appropriate dean or assistant vice chancellor or vice chancellor;
In Academic Affairs, requests are next sent to the council of deans and then the provost.
CHANCELLOR’S ACTION.
The completed institutional priority list is forwarded to the chancellor, whose decision on major and minor priority lists is final.
CRITERIA.
Among the criteria used for priority setting, each review level shall consider
• the university’s mission;
• academic or service needs;
• need for change in order to be in a leadership mode of operation (e.g., computerization); and
• what cannot be funded out of other allocations (e.g., lab modernization, health, safety and environment).
TRANSPORTATION SERVICES POLICIES
UW-Stevens Point Facility Services Fleet Services Work Unit provides a variety of Wisconsin state leased vehicles to be rented by students, UWSP organization, and state employees for their travel needs while on university or state business. Please see the Fleet Services website for current policies, eligibility, driver authorization, rates, and procedures.
VEHICLES AND RATES
For available vehicles and rates, please see the Transportation Services website.
RESERVATIONS AND VEHICLE PICK-UP/RETURN
RESERVATIONS.
Vehicles may be reserved during normal business hours at Transportation Services, George Stien Building, 1925 Maria Drive, or by telephone at extension 2884.
PACKET AND VEHICLE PICK-UP.
Vehicles may be picked up or returned 24 hours a day, seven days a week. During normal business hours, users pick up vehicle packets at Transportation Services and vehicles from the appropriate numbered space in the Maintenance and Materiel Building parking lot across the street from the George Stien Building.
After Hours.
After hours and on weekends, packets are available at the Police and Security Services Office, also in the George Stien Building.
PACKET AND VEHICLE RETURN.
Vehicles are returned to the appropriate numbered parking space; packets are returned in the slot in the wall north of the vehicle maintenance garage doors.
Trip Tickets.
Drivers are responsible for filling out all items of the trip ticket and returning the ticket with the packet.
CANCELLATIONS.
Cancellations normally require 24-hour notice. Administrative fees may be charged to an account for forms not completed or returned, vehicles not canceled, or vehicles not picked up.
VEHICLE USE AND DRIVER AUTHORIZATION
OFFICIAL BUSINESS.
The use of state-owned vehicles is for official state business. Employees who wish to travel with their families or to combine business with personal travel are encouraged to use their personal vehicles. Insurance waivers for employees who wish to travel with family members in state vehicles may be authorized by the vice chancellor for Finance and Administration.
VEHICLE USE AGREEMENT.
Faculty and Staff.
All fleet vehicle users are required to have a Vehicle Use Agreement form on file with Transportation Services.
Student Drivers.
Student drivers are required to have a Student Driver Authorization form on file. The student form must be signed by the student’s supervisor or student organization advisor. The form expires on May 31 and must be renewed annually if students intend to use state vehicles.
Driving Records.
State policy requires driving records be checked annually. Use of the state vehicles may be denied if an individual’s driving record shows multiple accidents and/or violations. Driving records obtained by Transportation Services are handled confidentially. Individuals with questions regarding their records may contact Transportation Services.
Authorization Forms.
Vehicle use forms are available from Transportation Services.
MILEAGE REIMBURSEMENT FOR PERSONAL VEHICLE USE
FLEET VEHICLE AVAILABLE.
An employee who elects to drive a personal vehicle when a state vehicle is available is reimbursed at the rate of .18 per mile when the round trip is more than 50 miles.
OTHER CONDITIONS.
Reimbursement is .26 per mile when:
• the reimbursement claim is accompanied by a Certificate of Non-availability issued by Transportation Services; or
• the round trip is 50 miles or less; or
• the driver engaged in university business is a not a state employee.
Non-availability.
A Certificate of Non-availability will be issued when no fleet vehicle is available and the reservation request is made at least 24 hours before the vehicle is required.
USE OF 15-PASSENGER VANS
DRIVER TRAINING REQUIRED.
The University of Wisconsin System Risk Management Office requires that any individual requesting to drive a 15-passenger van must complete a van driver training program or hold a valid commercial driver’s license.
Driver Training Program.
Transportation Services has developed a van driver training program which includes:
• completion of the van training program registration form;
• completion of the quiz on the back of the registration form with 80% accuracy; and
• completion of a behind-the-wheel session scheduled through Transportation Services.
Upon completion, drivers are issued a Van Driver Training Certification Card.
STUDENT ORGANIZATIONS
A student organization seeking to reserve a fleet vehicle must complete the Student Organization State Vehicle Approval Form.
All SFO account users (9000 accounts) and all 1800 account users (other than those for a class requirement) must also complete the form.
Completed forms must be signed by the student organization’s advisor and if the organization receives SGA funding for the trip, the budget director of SGA.